6515--VISN 1 Robot Delivery System BPA

Amendment / Modification

• The deadline for submission of offers has been extended.

• The new deadline for offer submission is June 4, 2026, at 1:00 PM EST.

• This extension is to allow additional time for offerors to respond.

• The due date for offer submission has been changed.

• The proposal submission deadline has been extended from May 21, 2026, to June 4, 2026.

• Offerors are required to complete blocks 15a, 15b, and 15c of this amendment document and include it with their offer submission.

• Answers to submitted questions will be provided in a subsequent amendment.

Solicitation / RFP / RFQ

This solicitation seeks proposals for an enterprise-wide Autonomous Mobile Robot (AMR) Delivery System to be implemented across all VISN 1 medical centers. The system will autonomously transport medications, laboratory specimens, supplies, materials, and related items throughout VA facilities.

• Furnishing of all AMR units, accessories, and infrastructure.

• Installation, configuration, and user training.

• Comprehensive documentation.

• Full preventive and corrective maintenance, technical support, and software updates.

• The system must support autonomous transport of various items within VA medical facilities.

• This is a Blanket Purchase Agreement (BPA) with a 5-year period of performance.

• Orders will be placed on a Firm-Fixed-Price basis.

• The estimated individual order limit is $0.00/per Order, with a potential ceiling limit of $0.00 for the entire agreement, subject to increase by mutual agreement.

• Period of Performance (POP) Begin and End dates are to be determined (TBD).

• Proposal Submission Deadline: May 21, 2026, at 1:00 PM EDT.

• Questions Deadline: May 15, 2026, at 1:00 PM EST.

• Proposals must be submitted electronically via email to dewan.britton@va.gov.

• Submission Structure:

  • Volume I: Technical (demonstrating ability to meet PWS, including system description, installation plan, maintenance, training, documentation, and support).
  • Volume II: Price (complete pricing for all CLINs, optional items, recurring costs).
  • Volume III: Past Performance (1-3 references for similar work).

• Evaluation Factors: Technical, Price, and Past Performance.

• The Government will use a comparative evaluation process, awarding to the offeror whose proposal is most advantageous, considering price and other factors.

• This acquisition is being conducted as an unrestricted procurement.

• NAICS Code: 339113 (Surgical Appliance and Supplies Manufacturing)

• Size Standard: 800 Employees

• Multiple attachments are acceptable for submission.

• Late submissions and ZIP files will not be accepted.

• The solicitation incorporates numerous FAR and VAAR clauses by reference, including those related to contract terms, conditions, evaluation, and submission instructions.

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

To procure Autonomous Mobile Robots (AMRs) and associated services for the VA New England Healthcare System (VISN 1) to replace an aging fleet and improve the delivery of medications, specimens, food, and materials.

• Provide all equipment, accessories, operator and service training, manuals, and map configuration documents for the AMRs.

• Provide all required service labor, travel, and parts in accordance with Original Equipment Manufacturer (OEM) specifications.

• Deliver and install AMRs and necessary infrastructure.

• Offer 24/7 technical support and proactive monitoring from a remote centralized support desk.

• Provide a proactive maintenance schedule, including software updates and patching.

• Include comprehensive training programs for staff on operation, troubleshooting, and routine maintenance.

• AMRs must have advanced navigation and mapping capabilities, obstacle detection, and a minimum battery life of 10 hours per day.

• AMRs must be compatible with existing infrastructure and systems.

• Provide trade-in and/or disposal for existing Aethon TUGs systems.

• AMRs must operate continuously for a minimum of 10 hours per day.

• Operating speed must be adjustable for safe operations.

• Real-time monitoring and detailed performance reports are required, including metrics on task completion, downtime, and maintenance needs.

• Response time for unscheduled maintenance: 1 hour for phone call, 4 hours for on-site physical response.

• The document specifies multiple VA Medical Centers within VISN 1 as the place of performance, including locations in Boston (Jamaica Plain, West Roxbury, Brockton), MA; White River Junction, VT; Leeds, MA; and Manchester, NH.

• The period of performance is not explicitly stated but implies a Blanket Purchase Agreement (BPA).

• AMRs must meet industry safety standards and be certified by recognized bodies (e.g., ISO, CE).

• Data security and privacy compliance are critical, adhering to HIPAA and other relevant regulations.

