SAM RFI 36C26226Q0669.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

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

POINT OF CONTACT*

Contracting Specialist Espinoza, Jose A.

jose.espinoza3@va.gov

PLACE OF PERFORMANCE

New Mexico VA Healthcare System

1501 San Pedro Dr SE Bldg 46

Albuquerque NM

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

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 AvaSure Telesitter for the New Mexico VA Healthcare System (NMVAHCS) (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 April 27th, 2026, at 09:00 AM PDT, by providing the following information via email only to jose.espinoza3@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 AvaSure Telesitter for the NMVAHCS that you intend to provide.

(i) Statement indicating whether you are the manufacturer of the AvaSure Telesitter 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 AvaSure Telesitter 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 AvaSure Telesitter 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 AvaSure Telesitter 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 AvaSure Telesitter 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 AvaSure Telesitter 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

DRAFT - STATEMENT OF WORK (SOW)

As of April 20,2026

1. Contracting Officer’s Representative POC will be identified upon award.

2. Contract Title. Avasure Telesitter Patient Monitoring

3. Background. The NMVAMC does not have a patient monitoring system for direct observation. Currently, we are utilizing nursing assistants, LPNs, and RNs which are pulled from patient care to perform sitting duties. This will aid when a veteran is at risk of disrupting medical treatment or a risk of harm to themselves or others. In the last 12 months, the Raymond G. Murphy Medical Center utilized 89,674 sitter hours, or 43 full time employees.

4. Scope. An integrated system that improves patient safety and reduces sitter cost for our facility. The system utilizes an in-room camera and bed rails/chair rails technologies which use advanced detection system to identify and notify staff when a patient is putting themselves at risk. The patient monitoring system software provides an analytics dashboard and the ability to interface live and visually with patients. The primary users of this system will be nursing staff to meet patient care needs and safety.

5. Specific Tasks.

1. The vendor shall coordinate all below tasks with the COR to ensure minimal impact on patient care.

2. The must provide the following quantities:

A. (15) Avasure Software Licenses or equal must include:

a. Licensed per hardware device

b. AvaNet Support

c. Analytics reporting tool

d. Clinical program materials and eLeanring modules

e. Software must be Federal Information Processing Standard (FIPS) 140-2 Certified and wireless.

f. Vendor must provide an approved VA Directive 6550, software that contains and provides patient’s private information and it has access to the VA servers must be VA OIT approved

B. (15) Guardian Hardware- Mobile Two way. Avasure Guardian or equal.

a. (15) US Medical grade power cord, must be 10’ long

b. Must be mobile cart with locking caster wheels, and wireless

c. Touchscreen 18.5” diagonal with resolution 1920 x 1080 capable, 16:9 aspect ratio.

d. HD camera with two (2) way audio and video

e. Camera must include Digital Pan Tilt Zoom, 360 endless pan range, 90 tilt range, and minimum of 10X optical zoom

f. Audio system must include 10W speaker and microphone- two way

g. Camera and controller Installation must include:

i. Vendor shall ship equipment to location for installation.

ii. Vendor must unbox and prepare equipment for installation utilizing Avasure technical staff

iii. Vendor must install mobile controllers in the patient rooms and configure and test for functionality.

iv. Vendor must perform post-installation checks for controller, camera, and workstation functionality

C. (1) Large Format Monitor

a. Must provide and install

D. (1) Spare Parts Kit

a. 5 ear pieces

b. 5 microfiber cleaning cloths

c. 100 disposable ear covers for headsets,

d. 1 head set

e. 1 USB headset adapter

f. 1 10ft cord

E. Installation Services must include:

a. Project planning and Engineering

b. Onsite deployment

c. Server installation, setup, and configuration must include:

i. Vendor shall build and configure server according to technical requirements.

ii. Vendor must perform post-installation configuration and checks for the server.

d. Monitor station setup

e. Device assembly and assembly preparation

f. Vendor must device initialization, test verification, wireless connectivity/validation

g. Device wireless connectivity testing and validation

h. Biomed/IT training on the system and troubleshooting issues

F. Clinical Services must include:

a. Policy and procedure planning

b. Resource sharing and guidance

c. Program Development and best practices

d. Onsite Go Live Support

G. Project Management Servces must include:

a. Vendor must coordinate tasks, project planning, resources, and provide timelines for the implementation of the products and software.

b. Vendor shall provide at least one operational manual.

c.

3. Provide installation services in accordance with VA, VHA, and NMVAHCS policies and procedures including:

A. Repairing any damaged caused during installation. Repairs will be required to match existing color schemes, ceiling tiles and grid, floor damage, fire caulking, fire barrier damage, and any additional damage to the facility.

B. Vendor must provide removal and disposal of materials used during installation – this includes cleaning of all debris, waste, and equipment packaging resulting from this project.

C. VHA Infection Control Guidelines D. VHA Lockout/Tagout procedures

a. Prior to performing any electrical work, NMVAHCS must be notified on what electrical circuits must be de-energized prior to commencing work.

E. The System must be tested to be within manufactures specifictions prior to release to the VA for use.

6. The contractor will coordinate with NMVAHCS in ensuring an effective work plan is in place. Through the planning process, the contractor will propose an intended deployment schedule and work with the facility in developing a reasonable approach. Work can be conducted during normal business hours (7:30am-4:00pm), after hours and weekends are ok if needed. Allowance for unexpected changes and delays in the interest of patient care must be included in the contractor’s schedule proposal. All plans will be reviewed and approved by the COR, Safe Patient Engineering, OR Personnel, and any additional NMVAHCS site designee prior to the start of installation.

