36C10G18Q0079-00001000.docx

FedBizOpps Amendment to a Previous Combined Solicitation

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* = Required Field FedBizOpps Amendment to a Previous Combined Solicitation Rev. March 2010 Operating Room (OR) Lights and Booms 22408-2697 36C10G18Q0079

COMBINE

12-15-2017 N 339113 U.S. Department of Veterans Affairs Office of Acquisition Operations Strategic Acquisition Center 10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697 Susan Swanson Contract Specialist 202-897-6964 www.va.gov/OfficeOfAcquisitionOperations/about/sac.asp VA | OALC | OAO | Strategic Acquisition Center Susan.Swanson3@va.gov Susan.Swanson3@va.gov This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. This solicitation is being issued as a Request for Quote (RFQ) using Simplified Acquisition Procedures. The combined synopsis/solicitation number is 36C10G18Q0079. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) and 2005-95 (Effective 19 Jan 2017). Any amendments issued to this announcement will ONLY be available on the FBO website (www.fbo.gov).

This is an Unrestricted, Full and Open procurement. The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 with a size standard of 1000 employees. All vendors submitting a quote must have an active registration in the database at https://www.sam.gov. Contractors are encouraged to register with the FedBizOpps Vendor Notification Service.

The Department of Veterans Affairs (VA) intends to award a Firm Fixed-Price purchase order in accordance with FAR Part 13 to the responsible offeror submitting the proposal determined to be the best value to the government (see clause 52.212-2 for additional information).

INTRODUCTION:

The Louis Stokes Cleveland Veterans Affairs Medical Center (LSCVAMC) is completing a two-part construction project for the upgrade, expansion, and implementation of two (2) Hybrid Suites and seven (7) standard operating rooms. Each project holds separate construction milestones and have separate installation needs/requirements.

The LSCVAMC requires a contractor to manufacture, deliver, assemble and install surgical lights and booms in two (2) Hybrid Suites. In addition, the contractor shall manufacture and deliver ONLY lights and booms for seven (7) standard operating rooms. All lights and booms shall be manufactured in accordance with the attached product description. A CAD drawing is provided within this combined synopsis solicitation to show room dimensions where the equipment is to be installed. Installation shall be accomplished in the two (2) Hybrid Suites first with delivery only required for the equipment to be delivered for future installation in the seven (7) operating rooms.

TECHNICAL REQUIREMENTS:

Refer to Attachment A - Position Description

DELIVERABLES/SCHEDULE (CLINS), PRICE/COST SCHEDULE:

Refer to Attachment B - Price Schedule

Page 1 of

Page 1 of Page 1 of

QUOTE SUBMISSION INSTRUCTIONS:

A completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (April 2011) must be submitted with all quotes. An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at https://www.sam.gov. If an offeror has not completed the annual representations and certifications electronically at the SAM website, the offeror shall complete only paragraphs (c) through (o) of this provision.

Following receipt of quotes, the Government will perform an evaluation using a comparative analysis of the products/services quoted, in an impartial manner. The Government intends to compare what has been quoted to one another to select the product/service that is best suited to fulfill the requirement. The evaluation factors outlined in this request for quote will determine suitability. The specifications provided in the product description will be evaluated on a pass/fail or go/no go basis to confirm the quoted items meet the minimum requirement. The technical factors listed in clause 52.212-2 Evaluation-Commercial Items will be evaluated to identify those quoted items otherwise meeting the minimum requirement that offer a greater value. Contractors are encouraged to provide additional details for those particular factors in the product descriptions/quotes and ensure pricing properly reflects these upgrades and additions e.g. electrical versus pneumatic brakes, additional quantity of shelves per boom.

The Government anticipates selecting the best-suited product/service from the contractor who provides the best value based on initial quotes, without engaging in exchanges with contractors. Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and price in response to this request for quote.

Once the Government determines there is/are a contractor(s) that can provide a product/service best-suited to meet the requirements of this request for quote, the government reserves the right to communicate with only those contractors quoting the best-suited product/service to address any remaining issues.

Questions & Answers: All questions and inquiries about this solicitation must be in writing using the attached Request for Information form (see Attachment E). Forms shall be submitted via-email to susan.swanson3@va.gov on or before Tuesday, December 12, 2017 2:00 pm EST. Government responses will be provided on the same form back to the vendor. All responses to questions which may affect offers will be incorporated into a written amendment to the solicitation which will be posted on FBO.gov.

QUOTE SUBMISSION INSTRUCTIONS

In addition to information provided by FAR Clause 52.212-1, the following instructions apply:

1. Quotes shall be received on or before 4:30 PM EST – December 15, 2017. All quotes shall be sent to the Contract Specialist (susan.swanson3@va.gov). Note: Quotes received after the due date and time shall not be considered.