• Vendors must provide a minimum one-year warranty covering parts and labor.

• Contractor personnel must adhere to strict security requirements, including obtaining identification badges and undergoing background checks.

• Compliance with OSHA Bloodborne Pathogens Standard is required.

• COVID-19 safety protocols, including vaccination proof or negative testing, must be followed by contractor employees.

Form / Attachment / Pricing Sheet

This document is a pricing spreadsheet detailing the cost breakdown for Autonomous Mobile Robots (AMRs) and associated services over a five-year period. It is intended for bidders to input their pricing for various cost categories.

• Year 1 Costs: Includes AMR System Equipment, System Installation, Configuration & Commissioning, Project Management, Training, Warranty & Preventive Maintenance, Unscheduled Maintenance & Technical Support, Data Integration, Reporting & Cybersecurity Compliance, AMR Operating Software License, Fleet Management Software License, Mapping & Configuration Software Tools, and Trade-In or Disposal of Existing TUG Robots.
• Years 2-5 Costs: Primarily cover recurring costs including Warranty & Preventive Maintenance, Unscheduled Maintenance & Technical Support, Data Integration, Reporting & Cybersecurity Compliance, and Software Licensing Renewal.
• AMR Allocation: Specifies the number of AMRs required per facility (Jamaica Plain VAMC, West Roxbury VAMC, White River Junction VAMC, Providence VAMC, Togus VAMC, Manchester VAMC), totaling 21 units.
• TUG Unit Disposal: Details the quantities of existing TUG units requiring disposal per facility, totaling 18 units.
• Cost Breakdown: Provides a roll-up of costs per year and a CLIN pricing breakdown.

Bidders must use this spreadsheet to provide detailed pricing for all specified cost categories across the five-year period. The quantities for AMRs and TUG unit disposal are provided, which bidders should use to inform their pricing strategy. The document highlights that the cost breakdown total and grand total should match, and that pricing should align with SF1449 pages 3-5.

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

This Quality Assurance Surveillance Plan (QASP) outlines the methods the Government will use to evaluate the Contractor's performance in providing the VISN 1 Robotic Delivery System (Autonomous Mobile Robot Delivery System), ensuring services meet the performance standards outlined in the Performance Work Statement (PWS).

• The Contractor is responsible for the installation, configuration, maintenance, training, and support of the AMR Delivery System across VISN 1.

• Fleet Uptime: ≥ 99.5% monthly uptime.

• Incident Response: Phone response ≤1 hour; Onsite response ≤4 hours.

• Mean Time to Repair (MTTR): <8 hours from onsite arrival.

• Patch & Vulnerability Management: Security patches within ≤30 days; emergency patches within ≤7 days.

• Configuration & Map Control: Zero unauthorized changes; maintain versioning.

• Elevator & Door Integration: 100% Authority to Proceed (ATP) pass.

• Reporting Accuracy: ≥98% accuracy.

• Training Completion & Competency: 100% trained; ≥90% pass rate for assessments.

• Data Security & Logging: FIPS 140-2 encryption; zero unauthorized remote sessions.

• Spare Parts Availability: Critical spares available within <24 hours ARO (After Receipt of Order).

• Legacy AMR Decommissioning: Media sanitized; certificates provided.

• Customer Satisfaction: Average score ≥4.5/5.

• Not explicitly detailed in this document, but covers VISN 1.

• Contractor must provide qualified personnel.

• Performance ratings will reflect compliance with Acceptable Quality Levels (AQLs).

• Surveillance methods include direct observation, system reporting, random inspections, customer feedback, and maintenance log reviews.

• Government roles include Contracting Officer (CO), Contract Specialist (CS), and Contracting Officer's Representative (COR) for surveillance and verification.

• Remedies include acceptance, rejection, re-performance, or payment reduction. Specific remedies are tied to performance standards (e.g., service credit, labor credit, withholding payment, cure notice, suspending remote privileges, expedited shipping, action plans, incentives).

• Documentation and reporting by the COR will use surveillance checklists, discrepancy reports, and corrective action requests.

Performance Work Statement (PWS)

To establish a Blanket Purchase Agreement (BPA) for the procurement and maintenance of Autonomous Mobile Robots (AMRs) to deliver medications, specimens, food, supplies, and materials across all VA Medical Centers in New England (VISN 1).