7. Trainng:

A. Vendor must provide end user and operation training which will be coordinated through the COR, Engineering, and staff after installation.

B. Vendor shall provide training for the clinical staff on the fall management program

a. Vendor must train in generating reports. Identify trends through software and reporting that will assist in patient safety C. Vendor must provide Technical Training and Related Materials to VA COR.

D. Vendor shall work with system administrators, superusers, safety techs, clinical staff, and clinical educators personnel to develop a training schedule that will allow all needed individuals to receive necessary training.

E. Vendor must also provide training regarding Maintenance and Testing will be provided to NMVAHCS Biomedical Engineering Staff and coordinated with the Chief of Biomed

8. Any additional changes, modifications, and additions to this contract must be discussed and approved by the Contracting Officer and COR.

6. Security Requirements A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors, shall be subject to the Federal laws, regulations, standards, and VA Directives, and Handbooks regarding information and information system security as delineated in this contract.

B. The contractor shall have physical administrative access to the equipment included in this contract.

C. The contractor shall not have access to VA sensitive information, thus the C&A requirements do not apply, and that a Security Accreditation Package is not required.

D. Contractors who have access to protected health information (PHI) in the performance of their official duties, or have access to VA systems shall take the Privacy and HIPAA Focused Web-Based Training.

E. The Contractor shall inform the COR prior to adding or removal of equipment along with providing documentation for both equipment added or removed.

F. Records Management Language for Contracts. The following standard items relate to records generated in executing the contract:

i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. chapters 21, 29, 31, and 33; Freedom of Information Act 5 U.S.C. 552; Privacy Act 5. U.S.C. 552a; 36 CFR Part 1222 and Part 1228.

ii. The Contractor shall treat all deliverables under the contract as property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as determined to be in public interest.

iii. The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. The Contractor shall not create or maintain any records containing any government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced from this contract.

vii. The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor shall deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.

viii. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion.

ix. No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the files and penalties imposed by 18 U.S.C. 2701. Records shall not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

G. The Contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

H. No photography of VA premises is allowed without written permission of the Contracting Officer.

7. Performance Monitoring The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The NMVAHCS will provide access to and escorts into the necessary hospital locations as required.

9. Other Pertinent Information or Special Considerations.

A. Identification of Possible Follow-on Work. No additional follow-on installation work is expected at this time upon completion of this awarded contract.

10. Risk Control The NMVAHCS is an active hospital and therefore will require consideration to those areas with patients and staff. Risk control procedures must be followed in accordance with VA and NMVAHCS policies and procedures.

11. Place of Performance. Delivery of Services shall be coordinated COR and site designees located at:

1) New Mexico VA Health Care System Main Facility: 1501 San Pedro SE Albuquerque, NM 87108

12. Period of Performance. 12 months upon awarded contract date.

The NMVAHCS business hours are M-F, 7:30AM to 4:00PM – Excluding Federal Holiday. After-hours services may be coordinated at no additional charge to VA, with the interest of patient care and access in mind.

13. Delivery Schedule.

Upon award, we will coordinate a kickoff meeting to discuss delivery and implementation dates. Please deliver to Building 46, Warehouse for receipt and asset tagging.

*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

AvaSure Software - Standard - 1 Year AvaSure Software - Standard Includes: - Licensed per hardware device - AvaNET Silver Support - Analytics reporting tool - Pre-recorded announcements in 30 languages - Clinical program materials - eLearning Modules

· country of origin: _____________

· BAA compliance (Yes/No): _______

· TAA compliance (Yes/No): ________

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

Guardian Hardware - Mobile Two-way *This device requires an update to the latest software version, which will require MS Server 2016 or 2019.

· country of origin: _____________

· BAA compliance (Yes/No): _______

US Power Cord - 10' Medical

· country of origin: _____________

· BAA compliance (Yes/No): _______

Spare Parts Kit with 10ft power cord Spare Parts Kit Includes: 5 Pairs of Earpieces, 5 Microfiber Cleaning Cloths, 100 Disposable ear covers for headsets, 1 headset, 1 USB headset adapter, 1 10 ft cord

· country of origin: _____________

· BAA compliance (Yes/No): _______

AvaSure Install Services Includes: - Project planning & engineering - Onsite deployment - Server Setup - Monitor station setup - Device assembly/assembly prep - Device initialization & test verification - Device wireless connectivity testing/validation, if applicable - BioMed/IT training

· country of origin: _____________

· BAA compliance (Yes/No): _______

AvaSure Clinical Services Includes: - Policy and procedure planning - Resource sharing and guidance - Program development and best practices - Onsite Go Live support

· country of origin: _____________

· BAA compliance (Yes/No): _______

AvaSure Project Management Services Dedicated Project Manager to remotely coordinate tasks, resources and timelines for the implementation of the products and services purchased.

· country of origin: _____________

· BAA compliance (Yes/No): _______

Monitor Station - Large Format Monitor AvaSure/Sierra7 will not provide support or warranty on this component. Mounting hardware in not included

· country of origin: _____________

· BAA compliance (Yes/No): _______

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Presolicitation Notice