6515--VISN 8 Positive Patient Identification System

Sources Sought

This Sources Sought (SS) is for market research to identify potential sources for the procurement and implementation of a Positive Patient Identification System (PPID) for all Pathology & Laboratory Medicine Service (P&LMS) locations within Veterans Integrated Service Network (VISN) 08. The system should provide automated and accurate real-time patient identification at all points of care for laboratory sample collection (primarily blood, but also urine, stool, swabs, etc.) from hospitalized patients.

• Automated and accurate real-time patient identification.

• Capability to collect laboratory samples from hospitalized patients.

• A Draft Statement of Work (SOW) is provided for reference.

• Anticipated Period of Performance: July 1, 2026, through June 30, 2031 (includes base year and four option years).

• This is a market research effort; responses will be used for planning purposes.

• The Government may consider a sole source award if insufficient potential vendors are identified.

• Responses are due no later than March 31, 2026, at 3:00 PM Eastern Time.

• Point of Contact: Paul Jarret via email at paul.jarrett@va.gov.

• Information is sought regarding the availability and capability of businesses in the following categories: Large Business, Service-Disabled Veteran-Owned Small Business, Veteran-Owned Small Business, HUBZone Small Business, 8(a), Women-Owned Small Business, or Small Disadvantaged Business concerns.

• Responses will assist in determining the feasibility of a socio-economic set-aside.

• Applicable NAICS Code: 621512.

• Applicable Product and Service Code (PSC): 6515.

1. Company Name and Address
2. Primary Point of Contact (phone and email)
3. Federal Supply Schedule (FSS) information, if applicable
4. Applicable socioeconomic categories and demonstration of capability
5. Brief descriptions of recent, relevant projects (similar to SS requirements, 1-page max)
6. Business size and confirmation of NAICS code 621512

• This notice is for planning purposes only and does not constitute an obligation to procure or issue a solicitation.
• Responses cannot be accepted as offers and the Government is not obligated to pay for submitted information.
• Vendors should clearly mark any proprietary information.

Statement of Work (SOW) / Performance Work Statement (PWS)

The objective of this Statement of Work (SOW) is to procure and implement a Positive Patient Identification System (PPID) across all Veterans Healthcare Administration (VHA) Sunshine Healthcare Network facilities in Florida. The system aims to enhance patient safety, reduce identification errors, and streamline clinical workflows, with an initial focus on laboratory sample collection.

• System Provision: Provide, install, configure, and support a PPID system including all necessary hardware, software, and ancillary equipment.

• Core Functionality:

  • Automated and accurate real-time patient identification at all points of care.
  • Barcode scanning of patient wristbands.
  • Display of current pending orders.
  • Step-by-step guidance for specimen collection and labeling.
  • Contingency management for collection issues and work re-routing.
  • Compatibility with current VA patient wristbands and blood bank practices.
  • Real-time display of orders and status.
  • Emergency "rainbow draw" feature for code blue patients.
  • Computer downtime contingency plan and disaster recovery.

• General Requirements:

  • Compliance with healthcare regulations (CLIA, CAP, TJC).
  • Compatibility with VISN 8's IT infrastructure and integration with existing EHR (CPRS-VISTA).
  • Provision of hardware (scanners, printers, labels) and software (approved on VA TRM, meeting security requirements).
  • Data migration, configuration, and ongoing maintenance/support.
  • Scalability for future growth.
  • System testing without workflow disruption.
  • Staff training.

• Data Management: Secure storage, transmission, audit trails, backup, disaster recovery, secure authentication, and encryption of patient data.

• Support: 24/7 technical support, remote diagnostics, comprehensive training materials, regular software updates, and hardware maintenance.

• Repair Service: Repair or replacement of defective hardware within 60 business days, with loaner equipment if needed.

• High system availability (99.9% uptime).

• Repair or replacement of defective hardware within 60 business days.

• Base Option Year: July 1, 2026 – June 30, 2027

• Option Years (4): July 1, 2027 – June 30, 2031

• Place of Performance: All VHA Sunshine Healthcare Network facilities in Florida (listed in Attachment A).

• Software must be approved on the VA Technical Resource Model (TRM) and meet all VA security and risk requirements.

• Software must not conflict with current VISTA routines or require changes to Class I VISTA code.

• Software must function on VA locally hosted servers with VA staff granted full administration rights.

• Vendor remote access must comply with VA security regulations.

• Durable, medical-grade hardware is required.

• Orders placed via written purchase order referencing the SOW and contract number.

• Pricing based on estimated acute hospital beds (ICU-ED) and in-patient collectors (FTE) per facility.

• Government does not guarantee estimated volumes.

• Payment terms: Net 30 days upon receipt of invoice and acceptance of deliverables.

• Any scope changes require a written amendment.

Sources Sought

This is a Sources Sought notice for a requirement to procure and implement a Positive Patient Identification System (PPID). The system is intended for all Pathology & Laboratory Medicine Service (P&LMS) locations within Veterans Integrated Service Network (VISN) 08.

• Solicitation Number: 36C24826Q0449

• Response Date/Time: March 31, 2026, 15:00 Eastern Time, New York, USA

• NAICS Code: 621512 (Diagnostic Imaging Centers)

• Product Service Code: 6515 (Medical and Surgical Equipment)

• Contracting Office: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), Tampa, FL 33637

• Point of Contact: Paul Jarret, Contracting Officer (paul.jarrett@va.gov, 813-436-6517)

• Sources Sought (Full document)

• VISN 8 Positive Patient Identification Solution SOW DRAFT