On-Site Representative for PAR Excellence Weight Based Point of Use (POU) Inventory Management System
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) is soliciting quotes for an On-Site Representative (OSR) to manage the PAR Excellence Weight Based Point of Use (POU) Inventory Management System at the Washington DC VA Medical Center (DC VAMC). This opportunity is a Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside. The primary goal is to ensure 24/7 system operation, enhance inventory accuracy, accountability, and operational efficiency. Quotes are due by January 28, 2026, at 4:00 PM EST.
Scope of Work
The selected contractor will provide one (1) full-time Onsite Representative (OSR) with demonstrated expertise in PAR Excellence systems, including administration, client, and Vison modules. Key responsibilities for the OSR include troubleshooting, item registration/deregistration, bin/scale maintenance, training secondary staff, providing project assistance, macro confirmation, and analyzing registration errors. Candidates for the OSR position must have completed the PAR Excellence On-Site Resources Program and possess at least two years of experience providing Par Excellence onsite support at a medical center, with experience at a Veterans Affairs Medical Center being preferred. The OSR will work full-time at the Washington DC VA Medical Center.
Contract Details
This is a Combined Synopsis/Solicitation (Request for Quote - RFQ) for commercial items. The contract will be a Firm-Fixed-Price type, with a period of performance consisting of a base year (March 1, 2026, to February 28, 2027) and four (4) one-year option periods, extending through February 28, 2031. The applicable NAICS code is 541614 (Process, Physical Distribution, and Logistics Consulting Services) with a size standard of $20 Million. This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).
Submission & Evaluation
Quotes must be submitted electronically to veronica.dillard@va.gov by January 28, 2026, at 4:00 PM EST. All questions and concerns must be submitted via email to the same address by January 16, 2026, at 3:00 PM EST; phone calls will not be accepted. An amendment has been issued providing responses to vendor questions and extending the due date. Evaluation will be a comparative assessment based on Technical capability, Past Performance, and Price, in descending order of importance. Technical evaluation will focus on Experience, Technical Capability, and Management Approach. Offerors must provide a minimum of three recent and relevant past performance references within the last five years. Proposals must include all requested information, including completion of specific boxes on the SF 1449, SAM Unique Identifier, and CAGE code, to avoid being deemed nonresponsive. The OSR will also be required to complete VA security screening and obtain a PIV badge.
Important Attachments
Bidders should note the inclusion of a Business Associate Agreement (BAA). This document is critical for any contractor handling Protected Health Information (PHI) on behalf of the VHA, outlining strict legal and operational requirements for PHI use, disclosure, security, breach notification, and subcontractor management in compliance with HIPAA and HITECH regulations.