6350--Prism Code Blue System Upgrade

NOTICE OF INTENT TO SOLE SOURCE NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs, Network Contracting Office (NCO) 22, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a firm fixed price, Sole Source Award. The intended Contractor is a small vendor Prism-IPX Systems LLC located at 11175 Cicero Dr, Ste. 120, Alpharetta, GA 30022 The Department of Veterans Affairs (VA) Loma Linda Medical Center requires the acquisition and implementation of a complete PriMega/PIPX paging system infrastructure upgrade. This upgrade is for the existing Prism Code Blue platform and is necessary to address current system deficiencies and improve overall reliability in the interest of responding to codes expeditiously for patient care. The existing Prism Code Blue platform is a proprietary, integrated paging infrastructure that relies on Prism-IPX s unique PriMega message gateway architecture, protocol handling (including TAP, TNPP, SMTP, WCTPS, and SIP interfaces), IP-based base station controllers (ipBSC), encoding software, and VHF paging transmitters. These components form a tightly coupled, modular ecosystem specifically engineered for mission-critical healthcare environments. The proposed upgrade to the PriMega/PIPX platform represents a direct evolution of this existing system, incorporating advanced software versions (e.g., v11), enhanced encryption, NoLoss interfaces, dispatcher capabilities, and compatible hardware to resolve current deficiencies in reliability and performance. This system is a business critical, life safety, and Code Blue infrastructure used for emergency notifications, hospital paging, and critical communications. The procurement will provide a modern, reliable paging platform to ensure uninterrupted emergency communications capability in full compliance with VHA Directive 1177 (Cardiopulmonary Resuscitation) and NFPA 101 Life Safety Code requirements for healthcare occupancies. At present, the existing infrastructure is in a state of progressive failure. Multiple critical components have already failed, rendering portions of the life safety notification system inoperable. These failures directly compromise the facility s ability to rapidly alert and dispatch the code blue team to patients in cardiac arrest, respiratory arrest, and cerebrovascular accidents. Code blue events require a coordinated response within minutes to maximize patient survival and minimize permanent harm. The current degraded system creates unacceptable delays in team activation and response. This situation has already resulted in multiple Root Cause Analyses (RCAs) being initiated specifically due to code blue communication failures. These documented events demonstrate real-world adverse impacts on patient safety, including delayed emergency responses that have placed Veterans at immediate risk of serious injury or death. Continued reliance on the failing infrastructure creates an imminent and ongoing threat to life safety and healthcare delivery capabilities. The risk is not theoretical; component failures are recurring, and each subsequent failure further erodes the system s reliability. Given the criticality and uniqueness of the technology, an upgrade from the existing Prism system is the only appropriate course of action. No other procurement avenues exist due to the proprietary nature of the software, which is owned and exclusively supported by the current developer, Prism-IPX Systems, LLC. Place of Performance Department of Veteran Affairs VA Loma Linda Healthcare System 11201 Benton St. Loma Linda, CA 92357 DRAFT STATEMENT OF WORK Objective & Scope The contractor shall provide all supplies, software, hardware, project management, installation services, field support, and post-implementation support necessary to successfully upgrade the existing Prism Code Blue paging platform to the current PriMega/PIPX system. All work shall be performed on a firm-fixed-price basis, inclusive of all time, materials, labor, travel, and incidental costs. The scope includes delivery, installation, configuration, testing, training (as required), and support of the following items: Products: 1. PIPX-Server Quantity: 2 2. PIPX-NBD5 Warranty Quantity: 2 3. PIPX-OM11 PriMega Gateway Software V11 Quantity: 2 4. PIPX-OAD PriMega Off Air Decoder Interface Quantity: 2 5. PIPX-OAMv3 PriMega Quantity: 2 6. PIPX-NoLoss PriMega NoLoss server interface Quantity: 2 7. PIPX-DISPv3 PriMega Dispatcher v3 Quantity: 2 8. PIPX-PriMegaSIP+Beep PriMega SIP License Quantity: 24 9. PIPX-TAP Input Quantity: 2 10. PIPX-TNPP Input Quantity: 2 11. PIPX-TNPP Output Quantity: 2 12. PIPX-SMTP Input Quantity: 2 13. PIPX-WCTPS Input Quantity: 2 14. PIPX-ENC11-1ch-SW001 Linux v11 Encoding SW Quantity: 2 15. PSI-ipBSCv3-TTL Prism IP Base Station Controller Quantity: 2 16. PIPX-STI-148D-250w VHF paging transmitter Quantity: 2 17. PIPX-OMIv3-010 OMI System v3 Quantity: 2 18. Uni-Pgr-Blu Unication Pager w/ blue housing Quantity: 25 Services: PIPX-Factory Project management with customer PIPX-3rd-party installation services PIPX-Field Prism installation assistance PIPX-Support 24/7 Support Contract Tasks & Deliverables The contractor shall: Furnish and deliver all listed hardware, software licenses, and pagers. Provide comprehensive project management and coordination with VA staff. Perform professional installation, configuration, integration, and testing of the complete PriMega/PIPX system. Conduct system cutover with minimal disruption to ongoing Code Blue operations. Provide on-site field installation assistance and troubleshooting support. Deliver 24/7 technical support for the system under the support contract. Provide all necessary documentation, including as-built drawings, configuration files, and user/administrator manuals. Ensure successful system acceptance testing and VA approval prior to final payment. All deliverables must meet or exceed manufacturer specifications and VA safety/reliability standards for life safety systems. Additional Requirements RESPONSE TIME: The Contractor shall acknowledge requests by telephone for service within 2 hours. The Contractor shall be on-site within 24 hours of telephone acknowledgement of the service request. The Contractor shall provide the name, address and telephone number of the office where service calls are to be placed (available 24 hours a day, 7 days a week). All work shall be performed according to VA Loma Linda s policies and within specified time frames, with the objective of maintaining optimal system performance, ensuring security, and reducing system downtime. Acceptance All completed work will be inspected and tested for compliance and operational capabilities by VA Loma Linda Biomedical Engineering and any other staff deemed by said department to be critical in the assessment process. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and VA POC with the final decision being made by the Contracting Officer. Contractor Qualifications & Other Responsibilities The contractor shall have direct OEM (Original Equipment Manufacturer) experience and expertise with Prism-IPX / PriMega / PIPX systems to perform the required upgrade, installation, and support services. All work must be accomplished by qualified personnel in accordance with the original manufacturer s instructions, including, but not limited to, installation manuals, configuration guides, and safety protocols. The contractor shall have full access to all software (OEM privileges), technical support resources, firmware updates, and diagnostic tools necessary to successfully install and support the PriMega/PIPX system. The contractor shall furnish all test parts, equipment, tools, and materials required for performance of the contract. The contractor is responsible for all logistics, shipping, receiving, inventory management, and disposal of any replaced equipment (if applicable). The contractor shall comply with all VA security, privacy, and safety requirements, including obtaining necessary access credentials and completing required training prior to on-site work. Changes to the Statement of Work: Only the specified services stated herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the VA POC or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or their designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained. Changes to the statement of work…