V20 Par Excellence Annual Support Services IDIQ (B+4) for Existing PAR Excellence System

Active

Contract Opportunity

Notice of Sources Sought

The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside.

The intended contract is a firm-fixed price service contract IDIQ.

The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services.

The NAICS Code for this acquisition is 541990 All Other Professional, Scientific and Technical Services and its size standard is $19.5 million in annual receipts.

The Department of Veterans Affairs, NCO20 is looking for authorized providers of Par Excellence to provide services of existing Par Excellence system as below:

PAR Excellence services IDIQ for VA Northwest Health Network (VISN 20)

- Support services for existing PAR Excellence Weight Based Inventory Management System including warranty post 12 month initial warranty, software licensing, and 24/7 Par Excellence support hotline access.

See Statement of Work below.
Please respond with all the information requested on Page 6 & 7.

Statement of Work:
Contract Title
PAR Excellence Support Services IDIQ for VA Northwest Health Network - VISN 20

General:
This contract will cover follow-on, yearly support services for the PAR Excellence Weight Based Inventory Management System located at the VA Northwest Health Network - VISN 20 Facilities and associated Community Based Outpatient Clinics (CBOCs). Yearly Support includes:
Hardware Warranty Post 12-month initial warranty for the PAR Excellence System located at the VA Northwest Health Network Facilities and its associated CBOCs.
Software Licensing Fees for the PAR Excellence System.
24/7 Par Excellence Support Hotline access.

Background:
The VA Northwest Health Network has implemented the PAR Excellence Weight Based Inventory Management System at all their Medical Centers and in their Community Based Outpatient Clinics. A five-year single award Indefinite Delivery Indefinite Quantity (IDIQ) support contract is required to ensure continuous operation of the system.

Contractor Requirements:
Service Provider shall provide the following support services ( Support Services ):

Diagnose problems and determine whether such problem is related to software or hardware covered by this Statement of Work. If such a problem is determined to be caused by software or hardware covered under this Statement of Work, PAR Excellence will correct the problem.

Service Provider warrants any PAR Excellence hardware equipment purchased by VISN 20 from Service Provider ( Hardware ) against defects in materials and workmanship for a period of (a) one year following delivery acceptance of such Hardware if the Hardware is manufactured by PAR Excellence (b) to the extent and duration provided by the manufacturer of such Hardware, if it is manufactured by a third party. If a defect is identified in Hardware manufactured by PAR Excellence, Service Provider will, at its option, repair or replace the product at no charge provided it is returned during the warranty period, with transportation charges prepaid, to Service Provider. This warranty does not apply if the Hardware has been damaged by external electrical fault, accident, acts of nature, disaster, abuse, misuse, improper cleaning, improper use, improper storage or misapplication, such as, but not limited to, use of liquid or spray cleaners on electric or electronic products; has been modified without the written permission of Service Provider or if any PAR Excellence serial number has been removed or defaced. Service Provider may use remanufactured, refurbished, or used parts and modules in making warranty repairs. The list of product warranties can be found in Attachment A.

If the problem is Software related, Service Provider shall attempt to correct the problem via phone. If necessary, the Service Provider shall make all required changes to the Software and related Deliverables.

Service Provider shall be available and accessible by telephone or e-mail. The help desk will assist Customer in resolving a problem and obtaining general technical assistance, including queries on how to use the Products and requests for additional Documentation.
Service Provider Support Staff is staffed 7AM 9PM EST.
Service Provider Support Staff will respond to after-hour support requests in a timely manner.

Service Provider may periodically release changes to the software ( Software Releases ), including maintenance, updates or upgrades.

Service Provider solutions are monitored by PAR Excellence PTPS (Pro-Active Technical Product Support)
PTPS automatically checks in with PAR Excellence 4 times a day to verify system health
PTPS may periodically send messages to PAR Excellence to provide alerts to Support Staff

Provide reasonable assistance to the customer in solving problems that are not caused by Software or Hardware covered under this Agreement. Service Provider reserves the right to charge the customer for such assistance at Service Provider s then-current technical consulting rates if, in Service Provider s opinion, this assistance becomes excessive. Service Provider will obtain approval before beginning any billable task as referenced in this paragraph.

Customer Responsibilities.
Customer shall be responsible for the following obligations:

Customer shall provide IT resources that can verify ports are setup and operating correctly. Response time should not exceed 24 hours.

Customer shall provide Service Provider s Support Staff remote access to sever. Upon request by PAR Excellence, Customer personnel shall provide remote access withing 24 hours of request.

Maintain at least one spare scanner, if scanners are used by Customer in connection with the Services.

Support and maintain all equipment other than Covered Equipment, including but not limited to commercially manufactured computers, protocol converters, printers, and all other devices associated with telecommunications and networking.

