36C25925Q0577 Amendment 0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Natasha Holland natasha.holland@va.gov 303.712.5753

PLACE OF PERFORMANCE

Eastern Colorado Healthcare System

Rocky Mountain Regional VA Medical Center

1700 N Wheeling Street

Aurora CO

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The purpose of this amendment 0001 to RFQ 36C25925Q0577 is to extend RFQ end date, post questions and answers, post updated statement of work, and post updated CLINS.

Extension in RFQ End Date:

The request for quote end date is hereby extended to now 08/06/2025 at 16:00 MT.

Posting of updated SOW and CLIN Structure:

See updated statement of work with attachment titled “OR Integration SOW 7.23.25” See updated CLIN structure in Attachment labeled “CLIN Update 7.23.25”

Questions and Answers are posted below:

Q1. From previous projects that involved control rooms, we routinely see staff requesting an additional touch panel in the control room to improve workflow. Is that a requirement that should be included?

A1. Yes. Changed the statement of work. Please include this hardware in the internet protocol integration system line item.

Q2. Is there one-way or two-way communication between the OR and control room? During the walkthrough, only a microphone was seen in the control room with 2 speakers in the OR and none in the control room. The SOW does not include microphones or additional speakers. Should those be quoted? If so, will the List of Line items in the Synopsis document be updated?

A2. All speakers needed are included in the statement of work and should be included in CLIN 9, internet protocol integration system.

Q3. Can you please clarify if 4K imaging is required? The SOW asks for 4K signal types, but 4K is not located in the List of Line items in the Synopsis document. Can you advise if an additional line will be added to this list? If not, where would you like this quoted in the List of Line Items?

A3. 4k signal types should be included in CLIN 9, internet protocol integration system.

Q4. The SOW is not clear and indicates "HDMI and DVI plate on Equipment Boom 1 (plate must handle both 1080p and 4K signals)”; For clarity, is this referring to the number of inputs required OR the number of plates required?

A4. There should be a plate on each boom (listed with this requirement) that consists of one HDMI and one DVI input.

Q5. Given cybersecurity is critical within the government space when it comes to uploading patient information over the network (an actual required standard within the DOD), is an Authority to Operate (ATO-C) required? If not, how should we address Cybersecurity vulnerability within RMR’s required network?

A5. Manufacturers should have an approved enterprise risk assessment (ERA) or be willing to work with the VA to get one to be on the VA network.

Q6. Clinically speaking, would an intelligent technology device to monitor patient’s vitals (which automatically mutes audio if critical levels are reached) be desired?

A6. Not at this time.

Q7. Considering this will be the third time that RMR VAMC will be updating their existing integration platform since opening in 2017, would the advancements and availabilities of AI technology within the OR space be advantageous to include in this solicitation, so future “rip and replace” approaches are not required? For example, clinically speaking, solutions that revolve around less charting and optimize nurse-patient interaction time needed.

A7. Not at this time.

Q8. During the walkthrough, we observed speaker connectivity via phone lines to the hospital PC. Bluetooth technology and functionality is readily available, allowing communication with the integrated speakers to reduce wiring and clutter from the nurses’ desk. Would you prefer to include blue tooth which is the standard within integrated ORs today?

A8. Yes.

Q9. During the walkthrough for ORs 5,6, and 7, only picture-and-picture (PaP) and picture-in-picture (PiP) functionality is possible with the current setup. The SOW indicates that Quad view is required for all 7 ORs but this (and the hardware needed) is not listed in the List of Line items in the Synopsis document to quote. Will the Item list be updated to include this as a line item? If not, where should we quote this (to include hardware)?

A9. Quad view and supplemental hardware should be included in CLIN 9, internet protocol integration system.

Q10. RMR utilizes DiVinci XI robot with 4k and 3D outputs. This solicitation does not include 3D functionality for display, which is the standard within integrated ORs today. Does RMR wish to include this easily implemented capability? If not, how will the DiVinci XI robot be integrated with the requested equipment in this solicitation?

A10. Yes, RMR would like to include 3D functionality for display.

Q11. Further, given that no market research was conducted/posted publicly, and considering the multimillion dollar project and resources that RMR will be investing in with this project, would a 30 minute virtual tech cast conference be permitted to ensure that clinicians and staff are aware of all technology and functionality that is currently available in the marketplace that could be a cost savings to the government?

A11. This is a FAR 13 requirement, no additional posting is required per the FAR. The VA is not requesting demonstrations from any vendor.

Q12. Stryker's ProCare service package consists of numerous options that are not specified in the solicitation. Can you please provide a breakdown of what is included? At a minimum, can you verify if this includes service of all endoscopic equipment requested, an on-site technician, and integration service for the 12-month period listed?

A12. Removed ProCare service package from CLINS.

Q13. Within the SOW under “M) Warranty and Maintenance” specifics are not outlined as a request. Can you please provide a breakdown of what you would like included with a warranty for each specific item?

A13. Manufacturers should provide the warranty timeline (e.g. one year from the date of installation) for each unit that typically comes with a warranty. The details should be given by the manufacturer. The company should have a standard warranty on their equipment.

Q14. The warranty section within the SOW indicates that vendors should include options for 4 years but the ProCare package on the List of Line items in the Synopsis document is only for 12 months. Can you clarify if this requirement should be quoting service and warranty for 12 months OR as a base plus 4 years? Will the List of Line items in the Synopsis document and/or SOW be updated so there are no discrepancies between the two documents?

