J036--PNEUMATIC TUBE SYSTEM UPGRADE - Base [605] | POP: 04/01/2026 - 03/31/2027

Description **AMENDED As-builts ADDED (03/20/2026)** - This amendment incorporates four (4) as-builts attached to the solicitation and updates question 1 of the Q&A from No to Yes. The as-builts are attached to the solicitation as PT-1-Layout1, PT-2-Layout1, PT-3-Layout1, and PT-4-Layout1 ************************************************************************************************************* **AMENDED Q&A (03/20/2026)** - This amendment answers questions raised after the site walk (ATTACHMENT). There will be no more questions answered before the close date. The close date is also EXTENDED to 03/24/2026 at 10:00 PDT. Added Full Text Clauses. ************************************************************************************************************* **AMENDED Site Walk** - This amendment establishes a site walk on Monday 03/16/2026 at 09:00 PDT (Local). Please contact COR Jonathan McWhite at, Jonathan.Mcwhite@va.gov, 909-353-9718, or 909-825-7084 x2177, for coordination. ************************************************************************************************************* **AMENDED TITLE** - This is not a Base +4 with a Period of Performance (POP) of 04/01/2026 03/31/2031. The correct title is Base with a POP of 04/01/2026 03/31/2027. ************************************************************************************************************* This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-06 (eff. 10/01/2025), FAR Deviation NOV 2025 (eff. 11/19/2025), VAAR DEVIATION APR 2025 (eff. 04/01/2025), VAAM Alert 26-01 (eff. 10/01/2025), and Acquisition Policy Flash 26-23 eff. 11/19/2025). This solicitation is not set-aside for Small Business concerns. The associated North American Industrial Classification System (NAICS) code for this procurement is 333922, with a small business size standard of 500 Employees. The FSC/PSC is J036. The VA Loma Linda Healthcare System (VALLHCS), Jerry L. Pettis VA Medical Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking to purchase an upgrade to the outdated existing pneumatic tube system. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Qty Unit Unit Price Total Price 0001 Tube System Upgrade 1 EA STATEMENT OF WORK (SOW) Contract Title Pneumatic Tube System Upgrade. Background The VA Loma Linda Healthcare System (VALLHCS) Facility Maintenance Services requires the award of pneumatic tube system upgrade and maintenance services. The Tube System has supported the hospital for 20 years and is a critical part of the facility's infrastructure. The Electronic Shop will maintain the system with the few remaining parts that are no longer manufactured while this contract for the Tube System update is being procured. Critical hospital operations could be disrupted if the Tube System fails without this upgrade. If this system fails, nursing would require additional personnel to transport patient medication and specimens. Patient care will be delayed as a result. The services shall comply with this Statement of Work (SOW, equipment manufacturer, VA Master Specification, and all applicable VA, local, state, and Federal policies, and regulations. Objective The objective of this service contract is to have a contractor to provide all labor, materials, supplies, tools, equipment, parts, software (needed for the general operation of the equipment), travel, supervisors, and qualified personnel to complete the upgrading and maintenance of the pneumatic tube system at the VALLHCS. As per the NFPA 70E, NFPA99, NFPA 110 and the Join Commission, the VA is required to Provide employees with training in the employer s safety related work practices and procedures. The existing tube system has reached end of life. Scope The contractor shall provide all labor, materials, supplies, tools, equipment, and qualified personnel to perform tube system upgrade at the VALLHCS. Contractor shall supply new desktop computer with a 50-inch screen monitor to replace the old Tube System computer. The New Dell computer shall be installed Electronic Shop 1D-03. The old Tube system computer shall be removed from 1F-21 Blood Lab. The New Tube System computer shall be window-based computer with AL 5000 system software installed. The VA will supply internet connection for contractor support. Contractor shall follow the list below to complete Tube System upgrade: New software is graphics allowing for quicker diagnosis of system and possible problems. This will result in less down time. average downtime on new or upgraded system are reduced to .001 percent. Reduced transaction times, each transaction will be reduced on average of 20 to 30 seconds. This will allow for more throughput. Ability to flush single line. This will allow the tech to locate missing carriers more efficiently. Latest electronics shall be installed; the manufacturer of the Tube System AIR LINK have designed electronics with the latest technology to ensure a long-life cycle. Existing electronics system are soon to be obsolete. New electronic components shall be less vulnerable to static and electrical spikes reducing or eliminating false alarms. Program shall be written using state of the art coding and is windows compatible and can run on any standard desktop computer. existing system is limited to specific computer hardware, and components to operate. End user keypads shall be enhanced to allow for ease of use. With new shortcut keys, user can simply press a pre-programmed button to initiate a send. They no longer need to know a station address. End-users also have access to an online directory at the station if needed. This will reduce training curve of roaming or part time nurses. All transactions are recorded in a SQL database. Graphical user interface Keyboard and mouse driven control Carrier route highlighted. Color coded to easily see status