36C25626Q1352.docx

SUBJECT*

Notice of Intent to Sole Source, Shreveport VAMC VGN AND ABR

GENERAL INFORMATION

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contracting Officer Le Kisha Douglas LeKisha.Douglas@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

NOTICE OF INTENT TO AWARD SOLE SOURCE

I. The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77056 in support Overton Brooks Medical Center of Shreveport, Louisiana, intends to solicit and award Sole Source, Firm-Fixed-Price, equipment procurement contract to one Large Business Source, E3 DIAGNOSTICS, INC.

E3 Diagnostics, Inc.

3333 N Kennicott Ave Arlington Heights, Illinois 60004-1429, United States

The Overton Brooks VA Medical Center, Overton Brooks VAMC’s Audiology & Speech Pathology Service requires modern diagnostic solutions to deliver comprehensive vestibular and electrophysiological testing, replacing legacy systems that lack current generation analysis and database compatibility. Clinical stakeholders validated the need for:

The Contractor shall provide all labor, equipment, materials, tools, installation, configuration, calibration, data integration, verification & validation (V&V), acceptance, training, documentation, and warranty support to deliver:

II. The North American Industry Classification (NAICS) code for this acquisition is 334510, Electromedical and Electrotherapeutic Apparatus Manufacturing. Size Standard 1,250 employees.

III. This procurement is being conducted under Federal Acquisition Regulation (FAR) Parts 12 and under the authority of FAR 6.302-1 in accordance with (IAW) FAR Part 13.106-1(b) Soliciting from a single source as well as IAW FAR 16.505(b)(2)(i)(B) – Only one capable source.

IV. The anticipated award date is October 1, 2026. The Government intends to award a Firm-Fixed-Price Contract/Task Order.

V. Please note that this is not a request for competitive quotes and is being posted for informational purposes only. The government does not anticipate receiving responses to this notice. However, interested parties who disagree with this action may submit a letter of interest that demonstrates your firm’s technical expertise, certifications, and original equipment manufacturer (OEM) authorization to compete for this acquisition to provide the required supplies to include a rationale for why you should be considered. The government reserves the right to verify any request additional documentation submitted.

VI. Interested parties may identify their interests, OEM authorization, OEM training and capability meet the government requirement and respond to this notice within four (4) calendar days of the publication of this notice. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government.

Interested parties may identify their interest solely via email to Contracting Officer, Le Kisha Douglas, MPA LeKisha.Douglas@va.gov no later than September 24, 2026, 10:00 am Central Standard Time (CST). When responding to this announcement, respondents should include "36C25626Q1352 Notice of Intent" in the subject line.

VII. Late responses may not be accepted. No telephone inquiries will be accepted nor will phone calls be returned. Only emailed responses will be considered. Information received will be utilized solely for determining whether to conduct a competitive procurement. A determination not to compete this proposed acquisition based upon responses to this notice is at the sole discretion of the Government.

Special Notice Special Notice

Special Notice

STATEMENT OF WORK (SOW)

Procurement, Delivery, Installation, Integration, Verification, and Training for Interacoustics Eclipse EP25 and Micromedical/Interacoustics VisualEyes 525 (3rd Gen) VNG Systems Overton Brooks VA Medical Center (OBVAMC) – Shreveport, LA 510 E. Stoner Ave, Shreveport, LA 71101

1. Background Overton Brooks VAMC’s Audiology & Speech Pathology Service requires modern diagnostic solutions to deliver comprehensive vestibular and electrophysiological testing, replacing legacy systems that lack current‑generation analysis and database compatibility. Clinical stakeholders validated the need for:

· Full evoked potential capability—ABR, ECoG, MLR, LLR, MMN, P300, ASSR (AC/BC)—and VEMP (cVEMP/oVEMP) with EMG monitoring & scaling.

· Complete VNG battery—gaze, random saccade, pursuit, OPK, Dix‑Hallpike, positional, caloric, ocular counter‑roll, saccadometry—with binocular USB video goggles, RF remote, room camera/mic, and one‑click eye centering.

· Native integration to OtoAccess Database for clinical records management across both platforms.

Configuration clarifications (e.g., air calorics, a laptop for VNG, VEMP in EP25, and removal of wall mount) were confirmed in correspondence with the vendor and clinical lead.

2. Objectives

· Procure brand‑name Interacoustics/Micromedical equipment to meet the clinical performance requirements above.

· Install, configure, and validate both systems; integrate with OtoAccess; complete on‑site training for staff; and document acceptance.

