P11. Sources Sought Notice - 36C25626Q0596.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

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

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 339114 (Dental Equipment and Supplies Manufacturing), and PSC code 6525 (Imaging Equipment and Supplies: Medical, Dental, Veterinary), with a size standard of 750 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 04-07-2026, 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) CEREC Primescan Intraoral Scanner Systems – Procurement, Delivery, Installation, and Training (Brand‑Name or Equal)

1. Background:

The Veterans Healthcare System of the Ozarks (VHSO), serving the Fayetteville and Springfield Dental Clinics, requires two (2) CEREC Primescan intraoral scanner systems to support fast, precise digital impressions used in restorative dentistry, implantology, and sleep appliance workflows. The scanners will be used by dentists at both clinics to improve accuracy, reduce treatment times, and enhance the care experience for Veterans.

2. Scope:

The Contractor shall provide all equipment, materials, delivery, installation, configuration, and training necessary to furnish two fully functional intraoral scanner systems meeting the minimum salient characteristics listed in Section 4. Training for clinical staff is required to ensure full operational capability.

3. Brand‑Name or Equal Requirement:

The CEREC Primescan is cited as the brand‑name reference product. Offerors may propose an “equal” product if it meets or exceeds all salient characteristics in Section 4 and is fully compatible with clinical workflows, including HIPAA‑compliant data transfer. Offerors submitting an “equal” product must provide detailed descriptive literature clearly demonstrating compliance with each salient characteristic.

Equivalency determinations will be based solely on the vendor’s submitted technical literature demonstrating compliance with each numbered salient characteristic in Section 4.

4. Salient Characteristics:

4.1. The intraoral scanner system shall enable significantly shorter chairside treatment times by rapidly producing high‑accuracy digital impressions that reduce the need for repeat appointments. Output data shall support fabrication of better‑fitting restorations by minimizing marginal error and improving occlusal accuracy.

4.2. The system shall provide flexible digital workflow options, including support for multiple scan modes, real‑time visualization, and streamlined data transfer, to enhance the efficiency of Veterans’ dental care experience across a variety of clinical procedures.

4.3. The system shall expand clinical capabilities by supporting digital workflows in the fields of restorative dentistry, implantology, and sleep appliances, including compatibility with planning software used for crowns, bridges, implant guides, and oral appliance design.

4.4. The scanner shall operate with rapid scan acquisition speeds that produce faster scan times, enabling shorter appointments and providing clinicians with immediate visualization and control of scan quality during the scanning process.

4.5. The scanner shall generate high‑resolution digital 3D models that reduce errors associated with traditional analog impressions and shall inherently minimize the likelihood of retakes by capturing precise anatomic detail on the first attempt.

4.6. The system shall include a fully closed scan window designed to prevent liquid infiltration (including saliva, irrigants, and disinfectants) during intraoral use, protecting internal optics and maintaining long‑term device stability.

4.7. The system shall complete a full‑arch scan in less than one minute, under typical clinical conditions, without requiring excessive rescanning or manual image correction.

4.8. The scanner shall be capable of reliably capturing detail in deep cavities, steep anatomical inclines, and highly reflective surfaces (e.g., metal crowns, amalgams) using optical and software‑based technologies that compensate for challenging intraoral geometries and lighting.

4.9. The system shall support efficient scanning of large edentulous spans and full palatal vaults by maintaining consistent image stitching and geometry mapping across soft‑tissue surfaces and broad scanning areas.

4.10. The intraoral scanner shall capture and process more than 50,000 images per second, producing highly accurate, photorealistic, full‑color data sets that enhance clinical decision‑making and lab communication.

4.11. The system shall include intelligent automated data processing functions that analyze and transmit only the clinically relevant data required for subsequent software steps, improving workflow speed and reducing file size without compromising accuracy.

4.12. The scanner shall support capturing shallow angles greater than 5 degrees, enabling full visualization of anatomical structures within the scanner’s field of view without requiring awkward tilting or repositioning of the scanner head.

4.13. The system shall provide a large field of view sufficient to capture wide anatomical areas within each scan pass, reducing the number of passes required to complete full‑arch or multi‑quadrant scans.

4.14. The scanner shall capture data from enamel, composite, ceramic, and metallic restorations without requiring additional surface powdering, and any powdering (if ever used) shall not materially impact scan performance or accuracy.

4.15. The system shall provide fast, secure, HIPAA‑compliant digital data transfer and ordering capabilities within seconds, enabling encrypted electronic communication with treatment‑planning systems and dental laboratories.

4.16. The system shall allow clinicians to digitally review and discuss the case chairside with the patient, enabling real‑time assessment and correction of impression errors or preparation deficiencies without requiring additional appointments.

4.17. The system shall enable real‑time communication and data exchange between the dentist and the dental laboratory, including instant transmission of impression files and supporting case documentation.

