36C24426Q0119.docx

SUBJECT*

Karl Storz Video Integration Installation | Philadelphia VA Medical Center

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 4

1010 Delafield Rd

POINT OF CONTACT*

Arlene Albrite, Contract Specialist arlene.albrite@va.gov N/A

PLACE OF PERFORMANCE

Philadelphia VA Medical Center

3900 Woodland Ave.

Philadelphia PA

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6 of Federal Acquisition Regulation (FAR), 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 issued as a Request for Quote (RFQ), and the solicitation number is 36C24426Q0119.

This notice incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2025-06 effective 01 October 2025, and the Veterans Affairs Acquisition Regulations (VAAR). The complete text of any of the clauses and provisions may be accessed in full text at FAR | Acquisition.GOV.

This Solicitation is being competed on a full and open competitive basis. The NAICS Code is 811210 (Electronic and Precision Equipment Repair and Maintenance) with a small business-size standard of $34 Million. The Product Service Code (PSC) is N065 (Installation of Equipment—Medical, Dental, and Veterinary Equipment and Supplies).

The VA Philadelphia requires services to aid in the re-installation of the Karl Storz Video Integration System previously purchased and installed at the Philadelphia VA Medical Center. This installation covers labor, functional testing, and hardware components necessary to return the previously installed Hybrid OR to full operating status. The Statement of Work (SOW) is provided.

Complete instructions for submitting a response to this solicitation and applicable provisions and clauses are found in “36C24426Q0119.” All offerors are advised to pay careful attention to the quote submission instructions as there are very specific instructions as what is required to be provided.

The period of performance (POP) is estimated to be 12/15/2025 – 06/14/2026. Should issuance of the purchase order occur on a different date, the performance period will be adjusted accordingly.

Any award resulting from this solicitation will be issued on Standard Form 1449.

NOTE: To receive an award resulting from this solicitation, offerors MUST be registered in the System for Award Management (SAM) database. Registration may be done online at: www.acquisition.gov or www.sam.gov.

BRAND NAME: This is a brand name only requirement supported with a single source justification. Only authorized distributors of the brand name provider will be eligible for award. Brand Name: Karl Storz.

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SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C244 Department of Veterans Affairs Network Contracting Office 4

1010 Delafield Road Pittsburgh PA 15215

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

1.00

Install monitor cabling for infield displays (Power, Fiberoptic, and Audio (microphone) Cabling), four (4) additional decoders (video integration signaling to new GE secondary display), and re-install touch panel and computer systems that were previously disconnected due to renovations. in the Operating Room (Hybrid Room # 5A135) at Philadelphia VA IAW the SOW.

Contract Period: Base POP Begin: 12-15-2025 POP End: 06-14-2026 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: N065 - Installation of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

1.00

Install Fiberoptic cabling to GE cabinet for support of all video signals from GE to STORZ Integration. Total 12. IAW the SOW. (Optional)

POP Begin: 12-15-2025 POP End: 06-14-2026

PRODUCT/SERVICE CODE: N065 - Installation of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

1.00

Travel IAW Federal Travel Regulations. Actual expenses to be billed according to government regulations.

POP Begin: 12-15-2025 POP End: 06-14-2026

PRODUCT/SERVICE CODE: N065 - Installation of Equipment - Medical, Dental, and Veterinary Equipment and Supplies

B.3 DELIVERY SCHEDULE

Philadelphia VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 4551

USA

Philadelphia VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 4551

USA

Philadelphia VA Medical Center 3900 Woodland Avenue Philadelphia, PA 19104 4551

USA

Statement of Work

VHA Philadelphia (VHAPHI)

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR RE-INSTALLATION OF KARL STORZ VIDEO INTEGRATION SYSTEM FOR THE HYBRID OPERATING ROOM (OR)

1. Background VA Philadelphia requires a brand name service to aid in re-installation of the Karl Storz Video Integration System previously purchased and installed by the Philadelphia VA Medical Center. The video integration system will be used by surgeons and clinicians to share and view information in the operating rooms (ORs) to optimize workflows. Information is readily available and centrally displayed in the OR and will improve delivery of uncompromised patient care.

This install covers labor, functional testing, and hardware components necessary to return the previously installed Hybrid OR to full operating status. The Hybrid OR experienced a large utility water pipe break in December 2023. The facility has since ordered new Hybrid OR equipment that will work in conjunction with the Karl Storz Integration System. The original equipment was procured under contract (36C244-20-P-0916 - 642A01065) and services (36C24422P0916 - 642C20361). Only authorized service providers from the OEM or reseller are permitted and capable of fulfilling the current installation services needed at the Philadelphia VAMC. No other vendor can supply these services as this scope includes a modification to the existing integration system that is classified as a Medical Device.

2. Project Scope

The Contractor shall re-install the video integration system and provide any missing infrastructure to return the Hybrid OR video system to full functionality. The Contractor will be required to coordinate with Biomedical Engineering staff, and as needed, GE Healthcare, Stryker, and the General Construction Contractor, on installation and testing. The Contractor will include all labor, materials, and shipping to re-deploy the equipment specified herein. This work includes but is not limited to—running video cables, configuring touch monitors, mounting TV monitors, testing, troubleshooting, and verifying system functionality and connectivity. The Karl Storz video integration system should be ready for clinical use by January 2026.

