36C25523Q0785.pdf

This announcement is a SOURCES SOUGHT NOTICE, 36C25523Q0785. This sources-sought notice is for preliminary planning purposes; therefore, no proposals are being requested or accepted at this time. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACTS SHALL BE AWARDED FROM THIS NOTICE. The Wichita VA Medical Center is seeking to find potential sources that can provide Defibrillators and the necessary accessories, per the attached SOW.

The contract awarded is anticipated to be a firm, fixed price. The type of solicitation that will be issued, depends upon the responses to this notice. Issuance of a solicitation will be dependent upon the number of responses, information received, and subsequent market analysis. No reimbursement will be made for any costs associated with providing information in response to this notice or any follow up information requested. The purpose of this notice is to gain knowledge of interest, capabilities, and qualifications of various members of the Business Community. After review of the responses to this sources-sought announcement a synopsis and/or solicitation announcement may be published later. The Government must ensure there is adequate competition among the potential pool of responsive contractors. The North American Industrial Classification System (NAICS) Code applicable to this acquisition is 334510 – Electromedical & Electrotherapeutic Apparatus Manufacturing. The Small Business Size Standard for this acquisition is 1250 Employees. The location of the supported VISN 15 Medical Center is:

Dept. of Veterans Affairs Robert J. Dole VA Medical Center 5500 E. Kellogg Drive Wichita, KS 67218

All goods shall be new, unused, produced from current production components, and shall be delivered ready for use.

This is not a request for proposal and in no way obligates the Government to award any contract. Please limit your response to this synopsis to less than five pages and please include the following information:

- Your company’s name, addresses, point of contact, phone number, email address & UEI Number.

- Your company’s interest in submitting a proposal on the solicitation when it is issued.

- Your company’s capability to meet the requirements.

- Your company’s Business Size (Large or Small) and Socioeconomic Status (Veteran

Owned, SDVOSB, HUBZONE, 8(a), etc.).

- All authorized distributors and business size that are capable of providing the requested equipment

Interested companies are asked to respond to this Sources Sought Notice no later than 12:00 PM (CST) on Friday, September 15, 2023. All interested companies must be registered in SAM (http://www.sam.gov/) to be eligible for award of government contracts. Please email (only) your response to Jessica Barton at jessica.barton1@va.gov. Please reference the following solicitation number in the subject line of all correspondence submitted: 36C25523Q0785. Note:

Only e-mail responses will be accepted.

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. In accordance with 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.

STATEMENT OF WORK (SOW)

Defibrillator Fleet

1. OBJECTIVE

The Robert J. Dole VA Medical Center requires a new fleet of Defibrillators to replace the existing equipment that is at the end of their life cycle. All items shall be new, unused, and produced from current production components. The technical specifications for this requirement are highlighted below. Additionally, all equipment and accessories, installation services, and project management support shall be provided by the vendor.

2. SCOPE OF WORK

a. Vendor shall adhere to all deadlines outlined in Table 1, below

b. If delays should occur, vendor must notify CO and COR in writing, at least 14 days in advance

c. Any government requested delay for delivery, up to 90 days, shall be at no additional cost to the Government

d. The Vendor shall provide all components required to implement all listed hardware and software so the system (including all items in Table 2) is fully operational.

e. The Vendor shall provide all missing parts, features, software, and/or components, not included, to fully complete the installation at no additional cost to the Government.

f. The Vendor shall provide all labor, supervision, and any other resources required to deliver, assemble/install, and test all listed equipment.

g. The Vendor is responsible for conducting training and in-services and shall provide all labor, supervision, and any other resources required for such training and in-services.

h. All hardware, software, and services must meet the manufacturer’s and VA specifications.

i. Facility is requesting removal of existing equipment, IF not compatible with new equipment AND there is a turn-in credit offered towards the cost/price of new equipment

Table 1 scription of Vendor Task adline uipment delivery ithin 60 days from the effective date of award stall and test all newly purchased equipment ithin 90 days from the effective date of award ovide verification documentation ithin 3 business days from installation and testing of new equipment move all existing equipment and associated accessories ithin 90 days from the effective date of award mplete all onsite clinical training ithin 90 days from the effective date of award mplete all onsite technical training ithin 90 days from the effective date of award hedule operator training or to equipment delivery

