DH01--Vocera Communication Support Services- Northern Arizona VA Healthcare System

Amendment / Modification

This amendment provides answers to questions submitted by potential bidders during the inquiry period for solicitation 36C26226Q0468.

• The document references a "continuation page" for the answers to questions, implying that the answers themselves are the primary content being added or clarified.

• Specific questions addressed include:

  • Whether onsite support services are part of the requirement (Answer: Yes, for initial training and setup).
  • Details on expected supplies and whether procurement is included (Answer: Refer to the Statement of Work and price/cost schedule).

• The offer close date is NOT EXTENDED. It remains May 12, 2026, at 4:00 PM (PST).

• Offerors must acknowledge receipt of this amendment.

Solicitation / RFP / RFQ

This solicitation is for Vocera Communication System Support Services and supplies for the Northern Arizona VA Healthcare System (NAVAHCS). The primary goal is to replace end-of-life Vocera B3000N badge devices with the Vocera V5000 Smartbadge system, including associated licensing, peripherals, implementation, workflow optimization, training, and post-deployment services. This acquisition aims to maintain continuity of operations, reliability, and security for the VA's communication platform.

• Hardware: 450 Vocera V5000 Smartbadges (with 1-year warranty and 2-year extended warranty), 1,000 V5000 batteries, 75 V5000 8-Bay universal chargers (with 2-year extended warranty), 36 packs of V5000 clips, and 4 V5000 Training Kits.

• Software & Licensing: 450 V5000 FIPS 1402 Device Licenses, Vocera Premier Support for Voice (450 users), SIP Telephony (6 ports), Platform (Instance and Virtual Appliance), and Messaging (50 users), plus PerDevice Messaging licenses.

• Services: Implementation, configuration, workflow design, callflow and messaging design, deployment optimization, training (administrator, technical, end-user, super-user, train-the-trainer, analytics), go-live support, post-deployment assessment, and wireless performance assessment.

• Compliance: Must adhere to VA, VHA, and VAAR security, privacy, and information system requirements, including VA Handbook 6500 and 6500.6, and FIPS 1402 validation.

• Vendor Requirement: Vendor must be an OEM authorized distributor.

• Contract Type: Firm Fixed Price.

• Period of Performance: Base year plus four (4) option years.

• Submission Method: Offers must be submitted electronically via email to Loan Dho at loan.dho@va.gov.

• Submission Deadline: May 12th, 2026, at 04:00 PM PST.

• Offer Structure: Submit offers in two parts: Priced Response (SF 1449, Section B.1, Section B.3, detailed quote, FAR 52.212-3) and Non-Priced Response (addressing special standards in E.10).

• Evaluation: Lowest price technically acceptable, with special emphasis on vendor authorization for Vocera equipment and satisfactory past performance. Vendor must be registered in SAM and verified as a small business under NAICS 541519.

• Inquiries Deadline: April 29th, 2026, at 04:00 PM PST.

• Set-Aside: Total Small Business Set-Aside.

• NAICS Code: 541519 (Other Computer Related Services).

• Size Standard: 150 Employees.

• Requirement: Offeror must be an authorized service provider for Vocera Equipment, evidenced by a letter from Vocera. Subcontractors must also meet this requirement.

• Wage Determination WD 2015-5471 Revision 27 is applicable.

• All times are Pacific Standard Time (PST).

Salient Characteristics

This document outlines the salient characteristics and requirements for Vocera communication devices (specifically the V5000 model) to be procured by the Northern Arizona VA Health Care System (NAVAHCS). It details specifications for the badge, battery, chargers, clips, warranty, and licensing, as well as other required documentation from vendors.

Badge:

• Lightweight (max 4 ounces)
• Hands-free operation
• Push-to-talk button
• Dedicated panic button for rapid response (e.g., Code Blue)
• Universal clip (max 6 inches from chin for optimal speech recognition)
• Battery life: minimum 35 hours without charging
• Antimicrobial material
• Ability to interrupt busy signals for urgent calls (Code Blue, Rapid Response)
• Voice messaging capability
• Staff-centered profile and privilege management (server-maintained)
• FIPS compliant for VA wireless system
• Compatible with one integrated system throughout NAVAHCS
• Network/Server compatibility with NAVAHCS hosting

Battery:

• Durable for various shifts
• Minimum 4 hours talk time
• Minimum 40 hours standby time
• Minimum 18-month lifespan under normal care and usage

8-Bay Chargers:

• Minimum 8 connected bays
• Charges all 8 batteries simultaneously in 6 hours or less

Clips:

• Attach badge to clothing

• Adjustable length (max 6 inches from chin)

• Standard: Minimum 1-year warranty from shipment date for all equipment (replace/repair broken items).

• Extended (Badges): Minimum 2-year warranty beyond the initial year for badges damaged by normal use.

• Extended (8-Bay Chargers): Minimum 2-year warranty for 8-bay chargers.

• Badges must be FIPS compliant.

• Badges must be validated for effective hardware-based encryption in the VA wireless network.

• Vendor must comply with VA Directive 6550 and VA Directive 6500.

• Approved VA Directive 6550 for Vocera Supplies.

• Letter confirming Original Equipment Manufacturer (OEM) and/or distributor status.

• Demonstration of compatibility with existing NAVAHCS services and equipment.

Pre-Solicitation Notice

This notice announces that the Department of Veterans Affairs (VA), Network Contracting Office (NCO) 22 is seeking contractors interested in providing Vocera Communication Support Services and Supplies for the Northern Arizona VA Healthcare System (NAVAHCS) in Prescott, AZ.

• Vocera Communication System Support Services and Supplies.

• This will be a firm-fixed price contract.

• A formal solicitation announcement is expected on or about April 23rd, 2026.

• Interested parties must respond to the future solicitation announcement.

• A response to this pre-solicitation notice does not add a vendor to a prospective bidders list or guarantee receipt of the solicitation.

• Telephone responses will not be accepted.

• This requirement is a 100% SMALL BUSINESS set-aside.

• All participating small businesses must be certified with the government.

• NAICS Code: 541519 (Size Standard: 150 Employees)

• Product Service Code (PSC): DH01

• Place of Performance: Northern Arizona VA Healthcare System, 500 North Hwy 89, Prescott AZ 86313.

• Response Date/Time: April 23, 2026, 10:00 AM Pacific Time, Los Angeles, USA.

• Contracting Office: Department of Veterans Affairs, Network Contracting Office 22, 4811 Airport Plaza Drive, Suite 600, Long Beach CA 90815.

• Point of Contact: Loan Dho, Contract Specialist, loan.dho@va.gov