BCMA Medical Carts, Columbia MO VAMC

Other / Unclassified

This document is a "Request for Exception to Fair Opportunity Memo" (Justification and Approval) for a sole source acquisition. It details the proposed action to purchase 37 Bar Code Medication Administration (BCMA) Carts for the Harry S. Truman Memorial Veterans' Hospital. The acquisition is intended to replace the hospital's current BCMA carts which are at the end of their life cycle. The proposed action is a Firm-Fixed-Price effort with an estimated value of $565,165.59.

This document explains why the government is seeking to award a contract on a sole-source basis, citing statutory authority (38 U.S.C. 8127(c)) that allows direct contracting with Service-Disabled Veteran-Owned Small Businesses (SDVOSB). It outlines the market research conducted, which identified Minburn Technology Group, LLC (an SDVOSB vendor and the sole authorized distributor for the OEM) as the only source capable of meeting the requirement. This information is crucial for potential bidders to understand the rationale behind the non-competitive award and the specific vendor being considered.

Sources Sought Notice

This notice is issued for informational and planning purposes to gain knowledge of potential qualified sources for the replacement of aging Bar Code Medication Administration (BCMA) carts at the Harry S. Truman Memorial Veterans' Hospital. It is not a solicitation, and responses will not be accepted as offers or proposals.

• Replacement of BCMA carts that have reached the end of their life cycle.

• Carts to be purchased as integrated units including cart, computer, monitor, keyboard, card reader, scanner, mouse, and a 5-year battery.

• Specific quantities: 30 carts with standard accessories (PIV reader, antenna, integration kit, electronic signature pad, cup dispenser, sani-wipe holders, sharps holders) and an additional scanner; 7 carts without cup holders, sani-wipe holders, sharps holders, or additional scanner.

• Minimum requirements for the 37 carts include:

  • General Construction: Mobile, height adjustable, locking casters, durable medical grade construction.
  • Medication Storage: Configurable 3x3 bin system, lockable compartments, ability to support modular accessories.
  • Power Management: Integrated rechargeable power system (8-12 hours), hot swappable or continuous operation, visual battery status indicators.
  • Technology Integration: Capable of securely mounting laptops/tablets, compatible with Government BCMA/EHR platforms, integrated cable management.
  • Infection Control and Safety: Non-porous, medical grade materials, smooth, cleanable surfaces.

• Specific features required include secure 3x3 bin system, proven durability for heavy inpatient use, integrated long-life power systems, and customizable accessories.

• Warranty and Support: Minimum one-year warranty covering parts and labor, with service and technical support during the warranty period.

• Interested parties capable of providing the equipment should submit their capabilities demonstrating they can meet the requirements.

• Responses are due on or before April 02, 2026, by 11:00 a.m. Central via E-mail to tywanna.sparks@va.gov and teresa.cabanting@va.gov.

• Questions are due by March 26, 2026, to the same contacts. Telephone responses or questions will not be accepted.

• The notice seeks information on company size classification relative to NAICS code 541519.

• Respondents are asked to indicate if their company is considered small under this NAICS code and provide small business identifiers if applicable.

• Respondents should also indicate if they have a Federal Supply Schedule (FSS) contract or an Authorization to Distribute letter from the manufacturer.

• This notice is for information and planning purposes only and does not constitute a solicitation.

• Responses are not offers/quotes/proposals and cannot be accepted to form a binding contract.

• Responders are solely responsible for all expenses associated with responding.

• Submission of capabilities for planning purposes and other market information is encouraged.

• If a solicitation is issued, it will be announced separately, and interested parties must respond to that announcement.

• Responses to this notice do not add vendors to a prospective offerors list or guarantee a copy of a solicitation.