36C24525Q0806 Sources Sought.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

POINT OF CONTACT*

Phillip G Duba Contract Specialist Phillip.Duba@va.gov 304-263-0811 X7610

PLACE OF PERFORMANCE

1 Medical Center Drive

Clarksburg WV

ADDITIONAL INFORMATION

DESCRIPTION

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT/RFI DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339115 (size standard of 1,000 Employees). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide Digital Marker Microscope & Argus Biometer that at a minimum meet the brand name and/or can possibly provide an equal product for Louis A Johnson VA Medical Center.

Brandname Information:

Manufacturer & Part Number: Alcon Digital Marker Microscope Kit 900263195 Equal to Product: Digital Marker Microscope

Manufacturer & Part Number: Alcon Argos Biometer 900242708 Equal to Product: Biometer

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified in this RFI?

(3) Are you the manufacturer, authorized distributor, and/or can you provide equivalent solution to the items being referenced above?

(4) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

(5) If you’re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(6) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in FAR 19.505? Specifically, what percentage of the work will be performed by your company versus subcontractors?

(7) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items

(8) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice?

(9) Please indicate whether your product conforms to the requirements of the Buy American Act?

(10) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).

(11) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solution you are providing information for available on your schedule/contract? Please state if all or some items are available on the contract.

(12) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(13) Please submit your capabilities statement illustrating your organization’s ability to meet the described salient characteristics or “equal to items” for planning purposes; show clear, compelling and convincing evidence that all “equal to items" meet all the salient characteristics.

(14) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(15) Please provide your SAM.gov Unique Entity ID/Cage Code number.

Responses to this notice shall be submitted via email to Phillip.Duba@va.gov. Telephone responses will not be accepted. Responses must be received no later than Wednesday August 27, 2025 by 12:00 PM PST.

All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement.

Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Statement of Work

A. GENERAL:

Scope of Services:

The purpose of this requirement is to procure one (1) Alcon Argos system for the surgery Department at the Louis A. Johnson VA Medical Center in Clarksburg, WV. This requirement will consist of the Alcon Argos itself, and the Digital Marker Microscope (DMM) to feed the images to the system. This system will allow for more accurate selection of the appropriate Intraocular lenses for implantation. The procurement will allow for more precise selection of implants, increasing workflow efficiency and patient safety at the Louis A. Johnson Medical Center. This requirement includes all equipment, software and services required for install of the Alcon Argos system.

Location: Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg, WV 26301 Performance Period: Full Delivery and Installation to be completed within 365 days of award.

B. WORK HOURS:

a. Hours of Operation: Normal business hours are Monday through Friday, 7:30 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer’s Representative (COR).

b. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 7:30 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

C. SPECIFICATIONS:

a. Technical Requirements This equipment is used to take measurements in eye clinic, then select a procedure and develop a surgery plan. This surgical plan is then transferred to a surgical digital marker microscope which will assist the surgeon in performing the surgery

i. Alcon Argos Biometer

1. The procurement includes a quantity of one (1) Alcon Argos Biometer

ii. Digital Marker Microscope

1. The procurement includes one (1) Alcon Digital Marker Microscope

iii. Networking Requirements

1. All units and systems described in the above Technical Requirements section shall require connection to the VA network.

2. The Contractor shall complete the VA’s required documentation for networked medical devices.

3. Should the manufacturer of the equipment not have an approved Enterprise Risk Analysis completed, this will be required to fully install the system on the network.

4. Following purchase, the VA will provide specific network information for the configuration of the system.

5. If remote support is required, the Contractor must have a completed MOU/ISA.

6. The Contractor shall provide the system’s DICOM Conformance statement.

b. Delivery Requirements

i. Delivery and installation are required within 365 days from award of the contract.

ii. Large deliveries are to be coordinated in advance with the COR to ensure necessary planning takes place.

iii. Contractor is to provide the COR with shipment tracking information.

c. Installation Requirements

i. Full installation of the systems shall be included as a part of this contract:

1. Biometer installation into the Eye Clinic

2. Digital Marker Microscope into Surgical Suite

ii. All parts, materials, tools, labor, and travel to complete the installation shall be included as a part of this contract.

iii. Contractor is required to complete all configuration for the systems to be usable.

iv. Contractor shall provide validation that the systems are fully functional upon completion of the installation/implementation.

v. Patient Health Information

1. The Contractor shall safeguard patient health information.

2. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

d. De-Installation Requirements

i. Contractor shall coordinate with COR for removal of any equipment during the project implementation schedule.

ii. Any hard-drives or storage systems removal containing sensitive or patient health information shall be coordinated with the COR, and all sensitive hardware (hard-drives or equivalent) will be itemized and destroyed by the Biomedical Engineering department.

iii. Biomedical engineering will work with Logistics to remove and dispose any equipment no longer needed in the medical center

e. Contractor Requirements

i. All Contractor personnel performing installation services of the equipment and/or systems shall have factory training and experience in the implementation of the equipment and/or system.

ii. Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

f. Warranty Information

i. The equipment and/or system shall have a warranty of 1 year from the full installation/acceptance of the equipment.

ii. Warranty support shall include repair of the equipment/system.

iii. Warranty support shall include preventative maintenance, if required per manufacturer specification, of the equipment/system.

iv. Warranty support shall include all parts, materials, labor, and travel to complete the repair or maintenance.

v. Requests for warranty support shall be made to the telephone support number provided by the Contractor.

vi. Warranty support requests shall be responded to within 1 day.

vii. Contractor shall perform any available system updates during the warranty period at the discretion of Biomedical Engineering.

viii. Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

ix. Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

x. On-Site Procedures

1. Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

2. Contractor personnel shall sign in using the department’s vendor sign in sheet, filling out all required information.

3. Contractor personnel’s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

4. Contractor personnel shall sign out upon completion of visit.

5. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

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

7. Parking. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

g. Safety and Security

i. Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

iii. Contractor personnel shall wear visible identification at all times while on VA property. 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. Property Damage

1. The contractor shall take all necessary precautions to prevent damage to any Government property.

2. 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.

3. 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.

D. QUALITY ASSURANCE

a. End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional.

b. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

c. Documentation with be completed in the Government systems.

Sources Sought Notice