1. All questions must be submitted in writing using the attached Request for Information (RFI) form to the Contract Specialist (susan.swanson3@va.gov). THE CUT-OFF DATE AND TIME FOR RECEIPT OF QUESTIONS IS December 12, 2017 at 2:00 PM EST. Questions will be answered individually. In addition, an amendment to this solicitation will be posted to incorporate all the received questions posed by interested bidders along with the corresponding government responses.

1. Amendments to this solicitation will be posted on FBO.gov. FBO copies of the amendments will NOT be individually mailed or sent via email. No other notification of amendments will be provided. Potential contractors are advised that they are responsible for obtaining and acknowledging any amendments to the solicitation. Failure to acknowledge an amendment may result in your quote being considered non-responsive or unacceptable.

1. Federal Acquisition Regulations require that federal contractors register in the SAM database at http://www.sam.gov and enter all mandatory information into the system. Award cannot be made until the contractor has registered. Contractors are encouraged to ensure that they are registered in SAM prior to submitting their quotation.

1. Contractor’s responses shall be submitted in accordance with the following instructions:

4. Format. The submission shall be clearly indexed and logically assembled. Each volume shall be clearly identified and shall begin at the top of a page. All pages of each volume shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The Table below indicates the maximum page count (when applicable) for each volume of the contractor’s submission.

All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1”) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY, and are not bound by the 12-point font requirement. All proprietary information shall be clearly and properly marked. Footnotes to text shall not be used. Additionally, contractors shall not use hyperlinks or embedded files of any kind in any quote volume. If included, these will not be reviewed or evaluated. If the contractor submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the contractor’s page limitations unless otherwise indicated in the specific volume instructions below. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit for a particular volume, may not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view.

4. File Packaging. All of the quote files may be compressed (zipped) into one file entitled “quote.zip” using WinZip version 6.2 or later version or the quote files may be submitted individually.

4. Content Requirements. All information shall be confined to the appropriate file. The contractor shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Contractors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

The titles and page limits requirements for each file are shown in the Table below:

The cover page, table of contents, and/or a glossary of abbreviations or acronyms will not be included in the page count of any Volume.

Volume I - Technical Capability Under no circumstances shall any pricing be included in the Technical Capability. The contractor shall submit a Technical Capability which shall address in detail the specifications for each product. Parroting the specification or providing comments such as “meets requirement” are not acceptable. A few product specifications are listed as a minimum requirement e.g. number of shelves. If an offered product exceeds the minimum, the quote should clearly stipulate that.

Volume II – Past Performance The contractor’s quote must include a summary description of up to five prior contracts/orders per team member/sub-contractor for projects completed within the last three years with organizations with similar mission and functional domains, and of comparable size, complexity and scope (government preferred). These references must also include:

· Contract/Order Number, brief description of the project, type of contract, amount of the contract

· Contracting Officer’s Name and Phone Number, Government agency

· Contracting Officer’s Representative Name and Phone Number

The contractor must indicate whether they were the prime contractor, sub-contractor or other teaming arrangement. Prime shall indicate which aspect of this requirement they are directly responsible for.

The contractor is required to provide references for the above projects. In the event the company itself does not have relevant past performance, references may be submitted on contracts performed by the Key Personnel of the company. The VA reserves the right to contact all the references listed by the contractor.

Volume III – Price The contractor shall submit a completed Price/ Quote Schedule which reflects the line item structure that matches the items offered. Alternative line item pricing is authorized if the vendor’s product line items do not match the government’s. Option line items that are offered to increase the specifications shall be marked as an “option”.

EVALUATION APPROACH

The award resulting from this solicitation will be made based on the best overall quote that is determined to be the most beneficial (i.e., best value) to the government, considering technical capability, past performance, and price.

The government will evaluate information based on the procedures authorized in FAR Part 13.106-2 using the following evaluation criteria:

1. Technical Capability – The evaluation process will consider whether the quote demonstrates a clear understanding of the technical features involved in meeting the requirements of the solicitation.

1. Price – The Government will evaluate offers by adding all line item prices - the Total of All CLINS will be that sum. The Government will evaluate price to determine whether or not it is considered fair and reasonable.

1. Past Performance – The quote will be evaluated to determine the extent to which the contractor’s performance demonstrates the likelihood of successful performance in providing requirements similar in size, scope, and complexity to this solicitation. The Government may choose to evaluate publicly available reports, and/or data from the Past Performance Information Retrieval System (PPIRS). The Government may use present and/or past performance data obtained from a variety of sources, not just those contracts identified by the contractor.

