36C25526Q0665.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

589-26-1-4804-0004

36C25526Q0665

Tracie Raggs tracie.raggs@va.gov 913-946-1148 09-22-2026

08:00 CDT

36C255 Department of Veterans Affairs Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway

Leavenworth KS 66048

X

339112

1000 Employees

Net 30 Days

N/A

Robert J. Dole VA Medical Center

5500 E. Kellogg Avenue Wichita KS 67218

36C255

Department of Veterans Affairs Network Contracting Office (NCO) 15

36C255

Department of Veterans Affairs Financial Services Center http://www.fsc.va.gov/einvoice.asp

Austin TX

877-353-9791 512-460-5429

See CONTINUATION Page

This solicitation is for the purchase of Surgical Video Equipment for the Wichita VA Medical Center.

This solicitation uses a Brand Name requirement: Stryker Camera Control Unit System.

See Statement of Work and Schedule for further details.

Responses to this solicitation must include equipment brochures.

Responses must include proof of being an authorized distributor.

See CONTINUATION Page

Tracie Raggs Contracting Officer

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 STATEMENT OF WORK

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.4 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...40

C.5 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

(DEVIATION APR 2026)

C.6 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025)

(DEVIATION)

C.7 52.240-93 BASIC SAFEGAURDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (DEVIATION) (NOV 2025)

C.8 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020)

C.9 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA

BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023)

C.10 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

BUSINESS ASSOCIATE AGREEMENT BETWEEN THE DEPARTMENT OF

VETERANS AFFAIRS VETERANS HEALTH ADMINISTRATION, , AND

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025) (DEVIATION)

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.4 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION)

E.5 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025)

(DEVIATION)

E.6 52.225-2 BUY AMERICAN CERTIFICATE (OCT 2022)

E.7 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.8 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS

AND CERTIFICATIONS (NOV 2025) (DEVIATION)

E.9 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS (NOV 2020)

E.10 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.11 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (OCT 2025) (DEVIATION)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C255

Department of Veterans Affairs

Network Contracting Office (NCO) 15

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Upon delivery, inspection, and acceptance of line items

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA Financial Services Center (FSC) http://www.fsc.va.gov/einvoice.asp http://www.fsc.va.gov/einvoice.asp

B.2 STATEMENT OF WORK (SOW)

Surgical Video (ORs)

1. OBJECTIVE

The Robert J. Dole VA Medical Center (Dole VA) requires new surgical video equipment to replace the current video system that is end of life. All items shall be new, unused, and all equipment and accessories, software, installation, training, and project management support shall be provided by the vendor. The technical specifications for this requirement are described below.

2. SCOPE OF WORK

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

b. If delays occur, the vendor must notify CO and POC 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 so that the equipment outlined in Section 3 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 manufacturers and VA specifications.

i. Facility is requesting removal of existing equipment, if there is a turn-in credit offered towards the cost/price of new equipment.

Table 1

Description of Vendor Task Deadline Notify POC of equipment delivery At least 10 business days prior to delivery Schedule operator training Prior to equipment delivery Equipment delivery Within 60 days from the effective date of award Install and test all newly purchased equipment

Within 90 days from the effective date of award

Provide verification documentation Within 3 business days from installation and testing of new equipment

Remove all existing equipment and associated accessories

Within 90 days from the effective date of award

Complete all onsite clinical training Within 90 days from the effective date of award Complete all onsite technical training Within 90 days from the effective date of award Complete all onsite training for cleaning personnel

Within 90 days from the effective date of award

3. DELIVERABLES

Proposed products must meet all the salient characteristics and functions defined below:

HARDWARE & SOFTWARE

Camera Control Unit Quantity: 6 EA Specification/Salient Characteristics:

• Minimum resolution: 4K

• Scalable to accommodate future advancements in peripheral device integration and control

• The ability to assess perfusion for open surgery

• Intuitive capacitive touch screen LCD interface for ease of operation

• Capable of accommodating up to 10 different surgical specialties settings for optimal color resolution and brightness

• User-friendly and easily understood by nursing staff

• The ability/compatibility to see lighted ureteral stents that when placed, emits infrared light that can be detected to visualize the ureters (critical anatomy) in real time

• The ability to see fluorescence in 4K and lighted ureteral stents simultaneously

