36C25526Q0453.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Audiology Exam Chair | Columbia (MO) VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25526Q0453

RESPONSE DATE/TIME/ZONE 07-01-2026 5:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339113

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist

Ron Castle ronald.castle@va.gov

(913) 946-1107

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

Harry S. Truman VA Medical Center

800 Hospital Dr.

Columbia MO

POSTAL CODE 65201

COUNTRY USA

DESCRIPTION

Exam Chair

THIS IS A REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposals abstracts, or quotations. The purpose of this RFI/Sources Sought Notice is for market research purposes only, to obtain information in regards availability of specified products, services, or a combination of both products and services, and to identify potential sources capable of providing products or performing services in accordance with the requirements below. Responses to this notice will be used by the Government to make appropriate acquisition decisions.

DISCLAIMER: This RFI/Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI/Sources Sought Notice that is marked as proprietary will be handled accordingly. 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.

If a solicitation is issued it shall be announced at a later date and all interested parties must respond to that solicitation announcement separately from the response to this RFI/Sources sought notice. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Submission of price, delivery, other market information, or capabilities for planning purposes are authorized. However, responses to these notices are not offers and cannot be accepted by the Government to form a binding contract IAW FAR 15.201(e).

RESPONSES TO THIS NOTICE:

Responses to this notice must be submitted to Ronald Castle via email at ronald.castle@va.gov.

Telephone responses shall not be accepted.

Responses must be received no later than July 1st , 2026, at 05:00 pm CST.

BASED ON THE BELOW REQUIREMENT PLEASE PROVIDE RESPONSES TO THE

FOLLOWING:

A. RESPONSES FOR ALL REQUIREMENT TYPES:

mailto:ronald.castle@va.gov

SOURCES SOUGHT NOTICE

REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

1. Company Name:

2. Company Address:

3. SAMS UEI:

4. Company POC:

5. Phone Number:

6. EMAIL:

7. Is your company considered a small business IAW the NAICS identified in this RFI/Sources Sought Notice? If so, 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.)?

NAICS: 339113 NAICS SIZE STANDARD: 800 Employees

8. If your company is considered a large business, does your company have any authorized small business distributors/suppliers, service providers, and/or does your company sub-contract to small business concerns?

a. If so, please provide the company name, company POC, and small business status (if available):

9. Does your company have the required staffing, equipment, licenses, certification, and/or authorization letters to provide the products and/or services for this sources sought?

10. Is your company an authorized distributor/supplier and/or service provider (or equivalent) of the products and/or services identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

11. Does your company currently hold a Federal Supply Schedule (FSS) contract with GSA, the VA National Acquisition Center (NAC), or NASA SEWP; or does your company hold a contract with the VA Strategic Acquisition Center (SAC); or have any other federal contract that can be utilized to procure the products and/or services identified in this sources sought?

a. If so, please provide the name of the agency, contract number, contract start date, and contract end date.

b. Are the products and/or services identified in this sources sought available on the contract/agreement schedule? Please explain if all or part of the deliverables of this sources sought are available by the contract/agreement schedule.

12. Please submit a capabilities statement that provides clear, compelling, and convincing evidence that your company can meet the requirements outlined in this sources sought.

13. COMMENTS: Please provide recommendations that may be pertinent to the improvement of the Statement of Requirements and potential solicitation.

B. RESPONSES FOR PRODUCTS (I.E. SUPPLIES AND EQUIPMENT)

1. Is your company the manufacturer of the product(s) identified in this sources sought?

IF NOT:

a. Is the manufacturer of the products identified in this sources sought considered to be a small business concern IAW the NAICS Size standard for this sources sought.

b. Is your company primarily engaged in retail or wholesale trade for the products identified in this sources sought?

c. Is your company an authorized distributor/supplier (or equivalent) of the products identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

d. Non-Manufacturer rule compliance: If Applicable, please confirm that your company complies with the Non-Manufacturer rule in that:

1. The products your company provides are manufactured by a small business.

2. The total number of employees at your company does not exceed 500.

3. Your company is primarily engaged in the retail or wholesale of the products identified in this sources sought.

4. Your company takes ownership/possession of the products in a manner consistent with industry standards.

2. Does your company offer comparable products other than the brand identified in this sources sought?

IF SO:

a. Do the products your company provide meet or exceed the salient characteristics of the brand identified in this sources sought in terms of functions to be performed;

performance requirements; and/or essential physical characteristics?

b. Please provide a factual comparison of your company’s alternate products and explain how those products can provide equal or better value to the Government when compared to the brand identified in this sources sought.

