36C26022Q0848_1.docx

SUBJECT*

Eye Clinical - Zeiss Upgrades EHRM

GENERAL INFORMATION

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contracting Officer Robert Hamilton robert.hamilton8@va.gov

PLACE OF PERFORMANCE

VA Puget Sound Healthcare System

1660 S. Columbian Way

Seattle WA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

Description

1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

2. This is a Brand Name Request for Quote (RFQ) and the solicitation number is 36C26022Q0848. The Government anticipates awarding a firm-fixed price supply order from this solicitation.

3. This is a solicitation for Zeiss Equipment Upgrades and Licensing. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2022-07 published August 10, 2022.

4. This solicitation is 100% set-aside for Small Business. The associated North American Industrial Classification System (NAICS) code for this procurement is 334510 (Electromedical and Electrotherapeutic Apparatus), with a small business size standard of 1250 employees and the PSC is 6540 (Ophthalmic Instruments, Equipment, and Supplies). There is a SBA Non-Manufacturer Rule Class waiver for the NAICS for this requirement.

All interested small businesses shall provide quotations, for the brand name equipment and licensing listed below.

5. Equipment Needed:

Puget Sound HCS - American Lake – Equipment: CIRRUS HD-OCT (Model 5000) with AngioPlex OCT Angiography Version 11. Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic with Trade-in

Puget Sound HCS - American Lake – Equipment: IOL Master 700 WIN 10 Upgrade (Requires Software V1.9)

Puget Sound HCS - American Lake – Equipment: Matrix 800 - New Humphrey Matrix

Puget Sound HCS - American Lake – Equipment: SL 800 System with Trade-in

Puget Sound HCS - American Lake - Equipment: Zeiss Forum 3rd Party Instrument License

Puget Sound HCS - American Lake – Equipment: Zeiss Instrument License+ Design

Puget Sound HCS - American Lake – Equipment: HFA3 860 Version 1.5

Puget Sound HCS - American Lake – Equipment: Zeiss Forum 3rd Party Instrument License

Puget Sound HCS - American Lake – Equipment: Zeiss Instrument License+ Design

Puget Sound HCS - Mount Vernon CBOC – Equipment: CIRRUS HD-OCT (Model 5000) with AngioPlex OCT Angiography Version 11. Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic

Puget Sound HCS - Mount Vernon CBOC – Equipment: Zeiss Forum 3rd Party Instrument License

Puget Sound HCS - Mount Vernon CBOC – Equipment: Zeiss Instrument License+ Design

Puget Sound HCS – Seattle – Equipment: CIRRUS HD-OCT (Model 5000) with AngioPlex OCT Angiography Version 11. Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic

Boise VAMC – Equipment: Clarus 500 Fixation Device

Boise VAMC – Equipment: Zeiss Instrument License+ Design

Boise VAMC - Caldwell CBOC – Equipment: CIRRUS HD-OCT (Model 5000). Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic

Boise VAMC - Caldwell CBOC – Equipment: Clarus 500 Fixation Device

Boise VAMC - Caldwell CBOC - Equipment: HFA3 860 Version 1.5

Boise VAMC - Caldwell CBOC – Equipment: Zeiss Instrument License+ Design

Roseburg VAMC - Eugene CBOC – Equipment: HFA3 860 Version 1.5 Trade-in

Roseburg VAMC - Eugene CBOC – Equipment: Zeiss Forum 3rd Party Instrument License

Roseburg VAMC – Equipment: HFA3 860 Version 1.5 with Trade-in

Roseburg VAMC – Equipment: Zeiss Forum 3rd Party Instrument License

Mann-Grandstaff VAMC – Equipment: Clarus 500 Fixation Device

Mann-Grandstaff VAMC - Equipment: HFA3 860 Version 1.5 with Trade-in

Mann-Grandstaff VAMC – Equipment: Zeiss Instrument License+ Design

Mann-Grandstaff VAMC – Equipment: IOL Master 700 with Swept source OCT. Includes Keyboard, Mouse, Total Keratometry.

