SAM #36C26326Q0601

Sole Source Expansion and Upgrade of BD Pyxis Medication Dispensing Systems for VISN 23

The Department of Veterans Affairs is undertaking a sole source procurement to expand and upgrade BD Pyxis automated medication dispensing systems at VISN 23 facilities in Minneapolis, MN and Omaha, NE. - Government Buyer: - Department of Veterans Affairs, VA Midwest Healthcare Network (VISN 23), Network Contracting Office 23 - Primary OEMs: - BD (Becton, Dickinson and Company) for Pyxis systems - Codonics for SLS printers and labeling solutions - Products and Quantities: - BD PyxisES Refrigerators (various models, e.g., 137676-01, 137548-01, 137556-01, 137550-01, 137557-01, 137549-01, 137558-01, 137547-01, 137681-01) - Multiple units per model, with some models requested in quantities up to 3 or more - BD Pyxis MedStation ES (various configurations, e.g., MESR6B--0H--0N6U0M0B0V, MESR2B--0H--0N2U0M0B0V, MESR0B--0H--0N0U0M0B0V, MESR6B-P0H--0N0U0M0B6V, MESR6B-P0H--0N1U0M0B5V, MESR2B-P0H--0N2U0M0B0V, MESR2B--0H--0N1U1M0B0V, MESR6B--0H--0N5U0M0B1V) - Dozens of MedStations and auxiliary towers requested - BD Pyxis Anesthesia System ES (MES----S--1A1N0P3M0B) - BD Pyxis CII Safe ES (MES-D--T0B----------) - BD Pyxis Med RM Slimline 12FT (RRM-----------------) - BD Medication Label Module (136276-02), 30 units - BD Pyxis Profile Upgrade for Medstation (135291-01), multiple units - Codonics SLS 550I Printers (137586-02), multiple units - Codonics SLS AT Site and Single Licenses (134754-02, 134755-02), multiple units - Codonics Kit Mounting Arm (134208-01), multiple units - Dispensing Freight Fee (139402-01), over 90 units in total - Services Requested: - Installation and de-installation of all equipment - On-site and remote training for clinical and technical staff - 24/7/365 technical support, maintenance, and warranty services for all installed equipment and software - Project management and coordination with facility points of contact - Unique/Notable Requirements: - Compliance with VHA Directive 1195 for high-alert medication management - All equipment and software must meet VA security protocols, including FIPS 140-2/3 - Integration with VA IT infrastructure - Warranty and ongoing support for at least one year post-installation - All installations must be completed before the VHA Directive 1195 compliance deadline - Place of Performance: - VA Central Iowa Health Care System, 1 Veterans Dr, Minneapolis, MN - Nebraska Western Iowa Health Care System, 4101 Woolworth Ave, Omaha, NE - Contracting Office: - Network Contract Office 23, 316 Robert Street N, Suite 506, Saint Paul, MN