of system. Visual queue of the carrier. Visual queue of what operate functions of station or diverter. Purge individual line. Move diverter. Open gates Clear optics show state of the blower is in Carrier inventories for each station Empty carrier request at each station Empty carriers are sent at each station. Speed dial keys at each station. Arrival alarms with adjustable volume Schedule multiple activities for any station Set priorities for each station. Maintenance mode at each station and diverter Diagnose station or diverter at device. Traffic forwarding carrier inventories for each station. Empty carrier request at each station Empty carriers are sent at each station. Speed dial keys at each station. Arrival alarms with adjustable volume Schedule multiple activities for any station Set priorities for each station. Maintenance mode at each station and diverter Diagnose station or diverter at device. Traffic forwarding Multiple users and rights Email or text notification of system alarm. Customize screen view. Network ready RFID ready hardware. Contractor shall provide all labor, materials, supplies, tools, and equipment for upgrading all 23 Diverters with AL-850 control card, add shut off valves for compressed air, replace optics, replace o rings, and replace all rubber boots. Contractor shall provide all labor, materials, supplies, tools, and equipment to replace 23 WS1 front panels with new front panels. Install new loader arm optic. Add shut off valve for compressed air and replace optics. Contractor shall connect all three zones with Dazzle configuration using the system blowers in VA Loma Linda Healthcare System s (VALLHCS) mechanical room located Service Bay 3 4th Floor. Contractor shall re-pipe system turnaround in the mechanical room. Firewall Penetrations Where holes are required in fire and smoke walls for the passage of tubing and other accessories, the annular space between pipe and hole shall be filled with a UL approved fireproof material. Sealing penetrations through fire rated walls shall be as specified in Section 07 84 00, FIRESTOPPING. Field Training Contractor shall provide a field training course for designated operating and maintenance staff members. Training shall be provided for a total period of one week during normal working hours time Training shall take place after the system is fully functional and complete but prior to final acceptance tests. Field training shall cover all of the items contained in the Operating and Maintenance Instructions. Operating and Maintenance Contractor shall submit six complete copies of operation manual outlining the step-by-step procedures required for system startup, operation, and shutdown. The manuals shall include the manufacturer's name, model number, service manual, parts list, and brief description of all equipment and their basic operating features. Contractor shall submit complete copies of maintenance manual listing routine maintenance procedures, possible breakdowns, and repairs, and troubleshooting guide. The manuals shall include piping layout, equipment layout, simplified wiring and control diagrams of the system as installed. Operation and maintenance manuals shall be approved prior to the training course. Drawings Contractor shall provide the complete set at the time of final systems certification testing and As-built drawings are to be provided in 3 copies of 24 inches x 36 inches. Copy of As-built drawings in Auto-CAD provided on DVD. Tests Contractor shall submit test plan and procedures, not later than ten days prior to the start of testing. The test plan and test procedures shall explain in detail, step-by-step, actions and expected results to demonstrate compliance with the requirements of this specification, and the methods for simulating the necessary conditions of operation to demonstrate performance of the system. Tests shall be conducted in accordance with the approved test procedures to determine that the system is functional, operational, and installed in accordance with the manufacturing specifications. Notify the Project COR in verbal, email, and writing ten days prior to conducting tests. The following test shall be conducted: Computer simulation and interrogation. Consecutive dispatching to random stations within the zone. Consecutive dispatching to random stations outside the zone. Multi-station dispatching within the zone where all dispatchers are loaded with carriers, random stations selected, and dispatching begins. Multi-station dispatching outside the zone where all dispatchers are loaded with carriers, random stations selected, and dispatching begins. Two stations in each zone will be randomly selected to dispatch carriers into other zones. Submit test reports in booklet form showing all field tests performed to adjust each component and all field tests performed to prove compliance with the specified performance criteria, upon completion of installation and testing of the installed system. Each test report shall indicate the final position of controls. Over and Above Repair Upon discovery of over and above repairs or unforeseen requirements, Contractor shall immediately notify the POC. Parts shall not be procured, nor installation or repairs initiated until approval is obtained from the Contracting Officer and appropriate Facilities Staff/POC. Charges for repair, labor and parts shall originate only when required and upon prior approval being granted by the Contracting Officer. Place of Performance Department of Veterans Affairs VA Loma Linda Healthcare System (VALLHCS) Jerry L. Pettis VA Medical Center (VAMC) 11201 Benton Street Loma Linda, CA 92357-1000 Licensing Requirements Offeror must possess a 30-hour Occupational Safety and Health Administration (OSHA) safety card. Air Link Tube System certification C-7 Low Voltage System Contractor C-10 Electrical Contractor Specific Requirements Contractor