36C25526Q0346 Sources Sought Notice.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Home Sleep Apnea Testing

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25526Q0346

RESPONSE DATE/TIME/ZONE 04-28-2026 10:00am CENTRAL TIME, CHICAGO, USA

ARCHIVE 45 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* Q403

NAICS CODE* 621999

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contracting Officer

Denise Maynard denise.maynard@va.gov

PLACE OF PERFORMANCE

ADDRESS John J. Pershing VA Medical Center

1500 N. Westwood Blvd.

Poplar Bluff, MO 63901-3318

This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potentially qualified businesses.

Responses to this notice shall include:

1. Company Name

2. Address

3. Point of Contact

4. Phone, Fax, and Email

5. UIE number

6. Must provide a capability statement that addresses the organizations qualifications and ability to perform the work in the Statement of Requirements.

See Attached:

1. Statement of Work

Please respond if you can provide.

All responses due by 10:00 am CST, Tuesday, April 28, 2026 Denise Maynard Contract Specialist denise.maynard@va.gov Network Contracting Office 15

See attached document: Statement of Work

DESCRIPTION

John J. Pershing VA Medical Center

HOME SLEEP APNEA TESTING SERVICES

1. Purpose: The purpose of this Performance Work Statement (PWS) is to outline the need for Home Sleep Apnea Testing (HSAT) for diagnosing Veteran beneficiaries of the John J.

Pershing VA Medical Center (JJP VAMC) in Poplar Bluff, Missouri and associated Community Based Outpatient Clinics (CBOCs).

2. Scope of Work: The Contractor shall provide home sleep study services for patients who qualify for home sleep apnea testing. The Contractor will provide HSAT equipment, instruction, and support to Veteran beneficiaries for use for 1 to 3 nights, depending on the JJP VAMC physician’s sleep consultation. After completion of testing, Veteran beneficiaries will return HSAT equipment to the Contractor. Sleep tests shall be reviewed and scored by the Contractor’s certified sleep technician (see Section 11 - Staffing and Employee Requirements).

The Contractor shall make sleep test scores and data available through its web-based system for review and interpretation by JJP VAMC physicians and/or authorized representatives. They will provide the following:

a. The contractor shall furnish, for the life of the contract, the following equipment at no additional costs to the Government:

1. Home sleep study equipment.

2. Current operator’s manual(s) as well as hands-on training by local representative.

b. The system shall have an operator’s manual to include system operation and troubleshooting. The Contractor shall repeat the sleep study at no additional costs to the Government for the following reasons or other unforeseen issues:

1. Device(s) provides unsatisfactory results.

2. Device(s) fails to transmit or download information.

3. Information is not retrievable using the web-based system.

4. There is a defect or artifact determined by the VA to be substandard.

3. Place of Performance: The selected Contractor shall provide HSAT equipment and off-site scoring. No travel fees will apply. All delivery, disposable items, and equipment are included in the item price. Devices shall be provided to patients directly from the contractor. Upon completion of the sleep study, device(s) shall be mailed directly back to the contractor at no expense to patient or VA.

4. Performance Period: Base plus four (4) Option Years, to be exercised at the discretion of the Government, with an anticipated start date in September 2026 or earlier.

5. Procedure: The vendor contacts the patient to schedule the patient’s sleep study and set up a time to deliver the equipment. The device(s) are given to patients to use for 1 to 3 days depending on the indication for the sleep study. Upon receipt of order, contractor shall contact patient within 24 hours by phone, and polysomnography technicians will instruct and explain to the patient what the device is, how to hook it up, and how to use the equipment. They will then hook up the device(s) to the patient, with specific instructions to continue to have the device(s) on for the duration of the evaluation. After the evaluation period, the patient returns the device(s) to the contractor in the envelopes provided.

6. General Requirements:

a. Home Sleep Study: The contractor will provide home sleep testing equipment that can perform home sleep studies for patient care. The equipment will provide the following:

1) Equipment that is ordered for the patients’ specific needs.

2) Education regarding the setup and use of the equipment along with 24/7 technical support that will be offered on the phone.

3) The device has at least 7 channels (a type 3 device).

4) Captured sleep study data reviewed and manually scored by a Registered Polysomnography Technician.

5) The ability to provide data from each night of the study, as well as the cumulative data, if multiple nights.

6) Scoring of the sleep studies along with the raw data of the sleeps study will be made available online and will be interpreted by the sleep physicians at John J.

Pershing VAMC.

7) Both patients and VA staff shall have unlimited 24/7 telephone access to contractor’s support staff that are knowledgeable and shall supply assistance in resolving any monitoring problems.

8) Contractor shall electronically post the data and scoring for immediate review by the appropriate John J. Pershing VA staff within 72 hours of sleep study completion.

9) Contractor shall post an all-results-data export file to VA staff within 24 hours of scoring completion.

10) The contractor shall provide detailed reports for all Veteran patients receiving full services to the COR (Contracting Officer’s Representative) at the end of the current billing period. Full services are defined as patients that have been identified by a VA provider as requiring a home sleep study, have been assigned equipment that has been returned to the contractor for scoring, the scoring has been reported back to the appropriate medical center, and the sleep study report is determined to be without technical error.

b. Scoring Reports: All scoring information will be collected and communicated to the physician at the VAMC. The scoring report shall include at minimum:

1) Respiratory abnormalities.

2) Oxygen desaturations.

3) Snoring.

4) Body position.

5) Heart rate.

