Prism Code Blue System Upgrade

NOTICE OF INTENT TO SOLE SOURCE NOTICE OF INTENT TO SOLE SOURCE The Department of Veterans Affairs, Network Contracting Office (NCO) 22, located at 4811 Airport Plaza Drive, Long Beach, CA 90815 is issuing this Notice of Intent (NOI) to inform industry contractors of the Government s intent to execute a firm fixed price, Sole Source Award. The intended Contractor is a small vendor Prism-IPX Systems LLC located at 11175 Cicero Dr, Ste. 120, Alpharetta, GA 30022 The Department of Veterans Affairs (VA) Loma Linda Medical Center requires the acquisition and implementation of a complete PriMega/PIPX paging system infrastructure upgrade. This upgrade is for the existing Prism Code Blue platform and is necessary to address current system deficiencies and improve overall reliability in the interest of responding to codes expeditiously for patient care. The existing Prism Code Blue platform is a proprietary, integrated paging infrastructure that relies on Prism-IPX s unique PriMega message gateway architecture, protocol handling (including TAP, TNPP, SMTP, WCTPS, and SIP interfaces), IP-based base station controllers (ipBSC), encoding software, and VHF paging transmitters. These components form a tightly coupled, modular ecosystem specifically engineered for mission-critical healthcare environments. The proposed upgrade to the PriMega/PIPX platform represents a direct evolution of this existing system, incorporating advanced software versions (e.g., v11), enhanced encryption, NoLoss interfaces, dispatcher capabilities, and compatible hardware to resolve current deficiencies in reliability and performance. This system is a business critical, life safety, and Code Blue infrastructure used for emergency notifications, hospital paging, and critical communications. The procurement will provide a modern, reliable paging platform to ensure uninterrupted emergency communications capability in full compliance with VHA Directive 1177 (Cardiopulmonary Resuscitation) and NFPA 101 Life Safety Code requirements for healthcare occupancies. At present, the existing infrastructure is in a state of progressive failure. Multiple critical components have already failed, rendering portions of the life safety notification system inoperable. These failures directly compromise the facility s ability to rapidly alert and dispatch the code blue team to patients in cardiac arrest, respiratory arrest, and cerebrovascular accidents. Code blue events require a coordinated response within minutes to maximize patient survival and minimize permanent harm. The current degraded system creates unacceptable delays in team activation and response. This situation has already resulted in multiple Root Cause Analyses (RCAs) being initiated specifically due to code blue communication failures. These documented events demonstrate real-world adverse impacts on patient safety, including delayed emergency responses that have placed Veterans at immediate risk of serious injury or death. Continued reliance on the failing infrastructure creates an imminent and ongoing threat to life safety and healthcare delivery capabilities. The risk is not theoretical; component failures are recurring, and each subsequent failure further erodes the system s reliability. Given the criticality and uniqueness of the technology, an upgrade from the existing Prism system is the only appropriate course of action. No other procurement avenues exist due to the proprietary nature of the software, which is owned and exclusively supported by the current developer, Prism-IPX Systems, LLC. Place of Performance Department of Veteran Affairs VA Loma Linda Healthcare System 11201 Benton St. Loma Linda, CA 92357 DRAFT STATEMENT OF WORK Objective & Scope The contractor shall provide all supplies, software, hardware, project management, installation services, field support, and post-implementation support necessary to successfully upgrade the existing Prism Code Blue paging platform to the current PriMega/PIPX system. All work shall be performed on a firm-fixed-price basis, inclusive of all time, materials, labor, travel, and incidental costs. The scope includes delivery, installation, configuration, testing, training (as required), and support of the following items: Products: 1. PIPX-Server Quantity: 2 2. PIPX-NBD5 Warranty Quantity: 2 3. PIPX-OM11 PriMega Gateway Software V11 Quantity: 2 4. PIPX-OAD PriMega Off Air Decoder Interface Quantity: 2 5. PIPX-OAMv3 PriMega Quantity: 2 6. PIPX-NoLoss PriMega NoLoss server interface Quantity: 2 7. PIPX-DISPv3 PriMega Dispatcher v3 Quantity: 2 8. PIPX-PriMegaSIP+Beep PriMega SIP License Quantity: 24 9. PIPX-TAP Input Quantity: 2 10. PIPX-TNPP Input Quantity: 2 11. PIPX-TNPP Output Quantity: 2 12. PIPX-SMTP Input Quantity: 2 13. PIPX-WCTPS Input Quantity: 2 14. PIPX-ENC11-1ch-SW001 Linux v11 Encoding SW Quantity: 2 15. PSI-ipBSCv3-TTL Prism IP Base Station Controller Quantity: 2 16. PIPX-STI-148D-250w VHF paging transmitter Quantity: 2 17. PIPX-OMIv3-010 OMI System v3 Quantity: 2 18. Uni-Pgr-Blu Unication Pager w/ blue housing Quantity: 25 Services: PIPX-Factory Project management with customer PIPX-3rd-party installation services PIPX-Field