Attachment A 36C24526Q0263 EXAM LANE.pdf

ATTACHMENT A - 36C24526Q0263

The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking a source that can provide a brand name only compact eye exam lane for the DC VA Medical

Center Eye Clinic.

STATEMENT OF WORK (SOW)

1. Contract Title. Compact Eye Exam Lane for DC VA Medical Center Eye Clinic

2. Background. The DC VA Medical Center Eye Clinic has acquired a new room for eye examinations, 1E302. The room will be used to check patient’s vision, perform autorefraction and slit lam examination.

3. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel.

Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels.

4. Specifications.

4.1 Equipment

Line Item Description Quantity IDS-300 Mini-Lane with CV-5000s Refraction desk 1

CV-5000S KIT W/POLARIZED MC-5S 1

OS-300 Deluxe Stool with Back 2 IDS-300 Dual Table-Top 1 KR-800S Auto Kerato-Refractometer 1 SL-D701 Slit Lamp 1 SOLOS Auto Lensmeter 1 Installation, Calibration & On-Site Training 1

4.2 Required Features

• Compact system combining exam lane equipment into one space-saving set-up:

digital phoropter, autorefractor, lensmeter, visual acuity chart and chair & stand

• Customizable refraction programs, on-screen technician scripts and EMR connectivity

• Fit in a footprint of 6’ x 7’

• CV-5000S Digital Phoropter o High-speed lens disc rotation to reduce overall refraction time, ocular stress and confusion for the patient o Ability to connect to network for reduce potential transcription errors o Small optical head requiring minimal space o Controller must fit on the same tabletop as rest of unit

• KR-800s Auto Kerato-Refractometer o Ability to perform subjective visual acuity measurement for far & near distance, glare test, grid test & contrast test o Sphere Range: -25.00D to +22.00D; Cylinder: 0.00D to ±10.00D o Measurement Range (Keratometry): Radius: 5.00 mm to 10.00 mm; Corneal

Refractive Power: 33.75D to 67.50D (when corneal refractive index is 1.3375) o Minimum Pupil Diameter: 2.0 mm o Measurement Modes: Automatic and manual

• SL-D701 Slit Lamp o Magnification Levels: 6x, 10x, 16x, 25x, 40x o Illumination: LED illumination system with adjustable brightness o Filters: Blue, red-free, and amber filter o Slit Width and Length: Variable slit width (0 to 14 mm) and slit length (1 to 14 mm).

o Base Movement: Smooth base movement with X-Y-Z adjustments.

• SOLOS Auto Lensmeter o Fully automate to measure glasses prescription. This is a required feature to allow staff to quickly gather results with little training in a very busy eye clinic in

DCVA

o Sphere: -20.00D to +20.00D o Cylinder: -10.00D to +10.00D o Axis: 0° to 180° o Add Power: -4.00D to +4D o Prism Measurement: Up to 10 △ with 0.01 △ step.

5. Specific Tasks.

5.1 Delivery.

i. All equipment shall be delivered to:

Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee

ii. Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).

iii. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

iv. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.

v. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.

vi. Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.

i. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines.

ii. Mask Requirement: All contractors shall wear masks while indoors.

iii. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials.

iv. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.

v. On site visits shall be scheduled in advance with the designated on-site POC.

vi. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work.

vii. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

viii. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas.

ix. Contractor personnel’s tool bags are subject to inspection.

5.3 Installation/Implementation.

i. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.

ii. Installation shall be completed within the period of performance.

iii. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.

iv. Contractor shall submit all removable media to be used on a VA system to

Biomedical Engineering for scanning with anti-virus software prior to use.

v. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment).

vi. The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer.

5.4 Training.

i. Contractor shall be responsible for providing on-site training to clinical staff/users.

ii. Training is to be scheduled in advance with the designated on-site POC.

iii. Education shall be provided prior to and/or at time of installation.

iv. Education professional shall be certified to provide instruction on the designated equipment/system.

v. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.

i. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

ii. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation.

The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.

5.6 Deliverables.

The Contractor shall provide the below documentation for the proposed equipment to TBA within 10 business days of work completion:

i. Service report.

ii. Warranty information.

iii. Electronic copy of the Operators Manual.

iv. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists.

6. Hours of Operation.

DC VAMC’s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:

New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other national holiday as declared by the President of the United States

7. Period of Performance. Delivery within 90 days from contract award.

8. Line Items:

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

1.00 UN __________________ __________________

IDS-300 Mini-Lane with CV-5000s

Refraction desk

2.00 UN __________________ __________________

CV-5000S KIT W/POLARIZED MC-5S

OS-300 Deluxe Stool with Bac

IDS-300 Dual Table-Top

KR-800S Auto Kerato-Refractometer

SL-D701 Slit Lamp

SOLOS Auto Lensmeter

Installation, Calibration & On-Site

Training

Manufacturer: Topcon

Brand name:

This is a brand name only request. The main facility's eye clinic currently uses Topcon KR-800S Auto Kerato-Refractometers and SOLOS Auto Lensmeters. The facility plans to purchase the same models for their outpatient clinic to ensure uniformity in patient care. It is essential to maintain the same make and model of Lensmeter and Refractometer to provide a consistent standard of care for every patient. Each model has its specific competencies, training, and cleaning procedures.

There is a significant risk of patient safety issues if providers need to remember how to use multiple models of similar equipment. Using different models would necessitate additional competencies, training, and documentation, along with separate cleaning and disinfection procedures, leading to unnecessary resource expenditure. Training on a new model would be required for all eye clinic staff, including rotating residents every 3-4 months, technicians, and providers—totaling about 25 staff members.

Each manufacturer has its own cleaning and disinfection procedures that must be followed.

Managing multiple procedures would increase workload and duplicate efforts. Uniformity in equipment will enhance efficiency and reduce the maintenance burden on biomedical staff.

For proper workflow, the system must connect to the VA Network via a File Share, which requires Enterprise Risk Analysis (ERA) approval. Currently, Topcon is ERA approved.

ITEM INFORMATION