All quotes shall be subject to evaluation by Government personnel. The Government intends to award without discussions based upon the initial evaluation of quotes. Consequently, contractors are highly encouraged to quote their best non-price and pricing quotes in their initial submissions. However, the Government reserves the right to communicate with any or all contractors submitting a quote, if it is determined advantageous to the Government to do so. If these communications take place, the Government is not obligated to communicate with every contractor (note that FAR Part 15 procedures do not apply; therefore formal discussions are not applicable). All contractors will be treated fairly and impartially. A contractor may be eliminated from consideration without further communication if its non-price and/or pricing quotes are not among those contractors considered most advantageous to the Government based on a best value determination.

Quotes that merely restate the requirement or state that the requirement shall be met, without providing supporting rationale, are not sufficient. Contractors who fail to meet the minimum requirements of the solicitation shall be rated unacceptable and thus will be ineligible for award. To receive consideration for award, a rating of no less than "Satisfactory" must be achieved for the Technical Approach factor. Contractors are cautioned that the award may not necessarily be made to the contractor quoting the lowest price, or to the contractor with the most highly rated technical quote. Award may be made to other than the lowest priced quote, if the Government determines that a price premium is warranted due to the merits of one or more of the non-price factors.

All responsible sources may submit a quotation which shall be considered by the agency. Quotes must be submitted via electronic means by 4:30 P.M. EST on Friday, December 15, 2017. Quotes must be submitted electronically via e-mail to susan.swanson3@va.gov. The quote must contain the contractor’s name, address, telephone number, tax identification number, and Duns and Bradstreet Number.

SUMMARY OF REQUEST FOR INFORMATION FORMS SUBMITTED WITH QUESTIONS AND ANSWERS

36C10G18Q0079 Surgical Room Lights and Booms

Question 1) Does the VAMC have a vendor and product preference?

Answer 1) The VAMC does not have a preferred manufacturer or product. Market research identified several manufacturers whose products can meet the government’s needs. All offerors’ proposed makes and models will be considered.

Q2) Page 2 of the solicitation 36C10G18Q0079 states “This is an Unrestricted, Full and Open procurement…with a business size of 1000 employees. Also the evaluation factors page 20 of the Provisions and Clauses document states this solicitation will be evaluated on the SDVOSB or VOSB status. Please advise if this is a 100% set aside for small businesses or unrestricted for large business.

A2) The solicitation is unrestricted. The referenced clause VAAR 852.215-70 is required in those contracts NOT set aside for SDVOSB or VOSB. This provision is only applicable if the offeror will use subcontractors for any portion.

Q3) Page 4 of solicitation states there is a quote page limitation but the page limitation is omitted. Please provide the page limitation of the quote and price schedule.

A3) The Price/Quote Schedule is an attachment to the FBO combined synopsis/solicitation.

Q4) Please provide the CAD drawing referenced in the solicitation 36C10G18Q0079-001 Product Description Section 4 SCOPE page 1 and Section 5.2 Task 2 Installation and assembly page.

A4) The CAD drawing is an attachment to the FBO combined synopsis/solicitation.

Q5) On page 1 Section 5.1 Task 1:

a. There is an item labeled “Assembly “ Qty. 9. Please clarify what 9 items will require assembly.

b. Paragraph 7 Surgical head light requirement for integration with a high definition camera to be compatible with all technology currently utilized within the surgical suites. What is the cameras and technology used in the surgical suites?

A5a) The quantity of nine (9) refers to the light and booms sets for the two Hybrid suites and seven operating rooms. The two Hybrid suites require full assembly and installation/ the seven operating rooms require delivery only.

A5b) The camera shall be integrated into the surigical head lights as part of the offered equipments. The camera is not separate government equipment. Currently, the Government is uing Karl Storz Video Integration within all ORs – Digital Video over Fiber Optics.

Q6) Please provide the distance from the floor to the ceiling grid and the distance from the grid to the upper structure for both the hybrid rooms and the main operating rooms if they are different. We need that information as soon as possible to quote the correct mounting configuration.

A6a) Hybrid ORs: 10’0” floor to ceiling (OR), 2’0” above ceiling to underside slab A6b) Standard ORs: 9’6” floor to ceiling (OR), 2’3-182” above ceiling to underside slab

Q7) Does the government anticipate Biomed training to occur on-site or at an off-site facility? If off-site is requested, is travel per diem expected to be bid within this scope of work?

A7) The required training is the standard in-house at time of installation. Training is line item 0012 on the Price Schedule, however clause 52.204-22 Alternative Line Item Proposal is included in the RFQ. Additional training may be offered for consideration as an option line item(s).

Q8) There is no specific requirement for literature. May we include literature? If so it must not be included in the page count. There are at least 3 pieces to cover the offering and one piece is 16 pages.

