6515--pyxis equipment_brand name only_total small business set-aside

CLARIFICATION OF RESPONSE DUE TIME:

RESPONSES ARE DUE:

06-29-2026 EST AT 12:00 P.M.

SUBJECT*

PYXIS EQUIPMENT_BRAND NAME ONLY_TOTAL SMALL BUSINESS SET-ASIDE

GENERAL INFORMATION

CONTRACTING OFFICE S ZIP CODE*

06111

SOLICITATION NUMBER*

36C24126Q0585

RESPONSE DATE/TIME/ZONE

06-29-2026 12:00 EASTERN TIME, NEW YORK, USA

ARCHIVE

60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

N

SET-ASIDE

SBA

PRODUCT SERVICE CODE*

6515

NAICS CODE*

339112

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Network Contracting Office 1

Connecticut VAMC

555 Willard Avenue

Newington, CT 06111

POINT OF CONTACT*

Contract Specialist

Janice Jones

Janice.Jones@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Togus VAMC

1 VA CTR

Augusta ME

POSTAL CODE

04330-6796

COUNTRY

USA

ADDITIONAL INFORMATION

AGENCY S URL

URL DESCRIPTION

AGENCY CONTACT S EMAIL ADDRESS

Janice.Jones@va.gov

EMAIL DESCRIPTION

Janice.Jones@va.gov

DESCRIPTION

Pyxis Equipment_Total Small Business Set-Aside

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01 effective 03-13-2026.

This solicitation is designated as a Total Small Business Set-Aside among Pyxis brand name equipment authorized distributors.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112, with a small business size standard of 1,000 employees. The FSC/PSC is 6515.

The Togus, ME VAMC requires one (1) brand name Pyxis ES MedStation and one brand name (1) Pyxis ES Refrigerator. Vendor shall agree and comply with the terms and conditions as outlined in the Performance Work Statement.

All interested companies shall provide quotations for the following:

Requirement: PYXIS ES BRAND NAME ONLY

CLIN

PRODUCT #

DESCRIPTION

QUANTITY

0001

323

MESR2B--0H--0N2U0M0B0V MEDSTATION,ES,MAIN,2DR

1

0002

137550-01

137550-01 Pyxis ES Ref 13CF, RHG-3Deep,9S

1

Performance Work Statement (PWS)

Veterans Affairs Maine Health Care System (VAMHCS)

Project Title: Acquisition and Implementation of Pyxis ES 13 cu ft Automated Dispensing Refrigerator and Pyxis ES MedStation, Main, 2 Drawer

1.0 Purpose

The purpose of this Performance Work Statement (PWS) is to define the requirements for procurement, delivery, installation, and support of Pyxis ES automated dispensing equipment for the Veterans Affairs Maine Health Care System (VAMHCS). These units are required to ensure compliance with VHA Directive 1195 High Alert Medications, which mandates that all high alert medications be stored in an automated dispensing cabinet (ADC) to promote safe handling, secure access, and prevention of inappropriate medication use.

2.0 Background and Need

Per National VHA Directive 1195 High Alert Medications, all high alert medications must be stored within a system that provides automated control, access logging, and restricted dispensing. The Pyxis automated dispensing platform is an approved and required system for securing these medications.

To achieve medication safety standards and maintain compliance, the service must be equipped with integrated Pyxis ES equipment capable of secure medication storage.

3.0 Scope of Work

The contractor shall provide all equipment, freight, support services, and documentation necessary to deliver and maintain the Pyxis ES equipment.

This includes:

One (1) Pyxis ES 13 cu ft Refrigerator, configured according to the product schedule.

One (1) Pyxis ES MedStation, Main, 2 Drawer, configured according to the product schedule.

Freight and delivery services to the VAMHCS facility.

Provision of necessary configuration documentation, installation guidance, and coordination with facility staff.

4.0 Performance Requirements

4.1 Equipment Requirements

The contractor shall deliver Pyxis ES equipment that meets the following performance outcomes:

Must integrate seamlessly with existing Pyxis ES systems

Must include secure access controls and automated logging

Must support refrigeration appropriate for medication storage (Pyxis ES 13 cu. ft. refrigerator)

4.2 Installation and Integration

The contractor shall:

Coordinate delivery with the designated VAMHCS point of contact

Provide installation instructions, support, and required documentation

Ensure the equipment is functional and ready for activation by pharmacy and biomedical engineering staff

Ensure system compatibility with existing Pyxis infrastructure

4.3 Support Services

The contractor shall provide Advanced 8-hour response support for 60 months, beginning on the official support start date.

