RFI 36C26226Q0253 Philips IntelliVue Patient Monitoring System with Installation and Configuration.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Contracting Officer Espinoza, Jose A.

jose.espinoza3@va.gov

PLACE OF PERFORMANCE

5901 East Seventh Street

Long Beach CA

ADDITIONAL INFORMATION

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI) – SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION

1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Businesses , including Service-Disabled Veteran-Owned Small Businesses and Veteran-Owned Small Businesses (SDVOSB/VOSB), who are interested in submitting proposals for this procurement and who are capable of performing the work required for this procurement.

2. The NAICS for this requirement is 334510 – Electromedical and Electrotherapeutic Apparatus Manufacturing

3. The Contractor shall provide Philips IntelliVue Patient Monitoring System with Installation and Configuration for the Long Beach VA Healthcare System (LBVAHCS) (see attached DRAFT SOW). The required products shall be provided by the contractor along with all resources necessary to accomplish the deliverables described in the attached Draft Statement of Work (SOW).

4. Interested and capable Contractors are encouraged to respond to this notice not later than January 21, 2026, at 03:00 PM PDT, by providing the following information via email only to Edgar.Alvizar@va.gov.

(a) Company name

(b) Address

(c) Point of contact

(d) Phone, fax, and email of primary point of contact

(e) Contractor’s Unique Entity ID (SAM) number

(f) Type of small business, if applicable, (e.g. Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a), HUB-Zone, Woman Owned Small Business, Small Disadvantaged Business, or Small Business).

(g) Statement indicating whether your company is considered small under the size standard for the NAICS code identified under this RFI.

(h) Statement indicating the product name of the Philips IntelliVue Patient Monitoring System with Installation and Configuration for the LBVAHCS that you intend to provide.

(i) Statement indicating whether you are the manufacturer of the Philips IntelliVue Patient Monitoring System with Installation and Configuration that you intend to provide for this procurement. If you intend to provide the prodcut by a company other than your own, state the name of the company whose Philips IntelliVue Patient Monitoring System with Installation and Configuration product you intend to provide, the country of origin, and whether the company that manufactures that product is a small business under the size standard for the NAICS code identified under this RFI.

(j) Statement indicating if you have a current contract to provide the Philips IntelliVue Patient Monitoring System with Installation and Configuration that you intend to provide for this procurement, along with the installation, configuration, validation, support, and maintenance services required by this procurement, under either the General Services Administration (GSA) Federal Supply Schedule (FSS) or with the VA National Acquisition Center (NAC), National Aeronautics and Space Administration (NASA) Solutions for Enterprise-Wide Procurement (SEWP), or any other federal contract. If yes, provide the contract type and contract number, as well as the identity of the federal agency with whom you hold that contract.

(k) Statement indicating if your Philips IntelliVue Patient Monitoring System with Installation and Configuration that you intent to provide for this procurement was assessed by VA Technical Reference Model Management Group and currently approved for use in the VA.

(l) Statement indicating how many calendar days you estimate it would take you to implement, configure, and validate Philips IntelliVue Patient Monitoring System with Installation and Configuration product that you intend to provide for this procurement in a medical center similar to the VA Medical Center.

(m) General pricing for your products/solutions for market research purposes.

(n) A capability statement that provides detailed information for one or more reference contracts that demonstrate your experience providing Philips IntelliVue Patient Monitoring System with Installation and Configuration that meets the requirements described in the attached Draft Salient Characteristics and demonstrates your experience providing the installation, configuration, validation, support, and maintenance services required by this procurement. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE. Respondents must provide the following information for each reference contract the respondent identifies as evidence of the respondent’s capability to perform the work required by this procurement. Respondents must provide the following information for each reference contract:

(1) the legal name of entity with whom the respondent held the contract;

(2) the contract number;

(3) a description providing details of the specific tasks the respondent performed under that contract;

(4) the dates during which the respondent performed the contract;

(5) the name, phone number, and email address of a person at the entity with whom the respondent held the contract who can verify the information the respondent provides regarding this reference contract.

If a respondent offers to demonstrate experience through the proposed use of subcontractors, the respondent must provide all of the information required above for one or more reference contracts performed by each subcontractor the respondent intends to use.

