SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* BCMA MEDICAL CARTS – COLUMBIA MO VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-26-AP-1430

RESPONSE DATE/TIME/ZONE 04-02-2026 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* 6515

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Tywanna Sparks and Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Harry S. Truman Memorial Veterans’ Hospital 800 Hospital Drive

Columbia, MO

POSTAL CODE 65201-5275

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS tywanna.sparks@va.gov and teresa.cabanting@va.gov mailto:tywanna.sparks@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources

Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers/quotes/proposals and cannot be accepted by the

Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice.

The submission of catalogue or ID/IQ pricing (NOT Quote), capabilities for planning purposes, and other market information is highly encouraged and allowed under this

Sources Sought Notice.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their size classification relative to

NAICS 541519. Responses to this notice will be used by the Government to make appropriate acquisition decisions and after reviewing the responses to this Sources

Sought Notice, a solicitation announcement may be published. Responses to this

Sources Sought Notice are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the equipment that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the equipment that fulfill the required specifications and/or the authority from the manufacturer.

If you are interested and are capable of providing the sought-out equipment, please provide the requested information indicated below in #1. Response to this Sources

Sought Notice shall include the following:

1. Company name, address, point of contact, UEI, and size of business pursuant to the following questions:

a) Is your company considered small under the NAICS code identified under this Sources Sought Notice? (If so, provide the small business identifier, e.g.

SDVOSB, VOSB, WOSB etc.)

b) Provide the www.sam.gov Unique Entity ID (UEI) number.

c) Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, SEWP or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

d) Does your company have an Authorization to Distribute letter from the original manufacturer? If so, please provide a copy.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirements described in the following Statement of Requirements.

Responses to this notice shall be submitted via E-mail and are due on or before April

02, 2026 by 11:00 a.m. Central and sent to Tywanna Sparks and Teresa Cabanting at tywanna.sparks@va.gov and teresa.cabanting@va.gov. Send all questions to Tywanna

Sparks and Teresa Cabanting NLT March 26, 2026.

Telephone responses or questions will not be accepted.

If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this

Sources Sought Notice.

Responses to this Sources Sought Notice are not a request to be added to a prospective offerors list nor to receive a copy of a solicitation.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Statement of Requirements

General Information

1.0 Scope of Work: The Harry S. Truman Memorial Veterans’ Hospital has a need to update the Bar Code Medication Administration (BCMA) carts equipment currently in use, by replacing equipment that has reached the end of its life cycle. BCMA carts will be purchased as integrated units including the cart, computer, monitor, keyboard, card reader, scanner, mouse, and 5-year battery.

2.0 Background: The BCMA system is a vital patient safety tool to accurately dispense medications to our veterans. The BCMA system was an initiative started in the VISN 15 Heartland Network and developed by Veterans Health Administration (VHA). All in-patient care and some outpatient areas use this system to ensure the right Veteran is receiving the right medication, at the right time, by the right route, in the right dose and that the administration is accurately documented. BCMA carts, bar code scanners, and computers are required to http://www.sam.gov/ mailto:tywanna.sparks@va.gov mailto:teresa.cabanting@va.gov perform this function. The scanners improve the safety of medication administration by allowing the patient identification bar codes to be scanned into the BCMA program, thus opening the correct medication record. Once in BCMA, the scanners are again used to scan the bar codes contained on the individual medication packages, ensuring the accuracy of medication selection. Scanning additionally caused BCMA to create the documentation of the medication administration. The medication administration model requires the nurse to be at the patient bedside for scanning and medication selection. This point of care model reduces errors that occur when the medications are selected in one place and transported to the patient.

"The Authorization requirements do not apply, and that a Security Accreditation Package is not required"

Barcode technology in medication administration has proven to reduce medication administration errors. The scanners improve the safety of medication administration by allowing the patient identification bar codes to be scanned into the BCMA program, thus opening the correct medication record. Once in BCMA, the scanners are again used to scan the bar codes contained on the individual medication packages, ensuring the accuracy of medication selection. Scanning additionally caused BCMA to create the documentation of the medication administration. The medication administration model requires the nurse to be at the patient bedside for scanning and medication selection. This point of care model reduces errors that occur when the medications are selected in one place and transported to the patient. Patient Care Services within the Harry S. Truman

Memorial Veterans’ Hospital has a need to replace the aging equipment which both Healthcare Technology Management (HTM) and Office Information &

Technology (OI&T) have frequently been unable to repair.

3.0 Requirements of BCMA Carts

Includes:

• 30 carts (comes standard with mounts for PIV reader, antenna, integration kit, electronic signature pad, cup dispenser, sani-wipe holders and sharps holders) an additional scanner with each cart.

• 7 carts without cup holders, sani-wipe holders, sharps holders, or additional scanner

The 37 medication administration carts shall meet the following minimum requirements:

General Construction

• Mobile, height adjustable design with locking casters for secure positioning.

• Durable, medical grade construction designed for continuous use in high volume hospital settings.

• Ergonomic design to reduce strain and support extended daily use by clinical staff.

Medication Storage

• Configurable medication bin system that includes a minimum 3x3 bin configuration for secure, organized storage of patient-specific medications.

• Lockable storage compartments that maintain compliance with VA security policies.

• Ability to support modular accessories such as cup holders, sani-wipe dispensers, and sharps container for workflow efficiency.

Power Management

• Integrated rechargeable power system capable of supporting a full clinical shift (minimum 8-12 hours) without recharge

• Battery systems should support hot swappable or continuous operation to prevent downtime.

• Visual battery status indicators for quick monitoring by staff.

Technology Integration

• Capable of securely mounting laptops, tablets or all-in-one computing devices used in conjunction with BCMA workflows.

• Compatible with the Government’s BCMA software and electronic health record (EHR) platforms. And serviceable by the local HTM department.

• Integrated cable management to minimize hazards and reduce clutter.

Infection Control and Safety

• Surfaces are constructed of non-porous medical grade materials that are resistant to hospital grade disinfectants.

• Smooth, cleanable surfaces that support infection control protocols in inpatient and outpatient environments.

While multiple vendors manufacture medical carts, the carts required under this specification must provide:

• Secure 3x3 bin medication system that supports Government/VA-standardized workflows (not offered in all competitor models).

• Proven durability for heavy inpatient use, reducing downtime and long-term maintenance costs.

• Integrated long life power systems that allow uninterrupted use during 8-12 hour shifts without recharge, with hot swap capability.

• Customizable accessories for 30 each BCMA carts (cup holders, sani-wipe holders, sharps container, lockable compartments with mounting kit) to align with patient care workflow requirements in both inpatient and outpatient units.

• Interoperability with Government/VA BCMA/EHR systems to prevent workflow disruption or retraining requirements.

These specifications are essential to ensure safe, efficient, and standardized medication administration across the facility.

Warranty and Support

• Carts shall include a minimum of one-year warranty covering parts and labor.

• The Contractor should provide service and technical support during the warranty period.

End of Statement of Requirements