6515--Automated Medication Dispensing System

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0465) for an Automated Medication Dispensing System for the Department of Veterans Affairs, Eastern Colorado VA Health Care System. The government intends to award a firm-fixed-price contract. The government reserves the right to make no award.

• Automated Dispensing Cabinets (Minimum of 61, final quantity determined by vendor)
• Drug Storage Carousel (1)
• Controlled Substance Safe (1)
• Anesthesia Stations (14)
• Medication Storage Refrigerators (5-10 CU FEET) (14)
• Medication Storage Refrigerators (12-15 CU FEET) (22)
• Licenses and Software (1)
• Auxiliary Equipment (1)
• Training (1)
• Warranty and Support Agreement (12 Months) (1)
• Relocation of Existing Equipment (1)
• Delivery and Installation (1)

Detailed requirements are specified in the attached Statement of Work.

• Contract Type: Firm-fixed-price.

• Delivery and Acceptance: F.O.B Destination at Rocky Mountain VA Medical Center, Aurora, CO 80045.

• Questions Deadline: June 2, 2026, 10:00 AM MT. Submit in writing to Noaa.Lanotte@va.gov.

• Quote Submission Deadline: June 12, 2026, 10:00 AM MT. Submit via email to Noaa.Lanotte@va.gov (10MB email limit). Faxed or hand-carried quotes will not be accepted.

• Evaluation Factors:

  1. Technical capability or quality of the item offered.
  2. Price.

• Offers not meeting technical requirements will not be considered, regardless of price. Award will be made on an All or Nothing Basis.

• NAICS Code: 339112 (Small business size standard: 1000 Employees).

• This solicitation is unrestricted.

• Offerors must be an Original Equipment Manufacturer (OEM), authorized dealer, distributor, or reseller, verified by OEM documentation. Gray market or remanufactured items are not acceptable.

• A site visit is scheduled for May 29th at 12:00 PM MT at Rocky Mountain Regional VA Medical Center. Advance notice is required by May 28th, 2:00 PM MT.

• Submission requires three volumes: Technical Capability, Price, and completed "Attachment – RFO 52.225-6 Trade Agreements Certificate."

• Referenced attachments include: Statement of Work, Attachment A - Medication Storage List, and Attachment - RFO 52.225-6 Trade Agreements Certificate.

Form / Attachment / Pricing Sheet

This document, "Attachment A - Medication Storage List.xlsx", is an Excel spreadsheet detailing medication quantities. It appears to be a list of required or proposed medications and their quantities, categorized by area of use (e.g., 2-EAST, 2-N, 2-WEST, 3-A, 3-WEST, 4-EAST SURG OUT-PT CLINICS, AMU, ANESTHESIA-PAIN CLINIC, ANGIOGRAPHY, BLUE TEAM CARE CLINIC, CACHE VALLEY CLINIC, CAT SCAN 3, CATH-LAB, CT, DAY TRTMNT/MHC (BLDG 16), DENTAL, DERM/PRIMARY CARE, DERM/REHAB, DIALYSIS, ECU, ELKO, EMPLOYEE HEALTH, ENT CLINIC, GI-LAB, IDAHO FALLS, INTERNAL RED MED CLINIC, IPU-C, MRI, NUCLEAR MED, OGDEN CLINIC, OPHTHAM/PRIMARY CARE, OPHTHAMOLOGY (SURGICAL), OPHTHAMOLOGY CLINIC, OR, OREM/PROVO, PHYSICAL THERAPY, PM&R, POCATELLO, V.A. CLINIC, PODIATRY, PRICE, RECOVERY, REHAB/PT, RESPIRATORY THERAPY, ROOSEVELT, SARRDOM-A, SARRDOM-C, SDS, SICU, SOAR, SOUTH JORDAN, ST. GEORGE, SURGERY SPECIALITY CLINICS, ULTRASOUND, UROLOGY, VET-MED, WOMEN'S CLINIC, X-RAY).