NOTE: The information requested above is required for the Government to evaluate whether there are sufficient small business concerns of a particular type who are capable of performing the work required by this procurement to determine if this procurement should be set aside for a given type of small business concern. FAILURE TO SUBMIT ALL OF THE INFORMATION REQUESTED ABOVE TO SUPPORT A RESPONDENT’S CLAIMED EXPERIENCE MAY BE VIEWED BY THE GOVERNMENT AS EVIDENCE THAT THE RESPONDENT LACKS THE ABILITY TO PROVIDE THE SUPPLY/SERVICE REQUIRED BY THIS PROCUREMENT. THIS, IN TURN, MAY AFFECT THE GOVERNMENT’S DETERMINATION ABOUT WHETHER THE REQUIREMENTS FOR A SET-ASIDE PROCUREMENT HAVE BEEN MET.

5. All Offerors who provide goods or services to the United States Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications.

6. Small Business respondents.(a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of www.vetbiz.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause.

(b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, § 125.6 the prime contractor's limitations on subcontracting are as follows:

(c) Please note that if VA’s pending market research establishes that two or more verified VOSB or SDVOSB can provide the services required, VA will set aside the underlying solicitation per 38 U.S.C. §8127.

--End of Sources Sought Announcement--

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

DRAFT SOW

PHILIPS X2 FLEET REPLACEMENT

I. Scope: The services to be provided by the contractor under this agreement shall consist of furnishing all necessary parts, labor, and transportation required to replace and upgrade the 120 Government-owned Philips IntelliVue X2 devices to Philips IntelliVue X3 devices, as well addition of 5 X3s, implementation and installation services, and 2 slots for PIIC iX Rev 4 Biomedical Training Course.

II. Period of Agreement:

Unless otherwise specified, this contract will be for the period of the installation and VA acceptance of the system.

III. Hours of Coverage:

a. Normal hours of coverage will be Monday through Friday from 8am to 5pm PST.

b. All service/repairs will be performed during stipulated hours of coverage unless requested or approved by Biomedical Engineering.

c. Federal Holidays observed by the VAMC are:

STATEMENT OF WORK

PHILIPS X2 FLEET REPLACEMENT

· New Year’s Day

· Martin Luther King Day

· President's Day

· Memorial Day

· Juneteenth

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

IV. Services to be Provided:

a. Ongoing Support Services:

· Technical/Clinical Telephone Support will be provided 24/7, 365 days/year

· Technical and Application Consulting for upgrade from Philips IntelliVue X2 to Philips IntelliVue X3

b. Education

· Onsite Clinical Support during upgrade and go-live

· 2 slots for Biomedical Training Courses (PIIC iX Rev. 4)

c. Parts: The contractor will supply, at its own expense, necessary factory-certified equipment manufactured parts, provided that replacement of the parts is required because of normal wear and tear, or outright failure or as otherwise deemed necessary by the contractor. Plastics coverage included.

· Hardware and software upgrades will be scheduled and performed during normal working hours, at no additional charge to the VA. These upgrades are those required for the correct function of the system; not those purchased to enhance function.

d. Labor: The contractor will provide all labor associated with the replacement of the Philips IntelliVue X2 devices covered under the contract agreement. Inadequate or improper configuration performed by the contractor will be correctly remedied at a time convenient to the VA at no additional expense to the VA. There will be no limitation to the number of labor hours provided within the stipulated timeframes of contract coverage.

e. Reporting Procedures:

· The Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook. In addition to signing-in, the Contractor personnel shall identify him/herself to the Using Service before proceeding to the job site.

· For services to be performed outside normal working hours, the Contractor must obtain approval from the Biomedical Engineering COR prior to performing any afterhours work. If the afterhours request is approved, the Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook and pick up a visitor badge. In addition to signing-in, the Contractor personnel shall identify him/herself to the Using Service before proceeding to the job site.

· Prior to leaving the facility, the Contractor shall communicate status of equipment to the Using Service, sign out of the logbook in the Biomedical Engineering Department, and return the visitor’s badge.

Note: To ensure proper equipment history documentation, the contractor will forward all preventive maintenance records within 5 working days of completion to Biomedical Engineering.

f. Documentation:

· For Preventive Maintenance, Contractor will provide a PM checklist to VA Long Beach Biomedical Engineering, listing each action taken to complete the maintenance.

· Contractor will provide individual results which describe services performed (in sufficient detail to be acceptable to the field inspectors of The Joint Commission). The following information must be provided in each report:

1) Date of service

2) Summary of problem and action taken

3) Parts replaced

4) Labor hours

5) Travel time

6) Equipment serviced (description, Equipment ID #, serial number, etc.)