7. Data Management: While patients are using the equipment, the scored study will be made available online. The VA shall have access to patient reporting 24 hours a day at the physician’s or authorized representative’s convenience through password protection.

8. Workflow: The device is given to patients for 1 to 3 days depending on the indication for the sleep study. The monitor will be delivered directly to the patient, and the patient will be hooked up at home with instructions from the vendor. The contractor staff will instruct and explain to the patients what the device is, how to hook it up, and how the patient will use it. The patient will complete the study as directed and will send the equipment back to the vendor once the study is completed. At end of sleep study, the sleep study data and scoring will be made available within 72 hours after the service is completed. Access to the data from the website is limited to the physicians and/or any other authorized representative responsible for evaluating the data. Once the sleep study has been scored, the contractor shall post it for the VAMC physicians to review and interpret.

9. Equipment:

a. All equipment offered shall be approved by US Food and Drug Administration (FDA).

b. All home sleep testing equipment shall be provided by the contractor for VA patient use and shall be state-of-the-art equipment, lightweight, and simple for patients to use. Patients will use the equipment for one (1) to three (3) days, or as specified by the VA provider. Samples shall be provided to each site during the training or orientation process.

c. All equipment remains the sole property of the contractor, including the initial delivery of the units. The contractor is responsible for all service maintenance and repairs of the equipment and hardware.

d. The contractor shall supply a postage-paid return container for all equipment.

10. Instruction Capabilities:

a. Lightweight and easy to use design.

b. Have at least 7 channels (type 3 device).

c. Instrument/monitor has a date and time stamp for clinical reports.

d. All consumable items are provided to patients by the contractor who returns the item after the sleep study.

11. Training: The contractor shall provide comprehensive training to the John J. Pershing VBA Staff. This may require multiple training sessions for numerous staff. The training shall consist of proper use of monitoring devices, instructions on how to upload patient information into contractor provided software and/or websites, and how to maintain or provide basic quality assurance tests. The Contractor shall also provide each participant at the facility with copies of the manuals, equipment checklists, surveys, and specific contact information if a medical center staff person needed to contact the contractor 24/7.

12. Technical Support: Technical support is required via telephone for troubleshooting methods and/or problems. The response time for telephone technical assistance shall be within one (1) hour of the initial call for technical support. Contractors must also show availability 24/7 for patient support. Contractor must have appropriately trained personnel available by phone throughout the duration of all tests for patient support.

13. Quality:

a. Maintenance:

1) All home sleep study equipment shall be cleaned, disinfected and decontaminated according to accreditation standards, before it is sent to the patient. Unclean equipment should be stored in an area separate from cleaned equipment to prevent cross contamination.

2) Contractor shall demonstrate set procedures for proper inspection and maintenance of the home sleep study equipment and shall provide each location a copy of the inspection checklist.

3) Contractor shall be responsible for the configuration and calibration of the devices.

4) The contractor shall have a formal procedure to validate the functional integrity of any device before it is provided to a patient, and shall, at a minimum, complete and document such validation procedure whenever a device is returned with non-diagnostic or unsatisfactory results, or when visual inspection suggests the possibility of device damage.

5) Contractor shall report on the failure rate of their equipment and supply maintenance records.

6) When upgrades to the analytical software or hardware are available that are designed to improve the performance of the analytical system, those upgrades shall be made available to the John J. Pershing VA Medical Center at no additional cost.

7) The contractor shall coordinate installation of upgrades with the COR.

8) The contractor shall provide customer notifications and latest operator’s manual within 10 days after their release/publication.

b. Quality Program:

1) The contractor shall maintain a quality system that ensures conformance to contractual requirements and meets the requirements of ISO 9001 and/or CMS requirements for equivalent home sleep testing, or an equivalent quality system during performance of this contract.

2) Contractor must have a clearly defined process by which it collects the required data, performs root cause analysis, and can supply easily understandable reports.

3) Contractor must demonstrate that their information systems are HIPAA compliant and that the raw data can be transferred securely and with accuracy to the VA.

14. Government holidays: The contractor is not required to provide services on the following

National holidays, nor shall the contractor be paid for these holidays.

The following national holidays are observed by the Federal Government:

New Year’s Day

1 January

Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19 June Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Christmas Day 25 December

15. Overtime and holidays: Any overtime or holiday pay that may be entitled to contractor personnel performing under this contract shall be the sole responsibility of the contractor and not billed to nor reimbursed by the Government.

16. Ordering Activity: Contractor shall not accept any instructions issued by any person other than the Contracting Officer or the COR acting within the limits of his/her authority.

17. Changes to Contract: Only those services specified herein are authorized. Before performing any service of a non-contractual nature, contractor shall advise the CO of the reason(s) for the additional work and/or service. Prior authorization shall be obtained from the CO before performing the services.

18. Complaints: Contractor shall promptly and courteously respond to complaints within three

(3) working days. Including complaints brough to contractor’s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor’s response. Contractor shall permit the Government to inspect such records upon reasonable notice.

19. Badges: All contractor personnel shall be required to always wear VA-provided identification (ID) badge above the waist while on VA grounds. Contractors shall be required to coordinate with COR to obtain the VA provided ID badges for all staff. Contractors will report to Logistics (at Poplar Bluff) and Police (at Cape Girardeau HCC) to sign in and receive the ID badges. All VA provided ID badges shall be returned at the end of the contract or upon completion of services.

Failure to wear ID badges may result in removal from any of the VA facilities and/or otherwise referred to federal property.