Prism installation assistance PIPX-Support 24/7 Support Contract Tasks & Deliverables The contractor shall: Furnish and deliver all listed hardware, software licenses, and pagers. Provide comprehensive project management and coordination with VA staff. Perform professional installation, configuration, integration, and testing of the complete PriMega/PIPX system. Conduct system cutover with minimal disruption to ongoing Code Blue operations. Provide on-site field installation assistance and troubleshooting support. Deliver 24/7 technical support for the system under the support contract. Provide all necessary documentation, including as-built drawings, configuration files, and user/administrator manuals. Ensure successful system acceptance testing and VA approval prior to final payment. All deliverables must meet or exceed manufacturer specifications and VA safety/reliability standards for life safety systems. Additional Requirements RESPONSE TIME: The Contractor shall acknowledge requests by telephone for service within 2 hours. The Contractor shall be on-site within 24 hours of telephone acknowledgement of the service request. The Contractor shall provide the name, address and telephone number of the office where service calls are to be placed (available 24 hours a day, 7 days a week). All work shall be performed according to VA Loma Linda s policies and within specified time frames, with the objective of maintaining optimal system performance, ensuring security, and reducing system downtime. Acceptance All completed work will be inspected and tested for compliance and operational capabilities by VA Loma Linda Biomedical Engineering and any other staff deemed by said department to be critical in the assessment process. The Government reserves the right to accept or reject Contractor s employee for the rendering of services. Complaints concerning Contract Personnel s performance or conduct will be dealt with by the Contractor and VA POC with the final decision being made by the Contracting Officer. Contractor Qualifications & Other Responsibilities The contractor shall have direct OEM (Original Equipment Manufacturer) experience and expertise with Prism-IPX / PriMega / PIPX systems to perform the required upgrade, installation, and support services. All work must be accomplished by qualified personnel in accordance with the original manufacturer s instructions, including, but not limited to, installation manuals, configuration guides, and safety protocols. The contractor shall have full access to all software (OEM privileges), technical support resources, firmware updates, and diagnostic tools necessary to successfully install and support the PriMega/PIPX system. The contractor shall furnish all test parts, equipment, tools, and materials required for performance of the contract. The contractor is responsible for all logistics, shipping, receiving, inventory management, and disposal of any replaced equipment (if applicable). The contractor shall comply with all VA security, privacy, and safety requirements, including obtaining necessary access credentials and completing required training prior to on-site work. Changes to the Statement of Work: Only the specified services stated herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the VA POC or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or their designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained. Changes to the statement of work requires Contracting Officer approval. Acceptance of changes to the statement of work from an unauthorized individual shall be at the risk of, and shall be the sole responsibility of, the contractor or supplier. Acceptance of changes to the statement of work from an unauthorized individual may result in non-payment for services as cancellation of this agreement Contractor s Key Personnel The Contractor shall be responsible for the assignment, managing and overseeing the activities of all Contractor personnel. The Contractor's management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the statement of work. The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules. Contractor Point of Contact The Contractor shall assign a Point of Contact (POC) and an alternate POC for the purpose of ensuring compliance with all the terms and conditions of this contract and who shall be responsible for administration and clinical matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to the daily operation of this contract. The POC shall be available by telephone Monday through Friday, between 8AM to 5PM PDT. excluding Federal Holidays. Point of Contact (Full Name): John Bishop Telephone Number: (678) 782-1700 E-mail Address: john.bishop@prism-ipx.com Alternate Point of Contact (Full Name): Jim Nelson Telephone Number: (678) 242-5290 E-mail Address: jim.nelson@prism-ipx.com Normal Working Hours: Contractor will shall be performing services between 8AM to 5PM PDT, Monday - Friday with exceptions to Federal Holidays. Contractors must report to the VA POC or designee prior to starting work and check out with the VA POC or designee prior to departing the job site. Overtime & Federal Holidays: Any overtime