SPECIAL NOTICE
J -- ParEX Audit & Start Up 509-26-1-075-0373 (VA-26-00021367)
- Notice Date
- 11/18/2025 8:34:49 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 247-NETWORK CONTRACT OFFICE 7 (36C247) AUGUSTA GA 30904 USA
- ZIP Code
- 30904
- Solicitation Number
- 36C24726Q0123
- Response Due
- 11/24/2025 6:00:00 AM
- Archive Date
- 12/24/2025
- Point of Contact
- Darius Crane, Contracting Officer, Phone: (843) 577-5011
- E-Mail Address
-
darius.crane@va.gov
(darius.crane@va.gov)
- Awardee
- null
- Description
- NOTICE OF INTENT TO SOLE SOURCE NOTICE OF INTENT TO SOLE SOURCE This notice is being published in accordance with Federal Acquisition Regulation (FAR) Subpart 5.1 and 5.2 requiring dissemination of information for proposed contract actions. This is a notice of intent to award a sole source contract and is not a request for competitive quotes/proposals. This is an intent to sole source announcement, and it is for information & planning purposes only; the federal government will not make award to a third-party entity that acts as a pass-through to the OEM. It is neither a solicitation announcement, nor a request for information, proposals or quotes and does not obligate the government to award a contract. The Department of Veterans Affairs, Network Contracting Office (NCO) 07, located at Augusta VAMC 1 Freedom Way, Augusta GA 30904-6258 is issuing this Notice of Intent (NOI) to inform industry of the Government's intent to execute a sole source award. The intended contractor is PAR Excellence Systems, Inc. 11500 Northlake Drive, Cincinnati, OH 45249. This requirement is for the assessment and maintenance of the current weight-based inventory system for repair to bring it back online and in compliance with the Defense Medical Logistics Standard Support (DMLSS) system. The North American Industry Classification System (NAISC) for this requirement is, 811210. The Small Business Administration (SBA) size standard for this sector is $34 million. This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available, and telephone requests will not be honored. No award will be made based on unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling and convincing evidence that competition will be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government. All inquiries and concerns must be addressed in writing via e-mail to Darius Crane, darius.crane@va.gov with the following information referenced in the subject line, 36C24726Q0123 PAR EXCELLENCE AUDIT & START UP . All interested parties who are responsible, certified, and capable may identify their interest and may submit a capabilities statement no later than 09:00 AM Eastern Standard Time (EST) on 24 Nov 2025 to Darius Crane, darius.crane@va.gov. However, the contracting officer's determination to make a sole source award is a business decision wholly within the discretion of the contracting officer. Interested parties bear full responsibility to ensure complete transmission and timely receipt. **VENDOR RESPONSE SHALL INCLUDE THE BELOW** Responses to this INTENT TO SOLE SOURCE shall include company name, address, point of contact, phone number, point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 811210, (size standard of $34M, per SBA Table of Small Business Size Standards) AND whether your company has special socio-economic status (i.e., SDVOSB, VOSB, Small Business, HUBZone, etc.). (A) COMPANY NAME (B) ADDRESS (C) POINT OF CONTACT (D) PHONE, AND EMAIL (E) SAM UEI NUMBER (F) CAGE CODE (G) BUSINESS SIZE, E.G. SERVICES DISABLED VETERAN OWNED SMALL SMALL BUSINESS, SMALL DISADVANTAGED BUSINESS, OR LARGE BUSINESS PERFORMANCE WORK STATEMENT A. GENEERAL INFORMATION: Department of Veterans Affairs Medical Center (VAMC) Charlie Norwood, Augusta, Georgia is seeking to replace existing Pyxis and free-standing inventory management storage with a weight-based inventory management system to ensure proper storage of medical and surgical products. This contract will be performance based. Contractor will provide at contractor s expense all supervision, tools, materials, supplies, equipment and labor to perform the work. 1. SCOPE OF WORK: The contractor will provide all supervision, labor, tools, materials, supplies, equipment, licensing, support and software/hardware to install and maintain a weight-based inventory management system that detects and transmits real-time information into the Government owned Generic Inventory Package (GIP), via VISTA/IFCAP access. The weight-based system must also be complaint with the Defense Medical Logistics Standard Support (DMLSS). 2. HOURS OF SERVICE: Work is to be done between the hours of 8:00a.m. and 4:30p.m., Monday through Friday, excluding holidays. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Juneteenth June 19th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th INSTALLATION: Installation will be performed during the working hours of 8:00am thru 4:30pm, Monday through Friday. Work at the government site shall not take place on Federal holidays or weekends unless coordinated with the Contracting Officer Representative (COR). The Contractor must notify the Facility s point of contact or COR for coordination of any required access to additional work areas. Contractor(s) will need to obtain an Identification Badge which shall be always worn while on station. After all work is completed, the Contractor must notify the facility s POC or COR of completion. A verbal or written status report will be provided to the COR following the completion of the workday as determined by the COR. SPECIFIC TASKS: The Contractor shall perform the following tasks: Conduct a comprehensive audit of inventory item weights. Replace or install data cables as necessary. Register scales into the PAR Excellence system. These tasks will be performed at the following locations: Charlie Norwood VA Medical Center, Downtown Division, 950 15th Street, Augusta, Georgia 30901 Charlie Norwood VA Medical Center, Uptown Division, 1 Freedom Way, Augusta, Georgia 30904-6285 Women s Clinic, 1303 Dantignac Street Suite 250 Augusta GA 30901 Audits will take place in 32 PAR Locations in the above facilities. The New Women s Clinic has 164 items to be setup, data and power installation will be provided by Augusta VA if needed. 