3. Scope of Work The Contractor shall provide all labor, equipment, materials, tools, installation, configuration, calibration, data integration, verification & validation (V&V), acceptance, training, documentation, and warranty support to deliver:

1. Interacoustics Eclipse EP25 (ABR/ECoG/VEMP/ASSR), laptop kit, transducers, supplies, OtoAccess license, shipping, installation, and training.

2. Micromedical/Interacoustics VE525 3rd Gen VNG with binocular USB goggles, RF remote, room camera/mic, HP OfficeJet 200 printer, Air Fx 110V US caloric irrigator, OtoAccess license, supplies, shipping, installation, and training.

4. Brand‑Name Requirement This acquisition is Brand‑Name Only for the items listed above because:

· Eclipse EP25 uniquely delivers the specified multi‑modality evoked potential suite with objective waveform analysis (FMP, residual noise, reproducibility), Bayesian weighting, and multi‑frequency binaural simultaneous ASSR with CE‑Chirps (BB/NB).

· VE525 uniquely combines binocular USB goggles with advanced pupil tracking and one‑click eye centering, real‑time analysis, customized protocols, and video recording, plus native OtoAccess compatibility.

· Both platforms are architected to integrate with OtoAccess, a requirement established by OBVAMC’s workflow and referenced in the quotes.

5. Deliverables

· Fully installed and calibrated Eclipse EP25 with laptop, transducers, and supplies; OtoAccess functional.

· Fully installed and calibrated VE525 with goggles, cameras/mic, RF remote, printer; Air Fx operational; OtoAccess functional.

· Completed on‑site training for both systems; attendance and competency records.

· Configuration documentation, user guides, and acceptance test reports.

6. Detailed Technical Requirements

6.1 Interacoustics Eclipse EP25

Modalities (system must provide all): ABR, ECoG, MLR, LLR, MMN, P300, ASSR (AC/BC), cVEMP/oVEMP with EMG monitoring & scaling.

Analysis: Auto peak picking, Bayesian weighting, FMP objective analysis, residual noise, waveform reproducibility, CE‑Chirps (BB/NB), and multi‑frequency binaural simultaneous ASSR.

Hardware: Laptop Kit (Windows 10 Pro), insert phones, bone conduction oscillator, cables/connectors, starter supplies (electrodes, prep, foam tips, gold‑tip trodes).

Database: OtoAccess license and integration.

6.2 Micromedical/Interacoustics VE525 3rd Gen VNG

Tests: gaze, random saccade, pursuit, OPK, Dix‑Hallpike, positional, caloric, ocular counter‑roll, saccadometry.

Features: real‑time analysis, custom protocols, multiple pupil‑tracking algorithms, one‑click eye centering, eye movement video recordings, expandable platform.

Hardware: Laptop PC, binocular video goggles (USB cameras), RF remote, room camera/mic, HP OfficeJet 200 printer, Air Fx 110V US.

Database: OtoAccess license and integration.

7. Site Preparation (Government) The Government shall ensure:

· Clinic rooms prepared for quiet electrophysiology recordings; adequate space for Air Fx and VNG patient seating; clean power per hospital standards (20A single‑phase circuit with separate wire ground recommended).

· Network access and authority for OtoAccess setup; a designated on‑site representative to sign service completion.

8. Installation & Configuration (Contractor) Contractor shall:

· Deliver to OBVAMC – 510 E. Stoner Ave, Shreveport, LA 71101 and stage equipment.

· Install both systems (EP25 & VE525), laptops, printers, cameras/mic, goggles, and Air Fx; leave area in same or improved condition.

· Configure OtoAccess database connectivity, validate read/write operations, and perform site‑specific workflow settings.

· Provide functional verification post‑install (ABR/ASSR/VEMP/ECoG runs; VNG oculomotor/vestibular protocols; Air Fx calibration).

9. Verification & Validation (V&V) Contractor shall execute and document the following:

Eclipse EP25 V&V

· ABR: run test protocol, verify auto peak picking and artifact control; confirm OtoAccess data persistence.

· ASSR: verify multi‑frequency binaural simultaneous operation and CE‑Chirps stimulus; confirm FMP, residual noise, and reproducibility metrics.

· VEMP: demonstrate EMG monitoring & scaling with reproducible responses.

· ECoG/MLR/LLR/MMN/P300: execute protocol templates; verify reports and OtoAccess workflow.

VE525 VNG V&V

· Oculomotor: gaze, random saccade, pursuit, OPK tests; verify pupil tracking and one‑click centering.

· Positional/Benign Paroxysmal Positional Vertigo: Dix‑Hallpike and positional tests; verify video and data capture.