Customer shall designate two appropriately qualified people who have been trained by PAR Excellence who will be available to complete the following tasks:
Turn the PAR Location equipment on or off
Disconnect and reconnect power from the PAR Location equipment
Change the battery of scanners, if used by Customer
Properly register and exchange PAR Location equipment
Visually and verbally assist Service Provider in diagnosing PAR Location equipment problems.
Maintain the system database.
Build and extract orders.
Build and extract applicable interfaces.
Perform system backup.
Visually and verbally assist Service Provider in diagnosing Software problems.
Maintain access list for users

If Customer has purchased PAR Bins or PAR Secure Cabinets, Customer shall use the Software to monitor PAR Bins performance and resolve any performance issues identified by PAR Vision. Customer shall notify Service Provider of any PAR Bins issue which Customer cannot resolve.

Customer shall not store critical, or lifesaving supplies in PAR Secure Cabinets

Disclaimer of Liability
SERVICE PROVIDER SHALL HAVE NO LIABILITY WITH RESPECT TO CUSTOMER S FAILURE TO:
IDENTIFY CRITICAL AND LIFESAVING SUPPLIES AND ENSURE THE AVAILABILITY OF SUCH SUPPLIES AT AN ALTERNATE SUPPLY LOCATION IN THE EVENT OF A POWER OUTAGE OR OTHER HUMAN, ELECTRICAL, OR MECHANICAL PROBLEM WITH PAR BINS.

FOR SUPPLIES OF CRITICAL AND LIFESAVING NATURE, CONDUCT REGULAR PERIODIC RECONCILIATIONS BY PHYSICAL COUNT, COMPARING SUPPLIES REPORTED BY PAR BINS TO SUPPLIES ACTUALLY EXISTING IN PAR BINS.

Fees
Customer shall be responsible for payment of fees for the Support Services, based on the then-current pricing list provided by Service Provider to Customer ( Support Fees ) yearly. The Support Service Fees for the period of performance are listed in Attachment A.

Period of Performance:
5/1/2026 - 4/30/2031

Place of Performance:
Alaska VA Healthcare System: 1201 North Muldoon Road, Anchorage, AK 99504
VA Portland Health Care System: 3710 SW U.S. Veterans Hospital Road, Portland, OR 97239
VA Puget Sound Health Care System - American Lake Division: 9600 Veterans Dr Southwest, Tacoma, WA 98493
VA Puget Sound Health Care System: 1660 S. Columbian Way, Seattle, WA 98108
Roseburg VA Health Care System: 913 NW Garden Valley Blvd., Roseburg, OR 97471
Mann-Grandstaff VA Medical Center: 4815 N. Assembly Street, Spokane, WA 99205VA Jonathan M. Wainwright Memorial VA Medical Center: 77 Wainwright Drive, Walla Walla, WA 99362
Southern Oregon Rehabilitation Center: 8495 Crater Lake Hwy., White City, OR 97503

The specific locations can be on site at the main facilities listed above or at a remote location, i.e., Community Based Outpatient Clinic (CBOC) assigned to the main facilities listed.

Map and locations for Medical Centers and Clinics within the V20 Northwest Network can be found at the following link: https://www.va.gov/directory/guide/region.asp?ID=1020

Quality Assurance Plan:

PERFORMANCE OBJECTIVE
TASK
MINIMUM STANDARD
Access to the 24/7 helpdesk.
Representative responds to 24/7 help desk and assists.
No more than 2 failed attempts in 1 quarter
Contractor is able to resolve routine software issues.
Resolves routine software issues within 24 hours.
No more than 1 failure per quarter.
Covered hardware is replaced by the warranty.
Contractor will replace covered hardware within 2 weeks of reported breakage.
Contractor will replace covered hardware within 2 weeks of reported breakage.


Required Information in Your Response to Sources Sought:
In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline:

1) Company name, address, and point of contact, phone number, e-mail address, and UEI.

2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) Code 541990 All Other Professional, Scientific and Technical Services To be considered a small business your company must have less than 19.5 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following:

[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Veteran Owned Small Business (VOSB)
[ ] yes [ ] no Small Business Manufacturers
[ ] yes [ ] no All other Small Business (SB)
[ ] yes [ ] no Other than Small Business

3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/.

4) Only authorized service representatives/providers of Par Excellence will be considered. Please provide a proof of authorized service provider letter from Par Excellence Systems, Inc.

5) Please provide a courtesy price list quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years)

Item
Description
2026
2027
2028
2029
2030
PX9310
Support, PAR Server/Client License
$
$
$
$
$
PX9325
Support, PAR Client Unlimited
$
$
$
$
$
PX9353
Support, BAR Bins Replenishment Only License
$
$
$
$
$
PX9395
Support, PAR Vision Unlimited License
$
$
$
$
$
PX9420
Support, PAR Scales
$
$
$
$
$
PX9425
Support, Controller
$
$
$
$
$
PX9428
Support, PAR Set-up Kit
$
$
$
$
$
PX9461
Support, PAR Secure Aux/Mass Med Cabinets
$
$
$
$
$
PX9460
PAR Secure
$
$
$
$
$
PX9483
Support, Tethered Scanner
$
$
$
$
$
6) Capabilities Statement addressing the requirements in the Statement of Work to include:
References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work.
The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued.

Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM).
Service Address:
See SOW for locations

Point of Contact:
Peter Park
Contracting Officer
peter.park2@va.gov

Response Deadline:
11/13/2025 by 3:00pm Pacific Standard Time

Attachments/Links