A8) Volume 1, Technical Capability has been increased to 25 pages total, inclusive of product literature.

Q9) There is no CAD drawing on this FBO solicitation. There is a floor plan that does not have measurements visible. Please send the CAD drawing. It helps us to be more accurate.

a. Please correct the quantities of the Headlights and the monitor arms in section 5.1. Task 1, page 1; the breakdown of each room page3 of the Product description document and the price Schedule item 1 and 3. The breakdown of these items in the product description total the following:

i. Surgical headlights = 23 instead of 24

ii. Monitor arms = 21 instead of 22

A9) CAD drawing attached to FBO.gov at attachment. Contractor must have CAD capability to open.

A9i). a) Upon review, under 5.1 task 1. (Surgical Lighting Systems/Head Lights) should read a quantity of 23 EA., A9ii) under (Monitor Arm System) it should read a quantity of 21 EA. Product Description and Pricing Schedule have been updated accordingly.

Q10) The product description lists all components for each room. This is how the design is created, however, the price/schedule totals individual components which are spread over all the rooms. This requires that we pull apart each room and add components together that are not generally quoted together. Could you provide a price schedule document that lists the price for each room rather than individual components? For a better understanding of the pricing, a formal quote should be included. If this is permitted please give the page limit of the pricing schedule section of the response that would include the quote which is typically 11-15 pages.

A10) Clause 52.204-22 states “the offeror is invited to propose alternative line items for which bids, proposals or quotes are requested in this solicitation…” The government is aware the offered line item structure may not be in line with all bidders’ common practices. The Pricing Schedule is provided for reference and lists the items the government has determined to be necessary. Bidders are welcome to provide alternative line items to more accurately reflect their offered product(s). Volume III has no page limitation.

Q11) Because of the holiday season and the NVSBE meeting in St. Louis that Draeger and our SDVOSB partner staff is attending it is difficult to get resources together to complete a high-quality response in time. Please consider a 3-day extension to EOB December 20, 2017 EST.

A11) Bid deadline will be extended one day only. Revised bid deadline is 4:30 p.m. ET on Friday, 15 October 2017.

Q12) ITEM 5.1 – States 24 Lights, but room configuration suggests 23. Can you please clarify?

A12) Quantity revised to 23 in amendment.

Q13) ITEM 5.1 - States 22 Monitor Arm Systems, but room configuration suggests 21. Can you please clarify?

A13) Quantity revised to 21 in amendment.

Q14) ITEM 5.1 - States 28 Boom Ceiling Mounts, but room configuration suggests 27. Can you please clarify?

A14) Quantity revised to 27 in amendment.

Q15) ITEM 5.1 - States that the lights shall be equipped with an integrated HD Camera, but no mention of in-light cameras are requested for quoting. Are we to assume the lights simply need to be camera capable/ready?

A15) The lights require an integrated HD Camera that supports no less than 1080i and be compatible with HD-SDI and DVI, and VGA connections. The lights not only need to be camera capable/ready, but also have camera included.

Q16) ITEM 5.1 - All equipment booms shall be capable of providing a load capacity of no less than 475 to support Medical Equipment. Is this weight the overall boom load including support heads, shelves, etc?

A16) Equipment booms shall be capable of holding no less than 475 pounds.

Q17) ITEM 5.1 - Can you please specify the unit of measure of 475?

A17) Pounds

Q18) ITEM 5.1 - Is there a minimum arm length required for the equipment boom arm system?

A18) The arms must be functional around the OR table at any patient position. There is no designated minimum length. The boom shall be fitted properly to the space it will support.

Q19) ITEM 5.2 - States no installation will be required for 7 standard OR’s. We are required to have a trained team member on site for equipment installation. Can you please provide rationale on why installation will not be included on this procurement?

A19) Each project holds separate construction milestones, and have separate installation needs/requirements. The standard OR lights and booms will be stored at the cost of the Government and later installed at the discretion of the Government under its separate maintenance and operation construction project which will be completed around the construction milestones of that project and in accordance to Surgical Services schedules. The installation services at that time will be requested and funded accordingly. A line item price may be provided to account for the cost of having technicians present at a later date if necessary.

Q20) Can you please provide the monitor size preference for the standard OR’s? Only the Hybrid OR (range of 26” to 34”) was referenced.

A20) The monitor size for the standard OR’ is also 26”-34”.

Q21) Would short video/literature links within our technical proposal be acceptable to further illustrate technical specifications?

A21) Per the FBO combined/synopsis solicitation instructions, contractors shall not use hyperlinks or embedded files of any kind in any quote volume. If included, these will not be reviewed or evaluated. The page length of Volume I Technical Capability shall be increased to 20 pages to allow more technical data to be included.

