SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* SOURCES SOUGHT NOTICE: BCMA Barcode Scanners

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-26-AP-0662

RESPONSE DATE/TIME/ZONE 03-09-2026 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* 7F20

NAICS CODE* 334118

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

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

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Kansas City VAMC Kansas City, MO

POSTAL CODE 61248

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@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 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 pricing, 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 334118 Computer Terminal and other Computer Peripheral Equipment

Manufacturing. Responses to this Sources Sought Notice will be used by the

Government to make appropriate acquisition decisions and after review of 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 supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 4. Response to this

Sources Sought Notice shall include:

Company name, address, point of contact, EUI, and size of business in addition to the following questions:

1. Is your company considered small under the NAICS code 334118 identified under this Sources Sought Notice? (If so, provide the small business identifier, e.g., SDVOSB, VOSB, WOSB etc.)

2. Provide the www.SAM.gov Unique Entity ID (UEI) number.

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

4. Does your company have an Authorized to Distribute letter from a manufacturer? If so, please provide a copy.

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

Responses to this notice shall be submitted via E-mail are due on or before March 9, 2026 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov.

Send all questions to Teresa Cabanting at teresa.cabanting@va.gov.

Telephone responses or questions shall 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. It is not incumbent upon the Contract Specialist to constantly update any vendor about the procurement course of action that will be taken. It is incumbent upon the vendor to watch all public places for any solicitations that may be posted, e.g., www.sam.gov.

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

Statement of Requirements

1. BACKGROUND: VISN 15 has a Brand-Name only requirement for 697 Honeywell-based Xenon Ultra 1962H Cordless Scanners and 574 Honeywell-based Xenon 1960H Corded Scanners. This equipment is required to be in compliance with the VA Electronic Health Record Modernization (EHRM) initiative, slated for November 2027 and January 2028 to go live at all VISN 15 facilities. As part of this initiative, the Bar Code Medication Administration (BCMA) system is expanding to include Clinic Orders (CO), thereby extending its use to outpatient areas. To ensure seamless integration and maintain consistency with the existing BCMA infrastructure, it is essential to procure brand-name scanners. Honeywell brand name scanners will provide the necessary compatibility and reliability required for the successful expansion and implementation of the BCMA system within the scope of the EHRM initiative.

http://www.sam.gov/ mailto:teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov http://www.sam.gov/

2. SCOPE OF WORK: Vendor shall deliver 697 Honeywell-based Xenon Ultra 1962H Cordless Scanners and 574 Honeywell-based Xenon 1960H Corded Scanners. The vendor shall provide all resources necessary to comply with the deliverables described in this statement of work, except as may otherwise be specified.

3. SALIENT CHARACTERISTICS:

Salient Characteristics: The vendor must provide all resources necessary to deliver the specified equipment in accordance with the below salient characteristics:

• Cordless scanner shall be compliant with FIPS 140-2 (min level 1).

• Cordless scanner shall not require additional external hardware to meet FIPS compliance.

• Scanner shall support a camera-based area imager with a one-dimensional (1D) and two-dimensional (2D) imager engine bar code scanner.

• Scanner shall be pre-programmed to VA bar code medication administration (BCMA) Defaults. A scannable set-up "cheat sheet" is acceptable to meet this requirement.

• Scanner shall read all symbology’s used for International Society for Blood Transfusion (ISBT) 128 blood bank standards.

• Scanner shall read all GS-1 standard bar code symbology to include linear and GS-1 DataBar:

o Scanner shall be configurable to enable and disable the ability to read the composite portion of the GS-1 DataBar symbology.

• Cordless scanner shall have a charging base included with an optional hands-free mode.

• Scanner shall support omnidirectional scanning.

• Scanner shall support a minimum focal distance of not less than three (3) inches.

• Scanner shall support scan area illumination providing visibility of the area being scanned.

• Scanner shall support audible alerts that are adjustable by the end user.

• Scanner shall provide an audio or visual low battery alert/indicator.

• Scanner shall weigh less than 16 oz with battery included.

• Cordless scanner shall have a transmission range of not less than 20 feet to base station.

• Scanner shall have an IP seal rating greater than 40.