Mann-Grandstaff VAMC - Wenatchee CBOC – Equipment: CIRRUS HD-OCT (Model 5000) with AngioPlex OCT Angiography Version 11. Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic

Mann-Grandstaff VAMC - Wenatchee CBOC – Equipment: HFA3 860 with Trade-in

Mann-Grandstaff VAMC - Wenatchee CBOC – Equipment: Zeiss Instrument License+ Design

White City VAMC – Equipment: CIRRUS HD-OCT (Model 5000) with AngioPlex OCT Angiography Version 11. Includes GCGPA, Smart HD Scans, FastTrac, Adv RPE, GCA, Ant Seg Basic.

White City VAMC – Equipment: HFA3 860 Version 1.5 with Trade-in

Jonathon M Wainwright VAMC – Equipment: Clarus 500 Fixation Device

Jonathon M Wainwright VAMC - Equipment: Zeiss Instrument License+ Design

Jonathon M Wainwright VAMC – Equipment: Atlas 500

GRAND TOTAL

NOTE: All Equipment shall have a minimum one-year warranty and will include two Operators and two Service manuals.

6. Salient Characteristics/Statement of Work:

Zeiss Eye Care Imaging Device Upgrades

1. Background

The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California. VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services.

The VISN 20 network of eight (8) health care facilities is comprised of (7) medical centers and one (1) rehabilitation center. Two of the health care facilities are three (3) two-division campuses. These ten (10) health care sites support thirty-six (36) Community Based Outpatient Clinics.

2. Scope

VISN 20 requires an upgrade to networked eye imaging devices that are currently running on an unsupported operating system and supplemental equipment in support of the VA Electronic Health Records Modernization (EHRM) Cerner Initiative. Per VA Directive 6550, VA prohibits procurement of medical systems with an unsupported operating system (OS). Where possible, medical equipment running a Windows 10 OS should use the Windows 10 LTSC (Long Term Servicing Channel) version which are guaranteed to receive patches and updates for ten years after their initial release.

The imaging devices must be (Digital Imaging and Communications and Management (DICOM) compliant with ability to interface with the site’s Zeiss Image and Data Management System (Zeiss Forum), an eye care image and data management picture archive and communication system (PACS) specifically designed for hospitals to improve their workflow efficiency.

3. Place of Performance

Table 1. VISN 20 Site Shipping and Installation Addresses

Roseburg, OR 97470 913 Garden Valley Boulevard Roseburg, OR 97470

Eugene, OR 97408 913 Garden Valley Boulevard Roseburg, OR 97470

Seattle, WA 98108-1597 1660 South Columbian Way Seattle, WA 98108-1597

Tacoma, WA 98493 9600 Veterans Drive Tacoma, WA 98493

Walla Walla, WA 99362 77 Wainwright Drive Walla Walla, WA 99362

White City, OR 97503 8495 Crater Lake Highway White City, OR 97503

4. Specific Tasks

Zeiss Forum Eye Care Image and Data Management System All sites currently use Zeiss Forum (Eye Clinic PACS System) to manage, store, and transmit to the patient’s electronic health record (EHR).

· All image acquisition components must work seamlessly with the Zeiss Forum database system.

· All devices must be DICOM Compatible and quoted if not include.

· Vendor shall provide onsite data transfer from older device to newer device.

· Zeiss forum license shall be included where applicable.

Installation and Training

· Vendor will be required to provide two user manuals for each system per site.

· Vendor will be required to provide two service manuals for each system per site.

· Vendor will be required to provide on-site installation for each system per site.

· Vendor will be required to provide on-site training on the proper use and setup of each system per site.

· Vendor will be required to provide the cleaning methods/guidelines for each system including accessories.

· All employees who will be utilizing the equipment, including Physicians, Technicians, Clinical Engineering, and Clinic staff members, must be trained by an authorized representative prior to using the System.

