36C24526Q0588.docx

SUBJECT*

Ophthalmic Ultrasound Console and System to Replace Aging System at DC

GENERAL INFORMATION

VA Maryland Health Care System Zachary Altner Contracting Officer (90C) 7485 New Horizon Way Frederick, MD 21703

POINT OF CONTACT*

Zachary Altner

PLACE OF PERFORMANCE

Washington DC VA Medical Center

50 Irving St. NW.

Washington DC

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

See RFQ 36C24526Q0588.

Responses are due by 06/24/2026 at 01:00 P.M. EST.

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice Send email responses to Zachary.Altner@va.gov

Combined Synopsis/Solicitation Notice

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC 2026-01).

Note to CO: Obtain the most recent Federal Acquisition Circular (FAC) from ACQUISITION.GOV Federal Acquisition Regulation

This solicitation is set-aside for Service-Disabled Veteran Owned Small Business Set-Aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334510, with a small business size standard of 1000.

The FSC/PSC is 6540.

The Washington DC VA Medical Center is seeking to purchase an ophthalmic ultrasound system. This system will be used for comprehensive diagnostic imaging, including A-scan, B-scan, UBM, and standardized echography. The current ultrasound system is aged and running on an unsupported operating system. The medical center requires a new system to conduct ophthalmic diagnostics on patients in the eye clinic.

All interested companies shall provide quotations for the following:

Supplies/Services

Ophthalmic Ultrasound Console and System Statement of Work

Contract Number:

Task Order Number:

1. Contract Title. Ophthalmic Ultrasound System

2. Background. The DC VA Medical Center is in need of a Ophthalmic Ultrasound unit for A-scan & B-scan in the eye clinic. The current equipment is approaching the end of it operational life and often experiences extensive downtime.

3. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request.

4. Specifications.

4.1 Equipment

4.2 Required Features

· Ultrasound Console – indicated for both A-scan & B-scan;

· High-resolution imaging with:

· 15 MHz B-scan probe (posterior segment)

· 50 MHz UBM probe (anterior segment)

· Biometry A-scan probe with laser aiming

· Axial resolution:

· 35 µm (UBM)

· 80 µm (20 MHz)

· 115 µm (15 MHz)

· Lateral resolution:

· 60 µm (UBM)

· 200 µm (20 MHz)

· 400 µm (15 MHz)

· Depth of field: up to 20 mm

· Frame rate: up to 16 Hz

· Cineloop: up to 400 images

· Axial length measurement for all eye types (dense cataracts, long eyes, etc.)

· Built-in IOL formulas: SRK-T, Hoffer-Q, Holladay, Haigis, Binkhorst-II, etc.

· Post-op refractive calculation with 6 keratometric correction methods

· Pattern recognition for phakic, aphakic, and pseudo-phakic eyes

· Dimensions: 445 mm (H) x 285 mm (D) x 545 mm (W) without probes

· Weight: 10.6 kg (without probes)

· Power: 80–264 VAC, 47–63 Hz, 60 VA max

· Probes equipped with a motion sensor IMUv® that provides essential real-time position of the probe on the eye and the visualization of the explored area.

· Compatible with Zeiss FORUM – Ophthalmology software

· Training & Installation Included from OEM

5. Specific Tasks.

5.1 Delivery.

i. All equipment shall be delivered to:

Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee

ii. Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).

Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345)

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

iv. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.

v. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.

vi. Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.

i. 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.

ii. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.

iii. On site visits shall be scheduled in advance with the designated on-site POC.

iv. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work.

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

vi. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas.

vii. Contractor personnel’s tool bags are subject to inspection.

5.3 Installation/Implementation.

i. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.

ii. Installation shall be completed within the period of performance.

iii. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.

iv. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use.

v. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment).

vi. The contractor shall take all necessary precautions to prevent damage to any government property. 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. 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.

5.4 Training.

i. Contractor shall be responsible for providing on-site training to clinical staff/users.

ii. Training is to be scheduled in advance with the designated on-site POC.

iii. Education shall be provided prior to and/or at time of installation.

iv. Education professional shall be certified to provide instruction on the designated equipment/system.

v. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.

i. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

ii. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.

5.6 Deliverables.

The Contractor shall provide the below documentation for the proposed equipment to VHAWASEquipmentRequests@va.gov within 10 business days of work completion:

i. Service report.

ii. Warranty information.

iii. Electronic copy of the Operators Manual.

iv. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists.

6. Hours of Operation.

DC VAMC’s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:

7. Period of Performance. Delivery within 90 days from contract award.

8. Invoicing.

Contractor shall submit a consolidated invoice once all services are completed. One all-inclusive invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice.

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System (IPPS) – The VA Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge:

http://www.tungsten-network.com/US/en/veterans-affairs/.

More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at the below phone number or email address:

Tungsten e-Invoice Setup Information: 1-877-489-6135 Tungsten e-Invoice Email: VA.Registration@Tungsten-Network.com

If you have a question about the e-invoicing program or Tungsten, please contact the FSC at the below phone number email address.

FSC e-Invoice Contact Information: 1-877-353-9791 FSC e-Invoice Email: vafsccshd@va.gov

9. Contract Type.

Firm-Fixed Priced Contract Place of Performance/Place of Delivery

50 Irving St. NW.

Washington, DC

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far.

The following solicitation provisions and clause apply to this acquisition:

1. FAR 52.212-1, “Instructions to Offerors–Commercial Products and Commercial Services”

2. FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items” All quoters shall submit the following: Please see below information in accordance to FAR 52.212-1(b).

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. [CO will include basis of evaluation in the quote/offer, e.g., Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.]

3. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services.

The following are the decision factors:

· Best value evaluation.

· The offered equipment must meet the requested characteristics listed in this Request for Quotation.

4. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/.

5. FAR 52.212-4, “Contract Terms and Conditions–Commercial Products and Commercial Services” (Nov 2023).

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

Submission of your response shall be received not later than 06/24/2026 at 1:00 P.M. EST. to Zachary.Altner@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact Zachary Altner, Contract Specialist, 240-006-2187, Zachary.Altner@va.gov Effective Date: 01/15/2026 Revision: 03