36C24526Q0384.docx

SUBJECT*

VISN 5 Dental CBCT

GENERAL INFORMATION

SET-ASIDE

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

POINT OF CONTACT*

Contracting Officer Robin McDonald Robin.McDonald3@va.gov

PLACE OF PERFORMANCE

59 Avenue D

Perry Point MD

ADDITIONAL INFORMATION

DESCRIPTION

SSN: 36C24526Q0384

Cone-Beam CT System for Dental Clinic The following is a Sources Sought Notice. This is not a Pre- Solicitation or Solicitation document. The Government is not currently soliciting bids, quotes, or proposals at this time; however, it reserves the right to do so at a later date.

The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can provide Cone-Beam Computed Tomography (CBCT) systems in accordance with the attached DRAFT STATEMENT OF WORK.

The information identified in the attached DRAFT STATEMENT OF WORK is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

The small business size limit for this NAICS is 1,200 employees.

1. Is your business a small business under NAICS 334517? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ___NO____

4. Is your firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS/NAC/SAC schedule for these items? YES______ NO______ Schedule Number: ___________________ Expiration Date: _____________________ Please provide a capability statement as well as any relevant literature addressing your organization s ability to supply the required items.

Please submit all responses to this notice via e-mail to: Robin.McDonald3@va.gov. Responses to this Sources Sought are required no later than March 30, 2026 at 12PM EST.

If you are interested in submitting a response to this posting, please ensure to submit a Brochure/Specification Sheet for the product offered as well as a letter of authorization.

All information received in response to this notice that is marked as proprietary will be handled accordingly. All responses to this notice will be used for planning purposes only.

Interested parties are reminded that responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this notice.

Responses to this notice are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If a solicitation is issued as a result of the information provided from this notice, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

DRAFT STATEMENT OF WORK

Cone-Beam CT System Replacements

A. GENERAL:

Scope of Services:

The purpose of this requirement is to acquire replacement cone-beam computed tomography (CBCT) systems for VISN 5 medical centers. This requirement will replace a total of seven (7) units across the Beckley, Clarksburg, Maryland and Washington VA Medical Centers. This requirement shall include all hardware, software and installation services necessary to put these systems into use as well as training for all staff on use of the new equipment.

Locations:

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444 Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301 VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

B. SPECIFICATIONS:

a. Technical Requirements

i. The procurement shall include seven (7) systems total with panoramic and CBCT imaging capability.

ii. The procurement shall include cephalometric imaging capability for two units, both to be installed at the Washington DC VAMC.

iii. Panoramic field of view must be selectable and include at least the following minimum/maximum settings:

1. Minimum – 4 cm x 4 cm

2. Maximum – 16 cm x 10 cm (TMJ must be able to be captured)

iv. CBCT function must allow for a minimum slice thickness of 75 micrometers.

v. System must include scatter reduction software for CBCT image acquisition.

vi. Power Requirements

1. Systems must be able to be installed on either 120V or 240V circuits depending on site specific needs.

a. Beckley: 240V

b. Clarksburg: 240V

c. Washington: 120V

d. VA Maryland: 240V

2. Systems shall each include a UPS to provide temporary intermittent power for up to two minutes in the case of power fluctuations.

vii. Image Workflow Requirements:

1. Systems must come equipped with all necessary sensors/detectors required to acquire all specified imaging modes.

2. Systems must come with all necessary software for image acquisition for all specified imaging modes.

3. Systems must come with associated workstation if required for image acquisition for all specified imaging modes.

4. Systems must be able to pull Modality Worklist through the applicable modality worklist server provided by the VA.

5. Images must be acquired and stored in DICOM format for transfer amongst VA systems. The system DICOM conformance statement must be provided upon request.

6. Images must be archivable to MiPACS storage server.

7. Images must be either viewable in MiPACS Dental Enterprise Viewer or have a validated plugin link that allows them to be launched directly from the viewer interface.

viii. Networking Requirements:

1. The system requires connection to the VA network.

2. The Contractor shall complete the VA’s required documentation.

3. Should the manufacturer of the equipment not have an approved Enterprise Risk Analysis completed, this will be required in order to fully install the system on the network.

4. Following purchase, the VA will provide specific network information for the configuration of the system.

5. If remote support is required, the Contractor must have a completed MOU/ISA.

ix. Contractor shall provide two copies of the operating and service manuals.

b. Delivery Requirements

i. Delivery is required within two weeks of projected installation date to the applicable VAMC.

ii. Delivery shall be coordinated with COR, site designated representatives.

c. Installation Requirements

i. Full installation of the system shall be included as a part of this contract.

ii. All parts, materials, tools, labor, and travel to complete the installation shall be included as a part of this contract.

iii. Contractor is required to complete all configuration for the system to be usable.

iv. Contractor shall provide validation that the system is fully functional upon completion of the installation/implementation.

v. Patient Health Information

1. The Contractor shall safeguard patient health information.

2. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

d. De-Installation Requirements

i. Deinstallation of the existing 7 systems is required

ii. The contractor is responsible for deinstallation and disposal of the x-ray tube in accordance with state/federal regulations.

iii. The VA will handle disposal of all other hardware outside of the x-ray tube.

iv. Contractor shall not remove any hard-drives or storage systems containing sensitive or patient health information.

e. Training Requirements

i. Contract shall include training for the end-users in the operation of the system.

1. Training shall be on the function and use of the device, in addition to any software/applications.

2. Training shall be on-site for three days.

ii. Contract shall include basic training for technical staff.

1. Training shall cover basic maintenance, troubleshooting, and repair of the system.

2. Training shall be provided during the installation process prior to the system being live for patient care.

f. Contractor Requirements

i. All Contractor personnel performing installation services of the equipment shall have factory training and experience in the implementation of the equipment.

ii. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

g. Warranty Information

i. The equipment shall have a warranty of 1 year from the full installation/acceptance of the equipment.

ii. Warranty support shall include repair of the system

iii. Warranty support shall include preventative maintenance of the system.

iv. Warranty support shall include all parts, materials, labor, and travel to complete the repair or maintenance.

v. Requests for warranty support shall be made to the telephone support number provided by the Contractor.

vi. Warranty support requests shall be responded to within 1 day.

vii. Contractor shall perform any available system updates during the warranty period at the discretion of Biomedical Engineering.

viii. Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

ix. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

x. On-Site Procedures

1. Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

2. Contractor personnel shall sign in using the department’s vendor sign in sheet, filling out all required information.

3. Contractor personnel’s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

4. Contractor personnel shall sign out upon completion of visit.

5. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

6. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

7. Parking. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

h. Safety and Security

i. Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

iii. Contractor personnel shall wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

iv. Property Damage

1. The contractor shall take all necessary precautions to prevent damage to any Government property.

2. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

C. QUALITY ASSURANCE

a. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional.

b. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

c. Documentation with be completed in the Government systems.

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