3. Are the products your company provides in response to this sources sought considered Commercial Off the Shelf (COTS) items IAW FAR 2.101 “Commercial Items”?

4. What is the delivery/lead time of the products your company provides?

5. Are there scaled delivery/lead times with greater quantities? Please elaborate.

6. What is the current life cycle of the products your company provides?

7. Are there any maintenance requirements/recommendations associated with the products your company provides in response to the sources sought? If so, please provide the recommended/required maintenance frequencies/schedule and estimated cost annual cost.

8. Does your company alter, modify, or change the products identified in this sources sought? If so, please identify how the products are altered, modified, or changed.

9. Are the products your company provides in response to this sources sought manufactured in the United States of America (USA) IAW FAR Part 25, FAR Clause 52.225.1, and FAR Provision 52.225-2?

If Not:

a. Please provide the name of the country where the products are manufactured.

b. Is the country where the product(s) are manufactured subject to any trade agreements with the United States of America IAW FAR Part 25?

SOURCES SOUGHT DISCRIPTION:

The Department of Veteran Affairs, Network Contracting Office 15 (NCO 15) is seeking sources that can provide dental furniture in accordance with (IAW) the below requirement and North American Industry Classification System (NAICS) code 339113 with a size standard of 800 employees.

REQUIREMENT:

SCOPE OF WORK

1.0 Introduction

This Statement of Work (SOW) defines the requirements of the Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla in establishing a fixed-price order for Ophthalmic Tables, Refractor, Vestibular Chair & Portable Microscope.

1.1 Background

Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla requires Ophthalmic Tables, Refractor, Vestibular Chair & Portable Microscope to outfit the new facility and provide services for the VA.

1.2 Scope

The scope of this purchase order is to provide Harry S Truman VA Medical Center - Multi- Specialty CBOC – Rolla with the products outlined for delivery to the Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla location. Contractors shall furnish all requirements.

The initial delivery will be to an offsite warehouse to support installation timelines. The warehouse location is 2701 Vandiver Dr. Columbia, MO 65202. The warehouse will be available June 1st, 2026 – May 31st,2027. Initial Outfitting Transition and Activation team will be responsible for delivery to Rolla Super CBOC with estimated delivery dates are November 2nd, 2026 – January 8th, 2027. Specific installation dates will be defined upon award.

The delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date due to construction delays. The awardees’ actual delivery dates will be confirmed by VA upon award.

The Contractor shall provide services and support at the locations identified in this Scope of Work. The Government reserves the right to add, remove, or modify locations and facilities as mission requirements evolve across the current and future operational footprint. The Contractor shall accommodate these changes within the scope of the contract without disruption to services. Any adjustments to pricing, schedule, or resources resulting from such changes shall be addressed through the appropriate contractual modification process in accordance with the applicable Changes clause.

2.0 General Requirement

All equipment to be supplied under the specifications shall be the newest and the most current model of a standard product of a manufacturer of record. A manufacturer of record is defined as a company whose main occupation is the manufacture for sale of the items of equipment and which:

a. Maintains a factory production line.

b. Maintains a stock of replacement parts for the item.

c. Maintains engineering drawings, specifications, operating manuals and maintenance manuals.

d. Has published and distributed descriptive literature and equipment specifications on the equipment.

Any equipment or service as applicable must be in compliance with the Memorandum dated March 6th, 2025, Subject: Electronic Health Record Modernization Standardization (VIEWS 12862405).

Requirements:

Description/Part Number* Qty Chair, Exam, Audiology 1 Table, Instrument, Ophthalmic, Multiple 3 Refractor / Keratometer, Automatic 1 Microscope, Operating, Portable, General Use 1

Specifications:

1. | Chair, Exam, Audiology

a. Exam chair with low lift (20H to 22.5H inches).

b. Features manual recline, solid aluminum construction, illuminated membrane switch control, multi-position articulating headrest, anti-viral upholstery, foot pedal, single button folding armrests, and ergonomically contoured cushions.

c. Multi-position full range articulating headrest

d. Manual recline with an incorporated ambidextrous handle

e. Ergonomically contoured cushions with anti-viral upholstery

f. Elevation Stroke: 9-12.5 inches

g. Voltage: 120V: 5A: 60Hz

h. Rotation Angle: 355 degrees

i. Minimum chair capacity: 500 lbs.