• Scanner shall continue to function after a minimum 4-foot drop to concrete.

• Device must withstand low and intermediate disinfection using methods approved by CDC for noncritical items throughout the lifecycle of the unit (Guideline for Disinfection and Sterilization in Healthcare Facilities, CDC, 2008, Table 1).

• Cordless scanner base station shall connect using a standard USB interface

• Cordless scanner base station shall use "power over USB" for charging scanner and communication (i.e. shall not require separate power source).

• Cordless scanner shall be charged using the included charging base.

• Corded scanner shall use “power over USB” and will plug into the BCMA unit via a USB port.

• Corded scanner’s cord length will be equal to or greater than 3 meters.

• If scanner's design uses a "pistol" style grip, the grip is not a separate piece/accessory.

• Scanner retains settings after power interruption.

• Cordless scanner battery life shall exceed 2000 recharge cycles.

• Cordless scanner battery shall not develop charge memory.

• Cordless scanner battery recharging time shall be less than three (3) hours.

• Cordless scanner shall not require tools to replace rechargeable batteries.

• Vendor/manufacturer provides customer notification of identified problems.

• Vendor provides firmware upgrades at no cost during warranty period:

o Any firmware upgrades must be able to be installed in the field without shipping the equipment back to the manufacturer.

o Scanner firmware shall be backward and forward compatible.

Technical Support – The vendor shall provide a Point of Contact (POC) name, phone number, and E-mail address for technical support during the warranty period.

Warranty – All equipment and materials shall come with a standard one-year warranty as a minimum. Warranty shall begin after acceptance of equipment.

Operator Manuals, Service Manuals, Electronic Schematics, Troubleshooting Guides - The vendor shall provide, at no charge, complete and unabridged electronic copies of operator manuals, service manuals, troubleshooting guides and parts lists for each piece of equipment purchased. These electronic copies shall be provided, with delivery of equipment, to the Government point of contact for each of VISN 15’s nine VA locations listed below. Additionally, any upgrades to these documents shall be provided by the vendor free of charge. There shall be no limit on the number of electronic copies of these manuals that the vendor provides.

4. DELIVERY: Delivery – date/time to be determined:

Kansas City VA Medical Center Robert J. Dole VA Medical Center 4801 East Linwood Blvd. 5500 E. Kellogg Ave.

Kansas City, MO 64128-2226 Wichita, KS 67218-1607

Harry S. Truman Memorial Veterans' Hospital 800 Hospital Drive Columbia, MO 65201-5275

* Ship Eastern Kansas scanners (Topeka & Leavenworth) to the Topeka location

Colmery-O'Neil VA Medical Center Dwight D. Eisenhower VA Medical Center 2200 Gage Blvd 4101 S. 4th St.

Topeka, KS 66622-0001 Leavenworth, KS 66048-5014

St. Louis VA Medical Center St. Louis VA Medical Center Jefferson Barracks (JB) Division John Cochran Division (JC) Division 1 Jefferson Barracks Dr. 915 North Grand Blvd.

St. Louis, MO 63125-4199 St. Louis, MO 63106-1621

Marion VA Medical Center John J. Pershing VA Medical Center 2401 West Main St. 1500 N. Westwood Blvd Marion, IL 62959-1188 Poplar Bluff, MO 63901-3318

Hours of Operation – Standard Operational Hours are 7:30 a.m. through 4:00 p.m. CST, Monday through Friday, excluding Federal holidays and weekends.

• Federal holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

5. QUANTITIES Per FACILITIES:

• Honeywell 1960HHD-5USB-N Wired (Corded) Barcode Scanner

Site Wired (Corded) Scanners

Eastern Kansas 25

Columbia 150

Wichita 25

Kansas City 0

Poplar Bluff 10

St Louis 364

Marion 0

Total 574

• Honeywell 1962HHD-5USB-5F-N Wireless (Cordless) Barcode Scanner

Site Wireless (Cordless) Scanners

Eastern Kansas 100

Columbia 50

Wichita 25

Kansas City 144

Poplar Bluff 30

St Louis 148

Marion 200

Total 697

All scanners must be shipped directly to the site in the quantities listed above.

End of Statement of Requirements