Q22) Can we get the actual architectural drawings of the space? The floor plan was pulled from the file, but no discernable measurements are illustrated.

A22) The previously provided CAD drawing contains the information requested. No additional details are available.

Q23) FAR 15.304(e) states at a minimum the evaluation will state whether all evaluation factors other than cost or price, when combined, are significantly more, about equal, or significantly less than cost. We did not see this listed in the solicitation, can you please clarify how important the non-cost factors are compared to price?

A23) This acquisition is being competed in accordance with FAR Part 12 and Part 13 procedures, not FAR Part 15. Evaluation Approach states “Contractors are cautioned that the award may not necessarily be made to the contractor quoting the lowest price, or to the contractor with the most highly rated technical quote. Award may be made to other than the lowest priced quote, if the Government determines that a price premium is warranted due to the merits of one or more of the non-price factors.”

PRODUCT DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

Strategic Acquisition Center

Operating Room (OR) Lights and Booms Date: 11/2/2017

1. Contracting Officer’s Representative (COR)

Phone Number:

Fax Number:

E-Mail Address:

2. Contract Title. Operating Room (OR) Lights and Booms

3. Background The Louis Stokes Cleveland Veterans Affairs Medical Center (LSCVAMC) is completing a two-part construction project for the upgrade, expansion, and implementation of two (2) Hybrid Suites, and seven (7) standard operating rooms. Each project holds separate construction milestones, and have separate installation needs/requirements. The current lights and booms are at the end of life and have been failing on a regular basis. Biomedical Engineering is unable to continue to maintain the lights and booms systems currently in place, as they have become beyond economical repair, as well as, the inability/difficulties in obtaining repair parts for servicing the systems.

4. Scope This contract is entered into pursuant to FAR Part 12, Acquisition of Commercial Items. The LSCVAMC requires a contractor to manufacture, deliver, assemble, and install the two (2) Hybrid Suites. The LSCVAMC will ONLY require the delivery of the seven (7) standard operating rooms. The LSCVAMC is asking that all lights and booms be manufactured in accordance to the room dimensions that are provided via CAD drawings within this solicitation. The required manufacturing, delivery, assembly, and installation services of the two (2) Hybrid rooms is further discussed within section 5.2 of this document. The required manufacturing and delivery ONLY of the seven (7) standard operating rooms is further discussed within section 5.2 of this document.

5. Specific Deliverables

5.1 – Delivery of Equipment and Supplies/Description of Deliverables

Surgical Head Light Requirement:

· The Cleveland VAMC requires the implementation of surgical head lights within seven (7) standard OR rooms and two (2) Hybrid Suites. The requested surgical head lights shall be light emitting diode (LED) lighting technology on all provided surgical head lights for each of the seven (7) standard OR rooms, as well as, the two (2) hybrid suites must be outfitted uniformly with the same model of lights per room.

· The surgical head lights shall provide a consistent illuminated surgical field and clearly exhibit the ability to resolve and mediate physical obstructions by redirecting illuminance via either structural design or sensory technology.

· The surgical head light shall provide an even light source at varying distances/depths within the surgical field, as well as, the ability for the user, i.e., surgeon to adjust the surgical field/concentrated area manually during use without breaking the sterile field. Depth of field range can be no less than, but not limited to 30 inches, with an approximate, but not limited to a field size of 6.0 inches to 10 inches.

· The surgical head lights shall provide a variety of illumination levels, with a continuous maximum intensity of no less than 160,000 luces, as well as, laparoscopic lighting capabilities.

· The surgical head lights shall provide four color temperatures which can be adjusted to provide contrast while working in several types of tissues. The requested color temperatures shall range from 3.6000 to 5.000k.

· The surgical head lights shall be operational/adjustable at a main control wall mounted panel near the nurse’s desk (existing ORs) or control room (two (2) hybrid ORs), as well as, within the sterile surgical field. Within the the two Hybrid ORs the head lights must be controllable by three sources, these include, the control room, the nurse station, and sterile surgical field. Requested adjustment capabilities shall include, but not be limited to, the brightness of the light and the concentration of the light. Additionally, the surgical head lights must be able to be controlled from the lighting assembly by users without the need to break the sterile surgical field.

· The surgical head lights shall be equipped with an integrated high definition camera. This camera shall provide/support no less than 1080i and be compatible with all technology currently utilized within the Surgical Suites. This includes hd-sdi and DVI, and VGA connections.

· The surgical head lights shall be ceiling mounted with unrestricted rotations for freedom of movement (360 degrees) at all 4 rotation points on lighting boom.