Table 2

3. DELIVERABLES - Proposed products must meet all the salient characteristics and functions defined below:

CLIN 0001 - Crash Cart Defibrillators Quantity: 35 EA Specification/Salient Characteristics:

Maximum dimensions: Height 10 in; Width 12 in; Depth 13 in

Maximum weight: 15 lb

Must be operational with AC or DC

Includes AC Power Cord

Powers on as a defibrillator (not as an AED)

5-year minimum hospital warranty

Must have the following accessories, capabilities, and ability to operate in the following modes:

Physical features

SpO2 for Nellcor (not Nellcor Oximax)

NIBP

DESCRIPTION QTY

Crash Cart Defibrillators- Includes SpO2 for Nellcor, NIBP, EtCO2 (mainstream), rechargeable batteries, WiFi connectivity, and powers on in defibrillator mode;

Operator’s manual

Battery Pack- Rechargeable Lithium Ion 36 Crash Cart Defibrillator Trainer- Includes operator’s manual 1 Paddles for the Crash Cart Defibrillators 2 Post-code data review software- Includes 5-year-minimum subscription for all the crash cart and patient transport defibrillators

Defibrillator Fleet Management software- Includes 5-year-minimum subscription for all the crash carts

Clinical Training for nurses, providers, and all other clinical staff 1 Technical Training for biomedical equipment support specialists 1

Mainstream EtCO2

Color LCD screen

Pads

Single cable and pad set to monitor, pace, defibrillate, and measure CPR quality

Do not need to include pads if the Dole VA’s current pads work with these defibrillators and features

Operators’ manual

1 per defibrillator

Language: English

Provided by manufacturer and includes manufacturer’s instructions

Defibrillation

Biphasic defibrillation

Provides automatic life support defibrillation when powered on.

Ability to functions as an AED, but not when initially turned on.

Manual defibrillator to support pediatrics to adults to include automatic safety feature to eliminate the risk of delivering an adult energy level to a pediatric patient

Less than 7 seconds of charge time for a new fully charged battery

Evaluates ECG rhythm to determine if shock delivery is required

Configurations

Configurable for either CPR or shock-first driven protocols

Energy sequences can be configured for single or multiple shocks with fixed or escalating energy levels

The CPR interval length is configurable in 1-minute increments for up to 4 minutes

Wi-Fi connectivity

Allows the wireless communication of clinical and test data (no PHI)

Synchronizes the time to that of the network to negate “clock drift” and ensures time accuracy of code data.

FIPS Compliant

CPR coaching

Numeric display of CPR depth and rate for adult and pediatric patients

Visual and audio prompts to coach CPR depth for Adult patients

Release bar to ensure adequate release off the chest

Metronome to coach rate for Adult and Pediatric patients.

Indicates elapsed time since last detected chest compression

CPR artifact filtering

Removes compression-related artifact from the ECG via adaptive filtering technique

Allows clinicians to see the patient's underlying rhythm during compressions

Automated Readiness Testing

Automated defibrillator test in a ready state while connected to pads or paddles

No separate test load required to test the defibrillators

CLIN 0002 - Batteries Quantity: 36 EA Specification/Salient Characteristics:

Rechargeable

Stores history of use and maintenance

5-hour maximum recharge time

Minimum of 4 hours of continuous ECG monitoring

Minimum of 100 200 joule discharges

Low battery indication displays on the defibrillator monitor

CLIN 0003 - Crash Cart Defibrillator Trainer Quantity: 1 EA Specification/Salient Characteristics:

Maximum dimensions: Height 10 in; Width 12 in; Depth 13 in

Maximum weight: 15 lb

Must be operational with AC or DC

Includes AC Power Cord

Identical appearance, features, functions, and accessories as Crash Cart Defibrillator

Pads and batteries included

Includes 2 manufacturer-provided operators’ manuals written in English

CLIN 0004 - Paddles for the Crash Cart Defibrillators Quantity: 2 EA Specification/Salient Characteristics:

Compatible with Crash Cart Defibrillators

Same manufacturer/brand as Crash Cart Defibrillators

Used for external defibrillation

Includes shock button

Built-in pediatric electrodes

CLIN 0005 – Post-Code Data Review Software Quantity: 35 EA Specification/Salient Characteristics:

Program to collect, organize, and manage code data

Ability for instantaneous debriefing with play back of the entire code including ECG rhythms, shocks, vital signs and CPR quality.