2. | Table, Instrument, Ophthalmic, Multiple

a. Adjustable table height with synchronized table legs table for two diagnostic eye instruments.

b. Height adjustability from 23 to 49 inches.

c. Wheelchair accessible in all positions.

d. Switch Panel with LED display and 3- memory storage.

e. 300 lb. table load capacity.

f. 120v/60hz must have power pass through.

g. Casters for RSF flooring.

h. Heavy duty powered legs and durable tabletop construction.

i. Anti-collision safety system that enhances patient's comfort and safety.

3. | Refractor / Keratometer, Automatic

a. Shall be a combined autorefractor, keratometer, and wavefront analyzer in a single integrated unit.

b. Shall be intended for ophthalmology and optometry clinical use, including pre-and post-operative assessment.

c. Shall be a table-top, non-contact optical diagnostic system.

d. Compact, user-friendly design with wide 8.5 inch color touchscreen display

e. Measurement Capabilities:

i. Shall perform objective autorefraction measurements.

ii. Shall perform keratometry measurements of corneal curvature.

iii. Shall provide wavefront aberration analysis, including higher-order aberrations.

iv. Shall support binocular measurement capability.

v. Shall measure pupil size under varying illumination conditions.

vi. Shall provide corneal diameter (white-to-white) measurement.

f. Refractive Measurement Ranges (or Equivalent):

i. Spherical measurement range of approximately -25.00 D to +22.00 D or greater.

ii. Cylindrical measurement range of approximately 0 to ±10.00 D or greater.

iii. Axis measurement range of 0° to 180°.

iv. Keratometry radius range of approximately 5.0 mm to 9.0 mm or equivalent.

g. Wavefront & Optical Analysis

i. Shall utilize wavefront sensing technology (e.g., Hartmann-Shack or equivalent).

ii. Shall provide Zernike polynomial analysis or equivalent wavefront data representation.

iii. Shall support analysis under natural pupil and dilated pupil conditions.

h. Alignment & Imaging

i. Shall include an automatic alignment and focusing system.

ii. Shall include fixation target(s) to assist with accurate patient alignment.

iii. Shall include anterior eye imaging capability for alignment and documentation.

i. Display & User Interface

i. Shall include an integrated color display for data visualization.

ii. Shall provide graphical and numerical output of measurement results.

iii. Shall support operator-guided workflows to reduce user variability.

j. Data Management & Connectivity

i. Shall store measurement data locally on the system.

ii. Shall have build in printer

k. Physical & Electrical Requirements

i. Shall be designed for standard clinical exam room installation.

ii. Shall operate on standard U.S. electrical power (120V, 60 Hz).

iii. Shall include all necessary power supplies and cabling.

l. Safety & Compliance

i. Shall be FDA cleared for clinical diagnostic use.

ii. Shall comply with applicable IEC and ISO standards for ophthalmic diagnostic equipment.

iii. Shall meet VA electrical and safety requirements.

m. Accessories & Documentation

i. Shall include all standard accessories required for normal operation.

ii. Shall include operator/user manuals in English.

iii. Shall include manufacturer-recommended calibration and startup procedures.

4. | Microscope, Operating, Portable, General Use

a. Portable operating microscope complete with objectives and stand.

b. Unit consists of a binocular microscope body equipped with a range of accessories for co-observation, documentation and illumination.

c. Control knobs are equipped with sterilizable handles.

d. Mounted on a large swinging-arm stand.

e. Used in surgical procedures for magnification of the operating field.

