Q702--Automation Onsite Administrator for Omnicell

24 Page 1 of Page 1 of Page 1 of Page 1 of This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in the Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as a Request for Quote (RFQ). The solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01, Effective March 13, 2026. This solicitation is unrestricted by business size. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, and the PSC is Q702. The Government anticipates awarding a firm-fixed price service order from this solicitation. The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Puget Sound VA Health Care System, requires an automation on-site administrator for all Omnicell pharmacy automation equipment in accordance with the below Statement of Work. All interested companies shall provide the following: Price/Cost Schedule: Prism part are provided for reference: Line Item Quantity Total 1 Automation On-site Resident Administrator Service in accordance with the Statement of Work Base Year YR 1 2 Automation On-site Resident Administrator Service in accordance with the Statement of Work Option Year One YR 1 3 Automation On-site Resident Administrator Service in accordance with the Statement of Work Option Year Two YR 1 4 Automation On-site Resident Administrator Service in accordance with the Statement of Work Option Year Three YR 1 5 Automation On-site Resident Administrator Service in accordance with the Statement of Work Option Year Four YR 1 TOTAL Base Year Period of Performance to commence as soon after award as practicable, but not to exceed 14 days. Subsequent Option Years will have Periods of Performance that follow the Base Year. STATEMENT OF WORK (SOW) Contract Title. Automation Onsite Administrator (Resident Expert) Background. The Department of Veterans Affairs Puget Sound Health Care System (PSHCS) Seattle Division is transitioning its medication distribution from a paradigm whereby daily medications are sent from the central pharmacy to wards and clinics to a paradigm that has medications securely stored in patient care areas, making them immediately available for patients. This will improve care by reducing delays, eliminating medication losses/damage in the pneumatic tube system, increasing accountability, and improving safety by limiting access to only medications that are on each patient s profile. Success of this model of medication distribution is entirely dependent on daily adjustments to cabinet drawer configurations and inventory to assure that needed medications are stocked and nurses can provide seamless care. To assure uninterrupted operation of the equipment (Omnicell brand) and make real time configuration changes, PSHCS requires an automated onsite administrator (AOA) with expert training in Omnicell equipment. The contract is essential to ensure that the new pharmacy automation and inventory management systems are programmed and stocked in alignment with VHA Directive 1195 High Alert Medications, VHA SOP 1108.21 Pharmacy Clinical Informatics, and VHA Directive 1108.07 General Pharmacy Service Requirements. Scope The scope of responsibilities for the AOA will include all tasks listed in paragraph 4 for all Omnicell products (hardware, operating systems, and software applications) in use at PSHCS, including both main campuses and all CBOC s. Services shall be performed at VA Puget Sound Health Care System, Seattle, WA 98108. The contractor shall perform work between the hours of 08:00AM 05:00PM Monday Friday excluding Federal Holidays except by special arrangements with the facility s pharmacy manager. The contract shall be for (1) Base year plus 4 option years. Specific Tasks: Contractor Responsibilities. The contractor shall provide at a minimum one full time (40 hour week) AOA for VA Puget Sound to support optimization efforts, issues management, initial troubleshooting & break-fix, training, and user/system management. Will use commercially reasonable efforts to provide the following services in a professional manner in accordance with industry standards: Supports Performance Center/Omnicell One engagement through collaboration with contractor-assigned field strategist and assist by implementing accepted optimization opportunities for all products. On an ongoing basis, prioritizes system configuration activities appropriately and in a timely manner to ensure equipment settings remain standardized to the needs of the government and aligned with the highest degree of patient safety over time. Regularly assists in the use of tools and processes, building reports to show equipment performance levels and objectives to help stay on target and meet contractual standards. Works with Omnicell resources to identify and help government implement efficiency opportunities including but not limited to inventory management, diversion risks, outdate avoidance, hardware changes, and operational usage improvements. Monitors and presents to primary site contact optimization metrics and adjusts cabinet and carousel inventory on hand based on metrics at least quarterly. Maintains subject matter expertise of Omnicell automation solutions. Suggests, arranges, and performs training on all products including training staff on new upgrade features. Establishes new user access to systems. Troubleshoots and completes minor break/fix issues like removing jams, swapping drawers, installing/deinstalling flex locks, upgrading and activating stored cabinets when needed etc. at all VA Puget Sound campuses including Community Based Outpatient Clinics. Coordinates all service resources while on duty, including ticketing system C4C. Assists in the development of internal dashboards for optimizing use of all products, to help identify and implement opportunities for improved inventory management, to help identify potential diversion risks which would be handed off to government s diversion team for researching, and assisting with educational material development by providing best practice recommendations which primary site contact could then use for education at its own discretion. Operates all equipment including assigning, unassigning, restocking, destocking, picking, cycle counting, expiring, cleaning, packaging, delivering etc. whenever called upon to support the pharmacy operation. Assists with implementation of new equipment and services and upgrading of all existing equipment. Government Responsibilities. Government shall appoint a COR responsible for certifying that the work done under the contract is performed to time and standard. Government retains sole responsibility for controlled substances (Schedule II V) handling, stocking, chain-of-custody, and accountability in accordance with agency policy and applicable law. Contractor will not handle controlled substances. Government is responsible for performing activities that must be performed by a licensed pharmacist under law or per VHA regulations. Government is responsible for providing the operational inputs, materials, and clinical oversight required to support delivered pharmacy support activities. 6. Performance Monitoring. COR will conduct routine inspections to measure accuracy and performance to ensure pharmacy automation is deployed properly. A daily performance report by contract personnel at close of business will be provided by and used to monitor performance. 7. VA Information and Information System Security/Privacy Language. A. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. B. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be…