5. SCALE REPLACEMENT: If replacement scales are available on-site, the Contractor shall coordinate with the VA resource to replace any non-functional units. In the event that replacement scales are not available, the Contractor shall generate a spreadsheet identifying the scales in need of replacement and submit this list to the VA resource for procurement. 6. NEW INVENTORY ITEMS: The Contractor shall document any new inventory items identified during the audit and compile a spreadsheet of these items to be submitted to the VA resource to be added to the GIP system and transmitted through the interface to the Par Excellence system. Where new scales are available, the Contractor shall install and register up to five (5) new items per location. 7. RETURN MATERIAL AUTHORIZATION (RMA): The Contractor shall work with the designated VA resource to obtain RMAs for any defective equipment, provided that the Augusta VA Medical Center maintains an active support agreement with the Contractor. 8. TECHNICAL SUPPORT ACCESS: Augusta VA Medical Center staff shall be granted toll-free telephone access to the Contractor s technical support team for the purpose of resolving monitoring or troubleshooting issues. Once the Audit is finished, Augusta VA Medical Center will be required to have an active support agreement in place with contractor to receive any additional support. 9. INVOICING REQUIREMENTS: 1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10 (https://portal.tungsten-network.com/). 2. A properly prepared invoice will contain: a) Invoice Number and Date b) Contractor s Name and Address b) Accurate Purchase Order Number c) Supply or Service provided d) Total Amount Due 10. REIMBURSEMENT RATES: The Contractor shall provide services in accordance with the reimbursement rates mutually agreed upon by both parties and shall adhere to those rates for the duration of the agreement. 11. PERFORMANCE MONITORING: Completion of the installation will be verified by COR or designated personnel. Functionality and accuracy of the installed equipment will be continuously monitored by Logistics staff to ensure equipment is functioning properly and provide accurate and timely information for inventory and reordering purposes. For new equipment and software installed at New Women s Clinic Site, the equipment installed shall have a three-year warranty for all PAR Excellence manufactured equipment and software and up to a one-year warranty of Third-Party equipment provided, which includes replacement for defects or damage not caused by VA personnel. A list of PAR Excellence manufactured hardware, software, and Third-Paty Party provided equipment warranties are outlined in Attachment A - PAR Excellence Warranties Following the expiration of these warranty periods: An active support agreement is required for continued maintenance and troubleshooting of PAR software. An extended warranty may be purchased for PAR-manufactured components, if desired. Else you can purchase components as needed. Third-party products must be purchased or replaced at the customer s expense once the initial warranty period has expired. Warranties start upon delivery and acceptance of product. Acceptance of the product is not to exceed 30 days after it is physically received or for software after it is installed. Performance Indicators PWS Ref Performance Measure Acceptable Level of Quality Method of Assessment Incentive Successful completion of Specific Tasks ST#1, ST#2, ST#3, ST#4, ST#5 On time completion 90% Direct observation and periodic inspection Positive Past Performance Support Services ST5 Customer Service 95% Random and periodic sampling Positive Past Performance SERCURITY: PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: The C&A requirements do not apply, and a Security Accreditation Package is not required. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor There may exist exposure to VA sensitive information, in particular to sensitive personal information (SPI) while implementing contractual services Minimum Statutory Requirements Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. ยง5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence. (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code. (3) Number of individuals affected or potentially affected. (4) Names of individuals or groups affected or potentially affected. (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text. (6) Amount of time the data has been out of VA control. (7) The likelihood that sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons). (8) Known misuses of data containing sensitive personal information, if any. (9) Assessment of the potential harm to the affected individuals. (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification. (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports. (3) Data breach analysis. (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution. (5) One year of identity theft insurance with $20,000 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d) CONFIDENTIALITY AND NONDISCLOSURE: It is agreed that: 1. The Contracting Officer (CO) will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this contract. No information shall be released by the contractor. Any request for information relating to this contract presented to the contractor shall be submitted to the CO in response. 2. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. ~END PWS~
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- SN07644632-F 20251120/251118230036 (samdaily.us)
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