Special Notice_36C25626Q1050 OSCR Par Excellence ALX VAMC.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* OnSite Contractor Representative (OSCR) to support Par Excellence Weight Based Point of Use (WBPOU) inventory systems Alexandria VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q1050

RESPONSE DATE/TIME/ZONE 07-17-2026 16:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 10 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* R699

NAICS CODE* 541614

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Jeneice Matthews jeneice.matthews@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION Special Notice 36C25626Q1050

DESCRIPTION

Notice of Intent to Sole Source

The Department of Veteran Affairs (VA), Network Contracting Office 16 located in Houston, Texas 77030 in support of the Alexandria Veterans Healthcare System in Pineville, LA intends to negotiate a sole source Firm-Fixed Price contract as a single award for procurement titled:

OnSite Contractor Representative (OSCR) to support Par Excellence Weight Based Point of Use (WBPOU) inventory systems for the Alexandria Veterans Healthcare System located in Pineville, Louisiana with GREENBRIER GOVERNMENT SOLUTIONS INC. This is for a base period of twelve (12) months, with four (4) additional, 12 month option periods to be exercised at the discretion of the government; and, in accordance with 41 U.S.C. §3304(a)(1) as implemented by FAR 6.302-1 only one responsible source and no other supplies or services will satisfy agency requirements.

This is not a request for competitive offers and no solicitation is available. Market research has determined that the supply/service is highly specialized, only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy agency requirements. The government intends to award the contract with an anticipated date of 4 September 2026 to GREENBRIER GOVERNMENT SOLUTIONS INC. 220 Kopperston RD Oceana, West Virginia 24870-5600 UEI: KVMTJANNET58. The intended procurement will be classified under North America Industry Classification System (NAICS) 541614 Process, Physical Distribution, and Logistics Consulting Services with a small business size standard of $20.0 million.

THIS NOTICE OF INTENT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE

QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the government. Information received will normally be considered solely for determining whether to conduct a competitive procurement. The Department of Veterans Affairs will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent.

Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Interested parties are encouraged to furnish information by email only with “RESPONSE TO NOTICE OF INTENT TO SOLE SOURCE 36C25626Q1050” in the subject line. All documents submitted will not be returned. Responses to this notice must be supported with clear and substantial evidence to basically be able to provide the services outlined in this notice (see attachment) and sent via email to Jeneice Matthews, jeneice.matthews@va.gov NO LATER THAN July 17, 2026 at 4:00PM Central Standard Time.

Performance Work Statement (PWS) On-Site Contractor Representative (OSCR) Par Excellence Weight-Based Point of Use (WBPOU) Support Alexandria VAMC

1.0 Description of Services

The Contractor shall provide one (1) trained OnSite Contractor Representative (OSCR) to support Par Excellence Weight-Based Point of Use (WBPOU) inventory systems at the designated Alexandria VA Medical Center. The OSCR shall deliver full lifecycle support, troubleshooting, training, coordination, and reporting to ensure proper operation and sustainment of WBPOU bin/scale systems.

2.0 Scope

The OSCR shall support all WBPOU systems deployed throughout the medical center and its associated Community-Based Outpatient Clinics (CBOCs) and Health Care Centers (HCCs). Duties include daily system monitoring, physical item handling, inventory accuracy validation, and communication with VA Supply Chain personnel, the Commodities Program Manager, and Par Excellence helpdesk.

3.0 Applicable Documents

All work shall comply with:

• VA Supply Chain Management policies

• Local facility procedures

• Par Excellence WBPOU system requirements and operational standards

• Direction from the Alexandria VAMC Supply Chain Analyst Supervisor and Commodities

Program Manager

DRAFT

4.0 Performance Requirements

4.1 System Troubleshooting & Technical Support

The OSCR shall:

• Diagnose and resolve issues with bin/scale units.

• Address controller, PAR EX database, and non-user-induced system errors.

• Maintain a ready mobile troubleshooting kit.

4.2 Item Lifecycle Management

The OSCR shall:

• Register new items and deregister obsolete or recalled items.

• Perform physical handling of inventory materials during registration actions.

• Maintain alignment between physical inventory and system records.

4.3 WBPOU System Maintenance

The OSCR shall act as the primary technician for all WBPOU systems and ensure operational performance across all assigned locations.

4.4 Training & Knowledge Transfer

The OSCR shall:

• Provide training to secondary personnel in system operation and procedures.

• Conduct training only with the approval and direction of the delegated VA Contracting

Officer’s Representative (COR)/ Point of Contact (POC).

4.5 Coordination & Communication

The OSCR shall:

• Collaborate with COR/VA POC.

• Maintain weekly communication with Par Excellence helpdesk.

• Interface with OI&T to resolve technical issues outside the OSCR’s control.

4.6 Macro Oversight

The OSCR shall:

• Verify successful execution of the daily Quantity on Hand Replacement Macro.

• Validate the weekly Add/Edit POU macros and maintain execution schedules.

4.7 Error Analysis

The OSCR shall conduct detailed analysis of discrepancies, including packaging weight variances and unit-of-issue inconsistencies, and implement corrections to maintain data integrity.

4.8 System Sustainment

The OSCR shall:

• Proactively identify upstream system risks.

• Maintain primary and secondary inventory points to ensure continuous operational readiness.

4.9 Project Support

The OSCR shall:

• Assist with large-scale WBPOU implementations, expansions, and activations.

• Independently manage smaller projects including SKU replacements and recall-related deregistration.

4.10 Storage Optimization

The OSCR shall analyze and modify bin/scale configurations to optimize storage space and coordinate replacement of faulty components at no cost to VA.

5.0 Performance Standards

Requirement Performance Standard Acceptable Quality Level (AQL)

System Troubleshooting Issues resolved within established timelines 95%

Registration/Deregistration Accuracy

Alignment of physical and system inventory 99% accuracy

Macro Verification Daily and weekly macros verified and documented 100%

Training Training provided when scheduled and documented 100% compliance

Reporting Weekly reports submitted on time 100%

System Uptime WBPOU systems maintained at full operational readiness 98% uptime

6.0 Deliverables

6.1 Weekly WBPOU Operational Report

A detailed report summarizing:

• Completed tasks

• Outstanding issues

• Error analyses and resolutions

• Macro execution verification

• Project status updates

6.2 Training Documentation

Records identifying who was trained, content covered, and dates.

6.3 Discrepancy & Error Analysis Reports

Documentation of item discrepancies, causes, and corrective actions.

6.4 Project Activity Logs

Status of expansions, activations, SKU replacements, and recall processing.

7.0 Government-Furnished Property and Services

The Government will provide facility access, workspace, user credentials, and system access required for performance. The Contractor shall provide all tools necessary to perform assigned duties, including a mobile troubleshooting station.

8.0 Place and Hours of Performance

Work shall be performed onsite at the designated Alexandria VAMC and its associated clinics during Government-established working hours unless otherwise approved.

9.0 Security Requirements

The OSCR shall comply with all VA privacy, security, and facility access requirements. No sensitive information may be accessed or removed from VA premises without authorization. OSCR should already have PIV credentials to access inventory systems used by VA.

10.0 Quality Assurance

The Government will evaluate performance through:

• Review of weekly reports

• Inventory accuracy audits

• Feedback from VA staff

• Observation of work quality and timeliness

11.0 Period of Performance

One base year with four option years.