· Vestibular: caloric evaluations using Air Fx; verify temperature/flow settings and result capture.

· Data: confirm OtoAccess storage/retrieval for video and analytics.

10. Acceptance Criteria Government acceptance requires:

· All Eclipse EP25 modalities operational (ABR, ECoG, MLR, LLR, MMN, P300, ASSR AC/BC, VEMP) with objective metrics functioning; data stored in OtoAccess.

· All VE525 tests functional (oculomotor, Dix‑Hallpike, positional, caloric); pupil tracking and video recording stable; data stored in OtoAccess.

· On‑site training completed; competency documented.

· Delivery/installation documentation and inventory of accessories provided.

11. Training Provide on‑site Interacoustics‑certified training (both systems), including:

· Hands‑on setup, protocol execution, QA/artefact control, interpretation, and reporting.

· OtoAccess workflows (user roles, search, export, archiving).

· Troubleshooting and daily maintenance checklists.

12. Warranty & Support

· Manufacturer warranties flow down to Government.

· Vendor provides 90‑day on‑site warranty services for issues arising from vendor’s services; thereafter, standard service/travel rates apply.

· No additional implied warranties (merchantability or fitness) beyond manufacturer’s terms.

13. Terms, Conditions & Compliance

· Shipping/Delivery: FCA/FOB from place of manufacture; Customer pays shipping unless stated; delivery dates are approximate; vendor not liable for delays.

· Returns/Cancellations: Unused/unopened items may incur 20% service charge; custom/special‑order items not eligible; nonconforming items replaced or refunded at vendor discretion.

· Security Interest: As collateral for fees until paid (vendor financing statement authority).

· Insurance: Government (Customer) maintains $1M per occurrence / $3M aggregate CGL during term + 2 years; subrogation waiver requested.

· Notices & Legal: Illinois law; exclusive venue in Illinois courts; counterparts and electronic signatures permitted2

· Export/Sanctions: No sale/export/end‑use in Russian Federation; comply with UN/EU/US sanctions.

· Force Majeure: War, disasters, pandemics, and similar events excuse performance; written notice and mitigation required.

14. Project Schedule & Milestones

· Award & Kickoff (Day 0–5): finalize schedule, site readiness, IT contacts.

· Delivery & Installation (Day 10–25): install EP25 & VE525; configure OtoAccess; initial V&V.

· Training (Day 20–30): conduct on‑site training; document completion.

· Acceptance Testing (Day 25–35): complete test scripts; sign acceptance.

15. Period of Performance (POP) All delivery, installation, training, and acceptance shall be completed within 30 days of delivery and site readiness unless mutually adjusted in writing.

16. Invoicing & Payment

· NET 30 days from invoice date; invoice to VA‑designated email after acceptance.

17. Risk & Mitigation

· Delivery delays (force majeure, carrier issues): mitigate via early scheduling and contingency time; vendor terms recognize approximate dates.

· Room/IT readiness: pre‑install checklist and stakeholder signoff; rescheduling fees apply if unavailable.

· Data integration issues: coordinate OtoAccess configuration with VA IT; perform validation and user acceptance testing.

18. Quality Assurance Surveillance Plan (QASP) – Summary

· Performance Standards: Install quality, protocol execution accuracy, OtoAccess integration, training completeness.

· Methods: On‑site observation, documentation review, acceptance test scripts, user feedback.

· Frequency: At installation/acceptance; spot checks during first 30 days.

· Remedies: Rework at no charge for defects attributable to contractor.

19. Roles & Responsibilities

· Contractor: Deliver, install, configure, train, document, and support; coordinate schedule; comply with site policies.

· Government: Provide access, power/network, scheduling support, staff availability; facilitate OtoAccess permissions.

20. Acronyms

· ABR: Auditory Brainstem Response

· ASSR: Auditory Steady‑State Response

· ECoG: Electrocochleography

· VEMP: Vestibular‑Evoked Myogenic Potential

· VNG: Videonystagmography

· QASP: Quality Assurance Surveillance Plan

21. Appendices

· Appendix A – Salient Characteristics (Brand‑Name Only) – previously generated for your package; I can attach it to the final SOW file.

· Appendix B – Traceability Matrix – maps every salient characteristic to quote line/spec.

· Appendix C – Acceptance Test Scripts – step‑by‑step V&V procedures for EP25 & VE525.

· Appendix D – CLIN Tables – formatted for contracting.

· Appendix E – Technical Specs & Brochures – (if needed for the package).

Page 1 of

Page 1 of