6515--SUPPLY Philips Physiological Monitoring Infrastructure Refresh HCHT

Page 1 of Page 1 of Page 1 of Page 1 of This is not a solicitation but rather a Request for Information (RFI/Sources Sought) for market research purposes only. Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office 5, is issuing this Sources Sought in order to identify capable firms and obtain information for planning purposes only. Responses must be submitted by 12:00 PM EST, March 3rd, 2026. Submit responses to this Sources Sought via email to [email protected] All SDVOSB and VOSB firms that respond shall include proof of SBA certification via https://veterans.certify.sba.gov/All small business firms that respond shall include proof of small business status via their Representations and Certifications in accordance with (FAR 4.1102 Policy). While SDVOSB/VOSB firms are preferred, all capable firms are welcome to respond to this Sources Sought. All respondents to this Sources Sought shall include as part of their response answers to the below questions and provide any additional pertinent information that supports the answers. If there are any ambiguities in this Sources Sought, please identify them in your response. The results of this market research will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., socioeconomic set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses. Suggested NAICS: 339112 Surgical and Medical Instrument Manufacturing Suggested PSC: 6515 Medical and Surgical Instruments, Equipment, and Supplies Open to suggestions from the market as to a more proper NAICS and/or PSC, as well as any potential GSA/FSS Schedule SIN categories. Items to be Procured: ***PLEASE SEE ATTACHED EXCEL DOCUMENT*** Statement of Work: Contract Title. Philips Physiological Monitoring Infrastructure Refresh Background. The Washington DC VA Medical Center (DC VAMC) is looking to upgrade the Philips patient monitoring network infrastructure for the entire facility, virtualize servers, expanding monitoring in the Emergency Department and creating additional wireless runs to ensure access in Radiology. This procurement aims to address the outdated Philips Patient Monitoring hardware and network infrastructure at Washington DC VAMC by upgrading and standardizing existing bedside patient monitors to the latest software revision, the physical hardware that is unable to accept software revisions and upgrading the entire PIC iX ecosystem, including a migration to virtual server infrastructure. The equipment shall be made by the same manufacturer as is currently used throughout the hospital to avoid patient care errors, to standardize the interface for the clinicians, and to ensure alarms and clinical configurations are consistent. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to upgrade of the Philips patient monitoring network infrastructure for the entire facility, expand the physiological monitoring in the Emergency Department and creating additional wireless runs to Building 6 of our hospital. All items must be covered by manufacturer s warranty and procured through a manufacturer-approved distribution channel. Specifications. 4.1 Equipment 4.2 Required Features Supply Upgrade/standardize all existing bedside Patient Monitors to latest Software revision (M or P) Contractor is responsible for making sure all equipment is compatible with PIC iX 4 Replacement of soon-to-become OOS (Dec 31st, 2025) hardware - MX700, MX800, X2 Upgrade of existing PIC iX ecosystem to latest Software revision UPS for? Migration and upgrade of existing PIC iX virtual server infrastructure to latest Software revision Replacement of OOS Network infrastructure components Infection Control Risk Assessment (ICRA) precautions ex. HEPA cart to access ceiling space, plastic barriers, particulate counter and air scrubber Add new hardware for expansions Emergency Department Reutilization Resus Room Triage New Beside Behavioral Health (BH) Fast Track Network Runs to the basement to provide wireless connection for continuous monitoring for inpatients traveling to Radiology Services Labor for the install of the above equipment shall be included and completed by the original equipment manufacturer (OEM) Labor required to complete the software upgrades shall be included and completed by the OEM Labor for the deinstall of the monitors being upgraded shall be included The contractor shall unbox all of the equipment The contractor shall put together any pieces of the equipment (ie. cables, accessories, mounts) The contractor shall provide inspections of the equipment The contractor shall mount the equipment The contractor shall connect the equipment to the Philips network The contractor shall test functionality Project Management from OEM shall be included for the implementation of the equipment The contractor shall ensure all pieces of the project are communicated and accounted for The contractor shall provide a timeline for installation The contractor shall work with the facility s Infection Control team on site to ensure ICRA requirements are met If additional ICRA requirements are needed that the contractor can t provide, they must communicate to the facility and coordinate with onsite recourses to ensure the requirements will be met before proceeding The contractor shall provide notice of any downtime of services well in advance The contractor shall ensure any workers follow infection control and other guidelines Clinical Configuration and Implementation Services of the equipment shall be included The contractor shall ensure the units are configured to meet the needs of the clinical end users 5.Specific Tasks. 5.1 Delivery. All equipment shall be delivered to: Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip). Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345) Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery. The contractor shall coordinate shipping of equipment well in advance to ensure facility is ready to receive Delivery is required within 90 days from award of the contract, unless communicated otherwise. 5.2 On Site Procedures. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work. On site visits shall be scheduled in advance with the designated on-site POC. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor personnel s tool bags are subject to inspection. Contract shall be accompanied by VA staff at all times, or where abouts should be known throughout the day. 5.3 Installation/Implementation. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system. Installation shall be completed within the period of performance. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment). The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 5.4 Training. Contractor shall be responsible for providing training to clinical staff/users. Training is to be scheduled in advance with the designated on-site POC. Education shall be provided prior to and/or at time of installation. Education professional shall be certified to provide instruction on the designated equipment/system. Education curriculum must include operations and set-up, user maintenance, safety, and user troubleshooting tips. 5.5 Inspection and Acceptance. