On-Site Representative for PAR Excellence Weight Based Point of Use (POU) Inventory Management System

Amendment / Modification

• This amendment provides clarification regarding Section E.7, Supplemental Instructions to Offerors, specifically concerning Technical Capability.

• Offerors must confirm that key personnel, identified as On-Site Resources (OSR), have completed the "Manufacturer PAR Excellence System Inc., PAR Excellence On-site Resources Program."

• A copy of the corresponding certification must be submitted with the quote.

• Documentation of OSR past performance experience must be included in the past performance history section.

• Section E.7 Supplemental Instructions to Offerors (Technical Capability).

• Bidders must ensure that the required OSR certification and past performance documentation are included with their submissions. Failure to do so may impact their offer.

Amendment / Modification

• The solicitation closing date has been extended to January 28, 2026, at 4:00 PM EST.

• Responses to vendor questions are provided on page 2 of this amendment.

• Solicitation closing date (Item 11).

• Proposal submission deadline is extended to January 28, 2026, 4:00 PM EST.

• Bidders should review the Q&A on page 2 for clarification on requirements and evaluation.

Solicitation / RFP / RFQ

This solicitation is for a "PAR Excellence Onsite Representative" to support the Washington DC VA Medical Center's installed weight-based point-of-use (POU) inventory management system. The goal is to enhance supply chain management, efficiency, and accountability.

• Provide one (1) full-time Onsite Representative (OSR) trained and certified in the PAR Excellence POU system.

• OSR responsibilities include troubleshooting, item registration/deregistration, bin/scale maintenance, educating secondary staff, assisting with POU projects, and collaborating with IT and supply chain personnel.

• The OSR must possess technical expertise in PAR Excellence systems (admin, client, Vison).

• Minimum of two (2) years of experience providing Par Excellence onsite support at a medical center is required.

• Experience at a Veterans Affairs Medical Center is preferred.

• The OSR will work full-time at the DC VA Medical Center.

• Contract Period: Base year plus four (4) one-year option periods.

• Period of Performance: Twelve (12) month base period with four (4) twelve (12) month option periods.

• Estimated Value: Not explicitly stated, but NAICS code 541614 (Management Consulting Services) with a size standard of $20 Million is provided.

• Contract Type: Firm-Fixed-Price.

• Offer Due Date: January 23, 2026, 3:00 PM EST.

• Submission Method: Email to veronica.dillard@va.gov.

• Evaluation: Comparative Evaluation, with Technical, Past Performance, and Price as factors in descending order of importance.

• Key Deadlines: Questions due January 16, 2026, 3:00 PM EST.

• The acquisition is set aside for Small Business.

• NAICS Code: 541614

• Size Standard: $20 Million

• The solicitation includes numerous FAR and VAAR clauses related to contract terms, conditions, representations, and certifications.

• Government Furnished Property and Information are anticipated.

Form / Attachment / Pricing Sheet

This document is a Business Associate Agreement (BAA) between the Department of Veterans Affairs (VA) Veterans Health Administration (VHA) and a Business Associate. Its purpose is to establish requirements for the use and disclosure of Protected Health Information (PHI) in accordance with the Health Insurance Portability and Accountability Act (HIPAA), the Health Information Technology for Economic and Clinical Health Act (HITECH) Act, and related HIPAA Rules.

• Scope: Defines the services for which the Business Associate will handle PHI.
• Definitions: Clarifies terms such as PHI, Business Associate, Covered Entity, and Subcontractor as defined by HIPAA Rules.
• Ownership of PHI: States that PHI remains the property of the Covered Entity.
• Use and Disclosure of PHI: Outlines permitted uses and disclosures of PHI by the Business Associate, including limitations and compliance with minimum necessary policies.
• Obligations of Business Associate: Details requirements for safeguarding PHI, reporting breaches, using subcontractors, and responding to individual requests regarding PHI.
• Obligations of Covered Entity: Specifies the Covered Entity's responsibilities, including not requesting impermissible uses/disclosures and notifying the Business Associate of restrictions or changes.
• Termination: Outlines conditions for automatic termination, termination for cause, and the effect of termination on PHI handling.
• Survival: Stipulates that certain obligations survive the termination of the agreement.

This document is crucial for any bidder who will be handling Protected Health Information (PHI) on behalf of the VHA. It outlines the legal and regulatory requirements, responsibilities, and liabilities associated with managing sensitive health data. Bidders must understand and agree to these terms to ensure compliance with HIPAA and HITECH regulations. Failure to comply can result in penalties for both the Business Associate and the Covered Entity.