Surgical Equipment Management Systems:

The Cleveland VAMC is requiring equipment management booms to be installed within seven (7) standard OR rooms and two (2) Hybrid Suites.

The following breakdown is related to the number of specific booms within each OR:

· OR Rooms Four (4) through Seven (7):

· Two (2) display monitor arms each

· Two (2) light arms each

· One (1) equipment boom each

· One (1) anesthesia boom each

· OR Rooms One (1) through Three (3):

· Three (3) display/monitor arms each

· Three (3) light arms each

· One (1) equipment boom each

· One (1) anesthesia boom each

· One (1) perfusion boom each

· Hybrid OR Rooms One (1) and Two (2):

· Two (2) display/monitor arms (capable of holding 26” monitoring equipment) each

· Two (2) display/monitor arms (capable of holding 59” HD monitoring equipment) each

· Three (3) lights arms each

· Two (2) lead shield arms each

· One (1) equipment boom each

· One (1) anesthesia gas service boom each

· One (1) perfusion boom each

Display/Monitor Arm System Requirements:

· All display/monitor arms shall be compatible with and able to accept any manufacturers’ integration video cables. The arms must be hollow to allow for the pulling of integration cables through each arm. The contractor shall provide the interior diameter of their display arms to ensure this need is being met and that sufficient room is present to pass the current video integration cables used within each OR.

· The standard display/monitor arms located within the two (2) Hybrid ORs shall support a minimum of a 26” display monitor to a maximum of a 34” display monitor with Standard Video Electronics Standards Association (VESA) mounting bracket.

· The 59” HD display/monitor booms within the two (2) Hybrid ORs shall be articulating, i.e., capable of moving up, down, and side to side.

· The display monitor booms must be able to rotate around the surgical field, parallel to the table at any orientation. This means the monitor is capable of rotating in a manner which will allow the display to be visible and rotate around all patient positions on the surgical table.

Anesthesia Gas Service Boom Requirements:

· All anesthesia gas service booms shall be articulating, i.e., capable of moving up, down, and side to side.

· All anesthesia gas service booms shall be equipped uniformly with either electrical or pneumatic brakes. No friction brakes will be deemed acceptable for use. The Government prefers electrical braking systems. Electrical braking systems will be valued more favorable during grading due to the ease of use and enhanced safety.

· All anesthesia gas service booms shall be equipped with a minimum of at least eight (8) duplex power outlets.

· All anesthesia gas service booms shall be equipped with a minimum of two (2) shelves. Contractor shall provide load capacity so that a determination can be made that shelving is capable of accommodating required medical equipment.

· All anesthesia gas service booms shall provide the following IT related connections:

· Two (2) wall plates equipped with four (4) data jack ports each for patient monitoring.

· Video input wall plate with Digital Visual Interface (DVI) video, Video Graphics Array (VGA), and composite video inputs.

· All anesthesia gas service booms shall support the following gases:

· The government reserves the right to increase the quantity of gas outlets after award. The final quantities shall be determined at the installation of each OR.

Equipment Service Boom Requirements:

· All equipment booms shall be equipped uniformly with either electrical or pneumatic brakes. No friction brakes will be deemed acceptable for use. The Government prefers electrical braking systems. Electrical braking systems will be valued more favorable during grading due to the ease of use and enhanced safety.

· All equipment booms shall be articulating, i.e., capable of moving up, down, and side to side.

· All equipment booms shall be equipped with a minimum of four (4) shelves.

· All equipment booms shall be equipped with a minimum of ten (10) duplex power outlets, with each outlet being of its own circuit breaker at a minimum of twenty (20) amps each.

· All equipment booms shall be capable of providing a load capacity of no less than 475 lbs to support Medical Equipment.

· All equipment booms shall support the following:

· Light source

· Insufflator

· Camera Control Unit (CCU)

· Electrosurgery (ESU)

· Integrated support for Nitrogen, Nitrous Oxide, Oxygen, Medical Air, Vacuum and Medical Waste gas.

· Video input wall plate with Digital Visual Interface (DVI) video, Video Graphics Array (VGA), and composite video inputs.

Hybrid Boom Mounted Lead Shield Requirements:

· Lead shield booms shall be provided that will support lead shields on each side of the patient within the two (2) Hybrid ORs. Each of the Hybrid ORs will require no less than two (2) lead shields. The lead shield must be capable of being positioned and moved along the length of the table regardless of operating orientation.

· The contractor shall provide four (4) lead shields to be mounted with the above stated lead shield booms.

Perfusion Service Boom Requirements:

· All perfusion booms shall be articulating, i.e., capable of moving up, down, and side to side.