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer. 5.6 Deliverables. The Contractor shall provide the below documentation for the proposed equipment to [email protected] within 10 business days of work completion: Service report. Warranty information. Electronic copy of the Operators Manual. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists. Hours of Operation. DC VAMC s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays: New Year s Day Labor Day Martin Luther King s Birthday Columbus Day President s Day Veteran s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other national holiday as declared by the President of the United States Period of Performance. Delivery within 90 days from contract award. Invoicing. Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA s Electronic Invoice Presentment and Payment System (IPPS) The VA Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/US/en/veterans-affairs/. More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at the below phone number or email address: Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice Email: [email protected] If you have a question about the e-invoicing program or Tungsten, please contact the FSC at the below phone number email address. FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-Invoice Email: [email protected] Contract Type. Firm-Fixed Priced Contract VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy language. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter contract ) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data General. VA information will not be co-mingled with any other data on the contractor s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), VA HANDBOOK 6500.6 April 22, 2024 APPENDIX C C-2 and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations. The contractor s firewall and web services security controls, as applicable, shall meet or exceed VA s minimum requirements. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the contractor shall return all Federal Records to VA for disposition. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract. VA Handbook 6500.6 April 22, 2024 APPENDIX C C-4 A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM). All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following: Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems. VA Handbook 6500.6 April 22, 2024 APPENDIX C C-5 Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason. Contractor believes their own personnel or subcontractor personnel may pose a threat to their company s working environment or to any company owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data. Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record. Contractor/subcontractor personnel have their authorization to work in the United States revoked. Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel. In such cases of contract fulfillment, termination, or other causes; the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal. Contractors/subcontractors who no longer require VA accesses will return VA issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO. TRAINING. This entire section applies to all acquisitions which include section 3. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems: VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter. VA Handbook 6500.6 April 22, 2024 APPENDIX C C-6 Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document i.e., any rolebased information security training]. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete. SECURITY INCIDENT INVESTIGATION. This entire section applies to all acquisitions requiring any Information Security and Privacy language. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved and the circumstances surrounding the incident, including the following: The date and time (or approximation of) the Security Incident occurred. The names of individuals involved (when applicable). The physical and logical (if applicable) location of the incident. Why the Security Incident took place (i.e., catalyst for the failure). The amount of data belonging to VA believed to have been compromised. The remediation measures the contractor is taking to ensure no future incidents of a similar nature. VA Handbook 6500.6 April 22, 2024 APPENDIX C C-7. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover. The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemed a material breach and grounds for contract termination. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG, and the VA Office of Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. The contractor shall comply with VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information, which establishes the breach management policies and assigns responsibilities for the oversight, management and reporting procedures associated with managing of breaches. With respect to unsecured Protected Health Information (PHI), the contractor is deemed to have discovered a data breach when the contractor knew or should have known of breach of such information. When a business associate is part of VHA contract, notification to the covered entity (VHA) shall be made in accordance with the executed BAA. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages Reimbursement for Data Breach Costs. Evaluation Factors. Required Features Price Authorization Letter to Distribute Delivery Lead Times Past Performance If you are interested, please e-mail the following information: Company Name: UEI Number: Cage Code: Dun & Bradstreet Number: Person of Contact (including telephone number and email address). Socio-economic status (SDVOSB, VOSB, Woman-Owned, Other etc.). Are you a distributor or a manufacturer? If you are an authorized distributor, please provide confirmation on Company Letter Head. If you are a distributor, who is the manufacturer? Where is the manufacturer located in the world? Do you currently hold a government contract? Contract Number? Type of contract? Are these particular quoted items under contract? With whom (GSA, SEWP, etc )? If GSA what Schedule and SIN? Can your company provide the service for the listed Department of Veterans Affairs locations? Page 1 of Page 1 of Page 1 of Page 1 of Page 1 of Page 1 of Page 1 of Page 1 of Page 5 of 5 Page 5 of 5 Page 1 of 2 Page 1 of Page 1 of Page 1 of Page 1 of Does your firm utilize the suggested NAICS and PSC per this Sources Sought Notice? If not, please suggest a more appropriate NAICS and/or PSC and explain why it s more appropriate? How do you invoice for this service, including rates? What Certifications, State and/or Federal, if any must you have to perform this service? Please list all of your concerns, questions and ambiguities below. Questions will not be addressed directly but will be used by the Government in the event that this Sources Sought would move forward to solicitation. Please provide estimated rates if possible.