• CF Rated

• Capable of visualizing and highlighting lung and ovarian cancer

• Can showcase over 1 billion reproducible colors

• Includes dynamic range enhancements that improve visualization in both the highlights and shadows of the picture to increase clarity and details across the image

• Has technology been built into the system designed to reduce the effects of RF

• 5 advanced imaging modes of fluorescence for visualization to accommodate multiple specialties all in 4K

Light Source

Quantity: 6 EA Specification/Salient Characteristics:

• It has technology that is designed to increase patient and operating rooms safety by minimizing the amount of time the light source is on, making patient and drape burns less likely

• Gives real time adjustments of light output to optimize visualization in every surgical scene

• 2 infrared lasers for advanced imaging (fluorescence/lighted stents)

• Gives visualize feedback to showcase when light cable is properly seated

32” 4K Wireless Transmitter

Quantity: 4 EA Specification/Salient Characteristics:

• Wirelessly transmits 4K and 1080p signals

• Improve safety and workflow efficiencies in the OR

• Eliminate tripping hazards from cabling on the ground

• Enable a seamless linking process with LED confirmation & permanent and non-permanent pairing options 32” 4K Wireless Receiver

Quantity: 3 EA Specification/Salient Characteristics:

• Wirelessly receives 4K and 1080p signals

• Improve safety and workflow efficiencies in the OR

• Eliminate tripping hazards from cabling on the ground

• Enable a seamless linking process with LED confirmation & permanent and non-permanent pairing options

32” 4K OLED Surgical Display & Covers

Quantity: 11 EA Specification/Salient Characteristics:

• Resolution: 4096 x 2160

• Size: 32” corner to corner

• Ability to represent 1.07 billion different colors

• Offers crisp contrast ratio of 1,000,000:1

• OLED technology with self-illuminating pixels, eliminating the need for external backlighting

• 0.1 ms response time for no detectable image lag

• 14.0 lbs. for easy installation in both integrated and cart-based rooms

• 9 preset surgical specialties

• Includes 32" 4K OLED display covers

OLED Surgical Display Cover Quantity: 11 EA Specifications/Salient Characteristics:

• Intended to protect your displays from scratches/damage prolonging your investment

• Easily removable for cleaning

• Quick and seamless “install”

• Highly durable

Camera Head Quantity: 12 EA Specification/Salient Characteristics:

• CMOS 3-Chip camera technology designed for enhanced light sensitivity and increased patient safety

• Programmable to control OR equipment from camera head

• Ergonomic lightweight design for minimally invasive surgery

Insufflator

Specifications/Salient Characteristics:

• Enhances image clarity

• For laparoscopic and robotic surgery

• Removes surgical smoke for a safer work environment

• 6 unique operating modes

• All-inclusive system with integrated heating, humidification, and smoke evacuation capabilities

• 4 interchangeable tube set options

Light Cable

Specifications/Salient Characteristics:

• Scope sensing technology that automatically turns the light off when the scope is disconnected from the light cable

• Fiber optic cable

• Compatible Advanced Imaging modes o Fluorescence o Consistent lighting in small cavities o Auto light feature o Overlay mode to highlight ICG o Contrast mode

Portable Handheld Fluorescence Imager Quantity: 1 EA Specifications/Salient Characteristics:

• Intuitive operator controls

• Comfortable single-handed operation

• Indicated for fluorescence imaging of blood flow and tissue perfusion before, during, and after vascular, gastrointestinal, organ transplant, and plastic, microsurgical, and reconstructive surgical procedures

• System is used to perform intraoperative fluorescence imaging and visualization of the lymphatic system, including lymphatic vessels and lymph nodes

• 1080p x 60fps

• Indicated for use in adult and pediatric patients one month of age and older

• Combine enhanced fluorescence signal information with vivid white light images in real-time

• 4 fluorescence modes for visualization

• Software allows the surgeon to further evaluate the intensity of the fluorescence signal in real time through relative percentage values and a color maps mode

• The ability to visualize lymphatic channels through the skin.

Portable Handled Fluorescence Imager Video Processor Quantity: 1 EA Specifications/Salient Characteristics:

• Features a timer that is automatically activated when fluorescence is detected, and icons indicating ingress and the fluorescence assessment window

• Involves no ionizing radiation and utilizes a non-nephrotoxic fluorescence imaging agent with a very short half-life thus allowing surgeons to repeat intraoperative perfusion assessment numerous times throughout the procedure

• The ability to visualize lymphatic channels through the skin.

Secondary Monitor Roll Stand Quantity: 3 EA Specifications/Salient Characteristics:

• Intended to support a secondary monitor that is used in operating rooms.

• Intended to be used as a peripheral observation station that is used for viewing images

• Power supply bracket

• 5 cable clip brackets for cable management

• Pneumatic pressure height adjustment

• 2 locking casters

• Swivel adjustment lever

Mobile Surgical Equipment Cart

Specifications/Salient Characteristics:

• Monitors stow feature & adjustable arm increases maneuverability and transport with ease

• Data port panel on back of cart provides access to connect peripheral devices

• Integrated cable management system for less clutter of cables

• No doors, giving increased access points and reduced footprint

• Interchangeable shelves

Laparoscope Autoclavable 5.4mm 0 Deg 30cm

Specifications/Salient Characteristics:

• Built in technology to visualize fluorescence and advanced imaging in 4K

• Bulit in adapter to optimize technology that turns off light cable when not in use saving patient/drape burns

• Each rod lens is coated with proprietary technology, allowing users to toggle between white light and fluorescence modes without delay or compromise in image quality

Laparoscope Autoclavable 5.4mm 30 Deg 30cm

Specifications/Salient Characteristics:

• Bulit in adapter to optimize technology that turns off light cable when not in use saving patient/drape burns

• Built in technology to visualize fluorescence and advanced imaging in 4K

• Each rod lens is coated with proprietary technology, allowing users to toggle between white light and fluorescence modes without delay or compromise in image quality

Laparoscope Autoclavable 10mm 30 Deg 33cm Quantity: 3 EA Specifications/Salient Characteristics:

• Bulit in adapter to optimize technology that turns off light cable when not in use saving patient/drape burns

• Built in technology to visualize fluorescence and advanced imaging in 4K

• Each rod lens is coated with proprietary technology, allowing users to toggle

Laparoscope Autoclavable 10mm 0 Deg 33cm

Specifications/Salient Characteristics:

• Bulit in adapter to optimize technology that turns off light cable when not in use saving patient/drape burns

• Built in technology to visualize fluorescence and advanced imaging in 4K

• Each rod lens is coated with proprietary technology, allowing users to toggle

Cystoscope/Hysteroscope Autoclavable 4mm 30 Deg Quantity: 4 EA Specifications/Salient Characteristics:

• Indicated for use in Urology/GYN cases

• Advanced imaging capabilities to localize bladder tumors

Cystoscope/Hysteroscope Autoclavable 4mm 0 Deg

Specifications/Salient Characteristics:

• Indicated for use in Urology/GYN cases

• Advanced imaging capabilities to localize bladder tumors

Arthroscope Autoclavable 4K 4mm 30 Deg Quantity: 5 EA Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• 165mm working length

• 105 Deg field of view

Arthroscope Autoclavable 4K 4mm 70 Deg

Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• 165mm working length

• 105 Deg field of view

Arthroscope Shaver and Bur Handpiece

Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• Ability to run up to 12,000 RPM’s

• Chip technology – Each disposable is individually programmed with optimized settings

• Straight, Hip, Small-Joint, and Angled Offerings

• ‘Subchondral drill’ option designed for efficient microfracture by plugging directly into handpieces

Arthroscope Resection Console Quantity: 3 EA Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• Two-in-one console and footswitch

• Technology allows to integrate with an arthroscopy pump, optimizing suction and flow rates per disposable

• Integrated foot pedal controls energy probe, shaver handpiece, and arthroscopy pump functionality

• Ability to change COAG intraoperatively from 19 to 56 watts

• Fully customizable for surgeon specific RPM, COAG and CUT settings.

Arthroscope Resection Console Footswitch

Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• Ability to control both radio frequency and shaver functionality

• Eliminates the need for a second foot pedal

• Programmable button mapping to accommodate surgeon preferences

Arthroscope Fluid Management Console Quantity: 3EA Specifications/Salient Characteristics:

• Indicated for use Arthroscopy cases

• Integrates with shavers and radio frequency devices by optimizing suction rate for each disposable

• Surgeon-profiles can be pre-programmed to control features like joint pressure and flow, shaver and radio frequency settings, on screen displays, and footswitch and hand control settings

• Built in intelligence system providing users “how to” instructions for each console features and function

Pencil Obturator 5.8 MM Pump Cannula

Specifications/Salient Characteristics:

• Surgical grade Stainless Steel

• Used to avoid fluid leakage and allow smooth sliding of instruments.

• Smooth low friction surfaced.

4.0 Operative Inner Sheath

Specifications/Salient Characteristics:

• Surgical grade Stainless Steel

• Reusable

4.0 Operative Outer Sheath

Specifications/Salient Characteristics:

4.0 Diagnostic Inner Sheath

Specifications/Salient Characteristics:

4.0 Diagnostic Outer Sheath

Specifications/Salient Characteristics:

Instrument Endoscope Tray

Specifications/Salient Characteristics:

• Surgical grade Stainless Steel

• Safe storage for endoscope camera

Laparoscope Tray

Specifications/Salient Characteristics:

• Surgical grade Stainless Steel

• Safe storage for laparoscope camera

Urology Gynecology Accessories Tray

Specifications/Salient Characteristics:

• Surgical grade Stainless Steel

• Safe storage for urology/gynecology accessories

5.8 cannulated w/ 2 rotating stopcocks

Quantity: 6 Specification/Salient Characteristics:

• Allows for outflow/inflow to be controlled by the Surgeon.

Adapter Speed-Lock Cystoscopes

Quantity: 6 Specification/Salient Characteristics:

• Adapter that allows for scopes to be quickly attached to camera head

Cutter/Cannula 4.5mm

Quantity: 5 Specification/Salient Characteristics:

• A cutter cannula features a unique cutting edge to facilitate tissue resection and is compatible with instruments such as shavers

Obturator 4.5mm Quantity: 5 Specification/Salient Characteristics:

• Helps create and maintain an access path for inserting instruments and an arthroscope into a joint

Cutter Bur Cannula 5.6mm

Specification/Salient Characteristics:

• Allows for the precise resection (cutting and removal) of tissue and bone within a joint or surgical site, often while providing visualization and fluid management for the procedure.

Obturator 5.6mm

Specification/Salient Characteristics:

• Helps create and maintain an access path for inserting instruments and an arthroscope into a joint

Irrigation Adapter Quantity: 5 Specification/Salient Characteristics:

• flushes the surgical site with sterile fluid to keep it clean, remove debris and bacteria, and maintain clear visibility for the surgeon

OTHER DELIVERABLES

Service manual Quantity: 2 EA Specification/Salient Characteristics:

• Language: English

• Provided by manufacturer

• Includes manufacturer’s instructions for service, maintenance, and repair of CLIN

001, 002, 003, 004, 005, and 008 Operator’s manual

Quantity: 2 EA Specification/Salient Characteristics:

• Language: English

• Provided by manufacturer

• Includes manufacturer’s instructions for end user operation of CLIN 001, 002, 003, 004, 005, and 008

Clinical Training Quantity: 1 JB Specification/Salient Characteristics:

• On-site 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/software and conduct checks per the manufacturer’s instructions and hospital regulations, as well as answer any questions personnel may have regarding the new equipment/software.

• Training must also equip education personnel to provide refresher training for 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 POC (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.

Personnel Training

Quantity: 1 JB Specification/Salient Characteristics:

• On-site training program for in-house cleaning/housekeeping personnel.

• Training to provide staff with the tools and knowledge to properly clean the devices without damaging the equipment, according to the manufacturer’s instructions and hospital regulations. Training to also answer any questions staff may have regarding the new equipment.

• Training must also equip education/supervisory personnel to provide refresher training to current Sterile Processing staff and to train new employees in the future.

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

Technical On-Site Training

Specification/Salient Characteristics:

• On-site training program for the biomed technicians.

• Technical training must provide up to 10 biomed personnel with the tools and knowledge to fully operate, maintain troubleshooting, and repair the system by 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 staff according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with POC (or designee) who will communicate internally with appropriate VA staff.

Technical Off-Site Training Class, if offered

Specification/Salient Characteristics:

• Off-site training class for at least 1 biomed technician.

• Technical training must provide at least 1 biomed technician with the skills and knowledge to fully operate, maintain, troubleshoot, and repair the system by OEM standards.

• Any certifications required or offered to service equipment will be provided.

• Vendor shall provide off-site training within 6 months of the conclusion of manufacturer’s warranties of the equipment to ensure seamless transition of equipment maintenance. Vendor shall coordinate training with POC (or designee) and designated biomed employee to be trained.

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

Shipping and Delivery

Vendor shall deliver all equipment to:

Robert J. Dole VA Medical Center ATTN: Healthcare Technology Management 5500 E. Kellogg Wichita, KS 67218

• Ensure that equipment is sent to the Attention of Healthcare Technology Management (formerly 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 notify POC of delivery dates according to timelines outlined in Table 1.

POC must confirm delivery and installation dates before equipment is received on station. This is to allow VA personnel to be prepared to receive, install, and deploy the equipment upon its arrival.

• Delivery must be in accordance with Hours of Operation and federal holidays in Section 7.

• Delivery of oversized, palletized orders, or orders that contain many components will be coordinated with the POC who will communicate internally with Warehouse Staff.

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

Assembly, Installation, and Testing

Vendor shall be responsible for:

• The vendor shall conduct a meeting at least 3 business days prior to delivery date to plan and coordinate equipment arrival, assembly, testing, and deployment.

• Vendor responsible for assembly and installation of systems. Install shall include unboxing, assembly, implementation, and testing of all purchased hardware, features, software, and interfaces to VA electronic systems in coordination with clinical staff, Healthcare Technology Management (formerly Biomedical Engineering) staff, OI&T staff, and others identified as needed.

• Vendor shall provide all necessary accessories, cables, adapters, 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.

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

• Vendors 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 existing equipment if a trade-in value can be incorporated in total cost of new equipment.

Warranty & Service

Quantity: 60 months The Vendor shall provide:

• Minimum of 1 year warranty

• Include 60 months of service equivalent to the Procare plan

• All manufacturers’ warranty with products upon acceptance by the VA Medical

Center.

• Warranty – The system, all accessories, and all software shall be covered under the manufacturer’s warranty and shall include all parts and labor.

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

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

• The warranty shall include all manufacturers 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.

• The 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.

• The vendor shall provide a response to applications and technical calls within 8 hours.

• Vendor shall ship replacement parts within 48 hours of identifying necessity by Dole VA Healthcare Technology Management (formerly Biomedical Engineering) staff.

Trade-in Credit (optional)

Quantity:

Specification/Salient Characteristics:

• Include trade-in value deduction on bid price in exchange for equipment available for trade in.

• Removal of existing equipment if there is a turn-in credit offered.

• The contractor shall adhere to all equipment removal deadlines

4. POINTS OF CONTACT

The vendor must include all of the following contacts in all email communications, unless instructed otherwise-

COR: PSA Surgery

Project Manager: Biomedical Engineer, Healthcare Technology Management

Key Stakeholders: OR Nurse Manager

5. NETWORK SECURITY & CONNECTIVITY REQUIREMENTS

• OEM-supported operating system

• Latest DICOM print, store, commit, structured report (SR), and modality worklist

• Wireless connectivity to VA network—Compatible with 802.11b/g/n and FIPS 140-2 or FIPS

140-3 compliant

• TRM approved software

• Remote vendor access (i.e. an approved MOU ISA)

• ERA

• Encrypted hard drive

• Compatible/interfaces with Federal Electronic Health Record

• Compatible/interfaces with the following-o VAPACS-VISTA IMAGING/VISTA WORKLIST o Software-VISTA IMAGING/VISTA WORKLIST o Other equipment/system-STRYKER OR HUB INTEGRATION o Advanced Visualization system-STRYKER VISUALIZATION SYSTEM

• The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

• The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.

• When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.

• All other vulnerabilities shall be remediate as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

6. 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 POC (or designee) before being scheduled or conducted.

• There shall be no smoking or vaping 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.

• Vendors shall protect all items from damage. The Vendor shall take precautions 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 POC 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 POC is required before the Vendor 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.

7. 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 Juneteenth June 19

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 25th

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 prior approval is granted and scheduled with the COR. Work performed outside normal hours will be at no additional cost to the Government.

8. ACCESS TO VA INFMORMATION AND VA INFORMATION SYSTEMS

Firmware or software updates must be on thumb drive, approved, and scanned by HTM before installation.

The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.

The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.

When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.

All other vulnerabilities shall be remediate as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.

9. INFORMATION SECURITY

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

Appendix B

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics. The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY

REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Appendix C

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel

Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S.

may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data

- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, the contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and

VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements.

Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer to all requests for demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above-mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.

c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. The security…