Analyzes performance over time with daily, weekly, monthly, quarterly, and yearly trending capabilities.

5-year minimum subscription

Compatible with Crash Cart Defibrillators

Complies with requirements in Security Requirements section.

Vendor must ensure all software operating on the device provided is supported by the original manufacturer at time of delivery.

o For example, vendor shall not provide Dole VA a device utilizing the Windows XP or Windows 7 operating system as they are no longer Microsoft supported.

o Proprietary software systems are acceptable so long as vendor supports the version provided to Dole VA and it is the newest version at time of delivery.

Access to all software shall be provided to Dole VA in situations where re-installation is necessary.

Software shall be provided to Dole VA with unlimited perpetual licensing for the supported life of the device.

o In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for Dole VA consideration.

CLIN 0006 - Defibrillator Fleet Management Software Quantity: 35 EA Specification/Salient Characteristics:

Program for asset management and device readiness

Wirelessly sends defibrillator readiness status to a management portal

Reports defibrillators that fail the automated daily test and why the test failed

5-year minimum subscription

Compatible with Crash Cart Defibrillators

Complies with requirements in Security Requirements section.

Vendor must ensure all software operating on the device provided is supported by the original manufacturer at time of delivery.

o For example, vendor shall not provide Dole VA a device utilizing the Windows XP or Windows 7 operating system as they are no longer Microsoft supported.

o Proprietary software systems are acceptable so long as vendor supports the version provided to Dole VA and it is the newest version at time of delivery.

Access to all software shall be provided to Dole VA in situations where re-installation is necessary.

Software shall be provided to Dole VA with unlimited perpetual licensing for the supported life of the device.

o In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for Dole VA consideration.

CLIN 0007 – Shipping and Delivery Quantity: 1 JB Vendor shall deliver all equipment to:

Robert J. Dole VA Medical Center ATTN: Biomedical Engineering 5500 E. Kellogg Wichita, KS 67218

Ensure that equipment is sent to the Attention of Biomedical Engineering Include the PO Number on the shipping label.

Deliver materials to the facility in manufacturer's original sealed boxes or containers with brand name marked thereon.

Package to prevent damage or deterioration during shipment, handling, and storage.

Maintain protective covering in place and in good repair until delivery is necessary.

Vendor shall conduct a pre-delivery meeting at least 3 days prior to delivery date for verification of delivery and installation dates.

Delivery of oversized, palletized orders, or orders that contain a large number of components will be coordinated with the COR who will communicate internally with Warehouse Staff.

Vendor shall adhere to all equipment delivery deadlines outlined in Table 1.

CLIN 0008 - Assembly, Installation, and Testing

Vendor shall be responsible for:

Vendor responsible for assembly and installation of systems after notification from COR (or designee) that it has been delivered to station.

Install shall include unboxing and transportation of equipment to final use location.

Installation shall include implementation and testing of all purchased interfaces to VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, O&IT staff, and others identified as needed.

Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device/system.

Vendor must test and verify all equipment, components, and accessories are fully operational and ready for use in accordance with manufacturer’s recommendations, including: Crash Cart Defibrillators, Crash Cart Defibrillator Trainers, batteries, paddles, manuals, and software associated with the purchase agreement.

Vendor must provide documentation of their verification. At a minimum, documentation must include equipment serial numbers, work completed, date completed, company name, and name and signature of the who completed the work.

Vendor shall adhere to all assembly, installation, and testing deadlines in Table 1.

Vendor shall adhere to all equipment removal deadlines outlined in Table 1.