Support includes:

Technical troubleshooting

Replacement of defective parts

Maintenance per manufacturer standards

Software or firmware updates applicable to the product

5.0 Deliverables

Deliverable

Description

Pyxis ES 13 cu ft Refrigerator

Delivered to 1 VA CTR, Augusta, ME 04330-6796

Pyxis ES MedStation, Main, 2 Drawer

Delivered to 1 VA CTR, Augusta, ME 04330-6796

Documentation

Equipment confirmation forms, warranty/support details, installation requirements

6.0 Performance Standards

Requirement

Performance Standard

Delivery

Equipment must be delivered undamaged and in accordance with contract specifications.

Functionality

The unit must power on, cool to required temperatures (Pyxis ES refrigerator), and authenticate users after installation.

Integration

Must operate within existing Pyxis ES network without compatibility issues.

7.0 Government Responsibilities

VAMHCS shall:

Provide access to installation area

Coordinate with Biomedical Engineering for commissioning

Provide Purchase Order numbers

8.0 Contractor Responsibilities

The contractor shall:

Deliver equipment in accordance with the Contract Schedule

Provide all services outlined under the support contract

Invoice fees according to the terms of the Contract

Maintain compliance with VA security and safety requirements while on site

9.0 Period of Performance

Delivery timelines shall be coordinated after award and execution of the Contract.

10.0 Place of Performance

Veterans Affairs Maine Health Care System

1 VA CTR

Augusta, ME 04330 6796

11.0 Acceptance Criteria

The Government will accept the equipment based on:

Delivery of the exact configuration specified

Successful inspection confirming no damage

Verification of operational readiness

END PERFORMANCE WORK STATEMENT

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions apply to this acquisition:

1. FAR 52.212-1 Instructions to Offerors Commercial Items (DEVIATION OCT 2025)

Award shall be made to the OEM-authorized small business distributor/quoter whose quote is determined to be the lowest price.

The respondent must be verifiable as a small business in SAM and on the SBA (Small Business Administration) SBS website.

All other quoters not authorized by the OEM to distribute brand name Pyxis ES equipment will not be considered.

No substitutions. Brand name Pyxis ES equipment only.

2. FAR 52.212-2 (DEVIATION OCT 2025) The government will evaluate information based on the following evaluation criteria:

(1) Full capability to supply all Line-Item requirements listed above, at the lowest price.

The following contract clauses apply to this acquisition:

FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2025)

The following subparagraphs of FAR 52.212-5 (JAN 2025) are applicable:

52.204-10, 52.209-6, 52.219-28, 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-50, 52.223-1 (MAY 2024) (DEV FEB 2025); 52.223-10 (MAY 2024) (DEV FEB 2025), 52.223-23 (MAY 2024) (DEV FEB 2025), 52.223-18, 52.225-13, 52.232-33.

VAAR 852.212-71 GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of Clause)

VAAR 852.212-72 GRAY MARKET AND COUNTERFEIT ITEMS INFORMATION TECHNOLOGY MAINTENANCE ALLOWING OTHER-THAN-NEW PARTS (FEB 2023)

(a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory.

(b) No counterfeit supplies or equipment/ parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer.

Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics.

(c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

(End of Clause)

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (AUG 2025): Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR.

The following provision is incorporated into 52.212-1 as an addendum to this solicitation:

52.212-1 Instructions to Offerors Commercial Products and Commercial Services (DEVIATION OCT 2025) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits a quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees if the acquisition

(1) Is set aside for small business and has a value above the simplified acquisition threshold;

Or

(2) Uses the HUBZone price evaluation preference regardless of dollar value, unless

the quoter waives the price evaluation preference; or

(3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged

women-owned, or women-owned small business set-aside or sole-source award regardless

of dollar value.

(b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified. Quotes may be submitted on letterhead stationery, or as otherwise specified in the RFQ. As a minimum, quotes must show

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of quotations;

(3) The name, address, and telephone number of the quoter;

(4) A technical description of the items being quoted in sufficient detail to evaluate

compliance with the requirements in the solicitation. This may include product literature, or

other documents, if necessary.

 (5) Terms of any express warranty;

 (6) Price and any discount terms;

 (7) "Remit to" address, if different the mailing address;

(8) A completed copy of the representations and certifications Federal Acquisition Regulation

(FAR)Â 52.212-3Â (see FARÂ 52.212-3(b) for those representations and certifications that

the quoter shall complete electronically).