4.18. The system shall generate high‑accuracy impressions of the preparation, antagonist, and bite, capturing accurate occlusal relationships and anatomical morphology to support precise restorative design.

4.19. The system shall provide on‑screen visualization tools that allow the clinician to assess scan quality, identify missing data, evaluate margins, and verify proper coverage before finalizing the scan.

4.20. The scanner shall integrate with or display CBCT images, visually presenting anatomical structures such as dentition and surrounding soft tissues to support clinical assessment and treatment planning.

4.21. The system shall allow clinicians to combine bone and soft‑tissue datasets to provide an optimal basis for restorative, implant, and surgical planning requiring multi‑modal imaging.

4.22. The scanner shall support calculation of volumetric changes, including increases or decreases in soft or hard tissue, enabling comparative analysis across multiple visits or treatment phases.

4.23. The system shall allow clinicians to present, analyze, and measure distances across any interactively defined cross‑section of the scan, supporting precise diagnostic and planning workflows.

4.24. The scanner shall calculate and visually display tooth movement, including positional changes captured between sequential scans, useful for restorative, orthodontic, and monitoring applications.

4.25. The system shall visually display the distance between two scans, enabling comparison of pre‑ and post‑operative conditions or monitoring of treatment progress.

5. Delivery Schedule:

Delivery Deadline: Within 60 calendar days after receipt of order (ARO).

Delivery Address:

Veterans Healthcare System of the Ozarks Attn: Purchase Order # Warehouse Building 8 1100 N. College Avenue Fayetteville, AR 72703 Shipments must include the PO number on the “Attn:” line.

FOB Destination.

6. Installation and Configuration The Contractor shall provide:

Unpacking, assembly, and installation of each scanner system.

Initial calibration and confirmation of operational readiness.

Configuration of secure data transfer settings using demo/synthetic data, consistent with manufacturer specifications, without exposure to PHI/PII.

7. Training Requirements The Contractor shall provide on‑site operator training for each site, covering:

· System setup, operation, and scanning workflows.

· Techniques for scanning complex surfaces, deep cavities, inclines, edentulous areas.

· Use of quality assessment tools and CBCT visualization features.

· Secure data transmission, ordering functions, and lab communication.

· Routine maintenance and calibration.

· Contractor shall ensure participants demonstrate ability to complete a full‑arch scan, transmit data, and interpret quality metrics before training is considered complete.

Minimum training expectations:

· At least 8 hours of training per location.

· Up to 10 staff members trained per site.

· Training completed within 10 business days after installation.

· User manuals and quick‑reference guides provided.

8. Warranty and Support

· Minimum one‑year manufacturer’s warranty, including parts, labor, and software updates.

· Remote and telephone technical support during business hours.

· Access to software patches and updates throughout the warranty period.

9. OEM Authorization Requirement The Contractor must be the manufacturer or an authorized dealer/reseller. Proof of authorization must be provided with the offer to ensure equipment authenticity and warranty validity.

10. Inspection and Acceptance Government acceptance will occur after installation and training are completed and the following are verified:

· System completes startup and self‑test without errors.

· Performs a successful full‑arch test scan within the required timeframe (≤ 1 minute).

· Secure, HIPAA‑compliant data transfer and ordering function are operational.

· CBCT visualization and measurement tools function correctly

11. Contractor Personnel Access Contractor personnel must check in with VA Police Dispatch upon arrival, obtain a contractor badge, and visibly wear the badge at all times. Badges must be returned before leaving the premises.

12. Privacy and Security Requirements This procurement is for supplies with incidental installation and training. Contractor personnel shall not create, receive, maintain, transmit, or access any Protected Health Information (PHI) or Personally Identifiable Information (PII) as part of this contract. All demonstrations shall use manufacturer demo mode, synthetic data, or de‑identified datasets. Contractor-owned devices will not connect to VA networks.

Because the requirement is structured to avoid exposure to PHI/PII, a Business Associate Agreement (BAA) is NOT required for this acquisition.

13. Period of Performance This is a one‑time supply procurement.

· Delivery within 60 days ARO.

· Installation and training within 10 business days after delivery.

14. Points of Contact Contracting Officer (CO): Caleb Parker Contracting Officer’s Representative (COR): Chief, Dental Service or designee (e.g., Dr. Jacqueline Hoggard, DMD).

15. Invoicing and Payment Invoices shall be submitted after Government acceptance and must include:

· PO number

· Serial numbers

· CLIN information

· Date of acceptance

16. 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.

0. “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.

0. The term Federal record:

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

0. does not include personal materials.

0. applies to records created, received, or maintained by Contractors pursuant to their VA contract.

0. may include deliverables and documentation associated with deliverables.

0. 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.

0. 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.

0. 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.

0. 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.

0. 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).

0. 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.

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

0. 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.

0. 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.

0. 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.

0. 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.

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

Sources Sought Notice