36C10G25Q0116.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* NX EQ Endoscopy Systems Leasing

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22408-2697

SOLICITATION NUMBER* 36C10G25Q0116

RESPONSE DATE/TIME/ZONE 09-15-2025 10:00 AM EASTERN TIME, NEW YORK, USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 334510

CONTRACTING OFFICE ADDRESS U.S. Department of Veterans Affairs

OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

POINT OF CONTACT*

Contracting Officer Sara.Vickroy@va.gov Contract Specialist Anthony.Zibolski@va.gov Trevor.Mason@va.gov

PLACE OF PERFORMANCE

ADDRESS Nationwide

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/opal/sac/index.asp

URL DESCRIPTION VA | OALC | OPAL | SAC

AGENCY CONTACT’S EMAIL ADDRESS Anthony.Zibolski@va.gov EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

1.0 DESCRIPTION

This Sources Sought notice also serves as a Request for Information (RFI). The intent behind this dual-purpose notice is twofold: firstly, to identify and engage with qualified sources of supply, particularly small businesses and other socio-economic categories;

and secondly, to gather valuable input from the industry that can help refine our requirements. By doing so, we aim to ensure that our solicitation not only reaches capable suppliers who can meet our needs but also benefits from the latest industry insights and innovations. We encourage all interested vendors to respond with both their capability statements and any feedback or suggestions they may have on the draft requirements. This comprehensive approach will help us to better shape our solicitation in a way that increases competition, enhances value, and promotes effective outcomes.

This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The Department of Veterans Affairs’ (VA) Strategic Acquisition Center (SAC) is issuing this Sources Sought Notice in accordance with FAR 10.002(b)(2) as a means of conducting market research to identify and engage qualified sources with the capability and the resources to meet the Veterans Health Administration’s (VHA) Non-Expendable Equipment National Program requirement for leasing endoscopy systems.

This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This Sources Sought Notice is part of a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this notice. There is no solicitation available at this time.

2.0 BACKGROUND

The VHA Equipment Life Cycle Management (ELCM) Program identified endoscopy systems as a candidate for a VA-wide (otherwise referred to as “national”) Firm-Fixed Price (FFP) multiple-award indefinite-delivery indefinite quantity (IDIQ) contract for the National Equipment Catalog (NEC) to suppliers of this equipment. Vendors will be required to deliver endoscopy systems to VA medical centers and facilities throughout the United States.

3.0 SCOPE OF WORK

The VA Nationwide Endoscope Lease Program requires the contractor to provide leased endoscopes to all Department of Veterans Affairs (VA) hospitals nationwide. The contractor's responsibilities include delivering, unpacking, and installing the endoscopes during normal business hours unless otherwise authorized. They must also offer a comprehensive service program that includes unlimited repair coverage, including accidental damage, at no additional cost. If an endoscope requires repair, the contractor must provide a loaner endoscope of the same or a comparable model, with overnight delivery and all shipping costs covered.

Additionally, the contractor will offer free initial educational in-services, annual refresher training on patient care and reprocessing procedures, and periodic on-demand training sessions. They are also responsible for annual inventory checks in collaboration with the assigned Contracting Officer Representative (COR), providing access to preventative maintenance and educational resources, and offering 24/7 technical support. Furthermore, the contractor must provide online repair tracking and history, and administrative support during weekdays from 8:30 a.m. to 5:30 p.m. This program ensures that all VA hospitals are equipped with reliable and well-maintained endoscopes, supported by comprehensive training and technical assistance to ensure optimal operation and patient care.

The Government is seeking sources capable of leasing and supporting complete Endoscope Systems that meet the Government’s minimum technical requirements (MTRs) listed below, regardless of manufacturer. The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required.

To ensure clinical and operational compatibility, systems must provide a full solution lease for endoscope systems throughout VHA to include at a minimum endoscope, monitors, video processors, and light sources. The proposed solution must be fully compatible with additional equipment offered to satisfy the complete solution. The Government is not restricting this requirement to any specific Original Equipment Manufacturer (OEM), but all systems must meet the MTRs outlined in potential future solicitation.

The following MTRs are being considered:

ENDOSCOPE SYSTEM

The full configuration of endoscopy equipment which includes one or more components (e.g., endoscope, processor, light source, monitor, cart).

MTR 1 System must include, at a minimum, an endoscope, a monitor, video processor, and a light source.

MTR 2 System must be FDA approved.

MTR 3 System’s electrical components shall comply with all applicable standards and certification organizations for electrical and patient safety.

MTR 4 System must, at a minimum, support the following three I/O ports for integration with peripherals:

1. Video signal output port

2. Light guide cable connector

3. Power input

MTR 5 System’s cart must be able to accommodate a video processor that is 18 inches wide, 11 inches tall, and 20 inches deep.