7) Purchase order number

Note: This report must be approved and signed by Biomedical Engineering personnel or their representative. A copy of each report will be left with Biomedical Engineering. In the event that Biomedical Engineering is not available to receive the service report (outside normal working hours), the service report will be left with the supervising official of the equipment that was serviced; the supervising official will forward the service report to Biomedical Engineering (138M) the next working day.

g. Qualifications: Contractor shall be engaged full-time in the service and support of the equipment listed in Section I.

· Contractor shall have access to complete service manuals

· Contractor shall have access to software diagnostic keys

· Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work.

V. Contractor Badging:

1. Compliance with VA Handbook 0735 – HSPD-12 Program To comply with Department of Veterans Affairs (VA) Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) requirements, the Prime Contractor shall coordinate with the Contracting Officer’s Representative (COR) regarding all site visits to the VA Long Beach Healthcare System. Badges are mandatory for all contractors and subcontractors entering the facility.

The Prime Contractor is responsible for ensuring that all required information and documentation are submitted to the COR with sufficient lead time to allow for proper processing of badge requests. No contractor or subcontractor may begin work onsite without an approved badge, except under emergency conditions as outlined below.

1. Processing Time Badge issuance may take up to 30 calendar days due to required background checks. The Prime Contractor must begin coordination with the COR immediately upon contract award to avoid repair, service, or project delays.

1. Onsite Visits for Badging Contractors should anticipate at least two separate onsite visits:

· One visit for fingerprinting.

· One visit to pick up the issued badge.

1. Mandatory Training All contractors and subcontractors must complete mandatory training assigned through the VA’s electronic Training Management System (TMS) before badges are issued. This training typically requires approximately two (2) hours to complete. Badge issuance and retention are contingent upon successful completion of this training.

1. Emergency Repairs Exception In cases where an emergency repair or service is required and the contractor or subcontractor has not yet been issued a permanent VA badge, a temporary day badge may be issued by VA Police for that emergency only. The Prime Contractor must still ensure that permanent badging is pursued without delay following the emergency event.

CLINICAL MONITORING AND INTERVENTION SOFTWARE SOLUTION SALIENT CHARACTERISTICS

The Clinical Monitoring and Intervention Software solution shall provide the following Clinical Decision Support System features:

a. Perform active, real-time Antimicrobial Stewardship/Infection Control surveillance to include, at a minimum, the following:

i. Broad-spectrum de-escalation after user specified time frames

ii. Drug-bug mismatch

iii. Positive cultures stratified by specimen source (especially blood cultures for rapid diagnostics)

1. Stratification of cultures by location and by source

iv. Penicillin-allergic patients cross-referenced with active anti-infective orders

v. Intravenous to oral conversions for user defined antimicrobials

vi. Timely alerts for notifiable diseases to California Department of Health

vii. Query for patients on specific drugs and/or laboratory parameters

viii. Real-time culture results/reports for use in monthly reports of healthcare-associated infections (HAI):

1. CAUTI – review of all positive urine cultures

2. CLABSI –review of all positive Blood cultures

3. Healthcare-associated Legionellosis – legionella urine antigen and legionella sputum cultures

4. VAE/VAP - Sputum/BAL cultures

5. healthcare-associated CDI - C. difficile test results (PCR and EIA)

ix. Real-time alerts for multi-drug resistant organisms (MDRO’s) that would allow IPC to intervene and ascertain patient is on appropriate isolation precautions to avoid transmission of these MDRO’s

1. MRSA

2. ESBL Enterobacteriaceae

3. CRE organisms

4. MDR-Pseudomonas

5. MDR-Acinetobacter

6. Pulmonary and Extrapulmonary Tuberculosis

7. Candida Auris

8. VRE

x. Real-Time alerts for communicable diseases that warrant immediate intervention in the facility, including proper isolation precautions, trigger exposure to patients and employees and follow-up with Occupational Health