or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government. In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays : New Year s Day January 1st Martin Luther King s Birthday Third Monday in January President s Day Last Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government Agencies. Also included would be any day specifically declared by the President of the United States of America as a National holiday. Smoking Policy: Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and Contractors effective October 1, 2019. There will no longer be designated smoking areas. (END OF STATEMENT OF WORK) This procurement is being conducted using commercial item procedures pursuant to FAR Part 12. The North American Industry Classification System (NAICS) for this requirement is, 334290 Other Communications Equipment Manufacturing. Product of Service Code for this requirement is N063 Installation of Equipment Alarm, Signal, and Security Detection Systems. The Small Business Administration (SBA) size standard for this sector is 800 Employees. If your company is interested and capable of providing the required supplies/services, please provide the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of DRAFT SOW requirements. For instances where your company cannot meet the DRAFT SOW requirement(s), please explain. For instances where your company can meet the DRAFT SOW requirement(s), please show how your company meets/exceeds each requirement. (2) Please review the list of DRAFT SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A. In the VA s efforts to procure domestic end products, are you able to provide a domestic product or a domestic alternative product? (4) 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. (5) Is your company considered small under the NAICS code identified in this RFI? (6) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of DRAFT SOW? (7) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available). (8) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified. (9) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR 125.6? (10) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items? (11) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell 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? (12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate. (13) What is estimated life span of your solution? What support/services does that entail? (14) Does your proposed equipment have FDA clearance? Please specify what FDA clearance(s) have been obtained. (15) Does your organization offer a leasing solution? Please elaborate. (16) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (17) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract. (18) 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. (19) Please provide your SAM.gov Unique Entity ID/Cage Code number. Buy America Compliance Respondents shall provide sufficient detail to determine compliance with the Buy American Act, including country of origin, domestic content, and availability of domestic alternatives. Responses should be complete and supported with verifiable information. Please identify the country of origin for the end product(s) being offered. Include the location of final assembly/manufacture. Please provide the percentage of domestic content (by cost) for each product(s). Describe the origin of the major components. Does your product qualify as a domestic end product in accordance with the Buy American Act? Please identify the manufacturer name and location for the product(s). Confirm whether the manufacturer is U.S.-based. Identify the country of origin of each product and indicate whether the product qualifies as a U.S.-made or designated-country end product in accordance with the Trade Agreements Act This notice of intent is neither a formal solicitation nor a request for competitive proposals. No solicitation document is available, and telephone requests will not be honored. No award will be made on the basis of unsolicited quotations or offers received in response to this notice. Any response to this notice must show clear, compelling and convincing evidence that competition will be advantageous to the Government. The intent of this synopsis is for informational purposes only. Information received will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. A determination by the Government not to compete this action based on this notice is solely within the discretion of the Government. All inquiries and concerns must be addressed in writing via e-mail to Clift Domen at Clift.Domen@va.gov with the following information referenced in the subject line, PR for 605-26-3-077-0457 Code Blue System upgrade . A determination by the Government not to compete this proposed procurement based on the responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. All interested parties who are responsible, certified, and capable may identify their interest and may submit capability statement which shall be considered by the agency no later than 1:00 PM Pacific Daylight Time (PDT) on Monday, July 6th, 2026 to Clift Domen at Clift.Domen@va.gov. The interested parties bear full responsibility to ensure complete transmission and timely receipt.