shall schedule the start date with POC or designee five (5) business days in advance. Contactor personnel shall have valid Loma Linda PIV badges before starting work. Contractor shall coordinate energy source LOCK OUT /TAG OUT procedures with VALLHCS COR and Electrical Supervisor before starting work. When work is complete, Contractor shall notify the VALLHCS COR that energy sources will be restored and require verification. Contractor s supervisor or lead technician are to check in with VALLHCS COR, or in their absence, with Graphics Control prior to work each day. Contractor shall conform to the following standards, policies, regulations, governing agency, and any other local, state, or Federal guidelines that are not listed here. OSHA 29CFR Regulations, www.osha.gov NFPA 99, www.nfpa.org VHA MASTER SPECIFICATIONS Section 01-33-23 Shop Drawings, Product Data, and Samples Section 14-92-00 Pneumatic Tube System Section 26-05-11 Requirements for Electrical Installations Section 26-05-19 Low Voltage Electrical Power Conductors and Cables Pneumatic Tube System Design Manual Authorized Services Only those services specified herein are authorized under this contract. Before permitting and/or performing any service of a non-contract nature, the Contractor shall advise the CO of the reason (s) for the additional work and/or service. The Contractor is cautioned that only the CO or his/her designee may authorize additional service that are within the scope of this contract and that reimbursement shall not be made unless prior authorization is obtained from the CO. All changes to the contract shall be issued through a contract modification in writing from the CO to the Contractor. Delegation of Authority No additional service shall be provided without the approval from the Contracting Officer (CO) or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the CO or his/her delegated representative acting within the limits of his/her authority. Government-Furnished Equipment (GFE) Government Furnished Information (GFI) No Government equipment will be used by the Vendor. Security Requirements The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. Complaints Contractor shall promptly and courteously respond to complaints within three (3) working days to the COR. Including complaints brought to the contractor s attention by the CO. Contractor shall maintain a written record of all complaints, both written and oral showing the identity of the individual, the nature of the complaint, and contractor s response. Contractor shall permit the Government to inspect the written records of complaints upon reasonable notice from the CO. Period of Performance Work Hours 240 days from performance start date. Work may be scheduled during the day or night (Depending on load demand), Monday thru Friday and/or Saturday thru Sunday. Daytime hours: 6 am to 4 pm Evening hours: 4 pm to 4 am Contractor shall initiate work within 2 weeks of being contacted by the designated Contracting Officer s Point of Contact (POC) or designee. Work shall be scheduled through the POC or designee, who will coordinate with VALLHCS staff. Timelines are subject to change due to VALLHCS operational requirements. All time shall be approved in advance by the Contracting Officer s Representative (COR). Allow 5-days for approval of any alternate working hours needed. Federal Holidays New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the 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, and any day specifically declared by the President of the United States of America. Identification, Check-in, Parking, and Smoking Regulations Identification The vendor's employees shall wear visible identification at all times while on VALLHCS premises. Contractor employees shall report to VA Police upon entry to the VALLHCS facility to get a visitor badge. Contractor employees are required to be escorted by the COR or designee s office once on campus prior to commencement of work. During emergencies contractor personnel shall check in with VALLHCS Police if the VALLHCS COR or designee is not available. All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Parking It is the responsibility of the contract personnel to park in the appropriate designated parking areas. Parking information is available from VA Police & Security Service Office. The Contractor assumes full responsibility for any parking violations. Smoking Veterans Health Administration (VHA) Directive 1085, dated March 5, 2019, provides a comprehensive smoke-free policy for patients, visitors, contractors, volunteers, and vendors, at the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) health care facilities. This updated VHA directive implements a smoke-free policy for patients, visitors, contractors, volunteers, and vendors at VA health care facilities, as defined in this directive, based on scientific evidence regarding the adverse health effects of secondhand and thirdhand smoke exposures. The Assistant Deputy Under Secretary for Health for Administrative Operations (10NA) and the Assistant Deputy Under Secretary for Health for Clinical Operations (10NC) are responsible for the contents of this directive. Questions may be referred to VHA Smoke Free: vhasmokefree@va.gov. This VHA directive is scheduled for recertification on or before the last working day of March 2024. This VHA directive will continue to serve as national VHA policy until it is recertified or rescinded. Weapons and Contraband Possession of weapons or contraband is prohibited and shall be subject to arrest and termination from future performance under this contract. Enclosed containers, including tool kits, shall be subject to search. Violations of VALLHCS regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. Safety All personnel employed by the Contractor in the performance of this contract, or any representative of the Contracto…