• Provide all equipment, accessories, installation services, support, and training for AMRs.

• AMRs must be capable of autonomous navigation, obstacle detection, and continuous operation for at least 10 hours daily.

• Deliveries and installations are the vendor's responsibility.

• Provide 24/7 remote technical support and proactive monitoring.

• Include comprehensive training programs for staff on operation, troubleshooting, and maintenance.

• AMRs must integrate with existing infrastructure and systems, including IT and communication protocols.

• Ensure AMRs meet safety standards and include features like emergency stop functions.

• Provide ongoing performance monitoring and reporting capabilities.

• Offer trade-in or disposal options for existing AMR systems.

• AMRs must operate continuously for a minimum of 10 hours per day.

• Response time for technical support: within 1 hour by phone, on-site within 4 hours if needed.

• Maintenance schedules, including software updates and patching, must be provided.

• AMRs must generate detailed performance reports (task completion, downtime, maintenance needs).

• Maintain access logs in compliance with chain of custody protocols.

• The PWS covers the period up to 03.30.2026.

• Performance will occur at multiple VA Medical Centers within VISN 1, including locations in Massachusetts, Vermont, New Hampshire, Rhode Island, and Connecticut.

• Training: Comprehensive training for Pharmacy, Laboratory, Clinical Services, and Healthcare Technology Management (HTM) staff.

• Maintenance & Support: 24/7 remote support, proactive maintenance schedules, and efficient component replacement.

• Data Security: Compliance with relevant data protection regulations and chain of custody protocols.

• Integration: Compatibility with existing IT, communication protocols, automatic doors, and elevators.

• Safety: Compliance with all relevant safety standards and regulations, including obstacle detection and avoidance systems.

• Information Technology Security: Strict adherence to Federal laws, VA Directives, and Handbooks regarding information security, data handling, and encryption. Personnel are subject to background investigations.

• COVID-19 Protocols: Compliance with vaccination or testing requirements for contractor personnel entering VHA locations.

• Documentation: Provision of operator's manuals, service manuals, diagnostic software, and training materials.

• Warranty: Minimum one-year standard warranty covering all parts and labor.

Solicitation / RFP / RFQ

This solicitation is for the procurement, installation, training, and support of an enterprisewide Autonomous Mobile Robot (AMR) Delivery System for the Department of Veterans Affairs (VA), VISN 1 New England Healthcare System. The requirement aims to establish a Blanket Purchase Agreement (BPA) to replace the existing fleet of AMRs across all VISN 1 Medical Centers.

• Delivery and installation of new AMRs with advanced navigation, mapping, obstacle detection, and autonomous docking.

• Provision of all related infrastructure, communication equipment, docking stations, and system configuration.

• Development of facility-specific mapping, routes, and travel paths.

• 24/7 remote monitoring, proactive maintenance, software updates, and technical support.

• Comprehensive training for Health Technology Management/Biomedical Engineering staff and physicians.

• Full documentation (operator manuals, service guides, troubleshooting manuals, installation diagrams).

• Trade-in or disposal services for existing Aethon TUG robots.

• Compliance with all VA security, privacy, data protection, safety, and facility access requirements.

• Contract Type: Blanket Purchase Agreement (BPA) anticipated.

• Period of Performance: Not explicitly stated, but includes Year 2, 3, 4, and 5 of Service for ongoing functions.

• Place of Performance: All VISN 1 Locations, including West Roxbury VAMC and other specified facilities.

• This is a competitive procurement. The full solicitation will be released at a later date on SAM.gov.

• The government is seeking capability information regarding AMR systems, including origin (domestic/nondomestic), technical capability, relevant experience, delivery capacity, business size/socioeconomic status, and compliance with trade/country-of-origin requirements.

• Key Deadline: Response Date/Time/Zone is 04-13-2026 1PM EASTERN TIME, NEW YORK, USA.

• Set-Aside: N/A

• This document is a Combined Synopsis/Solicitation. The attached document is a PWS.

• NAICS Code: 339113

• Product Service Code: 6515

• Contracting Office: Network Contracting Office 1 (NCO 1), Augusta ME 04330.

• Point of Contact: Dewan Britton, Contract Specialist (Dewan.Britton@va.gov, (910) 343-5300).