6515--BCMA Scanners

Department of Veterans Affairs Erie VA Medical Center Statement of Need
Title: BCMA Scanners for Erie VAMC Background: The Erie Veterans Affairs Medical Center (Erie VAMC) has a brand-name or equal requirement for eighty (80) Honeywell-based Xenon Ultra 1960H Corded USB Barcode Scanners, and five (5) Honeywell-based 1962HHD Ultra Cordless Barcode Scanners. This equipment is required to be in compliant with the VA Electronic Health Record Modernization (EHRM) initiative, ensuring the complete deployment of the EHRM at all VA medical facilities by 2031. The EHRM will Transform how VA delivers health care by implementing an enterprise-wide electronic health record (EHR) to standardize care across facilities, strengthen interoperability and collaboration with federal and community partners, foster innovation, improve provider and Veteran experiences, and ensure the continued delivery of high-quality, safe, and efficient health care to the nation s Veterans. Brand name or Equal to: The Erie VAMC requires eighty (80) Honeywell-based Xenon Ultra 1960H Corded USB Barcode Scanners, and five (5) Honeywell-based 1962HHD Ultra Cordless USB Barcode Scanners (or facility approved equivalents). Description Part # Qty Honeywell, Xenon Ultra 1960H corded USB Healthcare Kit: White anti-microbial housing, HD focus, 1D/2D, PDF417, USB Type A 3M straight cable, vibration, NA/MX only, setup card, configured for Plug & Play use with VA BCMA System 1960HHD-BCMA 80 Honeywell-based 1962HHD Ultra Cordless BCMA Firmware Scanner Kit: BCMA Firmware, setup card, FIPS 140-3, USB cable 1962UHCF-CGS 5
Salient Characteristics (Minimum Required Capabilities): The vendor must provide all resources necessary to deliver the specified equipment in accordance with the below characteristics: General Requirements: Scanners shall be Cerner Validated for seamless integration with Oracle Health (Cerner) Millennium for medication administration, patient identification and data management. Scanners must be constructed with disinfectant-ready materials capable of withstanding frequent cleaning with hospital-grade solutions Scanners shall be pre-programmed to VA barcode medication administration (BCMA) Defaults. Scannable set-up "cheat sheet" is acceptable Scanners must be fully compatible with existing clinical applications, including electronic health record (EHR) systems and barcode medication administration (BCMA) workflows. Scanners must not require significant modification to current IT infrastructure Scanners shall include a minimum 3-year manufacturer warranty Scanning Performance: Scanners must be capable of reading 1D & 2D barcodes used in healthcare, including damaged, low-contrast or poorly printed codes Scanners shall feature high-motion tolerance for fast-paced clinical environments Scanners shall be capable of scanning from mobile device screens, patient wristbands and Barcode Medication Administration (BCMA) Scanners shall include a patient-friendly (LED-based, not laser) aimer, suitable for healthcare settings Ergonomics and Durability: Scanners shall be lightweight and feature an ergonomic design suitable for extended clinical use Scanners shall have a minimum drop resistance of six (6) feet to hard surface rating Scanners shall be sealed to prevent ingress of dust and fluids, minimum IP41 rating or better. Corded Units (1960H Equivalent) Scanners shall have USB connectivity compatible with existing workstation hardware Scanners shall have plug-and-play functionality with minimal configuration required Cordless Units (1962H Equivalent) Scanners shall feature wireless connectivity, compliant with FIPS 140-2 or FIPS 140-3 (min level 1) Scanners shall not require additional external hardware to meet FIPS compliance Scanners shall have a minimum 10-meter communication range from scanner to cradle/base Scanners shall have a rechargeable battery to support a full clinic shift Scanners shall include a charging cradle, and be capable of charging the scanner through the USB cable without requiring additional power support Technical Support The vendor shall provide a Point of Contact (POC) name, phone number, and email address for technical support during the warranty period. Performance Period: Delivery shall occur within 30 days of contract award to Erie VAMC, located at 135 East 38TH Street, Erie, PA 16504. Warranty All equipment and materials shall come with a standard manufacturer warranty as a minimum. Warranty shall begin after acceptance of equipment. Delivery All items must be FOB Destination, 30 Days ARO, to: Erie VA Medical Center 135 East 38TH Street Erie, PA 16504 Monday Friday, 8:00AM 4:00PM, excluding federal holidays Training and Installation The Erie VAMC does not require the vendor to perform any official or formal training or installation. Devices must be delivered ready for clinical use with all required accessories. Security & Privacy - The vendor will not be on station therefore the Certification & Accreditation (C&A) requirements of VHA Handbook 6500.6 do not apply to this requirement, and a Security Accreditation package is not required. No C&A, MOU, or ISA is required. REQUEST FOR INFORMATION INSTRUCTIONS: The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 339114 Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule IAW 13 CFR 121.406(b) Nonmanufacturers. Does your company exceed 500 employees; Primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied; Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice; Obtained an individual or class waiver? If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).
If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Must have an authorized distributor letter from the original equipment manufacture. If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to equal to items to establish capabilities for planning purposes? Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. Equipment manufacture, Country of origin Please provide your UEI number. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 12. Telephone responses will not be accepted. Responses must be received via e-mail to andrew.taylor3@va.gov no later than, 4:00 PM Eastern Time (ET) on April 17, 2026. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Officer, Andrew Taylor. Questions or responses will include the Source Sought number 36C24526Q0611 in the subject line. All firms responding to this Request for Information are advised that their response is not a request for quotes, therefore will not be considered for a contract award from this request. Any interested business concern must submit a no longer that 10-page capability statement addressing its ability to meet the requirements listed above to Capability Statement shall include a statement regarding how the business concern is engaged in wholesale trade and normally sells the item being supplied and how the business concern will take ownership of the items being delivered. Vendors shall also provide certification, evidence that they are an authorized distributor of the Original Equipment Manufacturer. If a solicitation is issued, information will be posted on the SAM web site for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Officer at andrew.taylor3@va.gov include 36C24426Q0611 in the subject line. DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. End of Document