· All perfusion booms shall be a double armed boom system capable of supporting a minimum of two (2) medical air gas outlets, two (2) oxygen medical gas outlets, four (4) Medical waste gas outlets, and be equipped with six (6) 110v duplex outlets.

5.2 Installation and Assembly

Awarded Contractor Responsibilities The below breaks down the two-part construction project and the designated responsibilities of the awarded contractor and LSCVAMC in relation to the requested lights and booms systems needed to outfit the two (2) Hybrid Suites and seven (7) standard operating rooms. Each project holds separate construction milestones and have separate installation needs/requirements.

As noted above within the scope, the LSCVAMC requires a contractor to manufacture, deliver, assemble, and install the two (2) Hybrid Suites. The contractor shall ONLY manufacture and deliver equipment for the seven (7) standard operating rooms. The seven (7) operating rooms require NO installation or assembly services under this solicitation.

All lights and booms shall be manufactured in accordance to the room dimensions that are provided via CAD drawings within this solicitation.

Hybrid Suites The contractor shall be responsible for completing the manufacturing, delivery, assembly, and installation of the lights and booms for each of the two (2) Hybrid Suites. Within 10 calendar days after award, the contractor shall provide a detailed structural drawing and specification sheet of their offered equipment and its associated components. The LSCVAMC will have a third-party construction contractor already on site completing other work prepare the internal structure and install the proper load bearing plates and mounts in the individual operating rooms in accordance with the information provided via the manufacturer’s structural drawings and specifications. This onsite work is anticipated to take no less than 30 calendar days. The contractor will not be responsible for providing any onsite structural framing, plates, mounts, or unistructural for the mounting/installation activities. The LSCVAMC will also be responsible for the plumbing, gas, and electrical workmanship. The LSCVAMC will provide these sources within each of the two (2) Hybrid Suites. The awarded contractor shall install the lights and booms to the internal structure only AFTER it is prepared by the LSCVAMC for equipment installation. Therefore, prior coordination with the COR is required no less than 14 calendar days in advance of the anticipated delivery. Onsite assembly and installation will be accomplished within 14 calendar days of delivery.

Assembly includes any uncrating & assembling of each boom and lighting system and any other associated components necessary for proper installation. The contractor will assemble all deliverables, i.e. components in association with their products so the boom and lighting system is built in full for installation by the awarded contractor.

The contractor is responsible for installing the lights and booms within each of the two (2) Hybrid rooms following assembly. Installation refers to taking the fully assembled booms and surgical lights and mounting them to the internal structure which will be retrofitted with the proper mounting plates and hardware in accordance to the contractor’s provided drawing and specification sheets presented to the LSCVAMC upon award as noted above. The contractor is fully responsible for the installation site services and the mounting of their booms and lighting system to the prepared internal structures within each of the two (2) Hybrid Suites. The contractor is responsible for the quality of their services within the two (2) Hybrid Suites and held responsible for the proper functionality of their equipment. As noted below, the Medical Center Engineering staff will complete acceptance testing and deem whether the installed lighting and booms systems within each of the two (2) Hybrid Suites is acceptable for use.

The contractor is responsible for maintaining the integrity of the internal structures such as flooring and walls within each of the two (2) Hybrid Suites and surrounding locations. The contractor shall maintain a clean working environment and clear their work area of all debris and equipment upon completion of the assembly and installation services. The contractor will be held financially responsible for any damages incurred due to their direct negligence within not only the working zone of the two (2) Hybrid Suites but any other area within the LSCVAMC that they encounter during their assembly and installation services.

Standard Operating Rooms The contractor shall be responsible for completing ONLY the delivery of the lights and booms for the seven (7) operating rooms. Upon award, the contractor shall provide a detailed structural drawing and specification sheet of their equipment and all components to allow the LSCVAMC the ability to prepare the internal structures properly through a third-party contractor. The LSCVAMC is ONLY requesting within this solicitation that the award contractor deliver the equipment to the LSCVAMC. These systems will be stored at the cost of the Government and later installed at the discretion of the Government under its separate maintenance and operation construction project which will be completed around the construction milestones of that project and in accordance to Surgical Services schedules.

Medical Center Engineering (Internal) Responsibilities The LSCVAMC will be responsible for providing any structural framing, plates, mounts, or unistructural for retrofitting the two (2) Hybrid Suites for the final installation site services that will be completed by the contractor as noted above. The LSCVAMC will also be responsible for the plumbing, gas, and electrical workmanship. The LSCVAMC will provide these utility sources within each of the two (2) Hybrid Suites.

