R706-- Wall-to-Wall Inventory of Medical and IT Equipment

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

The VA North Texas Health Care System (VANTHCS) requires a comprehensive, wall-to-wall physical inventory of fixed equipment across the Dallas VAMC and all supporting locations to ensure accurate asset accountability, compliance with property management controls, and support for audit readiness, budgeting, and lifecycle decisions.

• Perform a complete scan of all in-scope fixed equipment in designated spaces.

• Validate and reconcile equipment records against the AEMS/MERS system.

• Identify and disposition exceptions such as unreadable/missing tags, items not found in the system, ghost tags, duplicates, and location mismatches.

• Provide daily progress reporting and a final reconciled dataset with variance analysis and corrective recommendations.

• Cover all clinical, administrative, engineering, warehouse, and offsite areas.

• Scan VA equipment tags with an "EE" prefix; manually enter tag numbers if unreadable.

• Mark inventoried equipment with color-coded visual tags (≤½″).

• Document inaccessible areas and coordinate revisits.

• Estimated workload: 50,000 - 60,000 items.

• Coverage: ≥95% of in-scope areas inventoried within 15 business days.

• Data Quality: Duplicates ≤ 0.5%; Unmatched records ≤ 2% with disposition recommendations; No blank critical fields (Tag, Location, Manufacturer, Model, Serial).

• Deliverables must be submitted and validated, with QA checks completed and exceptions clearly dispositioned.

• Place of Performance: VA North Texas Health Care System (VANTHCS), Dallas VA Medical Center & Supporting Locations.

• Period of Performance: Complete physical inventory within 90 calendar days of Notice to Proceed (NTP). Deliver reconciliation reports weekly.

• Contractor must provide trained inventory specialists, a Site Lead, and necessary equipment (laptops, scanners, printers, labels).

• Staff must be trained on VA procedures, security, and infection control.

• Data must be handled confidentially and securely, using encrypted devices and VA-approved secure channels.

• Adhere to VA facility safety, infection control, and environmental requirements.

• Contractor is responsible for replacing or correcting defective scans or mislabeled records.

• Government responsibilities include providing escorts, floor plans, AEMS/MERS exports, and reviewing deliverables.

Sources Sought Notice

This notice is issued by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPOW) for market research purposes. The government is seeking information regarding capabilities for "Wall-to-Wall Inventory" services, as detailed in an attached Statement of Work (SOW).

• Requirement: Wall-to-Wall Inventory.
• Response Deadline: 3 PM Central Time on Thursday, February 19, 2026.
• Purpose of Notice: To gather information to define the procurement strategy (e.g., set-aside, sole source, unrestricted) for a future solicitation.
• Interest in Small Business: The VA is particularly interested in determining the availability of Small Businesses that can provide this service.
• Pricing Information: Vendors are requested to submit estimated market research pricing. This will be considered when determining the procurement strategy.

Responses must include:

• Business Name and Address

• Point of Contact (Name, Phone Number, E-mail Address)

• SAM Unique Entity ID (UID) Number

• NAICS Code

• Business Size (SMALL or LARGE)

• Type of Business (e.g., SDVOSB, VOSB, 8A, HUBZone, WOMAN-OWNED)

• If applicable: Letter stating OEM authorized dealer/distributor status, GSA/FSS Contract Number.

• If applicable: Details of any existing GSA or VA Federal Supply Schedule contract.

• Send responses to Lesley Kitchen at lesley.kitchen@va.gov.

This notice is for informational and planning purposes only and does not constitute a solicitation. Responses are not offers and cannot be accepted to form a binding contract. Respondents are responsible for all associated expenses.

Sources Sought Notice

This is a Sources Sought Notice for a "Wall-to-Wall Inventory of Medical and IT Equipment" for the North Texas Healthcare Services located at 4500 S Lancaster Rd, Dallas, Texas 75216. The purpose is to identify potential sources capable of performing this service.

• Solicitation Number: 36C25726Q0293

• NAICS Code: 561990 (All Other Services to Buildings and Dwellings)

• Product Service Code: R706

• Response Date: February 19, 2026, 3 PM Central Time, Chicago, USA

• Contracting Office: NCO 17 North Texas Healthcare System, Regional Procurement Office West (RPO-W), Duncanville, TX 75137

• Point of Contact: Lesley Kitchen, Contract Specialist, Lesley.Kitchen@va.gov, 972-708-0818

• Sources sought (details not provided in this text)

• Statement of Work - Medical and IT Equipment Inventory (details not provided in this text)

This notice is for market research purposes to determine if small businesses can provide the required services. Interested parties should review the attached Statement of Work for detailed requirements.