MTR 6 System’s video processor must support red/blue color correction or adjustment for enhanced visibility.

MTR 7 System must include initial training that includes diagnostic skills, calibration techniques, and vendor management for parts procurement and more complex scenarios.

MTR 8 Technical support for the System must be provided through a website and a dedicated telephone line which must be staffed by qualified personnel during normal business, between the hours of 8:00AM and 5:00PM Eastern Time Monday through Friday.

MTR 9 System must come with all product documentation, including user manuals, technical specifications, and cleaning/sterilization instructions.

MTR 10 System must have a backup light source and power supply MTR 11 System must support multiple zoom levels, both optical and digital, and provide resolution upscaling or enhancement without significant image degradation. Additionally, the system must comply with relevant industry standards of medical and diagnostic imaging.

MTR 12 System must offer multiple visualization modes.

MTR 13 System must output at a minimum of full HD (1920x1080) resolution.

MTR 14 System must be compatible with the Provation physical workstation, servers, software, and include equipment to interface with it.

COLONOSCOPES

MTR 1 Must offer left-hand handle grip option.

MTR 2 Dimensions:

- Minimum length - 1000mm

- Maximum length - 2005mm

- Maximum outer diameter - 13.2mm

- Minimum outer diameter - 5.4mm

MTR 3 Must be free from sharp edges, points or other potential tissue damaging hazards.

MTR 4 Must provide predictable and independent control of distal tip articulation (e.g., up/down and left/right) with a minimum range of motion of 90 degrees to 210 degrees.

MTR 5 Must allow for simultaneous movement of multiple articulation angles, variable insertion tube stiffness and/or 360-degree articulation of the distal tip.

MTR 6 Must have a focal length of ≤3mm or depth of field ≤4mm.

MTR 7 Must support bending angles >200° (L/R) and >300° (U/D).

MTR 8 Must have a minimum field of view (FOV) of 170°.

MTR 9 Channel must be compatible with the following standard and specialized endoscopy products:

1. Biopsy Forceps

2. Cytology Brushes

3. Polypectomy Snares

4. Injection Needles

5. Hemoclips

6. Electrosurgical Probes

7. Dilation balloons

8. Retrieval nets

9. Argon Plasma Coagulation (APC) Probes

MTR 10 Must be compatible with the following medical equipment commonly found in procedure rooms:

1. Electrical Surgical Unit

2. Argon Plasma Coagulation Unit

3. Endoscope Video Processor

4. Endoscope Light Source

5. Video Monitor

6. Endoscope Irrigation Pump

7. Carbon Dioxide Regulator

MTR 11 Must provide enhanced visualization capabilities, including high-definition imaging, advanced visualization modes (e.g., Narrow Band Imaging (NBI), Auto Fluorescence Imaging (AFI)), and a field of view range of 140 – 170 degrees.

MTR 12 Must be covered by, at a minimum, a 1 year warranty (scope and its components) which must include loaner equipment.

MTR 13 Must deliver consistent illumination regardless of outer diameter.

GASTROSCOPES

MTR 1 Must offer left-hand handle grip option.

MTR 2 Dimensions:

- Minimum length - 900mm

- Maximum length - 1300mm

- Maximum outer diameter - 13.2mm

- Minimum outer diameter - 5.4mm

MTR 3 Must be free from sharp edges, points or other potential tissue damaging hazards.

MTR 4 Must provide predictable and independent control of distal tip articulation (e.g., up/down and left/right) with a minimum range of motion of 90 degrees to 210 degrees.

MTR 5 Must allow for simultaneous movement of multiple articulation angles, variable insertion tube stiffness and/or 360-degree articulation of the distal tip.

MTR 6 Must have a focal length of ≤3mm or depth of field ≤4mm.

MTR 7 Must support bending angles >200° (L/R) and >300° (U/D).

MTR 8 Must have a minimum field of view (FOV) of 140°.

MTR 9 Channel must be compatible with the following standard and specialized endoscopy products:

1. Biopsy Forceps

2. Cytology Brushes

3. Polypectomy Snares

4. Injection Needles

5. Hemoclips

6. Electrosurgical Probes

7. Dilation balloons

8. Retrieval nets

9. Argon Plasma Coagulation (APC) Probes

MTR 10 Must be compatible with the following medical equipment commonly found in procedure rooms:

1. Electrical Surgical Unit

2. Argon Plasma Coagulation Unit

3. Endoscope Video Processor

4. Endoscope Light Source

5. Video Monitor

6. Endoscope Irrigation Pump

7. Carbon Dioxide Regulator

MTR 11 Must provide enhanced visualization capabilities, including high-definition imaging, advanced visualization modes (e.g., Narrow Band Imaging (NBI), Auto Fluorescence Imaging (AFI)), and a field of view range of 140 – 170 degrees.