Inspection services will be performed in house by the LSCVAMC Biomedical Engineering and Construction Engineering staff to ensure the proper assembly, mounting, and functionality of the lighting and boom systems upon the completion of the above installation services completed by the awarded contractor. Testing shall include any tasks determined necessary to ensure the lighting and boom systems are free of craftsmanship and operational defects, and that all component parts are functioning within manufacturer’s specification, as well as, installed properly to ensure the safety and functionality of the equipment. Engineering staff will determine if testing results are satisfactory for acceptance and determine the equipment fit for use. The contractor is responsible for the quality of their services within the two (2) Hybrid Suites and held responsible for the proper functionality of their equipment.

The LSCVAMC will be responsible for the plumbing, gas, and electrical workmanship. The LSCVAMC will provide these sources within each of the two (2) Hybrid Suites.

5.3 Warranty

The vendor will provide a one (1) year warranty on all parts and labor for the lights, booms, and additional supplies after installation site services are found acceptable for the two (2) Hybrid Suites. A standard one (1) year manufacturer’s product warranty is required for the (7) standard operating rooms. The government requests this warranty to begin after installation by the third party contractor, not upon delivery to the government facility.

5.4 Inspection and Acceptance

The acceptance paragraph in FAR 52.212-4 is based upon the assumption that the Government will rely on the contractor’s assurance that the commercial item tendered for acceptance conforms to the order requirements. The Government inspection of commercial items will not prejudice its other rights under the acceptance paragraph. The provisions of 52.212-4 are incorporated by reference.

5.5 In-Servicing: Clinical Staff and Biomedical Staff Training The contractor shall provide and facilitate end user and Biomedical training appropriate for use of the replacement operating rooms and Hybrid Suites. The Training plan shall be developed 4-6 weeks before delivery with Nursing Education and Contracting Officer Representative (COR). Initial in-service training shall be accomplished seven (7) calendar days after acceptance and installation of the first delivery of lights and booms.

End User Training: Basic familiarity, functional use, and operation of the lights and booms. The government has no particular requested format for this training. The contractor may use hand outs, demonstrations etc.

Advanced Training: Onsite training for Nursing Educator shall be provided to ensure they are training to be a trainer of the equipment.

Biomedical Training: Maintenance servicing of the equipment in accordance with manufacturer specifications and process for troubleshooting issues which may occur to the equipment during the warranty period. Biomedical training shall also include onsite or offsite training which will provide the Biomedical staff the ability to act as first responders in the event the equipment fails. If offsite training is available, the cost of tuition is to be included with the purchase of the equipment for one Biomedical Engineer.

6. Performance Monitoring The COR will monitor the successful delivery of the equipment by maintaining contact with the vendor and coordinating with the VA Warehouse and Biomedical Engineering personnel. The COR will also ensure the equipment is assembled and all installation of hardware and software is done in accordance with contract specifications.

7. Security Requirements The equipment and accessories will not connect to the VA network so there are no security requirements.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI)

There will be no Government-Furnished Equipment or Government furnished Information provided to the vendor.

9. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work.

Possible follow-on work includes contact with the Vendor for troubleshooting or maintenance issues. Also, vendor may be notified if the product is not functioning properly.

b. Identification of Potential Conflicts of Interest (COI).

There are no known potential conflicts of interest.

c. Identification of Non-Disclosure Requirements.

The vendor will not have access to any VA patient sensitive information or proprietary information.

d. Packaging, Packing and Shipping Instructions.

Packaging and shipping will be at the discretion of the vendor.

e. Inspection and Acceptance Criteria.

Products will be inspected upon arrival by the COR and the facility Biomedical Engineering.

10. Risk Control The facility Biomedical Engineering will follow any safety recommendations given by the vendor for the equipment.

11. Place of Performance/Delivery Requirements Delivery shall be made Free on Board (FOB) destination. The equipment will be used in the designated ORs located within the facility:

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination Ship To and Mark For: Louis Stokes Cleveland VA Medical Center

12. Period of Performance Initial installation of two Hybrid rooms shall be complete within 90 calendar days of award along with one year warranty for each system. Delivery of seven operating rooms is anticipated to be within three months of contract award. These periods do not include the required 12 month warranty on each piece of equipment.

13. Delivery Schedule

· Deliverable 1-The contractor shall provide the Louis Stokes Cleveland VA Medical Center a detailed specification and structural design sheet/drawing of their equipment within 10 calendar days of award notification for the two (2) Hybrid Suites.

· Deliverable 2-The two (2) Hybrid Suites shall be delivered within 8 weeks after the approved specification and structural design sheet/drawing is received. Assembly and installation shall occur within 14 calendar days after delivery.

· Deliverable 3- Standard OR Rooms 1-7 shall be delivered 8 weeks after installation of the two (2) Hybrid Suites. There is NO installation requirement for the seven (7) standard ORs.

PRICE/COST SCHEDULE