1. Covid-19

2. Other respiratory viral illnesses – RSV, influenza A/B, etc.

3. Other diarrheal illness – C difficile, RSV, norovirus

4. Monkeypox

5. Bloodborne-related pathogens (HIV, Hepatitis B/C)

xi. Contact tracing for infection-related outbreak investigation including COVID-19, MDR-Acinetobacter organisms, Influenza, norovirus

xii. Real time alerts for Veterans with Osteomyelitis

b. Patient Summary Page for Clinical Data Preview to include, at a minimum, the following:

i. Clinical rounding panel(s) that satisfy Bates’s Commandments for clinical decision support (preferred)

ii. Pre-fetched, single-page display of current admission and pre-admission data (i.e., Emergency Department)

1. Antimicrobial orders throughout admission encounter (antibiotics, antivirals, antifungals, and antiparasitic agents)

2. Medication administration record

3. Vitals (temperature, respiratory rate, heart rate, SaO2, blood pressure)

4. Diagnostic lab orders and results (CBC and creatinine)

5. Therapeutic drug monitoring

6. Radiology results

7. Microbiology

8. Pathology

9. Miscellaneous infection-related medications (ex. antipyretics, immunosuppressants, etc.)

iii. Patient specific notes/tasks with due dates

c. Track antimicrobial stewardship operational efficiency and interventions to include, at a minimum, the following;

i. Intervention documentation for transparency/communication among licensed users

ii. Calculate estimated cost savings per intervention type

iii. Operationalize follow-up for licensed users (i.e., pending, complete, accepted, rejected)

d. Antimicrobial Stewardship reporting functionality to include, at a minimum, the following:

i. Clinical intervention reports during specified time ranges by user for intervention acceptance rates

ii. CLSI-concordant antibiograms for Gram-positive, Gram-negative, and antifungal agents from May 2018 and carried forward

iii. National Health and Safety Network calculations and reporting of days of medication therapy per 1000 days present (or admissions for nursing home residents)

iv. Antibiotic utilization reports for all antibiotics listed in the VISTA drug file with real-time data functionality for currently active medications and recently expired medications (within the last 24hrs).

v. Selected hospital-associated infection rates sortable by type (e.g., MRSA, C. difficile, influenza, Legionella)

vi. Urine culture results filterable by location and by result (positive/negative)

e. Provide, at a minimum, the following configurability:

i. Create ad hoc alerts for clinical surveillance

ii. Create accurate custom medication reports for viewing among licensed users (ex., patients on specific drugs in during a specified time range).

1. Must be all-inclusive of medications available within the VISTA Pharmacy Package and have accurate real-time results.

2. Reports should be able to distinguish medication status (Active, expired, discontinued)

iii. Create custom infection reports for viewing among licensed users (ex., patients with specific diseases in during a specified time range)

iv. Create custom intervention types for ad hoc tracking

v. Provide real time clinical surveillance/decision making with customizable reports with the ability to:

a. identify/sort patients by hospital location, team, or provider

b. select which alerts to review from pre-existing alerts in software database

c. create new alerts

d. change time frame of alerts to review

e. identify patients by admission diagnosis and/or problem list diagnoses

f. Alerts should be viewable from patient profile with ongoing tracking of status of previous alerts

g. End-users should have the ability to create customizable reports

vi. Create targeted patients lists by either medication, class, or lab values with ability to customize data fields displayed

vii. Provide a platform for inpatient anticoagulation monitoring

a. Must recognize both inpatient and outpatient orders

b. Reports must be complete and contain no data discrepancies

viii. Ability to generate individualized rosters to facilitate workflow

1. Rosters must be able to be modified and grouped as necessary by the user

2. Rosters for specific pre-defined teams will be automatically identified and grouped by the solution (e.g. Team 1-6 Medicine, Surgery, Ortho, Vascular, Cardiology, etc)

3. Rosters will be accurate in real-time and will be consistent with the information provided in the VISTA/CPRS package

ix. Allow documentation within the system to communicate with other users

1. Must be able to provide a patient task documentation system that allows users to create tasks within the patient profile and document due dates/times.