(b) Submission of Quotes (cont d):

     (9) Acknowledgment Request for Quotation amendments;

(10) Past performance will not be considered in simplified acquisition procurements.

(11) Quote should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations and certifications, information requested in (1) to (9) and accept the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of Quotes. The quoter agrees to hold the prices in its quote firm for 30 calendar days from the date specified for receipt of quotes unless another time period is specified in an addendum to the solicitation.

(d)Â Product samples. NA

(e) Multiple Quotes. Quoters are requested to submit one (1) quote presenting the best discounted price for the required Pyxis ES equipment.

(f) Late submissions, revisions, and withdrawals of quotes.

(1) Quoters are responsible for submitting quotes so as to reach the Government office

designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 12:00 PM, local time, for the designated Government office on the date that quotes are due. (Time specified is 06-29-2026 at 12:00 p.m. (EDT))

(2) Any quotation received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer (CO) determines that accepting the late quotation would not unduly delay the acquisition.

(3) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the Government office designated for receipt of quotes by the exact time specified in the solicitation, and urgent Government requirements preclude a notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms and the discounted price. All service packages from OEM are set per OEM Part Number. The Government may reject any or all quotes if such action is in the public s best interest.

(h) Multiple awards. The Government may issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the schedule, quotations may not be submitted for quantities less than those specified. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quotation.

(1) Availability of requirements documents cited in the solicitation.

(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to- GSA Federal Supply Service Specifications Section Suite 8100 470 East L Enfant Plaza, SW Washington, DC 20407 Telephone (202) 619-8925, Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2)Â NA: Applies to DoD.

(3) NA: Applies to DoD.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible

for their preparation, publication, or maintenance.

(j) Unique entity identifier (UEI). Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the solicitation requires the contractor to be registered in the System for Award Management (SAM).)

The quoter must enter, in the block with its name and address on the cover page of its quote, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the quoter's name and address. The quoter also must enter its Electronic Funds Transfer (EFT) indicator, if applicable.

The EFT indicator is a four-character suffix to the UEI. The suffix is assigned at the discretion of the quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity.

If the quoter does not have a UEI, it should contact the entity designated at www.sam.gov for UEI establishment directly to obtain one. The quoter should indicate that it is a quoter for a Government contract when contacting the entity designated at www.sam.gov for establishing the UEI.

(k)Â [Reserved]

(l)Â Requests for information. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). However, quoters may request information on purchase order(s) resulting from this solicitation with the CO.

(End of Provision)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than June 29th, 2026 @ 12:00 p.m. EST at janice.jones@va.gov .

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Government Point of Contact:

Contract Specialist

Janice Jones

janice.jones@va.gov

U.S. Department of Veterans Affairs

Connecticut VAMC

555 Willard Avenue

Newington, CT 06111

DEPARTMENT OF VETERANS AFFAIRS

Justification for Other Than Full and Open Competition IAW FAR 12.6 and FAR 6.302-1

For

Over Micro-Purchase Threshold but Not Exceeding the Simplified Acquisition Threshold

Acquisition Plan Action ID: 36C241-26-AP-2736

Contracting Activity: Network Contracting Office 1, Regional Procurement Office East on behalf of the Department of Veterans Affairs, VISN 01, 402 VA Maine Healthcare System (VAMHCS), Togus VA Medical Center.

2237: 402-26-3-100-0076; 402-26-3-100-0095

The contracting activity is responsible for procuring medical equipment required to support safe medication management practices in the Anesthesia and Operating Room (OR) service line.

Brief Description of Supplies/ Services required and the intended use/Estimated Amount:

This is a new contract for the procurement of upgraded systems serving the Togus VAMC pharmacy: Becton, Dickinson and Company (BD) Pyxis, BD Logistics, and BD IV Prep. This acquisition is conducted in accordance with FAR Part 12, Acquisition of Commercial Products and Commercial Services, and FAR Subpart 12.6, Streamlined Procedures.

Because this requirement is available from only one responsible source, justification is provided in accordance with FAR 6.302 1 and prepared following the content requirements of FAR 6.303 2. Approval will be obtained in accordance with FAR 6.304. This action is for a new firm-fixed price contract. This is a one-time purchase with no option years.

Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used:

The Pharmacy Service at the Togus VA Medical Center relies on BD equipment, servers, and applications for medication dispensing, inventory management, and IV Prep workflows. This infrastructure includes three major systems: BD Pyxis, BD Logistics, and BD IV Prep. These integrated systems form the backbone of the pharmacy's medication dispensing, inventory management, and IV Prep operations. The proposed new equipment is a direct replacement and upgrade for the existing BD Pyxis, Logistics, and IV Prep systems.

This procurement is for a brand name-only Pyxis ES Refrigerator and MedStation because the VA requires seamless interoperability with the existing Pyxis ES ecosystem, which is already deployed and standardized throughout VAMHCS. Pyxis is a proprietary platform where hardware, software, and access controls function as an integrated closed-loop medication management system. No other refrigerator or dispensing cabinet is technically or clinically compatible with this environment.

The following characteristics necessitate a brand name acquisition:

System Integration & Compatibility:

The Pyxis ES refrigerator is the only unit that integrates natively into the current Pyxis ES software, user roles, audit logs, ADC access controls, and VA approved Pyxis server environment. Introducing a non-Pyxis cabinet would break audit continuity and undermine the secure medication chain-of-custody.

The Pyxis MedStation ES is an automatic medication storage and retrieval unit. It has several configurable drawers for medication storage. Additionally, it has an integrated Windows workstation that communicates with the Pyxis ES server to receive medication orders, report medication inventory, and to verify user access and actions.

Staff & Patient Safety Requirements:

Pyxis automated dispensing units provide controlled access, transaction logging, and real-time tracking ensuring medications remain fully secured and electronically tracked supporting patient safety.

Regulatory Compliance (VHA Directive 1195):

In accordance with VHA Directive 1195, all high alert medications must be stored in an automated dispensing cabinet (ADC). The current OR refrigerator is not automated, not secure, and not compatible with the Pyxis ES system, making it noncompliant with VHA requirements. Continued use of a non ADC refrigerator creates significant patient safety risks by preventing controlled access, eliminating automated transaction logging, and disrupting the chain of custody for high alert refrigerated medications. Only the Pyxis ES automated dispensing refrigerator provides the required security controls, interoperability with the existing Pyxis ES ecosystem, and full compliance with VHA Directive 1195.

Established SOPs, Workflows, and Training:

Nursing, pharmacy, and anesthesia workflows at Togus VAMC are built around Pyxis ES systems, including log-in procedures, override rules, discrepancy reporting, inventory workflows, and emergency access protocols. The Pyxis ES automatic dispensing systems are fully aligned with existing SOPs without requiring re-training of all clinical and pharmacy staff.

Medication Security Infrastructure:

VA Maine has established facility-approved Pyxis automated dispensing systems, including controlled access devices, server connections, and automated reporting. Only Pyxis ES brand products can operate as a secure extension of this network.

Clinical Engineering and Pharmacy confirmed that using a non-Pyxis brand would introduce unacceptable risks to medication security, tracking, and PM standardization.

For these reasons, the brand-name Pyxis ES equipment can meet mandatory clinical, operational, and safety requirements for high alert medication storage in the OR.

Description of market research conducted and results or statement why it was not conducted:

The Pyxis equipment utilizes proprietary technology that is exclusively owned and manufactured by CareFusion, a wholly owned subsidiary of Becton Dickenson. The new Pyxis equipment with be fully compatible with the already installed Pyxis systems and will ensure seamless integration, interoperability, and data continuity. The Togus VA Medical Center has standardized the Pyxis equipment, which ensures consistency and familiarity.

Pyxis MedStations and refrigerators are intended to establish a consistent standard across the entire medical center for profile mode, enabling the association of medications with patients in the outpatient setting. This is crucial for ensuring patient safety by preventing medication errors, as it guarantees that medications are linked to the correct patients.

Continued utilization of Pyxis brand products is more cost-effective than investing in a completely new system, allowing Togus VAMC to optimize resources while maintaining high standards of care. Converting the entire hospital to a completely new system would be prohibitively expensive and a substantial duplication of cost that would not be recovered through competition for another system.

A letter dated 03/04/2026, from Becton Dickenson (BD) confirms that CareFusion Solutions, LLC, a wholly owned subsidiary of BD, is the exclusive manufacturer and provider of Pyxis products and services and the sole company capable of performing installation and maintenance. Because BD/CareFusion is the sole manufacturer of the Pyxis ES system and no compatible alternatives exist that meet VAMC Togus interoperability and security requirements, this requirement is brand name specific.