36C24526Q0562.docx

SUBJECT*

ANESTHESIA UNITS

GENERAL INFORMATION

SET-ASIDE

VAMC (613)

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

POINT OF CONTACT*

Senior Contract Specialist Joseph J. Krupa Joseph.krupa@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

RFI INFO SHEET

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), 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 RFI.

SOURCES SOUGHT/RFI DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339112 (size standard of 1,000 Employees). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide anesthesia machines and vaporizers that at a minimum meet the brand name and/or can possibly provide an equal product for VISN 5 hospitals.

Brand name Information:

Manufacturer & Part Number: VISN 5 Anesthesia Machines Equal to Product: GE Healthcare anesthesia machines, Please see Statement of Work and Excel sheets.

The information identified above 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:

(1) Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified in this RFI?

(3) Are you the manufacturer, authorized distributor, and/or can you provide equivalent solution to the items being referenced above?

(4) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

(5) If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(6) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in FAR 19.505? Specifically, what percentage of the work will be performed by your company versus subcontractors?

(7) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items

(8) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the non-manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice?

(9) Please indicate whether your product conforms to the requirements of the Buy American Act?

(10) Please complete FAR 52.225-6 below.

(11) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).

(12) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solution you are providing information for available on your schedule/contract? Please state if all or some items are available on the contract.

(13) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(14) Please submit your capabilities statement illustrating your organization’s ability to meet the described salient characteristics or “equal to items” for planning purposes; show clear, compelling and convincing evidence that all “equal to items" meet all the salient characteristics. Failure to provide your capabilities and show clear, compelling and convincing evidence that your company can meet the requirements will result in your information not being considered.

(15) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(16) Please provide your SAM.gov Unique Entity ID/Cage Code number.

(17) Please fill out the attached Excel sheet with the products you are offering.

Responses to this notice shall be submitted via email to joseph.krupa@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, June 26, 2026, by 12:00 PM EDT.

All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement.

Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Sources Sought Notice Sources Sought Notice

Sources Sought Notice

Statement of Work VISN 5 Anesthesia Machines

A. GENERAL:

Scope of Services:

The purpose of this requirement is to replace the anesthesia machines and vaporizers at the following VISN 5 stations: Clarksburg VAMC, Martinsburg VAMC, Washington DC VAMC, and VA Maryland Health Care System (Baltimore VAMC. The procurement shall include all parts, materials, labor, and travel to complete the full installation of the anesthesia systems and training of the using staff.

The procurement is for brand name or equal to the GE Healthcare anesthesia machines, which through market research have been determined to meet the minimum specifications of the Government.

Locations:

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301 Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405 VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

Performance Period: Delivery is expected to begin 90 days of award with all units delivered within 120 days of award

B. WORK HOURS:

a. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).

b. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

C. SPECIFICATIONS:

a. Equipment

i. Anesthesia Machine Quantities:

ii. Vaporizer Quantities:

b. Technical Requirements

i. The procurement is for anesthesia machines that are the brand name, or equal to, GE Healthcare. The VA facilities require two different types of models:

1. GE Aisys CS2

a. This machine is required to be more complex and high tech with more electronic components

b. This machine must have end tidal control software.

c. The vaporizers shall have easy fill capability.

d. The machines shall identify the vaporizer gas based on the vaporizer inserted.

e. The machines shall have low flow capability for eco-friendly performance.

2. GE Carestation 750

a. This machine is required to be a more generic machine

b. This machine must have a smaller footprint to fit into smaller spaces.

c. The mount for the monitor shall be able to hold the modules, rather than putting them on top of the machine.

ii. Baltimore: The procurement is for a quantity of seventeen (17) Carestation 750 anesthesia machines for VA Maryland Health Care System (VAMHCS), Baltimore MD VAMC. The requirement is for seventeen (17) Sevoflurane vaporizers, twenty-two (22) Isoflurane vaporizers, and nineteen (19) Desflurane vaporizers.

iii. Clarksburg: The procurement is for a quantity of seven (7) Carestation 750 anesthesia machines for Clarksburg WV VAMC. The requirement is for seven (7) Sevoflurane vaporizers and two (2) Isoflurane vaporizers.

iv. Martinsburg: The procurement is for a quantity of eight (8) Carestation 750 anesthesia machines for Martinsburg WV VAMC. The requirement is for nine (9) Sevoflurane vaporizers.

v. Washington DC: The procurement is for a quantity of ten (10) Aisys CS2 anesthesia machines for Washington DC VAMC. The requirement is for eleven (11) Sevoflurane vaporizers and eleven (11) Isoflurane vaporizers associated with these machines. The procurement is for a quantity of four (4) Carestation 750 anesthesia machines for Washington DC VAMC. The requirement is for five (5) Sevoflurane vaporizers and five (5) Isoflurane vaporizers associated with these machines.

vi. The equipment is to be delivered, setup, and installed at the four different locations as listed in Locations.

vii. The requirement does not include replacement of the existing patient monitors; the patient monitors shall be removed from the replaced units and onto these new units.

viii. The requirement shall include the removal of the Draeger Innovian ARK workstations from the existing anesthesia machines and the mounting of them onto the new anesthesia machines.

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

x. Data Integration.

1. The anesthesia machines require communication with the VISN 5 installed Anesthesia Record Keeper (ARK) – Draeger Innovian. The system must have communication ports to be able to connect the ARK workstation to the anesthesia machine to pull data to the ARK system.

2. The anesthesia machines require communication with the Philips patient monitors currently installed/used at all four facilities.

xi. Cleaning/Sterilization Requirements.

1. The Contractor shall provide cleaning/sterilization instructions (Instructions for Use – IFU) for the Government to determine the ability of the facility to properly process the equipment.

c. Delivery Requirements

i. Delivery is required 90-120 days from award of the contract.

ii. Large deliveries are to be coordinated in advance with the COR to ensure necessary planning takes place; items should not be shipped until confirmation from the COR.

iii. Contractor is to provide the COR with shipment tracking information.

d. 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 systems are 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.

e. De-Installation Requirements

i. De-installation of the existing anesthesia system is required.

ii. Contractor is required for removal and disposal of existing system.

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

f. Training Requirements

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

1. Training shall be on the function and use of the device.

2. Training shall be on-site.

3. A quantity of two separate training visits shall be included for each site to be executed during separate weeks to account for staff coverage.

ii. Contract shall include training tuition for the technical professionals (Biomedical Equipment Support Specialists).

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

2. Training should include certification by the manufacturer.

3. Five tuitions are required for the Carestation 750 machines, and one tuition is required for the Aisys CS2 machines.

g. 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.

h. Production/Support Life

i. The Contractor shall guarantee that the products purchased will continue to be manufactured

ii. The intention of this is to not purchase equipment that will become obsolete within a short period of time from purchase.

iii. The Contractor shall guarantee manufacturer support for the equipment for a minimum of 5 years from the purchase date.

i. 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 according to the manufacturer’s recommendations (frequency and procedures).

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.

j. 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.

D. 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.

See attached document: RFI Line item worksheet-1b w COO-Martinsburg 613.

See attached document: RFI Line item worksheet-1b w COO Clarksburg 540.

See attached document: RFI Line item worksheet-1b w COO-Washington DC.

See attached document: RFI Line item worksheet-1b w COO-Baltimore-512.

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