Description

Statement of Work Contents A. Project Title B. Procurement Type C. Introduction D. Background E. Scope F. Place of Performance G. Period of Performance H. Point of Contacts I. Salient Characteristics J. Equipment Changes K. Security L. Network and Hardware M. Electrical/Power N. Implementation/Project Management O. Installation and De-Installation P. Check In/Out and Removeable Media Scanning Q. Manuals, Release Notes and Service Bulletins R. Disinfecting Instructions S. Training T. Telephone and Online Support and Technical Consultation U. Response Time V. System Uptime W. Service Reports and Electronic Service Log X. Product Modifications, Removal or Recall Y. Delivery, Shipping and Materials Requirements A. Project Title FY26 VISN 23 BD Pyxis Expansion Upgrade B. Procurement Type Sole Source C. Introduction VA Midwest Healthcare Network (VISN 23) has existing BD Pyxis equipment and software that need to be expanded and upgraded. VHA Directive 1195, "High-Alert Medications," published on October 18, 2024, mandates that VA medical facilities implement strict safety protocols for high-alert medications to minimize errors. Facilities must comply with these requirements within 24 months of the publication date (by October 2026), with quarterly progress updates required. BD Pyxis is a widely used, automated medication dispensing system (cabinet) designed to manage, store, and dispense medications safely and securely at VA healthcare facilities. It streamlines workflows for clinicians by ensuring accurate, real-time medication access, reducing errors, enhancing security for controlled substances, and improving inventory management. D. Background Purchase of BD Pyxis Automated Dispensing Cabinets (ADCs) is required to meet the mandatory safety, security, and workflow standards for high alert medication management established in VHA Directive 1195. The directive explicitly identifies Pyxis as an approved ADC manufacturer and defines ADCs as the required storage method for all high alert medications located outside the pharmacy. It mandates that facilities utilize ADCs with capabilities including secure, locked and lidded storage, barcode based stocking verification, tall man lettering display, medication profiling with patient ADT integration, high alert medication identification, blind count functionality, and support for required quarterly discrepancy, override, and inventory reconciliation reports. These features are necessary to comply with Appendix C requirements for ADC configuration and oversight, as well as Appendix D national risk mitigation strategies. Additionally, facility leadership is required to evaluate ADC placement and expand dispensing capacity to ensure appropriate access and compliance with mandated high alert medication safety processes. BD Pyxis systems meet all required technical, security, and reporting capabilities outlined in VHA Directive 1195, making procurement essential for compliance and for the safe administration, storage, and control of high alert medications. E. Scope The Contractor shall include all licensing, software, hardware, mounting solutions, labor, materials, tools, parts, equipment, associated components, de-installation, installation, training, technical support, maintenance, repair and project management services (including travel and expenses) required to expand and upgrade existing BD Pyxis products at the VISN 23 facilities: Minneapolis and Omaha. F. Place of Performance The VISN 23 facilities and addresses are outlined in the table below: SiteAddress 618-MIN, Minneapolis, MN1 Veterans Dr, Minneapolis, MN 55417 636-NWI/OMA, Nebraska Western Iowa, Omaha, NE4101 Woolworth Ave, Omaha, NE 68105 G. Period of Performance Overall period for performance for the project shall be negotiated with the contractor. Facilities must comply with VHA Directive 1195 requirements by October 2026, so all products shall be installed, operating per OEM specifications and activated (live) before that deadline. H. Point of Contacts The COR shall confirm and provide an updated list of facility Point of Contacts (POCs) to the Contractor after award. The Contractor shall work with facility POC(s) to get additional facility POC(s) as needed. I. Salient Characteristics The Contractor shall provide/comply with the following requirements: Item #Description/Part NumberQty 1139402-01 Dispensing Freight Fee (Federa39 <!-- Additional items omitted for brevity --> Brief Description of Service Period of Performance MIN-Minneapolis, 1 year support OMA-Omaha, 1 year support Comply with VHA Directive 1195, "High-Alert Medications," published on October 18, 2024: Confirm current inventory and OS/app versions with site POC(s) at all VISN 23 sites prior to shipping any products and materials. Develop site-level schedules to avoid clinic disruption. Minimize clinical downtime with phased scheduling and rollback contingencies. Delineate and coordinate any pre-work, space modifications and infrastructure changes required to support the upgrade at each facility, including but not limited to additional network jacks and power requirements. Communicate and coordinate in advance to the COR and facility POC(s) any third-party equipment, software, services that are needed to implement the upgrade solution at each facility, but are not provided by the Contractor, so VA can plan and coordinate to procure any items needed separately. Document configuration baselines, hardening, and acceptance testing for regulatory readiness. Validate clinical workflows (data acquisition, analysis, export, network connectivity, EMR/PACS integration) remain unchanged or improved post upgrade. Upon completion of any upgrades and installations, the Contractor shall test the system to ensure it is fully functional in accordance with the manufacturer specifications. Provide SOPs, checklists, job aids and short user orientation for clinical staff and superusers. The BD PyxisES Refrigerator shall comply with the following requirements: <!-- Additional content omitted for brevity -->

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