· Installation and training will occur on a mutually agreeable date and time between the POC and Vendor.

· Devices that will be traded in will have their hard drive removed by facility biomed.

Table 2: Project scope by site is as follows:

· 7 Zeiss Forum DICOM Interface License to 3rd party (non-Zeiss) Instrument

· 14 Zeiss Forum-DICOM Interface License to Zeiss Instrument

· Cirrus 5000 OCT with Protection Program

Table 3: Trade-in:

5. Delivery/Performance Period

Upgrades to begin within 90 days after receipt of order. Total timeframe for installation is expected to take 12 months.

6. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work: N/A

b. Identification of Potential Conflicts of Interest (COI): N/A

c. Identification of Non-Disclosure Requirements: N/A

d. Packaging, Packing and Shipping Instructions:

a. Devices shipped per Table 1. PO# must be included on Shipping Address.

e. Inspection and Acceptance Criteria:

a. Device has been installed, set up, and training has been provided.

b. Remote effort to provide remote support with on-site VA personnel to network device and connect with Zeiss Forum.

7. Security Requirements

All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM’s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days.

All contractor personnel that are not properly badged shall be escorted.

8. Inspection and Acceptance Criteria.

The facility POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services.

9. Place of Performance.

Work will primarily be performed at the various medical centers identified in table1. Some work will be done remotely at the contractor’s facility as pertaining to remote diagnostics and troubleshooting.

10. Delivery Schedule.

The delivery will start within 90 days of contract receipt. Project is expected to be completed within one year.

(end Salient Characteristics/SOW)

7. Place of Delivery:

See Table 1 in the statement of work.

F.O.B. Destination is the preferred delivery within 60-90 days after placing the order. All deliveries will be coordinated with the VISN 20 Primary Point of Contact.

The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.

The following solicitation provisions apply to this acquisition:

8. FAR 52.212-1, “Instructions to Offerors–Commercial Items”, applies to this acquisition and the following clauses and instructions are added as addenda:

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(e) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

(f) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(g) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(End of Addendum to 52.212-1)

9. FAR 52.212-2, “Evaluation-Commercial Items”: The Government may award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

1. Offeror must be a manufacturer authorized provider for the items provided. A letter from the manufacturer stating as much must be included with any response to this solicitation.

2. Price.

The government intends to make a best value determination based on, but not limited to, authorized provider/distributor validation and price.

(b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

10. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer if has not been completed on SAM.gov. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, “Offerors Representations and Certifications–Commercial Items.” If paragraph (j) of the provision is applicable, a written submission is required.

The following contract clauses apply to this acquisition:

11. FAR 52.212-4, “Contract Terms and Conditions–Commercial Items” (OCT 2018)

· ADDENDUM to FAR 52.212-4 – The following clauses are included as a part of the addendum:

· 852.212-70, “Provisions and Clauses Applicable to VA Acquisition of Commercial Items” (APR 2020). The following clauses are incorporated by this clause:

12. The following subparagraphs of FAR 52.212-5 are applicable:

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;

13. There are no additional contract requirements, terms or conditions.

14. The Defense Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE.

15. Quotes must be emailed to robert.hamilton8@va.gov and received no later than 15:00 AM EST on 09/19/2022. Quotes may be submitted on this document or the vendor’s own form. Any offer that provides an item that is not a brand item must provide supporting documentation to show that the product meets or exceeds the salient characteristic. Any offer that does not provide supporting documentation will be considered non-responsive.

No late quotations will be accepted. The Government intends to make award without discussions.

16. For information regarding the solicitation, please contact Robert Hamilton at Robert.hamilton8@va.gov.

See attached document: P03 JOFOC 36C260-22-AP-4015 Zeiss EHRM - HCA Approved.

VHAPM Part 813.106 SAP: Soliciting Competition & Evaluation of Quotations SOP Page 19 of 19 Original Date: 10/12/17 Revision 04 Date: 06/10/20