f. Optical Performance

i. Binocular stereoscopic operating microscope suitable for ophthalmic microsurgery

ii. Optical system providing clear, high-resolution image quality suitable for anterior and posterior segment procedures

iii. Continuous zoom magnification with a usable range appropriate for ophthalmic surgery

iv. Sufficient depth of field and field of view to support microsurgical visualization

v. Adjustable interpupillary distance and diopter compensation for surgeon vision correction

g. Illumination

i. Integrated coaxial illumination system

ii. Illumination shall provide uniform, shadow-free lighting across the surgical field

iii. Red reflex capability suitable for ophthalmic procedures

iv. User-adjustable illumination intensity

h. Microscope Positioning

i. Microscope head shall allow smooth vertical, horizontal, and angular positioning

ii. Balanced system allowing repositioning with minimal effort

iii. Locking mechanisms to maintain microscope position during surgery

i. Mobile Stand

i. Mobile floor stand specifically designed for ophthalmic surgical use

ii. Stand equipped with medical-grade casters

iii. Locking or braking mechanism to secure the stand during procedures

iv. Stand shall provide adequate stability to minimize vibration and drift

v. Footprint suitable for maneuvering within an operating room environment

j. Surgeon Controls

i. Foot control unit provided as standard

ii. Foot control shall allow hands-free operation of:

1. Focus

2. Zoom or magnification

3. Illumination intensity

k. Ergonomics

i. Adjustable binocular tube angle to support ergonomic positioning

ii. Suitable for use by seated or standing surgeons

iii. Configuration designed to support prolonged surgical procedures

l. Accessories and Expandability

i. System shall support the addition of standard ophthalmic accessories, such as:

1. Assistant viewing tube

2. Imaging or camera adapter

ii. Accessories may be provided as optional items

m. Safety and Compliance

i. Medical-grade electrical system suitable for operating room or clinical use

ii. Compliant with applicable FDA regulations

iii. Compliant with applicable IEC and UL medical electrical safety standards

iv. Design suitable for routine cleaning and infection control

n. System Configuration

i. System shall include, at a minimum:

1. Mobile stand

2. Microscope head

3. Integrated illumination system

4. Foot control unit

ii. All components required for full clinical functionality shall be included

3.0 Work Hours:

Normal business hours are 8:00AM to 4:30PM Monday thru Friday excluding Federal Holidays.

Work completed outside this time shall be requested through the Point of Contact.

The Government recognized US holidays are: New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Juneteenth, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

4.0 Delivery and Receiving:

Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Activations POC: Connie Heyer, E:

connie.heyer@goenergistics.com, P: 912-585-8207 prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Delivery shall be freight on board (FOB) – Destination.

Installation Address:

Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla 13063 Old Wire Rd Rolla, MO 65401-000

Vendor Delivery paperwork requirements:

Vendors must provide packing slips with a line-by-line inventory for each item in the delivery to include description and serial number for each item so that items can be entered into the VA property book upon arrival to site or warehouse.

5.0 Period of Performance:

Period of performance will be from November 2nd, 2026 – January 31st, 2027, giving the vendor time deliver the product and install, to each listed location, after award.

6.0 Installation

The contractor shall be responsible for the installation, performance verification and validation of the structural components with a VA Activations member who will accept the equipment.

mailto:connie.heyer@goenergistics.com

All requested products shall be completely manufactured as specified and delivered to the respective delivery locations as described above.

White glove installation shall be included for all products provided under this award.

Coordination will need to occur between COR, Activations PM and the GC for utility connections.

No onsite trash will be available. Trash removal is the responsibility of the vendor to remove waste from the site at time of installation. If installation requires multiple days, trash collection and removal shall occur at the end of each day.

7.0 Warranty and Support:

The contractor shall provide a manufacture’s two-year, free replacement warranty on units with normal wear and tear, including free return shipping, from date of delivery.

8.0 Use of Premises

If during the performance of this contract, work will be carried out on Harry S Truman VA Medical Center - Multi-Specialty CBOC – Rolla premises, the vendor shall perform all work in such a manner that will cause a minimum interference with operations and the operations of other contractors on the premises.

The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor prior to and during delivery and installation activities.

The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors’) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests).

9.0 GOVERNMENT AND CONTRACTOR RESPONSIBILITIES

VA shall provide the contractor with copies of documents that the VA is required to provide.

The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

The contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews if necessary. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the activations PM.

The contractor assumes full responsibility for the delivery of the goods and shall assume all the duties, responsibilities and obligations associated with the prime contractor.

The contractor assumes liability for its subcontractors and shall ensure that its subcontractors shall comply in all respect with the relevant terms of this agreement to the extent that it or they are retained by the Contractor.

The contractor shall deliver the goods to the Harry S Truman VA Medical Center - Multi- Specialty CBOC – Rolla locations listed in section 4.0 Delivery Requirements.