MTR 12 Must be covered by, at a minimum, a 1-year warranty (scope and its components) which must include loaner equipment.

MTR 13 Must deliver consistent illumination regardless of outer diameter.

4.0 INSTRUCTIONS FOR RESPONDING

Interested vendors are invited to respond to this Sources Sought with information regarding their ability to provide leasing of complete Endoscope Systems. Vendors are encouraged to provide any product solution or configuration so long as they meet the above MTRs.

Submissions for this “sources sought” shall be submitted by email (36C10G25Q0116 shall be included in the email subject line) no later than September 15, 2025, to all the following:

Anthony.Zibolski@va.gov Trevor.Mason@va.gov Sara.Vickroy@va.gov

These questions aim to gather detailed information from potential suppliers, ensuring that the VA Nationwide Endoscope Lease Program reaches capable and qualified vendors while leveraging the latest industry insights and innovations. We encourage vendors to provide both their capability statements and any feedback or suggestions they may have on the draft requirements, contributing to a well-informed and competitive solicitation process.

mailto:Anthony.Zibolski@va.gov mailto:Trevor.Mason@va.gov mailto:Sara.Vickroy@va.gov

Responses to this Sources Sought Notice shall include the following:

1. Provide your firm’s contact information, such as, name and address of firm, phone number and e-mail address for POCs, and Unique Entity Identification number (UEI).

2. What’s your firm’s business size under applicable NAICS code 334510? E.g. Are you a small business, Service-Disabled Veteran Owned Small Business, Woman-owned Small Business, or part of any other socio-economic category?

3. Experience: Describe any recent (within the past 3 years) and relevant (similar scope) experience as a contractor (specify prime or sub), where you have supported similar requirements. Indicate contract numbers, Government point of contacts, award values. Your response must include sufficient details to assure the Government of your firm’s capability to fulfil the objectives outlined above.

For example, please consider the following:

• What experience does your company have in leasing endoscopy systems to large healthcare organizations or government entities?

• Can you provide examples of similar contracts or projects completed by your company, including references?

• What is your company’s capacity to deliver, unpack, install, and maintain endoscopy systems to VA hospitals nationwide?

4. Does your firm offer an annual service plan as part of the lease, Yes or No?

a. If Yes:

i. What does the plan cover?

ii. Does plan cover upgrades?

iii. Does the plan cover parts repair or replacement only?

iv. Does the plan cover any other aspects from a service aspect

(software (if applicable), model versions, etc)??

b. Provide documentation on your firm’s service plan.

i. Describe your comprehensive service program. What does it include regarding repair coverage, accidental damage, and response time?

ii. How does your company manage repair requests, including the provision of loaner endoscopes?

iii. Can you ensure that loaner endoscopes will be delivered within 24 hours of a repair request

c. Is the service provided by the OEM or a subcontractor?

5. Is your firm a Manufacturer or Distributor

a. If Distributor, please provide a Distributor Letter Certified by OEM with a current date.

b. If the distributor, provide the full name, business size, address of manufacturer, and confirmation for leasing products by the OEM.

Distributor shall provide confirmation directly from the manufacturer that they are authorized to lease.

6. Country of Origin designation for all products.

7. Describe your firm’s ability to provide an uninterrupted supply of products on a national scale.

8. Are there any additional product solutions or configuration that your firm believes would be beneficial to the clinical functionality of the product line identified.

9. Describe your firm’s capability to provide a complete OEM-integrated Endoscope

System.

10. Provide a detailed description of how the offered system meets the above MTRs (attach draft specs, literature or equivalency statements if available. This information should be mapped to the MTRs provided.)

11. Describe your firm’s capacity to support the following:

a. Full system installation and integration

b. On-site service and warranty coordination

12. What suggestions does your firm have for refining these requirements to better meet the needs of VA hospitals nationwide?

13. Are there any innovations or best practices from the industry that you believe should be considered in shaping the final solicitation?

14. How do your endoscope systems ensure full compatibility with additional equipment to provide a complete solution?

15. What factors should the Government consider to enhance competition, increase value, and promote effective outcomes in the solicitation process?

16. What discriminators should the Government consider when developing evaluation factors?

17. What Contract Line-Item Number (CLIN) Schedule does your firm recommend?

18. What suggestions do your firm recommend for assisting the Agency in defining its requirements?

19. What questions or clarifications does your firm have regarding the Agency's requirements?