A14. ProCare line items removed. Optional Base + four option years has been added to the CLINS for those providing an equal.

Q15. Is leasing being considered given the base plus 4-year verbiage in the SOW?

A15. No leasing. The base + four option years is for maintenance of the owned equipment.

Q16. The facility does not currently utilize Cytalux for lung cancer detection and reports relatively low surgical volumes for lung cancer. In contrast, there is a significant volume of urologic oncology cases, particularly bladder cancer.

0. Given the above noted procedural mix, wouldn’t clinicians and operational leaders find greater value in a video platform that aligns with actual current procedural demand that includes fluorescence imaging capabilities for bladder cancer detection, while allowing for future expandability in lung cancer detection modalities?

0. Would other non-exclusive modalities of lung cancer detection be considered? If not, this removes all fair and open competition as only Stryker offers the use of Cytalux.

A16. VA will consider all modalities of lung cancer detection. VA will consider any solutions that support clinical need.

Q17. Considering the above questions, other brands offer a 4K video mediastinoscope as part of their video platform for a cost-effective solution that does not require an expensive pharmaceutical imaging agent, for lung cancer diagnosis. Hence, would RMR clinicians wish to consider this as further justification for a virtual tech cast?

A17. Not at this time.

Q18. Currently the VA rolls in a urology tower for procedures that involve digital flexible endoscopes which the current integration video vendor does not offer. Would it be advantageous for the clinicians to consider one unified video platform that seamlessly integrates flexible videoscopes and reduces the need to bring in multiple technologies into the operating room which defeats the purpose of equipment being suspended from surgical booms?

A18. VA will consider a video platform that integrates flexible videoscopes.

Q19. Within the SOW, under “Camera Control Unit” it reads, “scalable to accommodate future advancements in peripheral device integration and control.” How will vendors validate that their system meets this requirement with more than just simple literature?

A19. Literature will suffice.

Q20. Control of NIR/ICG is a surgeon decision yet often the camera operator is not the surgeon. Would the clinical team prefer a foot pedal control option to be included in the solicitation?

A20. No.

Q21. Within the SOW, under “IP Integration System” states “single Keyboard/Video/Mouse (KVM) solution for up to three (5) PCs (Nurses PC, etc.)”; can you specify how control is utilized?

A21. The nurses need to switch screens periodically in the OR. Please provide a KVM for this purpose.

Q22. Within the SOW, under “IP Integration System” states “Connects to multiple room speakers to provide audio from multiple sources (e.g. iPod, Sirius‐Satellite radio, etc.)” Does this include Bluetooth capabilities? If not, wouldn’t clinicians prefer to reduce cable clutter by utilizing Bluetooth?

A22. Bluetooth will be considered.

Q23. What is the preferred hard drive capacity for an Image Capture system? 1 or 2 TB?

A23. 1 TM minimum

Q24. During the walkthrough there was another registered group conducting a separate evaluation of the ORs for a near future Siemens project. There will be overlaying work for both projects that will impact this requirement and period of performance. The OR will need to be shut down to un-install and re-install equipment. Thus, would it make sense to align these projects and ensure they are on the same period of performance to avoid duplication of costs, further delay in patient care, and contractual modifications?

A24. These projects will not have coinciding timelines. The other group was there to prepare a quote; the surgical service has not yet requested the change through the equipment committee.

Q25. Further to the above, was market research conducted to inquire whether there is a single source (as there are sources) that can answer both requirements and thus be cost savings to the government?

A25. This is a BRAND NAME OR EQUAL requirement, indicating that other brands were found during Market Research. All brands may provide a quote. They must show how they meet the requirements of the SOW and the Solicitation. Additionally, they must provide a quote to show the total pricing to implement the new brand if they are offering an equal.

Q26. Should offers include ICRA as we will need to access the ceilings for cable pulls and to cut speaker holes into the drywall?

A26. Yes, ICRA compliance is required. The contractor will sign ICRA guidelines after award. Changed the statement of work. See attached “ICRA document” for category of infection control.

Q27. Hybrid OR 7 currently just has one touch panel at the nurse desk in the room; however, most hybrid ORs also have a touch panel in the control room. Would you like us to add a second touch panel for OR 7 to the quote?

A27. Yes. Changed the statement of work.

Q28. Should offers include de-installation of the existing Stryker integration system and disposing of the old equipment?

A28. Yes. Changed the statement of work dated 07.23.2025 Q29. Should offers include a battery backup (AKA a UPS or Uninterrupted Power Supply)?

A29. The current integration systems that are installed do not have one included, but these can be helpful in the event of a power failure.

Q30. We didn't see a quantity of light cables (with Safelight) specified. Should this quantity match the number of camera heads requested (14)?

A30. Yes. Changed the statement of work dated 07.23.2025 Q31. It sounds like there may be a plan in the works to convert OR 6 into a Hybrid OR like OR 7. Should we continue as planned for OR 6, or should our integration equipment for OR 6 match what we will be providing for OR 7?

A31. Refer to SOW for OR 6 and continue as planned.

See attached document: OR Integration SOW 7.23.25.

See attached document: Updated CLINs 07.23.2025.

See attached document: VHA ICRA Document.

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Amendment to a Previous Combined Solicitation