3. Specifications Final construction is expected to be completed by December 2025 for delivery of the GE Hybrid OR equipment. Install will occur on-site and must be completed by January 31st, 2026, unless specified in writing by the Facility Point of Contact. Installation Services are outlined below:

Hybrid OR – Activation ETA January 2026

· New cable runs in existing conduit for boom mounted 32” Storz monitor. This includes Power, Fiberoptic and Audio (Microphone) cabling at a minimum.

· The previous cables were cut due to a Stryker boom configuration change.

· Install 4 additional decoders to support video integration signaling to new GE secondary display

· The Contractor is responsible for ensuring both large display monitors (one new and one existing – existing as part of original scope) provided by GE are integrated into the Karl Storz integration system.

· The currently installed large display monitor boom has existing decoders, but this scope covers the cabling or any failed hardware for this display setup as well to support full functionality of the integration system.

· If these connections don’t exist, Contractor responsible for completing installation of fiberoptic cabling to GE equipment cabinet to support all video signals (total 12) from GE to Storz integration.

· Re-install touch panel and computer systems in room that were disconnected due to room renovations

· Test full room for functionality after all systems are fully installed and ready for startup. This is for the following equipment at a minimum:

4. Installation Cable runs, hardware modifications, testing and Go-Live will be completed by the Contractor. Upon contract award, the Contractor must provide a service manager point of contact for contract kick-off to the Facility Point of Contact (POC). The Contractor will work with Biomedical Engineering staff to provide any additional documentation required and coordinate the necessary tasks for re-deployment of the existing Karl Storz equipment. Engineers providing labor required for on-site installation shall be included under the terms and conditions of this contract and must be OEM trained.

5. Delivery Location Attn: Biomed – Nicole Salerno VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104

Email Biomedical Engineering: Nicole.Salerno@va.gov

Prior to any delivery, the Contractor shall provide the Facility POC the shipping information. The Contractor must comply and provide all necessary information to VAPHI. Otherwise, the delivery may be refused and require redelivery at no additional cost to the government.

6. Delivery Coordination

Normal business hours for acceptance of deliveries are 8:00 AM - 3:30 PM, Monday through Friday excluding Federal Holidays. Deliveries must be coordinated in advance with POC once a ship date is established. The POC, Biomedical Engineering and/or Logistics shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the POC. Failure to coordinate shipment with POC may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number

7. Scheule For Deliverables

The Period of Performance (POP) will be as soon as possible upon award, with scheduling on-site work confirmed with Facility POC prior to January 2026. This contract’s POP is 6 months from award as the work is expected to be completed within two weeks of scheduled start date. If additional time is needed due to the nature of the re-installation work, both the Facility POC and the Contracting Officer must be notified.

Draft copies of service report deliverables shall be provided to the Biomedical Engineering staff at VA Philadelphia Medical Center before the contractor leaves the facility. If a final copy can be provided at that time, then a draft copy is not necessary. Final copies must be provided within 5 business days of service completion date to VHAPHIBIOMEDICALSERVICEREPORTS@va.gov.

8. Additional Charges

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional Field Service Engineer (FSE) and/or delivery of parts or installation.

9. Packaging Waste management

Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash.

9. Influenza Vaccination

VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel are defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

· Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

· Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification in the form of a memorandum to the Facility Point of Contact (POC) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192.

10. HIPAA Training Certificates For on-site installation work and activation of equipment, the contractor must provide all HIPAA training completion documentation to the POC listed in the awarded contract.

11. Smoking All VA Philadelphia property is smoke-free. Contractor personnel will comply with VA Philadelphia smoking policies. Violations will result in a warning and possible citation.

12. Security Considerations The Certification and Accreditation (authorization) (C&A) requirements do not apply. A Security Accreditation Package is not required.

APPENDIX B: VA Acquisition Regulation Solicitation Provision and Contract Clause

VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL (MAY 2020)

(a) The Contractor shall comply with current Department of Veterans Affairs policy for personal identity verification of all employees performing under this contract when frequent and continuing access to VA facilities or information systems is required.

(b) The Contractor shall insert this clause in all subcontracts when the subcontractor’s employees will require frequent and continuing access to VA facilities or information systems.

APPENDIX C: VA Information and Information System Security/Privacy Language for Inclusion into Contracts, as Appropriate

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract.

7. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE OR USE.

This entire section applies to information systems, systems, major applications, minor applications, enclaves, and platform information technologies (cloud and non- cloud) hosted, operated, maintained, or used on behalf of VA at non-VA facilities.

Service. Major changes to the A&A package may require reviewing and updating all the documentation associated with the change. The contractor’s cloud computing systems shall comply with FedRAMP and VA Directive 6517 requirements.

8. SECURITY AND PRIVACY CONTROLS COMPLIANCE TESTING, ASSESSMENT

AND AUDITING. This entire section applies whenever section 6 or 7 is included.

9. PRODUCT INTEGRITY, AUTHENTICITY, PROVENANCE, ANTI-COUNTERFEIT

AND ANTI-TAMPERING. This entire section applies when the acquisition involves any product (application, hardware, or software) or when section 6 or 7 is included.

a. The contractor shall comply with Code of Federal Regulations (CFR) Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, which prohibits ICTS Transactions from foreign adversaries. ICTS Transactions are defined as any acquisition, importation, transfer, installation, dealing in or use of any information and communications technology or service, including ongoing activities, such as managed services, data transmission, software updates, repairs or the platforming or data hosting of applications for consumer download.

(2) Use commercially reasonable efforts to restore operational efficiency and remediate damages due to data loss or data integrity damage, if the virus or other malware causes a loss of operational efficiency, data loss, or damage to data integrity.

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract.