P11. Sources Sought Notice- 36C25626Q0621.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Ophthalmic Endoscopy System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0621

RESPONSE DATE/TIME/ZONE 04-13-2026 12:00 PM CENTRAL TIME,

CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339112

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Caleb Parker

Caleb.Parker@va.gov

PLACE OF PERFORMANCE

ADDRESS Fayetteville VA Medical Center

1100 North College Avenue

Fayetteville, AR 72703-1944

DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method.

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Fayetteville VA Medical Center located at 1100 North College Avenue Fayetteville, AR 72703-1944.

The North American Industry Classification Code (NAICS) is 339112 (Surgical and Medical Instrument Manufacturing), and PSC code 6515 (Medical and Surgical Instruments, Equipment, and Supplies), with a size standard of 1,000 Employees.

REQUESTED RESPONSES:

All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information:

1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available.

2. If you are an GSA/FSS contract holder are the referenced services available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable.

3. If you are a NASA SEWP V contract holder are the referenced services available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable.

4. Is your company a contract holder on any other federal contract? If so, please provide the contract number.

5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.).

6. Is your company considered small under the NAICS code identified in this source sought announcement?

7. Is your company An authorized distributor for the requirement being offered? If so, can you provide documentation confirming authorization to provide the referenced requirement being offered per the Statement of Work?

8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

9. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside).

Please note: Responses that are incomplete will not be considered. Failure to provide an authorized distributor letter for the product being offered, or failure to fully answer all questions contained within this notice, will result in your response being deemed non-responsive and excluded from further consideration.

CONTACT INFORMATION AND RESPONSE DUE DATE:

Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 04-13-2026, 12:00 PM Central.

DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice.

STATEMENT OF WORK (SOW)

Ophthalmic Laser and Endoscopy System and Accessories

Department of Veterans Affairs, 1100 N. College Avenue, Fayetteville, AR 72703

1. Scope

The Department of Veterans Affairs (VA) requires the acquisition of one (1) ophthalmic laser and endoscopy system, including associated components and accessories, to support ophthalmic diagnostic, therapeutic, and surgical procedures. The system will enhance minimally invasive ocular treatment capabilities and support improved clinical outcomes for Veteran patients. Offers of functionally equivalent products will be fully considered and evaluated based on whether they meet or exceed the stated salient characteristics. Components shall function as an integrated system without the need for proprietary adapters. The brand name items identified are for reference only. Products offered as ‘equal’ must meet or exceed all listed salient characteristics to be considered for award. Determinations of equality will be based solely on whether the offered product meets all salient characteristics. Minor variances in non-critical features will not automatically render a product unacceptable.

This procurement is for a one-time delivery of medical equipment.

2. Equipment Requirements

The contractor shall provide a complete, fully functional ophthalmic laser/endoscopy system that meets or exceeds the minimum salient characteristics detailed below. The system must include the following items or functionally equivalent components:

1. Ophthalmic Microprobe Laser and Endoscopy Console (Qty: 1)

2. Medical-Grade 17-inch High-Resolution LCD Display (Qty: 1)

3. 18-20G Ophthalmic Laser Endoscope Probes, Straight, Ultra High-Resolution (Qty: 3)

4. Sterilization Trays for Ophthalmic Endoscopes (Qty: 3)

The salient characteristics below serve as the minimum requirements for functionally equivalent products.

3. Minimum Salient Characteristics

All offered equipment must meet or exceed these performance requirements. Characteristics are written to describe functional and clinical needs, not manufacturer‑specific proprietary terminology.

3.1 Ophthalmic Laser and Endoscopy System

The system shall:

• Laser wavelength in the near‑infrared range suitable for ophthalmic photocoagulation (approximately 800–820 nm).

• Provide integrated high-intensity intraocular illumination with adjustable output.

• Include an integrated digital imaging system, using CCD or equivalent technology, capable of real-time intraocular visualization.

• Provide front-panel controls for laser power, pulse width, illumination intensity, and system status.

• Include required laser safety features, including but not limited to:

– laser-enable interlock

– emergency shutoff

– foot-pedal activation

• Provide video output compatibility for medical-grade monitors (e.g., BNC, S-video, or equivalent).

• Have a compact, integrated console containing the laser, illumination, imaging, and control components.

• Be compatible with the supplied endoscopic probes.

3.2 Medical-Grade Display (17-inch)

The display shall:

• Have a 17-inch high-resolution flat-panel LCD suitable for operating room environments.

• Be constructed to medical-grade safety and durability standards.

• Accept video input compatible with the laser/endoscopy system’s output (e.g., BNC/S-Video or equivalent).

• Display real-time ophthalmic endoscopic images with sufficient clarity for surgical use.

3.3 18-20G Ophthalmic Laser Endoscopes (Straight, High Resolution)

Each endoscope shall:

• Be 18-20-gauge and designed for minimally invasive intraocular access.

• Provide integrated optical channels for imaging, illumination, and laser delivery in a single probe.

• Be fully compatible with the offered ophthalmic laser and endoscopy console.

• Provide high-resolution imaging adequate for visualization of retinal, vitreous, and intraocular structures.

3.4 Sterilization Trays

Each tray shall:

• Be constructed of materials capable of withstanding hospital steam sterilization cycles.

• Have a compartmentalized design that secures and protects ophthalmic microendoscopes during transport, cleaning, and sterilization.

• Include protective features for delicate optical fibers and probe components.

• Be compatible with the offered endoscopic probes.

4. General Requirements

• All equipment shall be new, factory-sealed, and free of defects.

• All items must meet all original equipment manufacturer (OEM) specifications.

• All components must be fully interoperable with each other.

• Standard manufacturer warranties shall be included for all equipment.

5. Delivery

• Delivery shall be FOB Destination to:

VA Medical Center 1100 N. College Avenue Fayetteville, AR 72703

• Delivery shall occur within 60 days ARO.

• The contractor shall coordinate delivery with both Biomedical Engineering and Logistics Service prior to arrival.

6. Installation and Training

• Contractor shall provide basic setup/installation support.

• If available from the OEM, on-site or remote training for clinical and/or biomedical engineering staff shall be included at no additional cost.

7. Inspection and Acceptance

Biomedical Engineering will inspect delivered equipment for:

• completeness,

• conformance to specifications, and

• operational functionality.

Acceptance occurs once all items are verified to meet requirements and function as intended.

8. Period of Performance

This is a one-time supply purchase.

9. Security & Data

• Equipment does not connect to VA networks or store VA data.

• No PHI or PII is created, stored, processed, or transmitted.

• A&A requirements do not apply, and no Security Accreditation Package is required.

• The contractor will not create, handle, or disposition federal records.

10. Records Management

Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1. “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

a) The term Federal record:

(1) Includes U.S. Department of Veterans Affairs (VA) records.

(2) does not include personal materials.

(3) applies to records created, received, or maintained by Contractors pursuant to their VA contract.

(4) may include deliverables and documentation associated with deliverables.

2. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C.

chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

3. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

4. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

5. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

6. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

7. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

9. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

10. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

11. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S.

Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same.

13. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.