Pneumatic Tube System Upgrade for VA Medical Facility

This amendment establishes a site walk on Monday 03/16/2026 at 09:00 PDT (Local). Please contact COR Jonathan McWhite at, [email protected], 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 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 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Center (VAMC), located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking to purchase an upgrade to the outdated existing pneumatic tube system.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 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