The spreadsheet lists specific medications, their proposed quantities in cabinets, and the area of use. Examples include "ALBUTEROL 0.083% (3 mL) Neb Amp" with a proposed quantity of 10 for "2-EAST", and "ACETAMINOPHEN (TYLENOL) 325 mg TABLET" with a proposed quantity of 400 for "2-WEST".

This attachment is crucial for bidders to understand the specific pharmaceutical needs and quantities associated with the opportunity. It directly informs the scope of supplies required and may be used for pricing and inventory planning. Bidders should carefully review the listed medications and quantities to ensure they can meet the stated requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work (SOW) details the requirements for the replacement of an Automatic Medication Dispensing System (AMDS) at the Eastern Colorado VA Health Care System (ECH), including the Rocky Mountain Regional VA Medical Center (RMR VAMC) and ten (10) VA Community Based Outpatient Clinics (CBOCs).

The contractor shall provide and install new AMDS equipment, including:

• Automated Dispensing Cabinets (ADCs): Minimum of 61 units, with specific quantities and configurations for various departments and clinic locations. These cabinets must support controlled substances, utilize barcode scanning, and accommodate future growth.
• Drug Storage Carousel: One unit for medication storage and retrieval.
• Anesthesia Stations: Fourteen units for secure medication dispensing in intraoperative settings.
• Refrigerators: Thirty-six units for secure storage of refrigerated medications.
• Controlled Substance Safe: One unit with at least 11 locking compartments.
• Workstations/Pharmacy Consoles: If existing units are not compatible.

The scope also includes providing all necessary hardware, licenses, software, technical and clinical support, de-installation of the current system (optional trade-in), site preparation guidance, and user training. The system must integrate with existing VISTA and Prime Vendor systems and be FDA cleared.

• System must store, manage, and dispense controlled substances.
• Must provide inventory management and automated audit trails.
• Barcode scanning for receipt, distribution, and return of medications.
• Parts, consumables, and product support must be available for the device's useful life.
• Remediation for recalls and medical device correction notices at no cost.
• Contractor must be an OEM authorized dealer/distributor/reseller.
• Equipment must be new and the latest technology available.
• System must include inventory management and suggested orders for ADCs.
• Drug formulary with at least a 5-letter search.
• Ability to print reports, including null or cancelled cabinet activity.
• System must interface with current VISTA and Prime Vendor Systems.

Performance will occur at the Eastern Colorado VA Health Care System, including the RMR VAMC and ten (10) offsite VA clinic locations.

• Information Security: Strict adherence to VA data protection, privacy, HIPAA, and encryption requirements.
• Training: Comprehensive clinical and technical user training is required.
• Warranty: Minimum 12-month warranty covering hardware repairs and software support.
• Site Preparation: Contractor must provide a specific list of facility modifications needed.
• OEM Compliance: Contractor must be an OEM authorized dealer, distributor, or reseller.
• FDA Clearance: All equipment must be FDA cleared.
• Integration: System must interface with VISTA and Prime Vendor systems.

Form / Attachment / Pricing Sheet

This document is a provision titled "Trade Agreements Certificate" (Feb 2021). It requires offerors to certify that end products offered are either U.S.-made or from designated countries, as defined in the "Trade Agreements" clause of the solicitation. Bidders must list any non-U.S.-made or non-designated country end products.

• Certification: Offerors must certify that each end product is U.S.-made or from a designated country, unless listed otherwise.
• Other End Products Listing: A table is provided for offerors to list any supplies that are not U.S.-made or designated country end products, including the country of origin for each.

This provision directly impacts proposal preparation and evaluation. Bidders must understand the definitions of "U.S.-made" and "designated country" end products and accurately complete the certification. The government will evaluate offers based on these certifications, prioritizing U.S.-made or designated country end products unless insufficient offers are received or deemed insufficient.