Facility is requesting the removal of (35) existing Defibrillators, trainer, and associated accessories, (including pads, paddles, batteries, trainers, etc.), if not compatible with new defibrillator fleet, AND a trade-in value can be incorporated in total cost of new equipment, as outlined in section 2, specifically the defibrillators and the trainer.

CLIN 0009 – Clinical Training

The Vendor shall provide:

Training program for in-house clinical personnel.

Training for clinical personnel must provide nurses, providers, and all other clinical staff with the tools and knowledge to fully operate the devices and conduct checks per the manufacturer’s instructions and hospital regulations, as well as answer any questions personnel may have regarding the new equipment.

Training must also equip education personnel to provide refresher training to current clinical staff and to train new clinical staff for future training sessions, following this training.

Vendor shall provide on-site training of the equipment to the clinical users according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with COR (or designee) who will communicate internally with appropriate VA staff.

If applicable, Vendor shall include all travel, registration, and other associated costs to provide this training in their proposal.

CLIN 0010 – Technical Training

The Vendor shall provide:

Training program for the biomed technicians.

Technical training must provide up to 10 biomed personnel with the tools and knowledge to fully operate, maintain, troubleshoot, and repair the system per OEM standards, as well as answer any questions personnel may have regarding the new equipment.

Vendor shall provide on-site training of the equipment to the technical users according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with COR (or designee) who will communicate internally with appropriate VA staff.

If applicable, Vendor shall include all travel, registration, and other associated costs to provide this training in their proposal.

CLIN 0011 - Warranty & Service

The Vendor shall provide:

All manufacturers’ warranty with products upon delivery.

Warranty – The system, all accessories, and all software shall be covered under the manufacturer’s warranty and shall include all parts and labor for at least one year following acceptance by the VAMC.

A manufacturer’s factory-trained Field Service Engineer shall perform installation and maintenance during the warranty period.

The warranty period shall not begin until after the Dole VA COR or designee has accepted the products delivery, installation, and functionality.

The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration.

All available software updates and security patches will be made available to the Dole VA during the warranty period.

Vendor shall provide documentation of all work completed (corrective maintenance, preventive maintenance, software updates, etc.) within 3 business days of completion.

At a minimum, documentation must include equipment serial numbers, work completed, date completed, company name, and name and signature of the who completed the work.

Vendor shall provide response to applications and technical calls within 8 hours.

Vendor shall ship replacement parts within 48 hours of identifying necessity by Dole VA

Biomedical Engineering staff.

4. HOURS OF OPERATION

Normal hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Standard Time, excluding Federal holidays.

The Government hereby provides notice and Vendor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

New Year's Day January 1 Martin Luther King's Birthday Third Monday in January President's Birthday Third Monday in February Memorial Day Last Monday in May Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas December 25

In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Executive Order;

Any other day designated by the President’s Proclamation; and Any other day designated by Federal Statute.

All services shall be performed during normal hours unless otherwise scheduled with the COR.

Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or designee).

All agreed-upon work scheduled outside normal business hours shall be at no additional cost to the Government.

5. SITE CONDITIONS AND PROTECTION OF PROPERTY

Vendor representatives must check in with Dole VA Biomedical Engineering when they arrive on-site and check out upon completion of work each day.

Vendor on-site visits shall be coordinated with the COR (or designee) before being scheduled or conducted.

There shall be no smoking on Dole VA premises at any time.

Eating and drinking are not allowed inside the hospital, except for in the Canteen Dining area.

Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.

Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes, but is not limited to, removal of packaging and a clean sweep/mop of the area as required by work type.

Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the building(s), grounds, and furnishings. The Vendor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Vendor.

The Vendor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work to ensure that the Vendor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Vendor. The source of all repairs beyond simple surface cleaning is the facility construction Vendor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Vendor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

Vendor staff shall minimize noise as much as possible while working in all buildings.

Vendor is responsible for providing all PPE necessary for their work.

The Vendor shall be responsible for security of the areas in which the work is being performed prior to completion.

6. SECURITY REQUIREMENTS

Network Security-

The C&A requirements do not apply, and that a Security Accreditation Package is not required Cerner Compatibility