2. Tasks must be easily accessible and sortable by task type, patient type (user defined), and/or due date.

3. All tasks for patient must be viewable from the patient profile.

x. Provide real-time clinical support, trouble shooting and technical assistance with timely reports for ongoing progress/status updates.

xi. Unlimited number of concurrent users

xii. Ability to pull procedure codes (CPT and/or ICD 10) to perform surgical site infection (SSI) surveillance

xiii. Allow documentation of hand hygiene observations with attribution tracking of non-compliance

1. Ability to produce graphs based on hand hygiene data entry

2. Ability to customize data entered and graphs produced

xiv. Ability to pull line days from documentation to aide in calculation of hospital associated infection rates

h. Data Retrieval

i. The solution is able to pull the following data from VistA/CPRS- ADT (patient movement), Inpatient pharmacy, BCMA, Outpatient pharmacy, Problem List Lab/ Microbiology (Inpatient and outpatient), Vital Signs (Inpatient and outpatient), Radiology (Inpatient and outpatient) Pathology/Surgery (Inpatient and outpatient)

i. Technology Requirements to include, at a minimum, the following:

i. Include an interface (logical link) that can be incorporated into a VA specific VistA instance to generate and transmit HL7 messages to the software solution. If HL7 messages are inaccurate or an enhancement is required, the vendor shall have the ability to troubleshoot and correct HL7 message transmissions.

ii. Solution must be approved by OI&T Technical Reference Model (VA TRM) IAW section 4.1 by the Go Live date.

iii. The software maintenance and support shall include security patches and software updates/enhancements, and 24x7 support.

iv. Utilize a data security interconnection infrastructure that shall address storage, generating, transmitting, and exchanging data.

v. Include VA Single Sign On (SSOi) functionality so users can use their Personal Identity Verification (PIV) identification card and PIV pin (2FA) to sign into the software.

vi. Interface with common leading software platforms and operating systems.

vii. Can run on, VA provided, virtual servers hosted on the government network.

j. This solution shall offer VA management with customizable reporting functionality to streamline, standardize, as well as an innovative approach that helps VA management understand its progress. At a minimum, reports must be able to show interventions completed, the type of intervention and the status of the intervention (accepted, rejected, unknown). Reports must be able to include multiple individual users as well as a single user option and must include flexible date ranges.

k. The solution must be able to provide a live demonstration to show functionality of all included features for the facility.

l. The solution must provide on campus training and support for implementation/go-live.

i. Implementation with full feature functionality as described above must be completed within 60 days from start of implementation.

ii. Training must be completed within 1 month of implementation unless an alternative date is agreed upon by the end-user.

*For each line item, vendors shall provide the manufacturer name, part number, description, country of origin, BAA/TAA compliance status, COTS status, contract number (if on FSS/SEWP/NAC), or confirmation that the item is open-market.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

EER 242935 SEPG 452620 CSN 5820-433464 ALBCC 201M31 REPLACEMENT TURN IN 26-091-105 NEW EE# AND MULTIPLE EIL'S TO BE ASSIGNED UP ON DELIVERY. INTELLIVUE MULTI-MEASUREMENT MODULE X3 - 867030, H72 CRITICAL CARE TRANSPORT SW 867030_H72, B06 DUAL PRESS AND TEMP 867030_B06, SP1 FAST SpO2 867030_SP1, A04 4-WAVES CAPABILITY 867030_A04, E31 CARRYING HANDLE 867030_E31, J45 SMART HOPPING IF 1.4 GHz 867030_J45. DISCOUNTED PRICE.

LOCAL STOCK NUMBER: 867030

· country of origin: _____________

· BAA compliance (Yes/No): _______

· TAA compliance (Yes/No): ________

· FSS/SEWP/NAC contract number, if applicable: ________

5 MM ADULT NIBP AIR HOSE 3.0m - DISCOUNTED PRICE.

LOCAL STOCK NUMBER: 989803209771

· country of origin: _____________

· BAA compliance (Yes/No): _______

PROJECT MANAGEMENT FOUNDATION

LOCAL STOCK NUMBER: 989803208681

· country of origin: _____________

· BAA compliance (Yes/No): _______

LABOR: INSTALL/DEINSTALL EQUIPMENT

LOCAL STOCK NUMBER: 989805710138

· country of origin: _____________

· BAA compliance (Yes/No): _______

CLIN CONFIG & IMP: 1 STANDARD SHIFT

LOCAL STOCK NUMBER: 989803216591

· country of origin: _____________

· BAA compliance (Yes/No): _______

CLIN CONFIG & IMP: 1 OVERTIME SHIFT

LOCAL STOCK NUMBER: 989803216601

· country of origin: _____________

· BAA compliance (Yes/No): _______

BIOMEDICAL TRAINING COURSES A30 CMS1IL008 PICiX Basic

LOCAL STOCK NUMBER: MXU0011

· country of origin: _____________

· BAA compliance (Yes/No): _______

Sources Sought Notice