S02-RFI 36C24526Q0482.docx

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. In accordance with 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.

DESCRIPTION

REQUEST FOR INFORMATION

This RFI is being sent solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information. At this time, no solicitation exists; therefore, please do not request a copy of the solicitation. Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined.

The Department of Veteran Affairs, located at 50 Irving Street NW Washington, DC 20422 is seeking MRI compatible patient monitors.

The associated North American Industrial Classification System (NAICS) code for this procurement is 334517 Irradiation Apparatus Manufacturing, 1200 employees size standard.

Statement of Work

1. Contract Title. Expression MR400 MRI-Compatible Patient Monitor Replacement

2. Background. The Washington DC VA Medical Center (DC VAMC) requires two (2) MR400 MRI-compatible patient monitors for use in the control room of the MRI suite. The previous monitor recently malfunctioned and is no longer working and is no longer serviceable by the original equipment manufacturer. The new MR400 model must fully integrate with the existing Philips monitoring network at the DC VAMC.

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 upon request.

4. Specifications.

4.1 Equipment

4.2 Required Features

Equipment:

· Operating voltage range 100 to 240 VAC, ± 10 percent

· Frequency range 50 to 60 Hz, single phase

· Current 1.4 A @ 100VAC / 0.7 A @ 240 VAC

· Power Consumption, Maximum 65 Watts

· Monitor battery lithium polymer with 8 hour operation time when fully charged

· Operating temperature range of 50 to 95°F

· MRI System Range: 1.5 and 3.0 Tesla, 5000 gauss, at RF power levels not exceeding 4W/kg SAR and 7.2 μT B1rms in all orientations.

· LCD display with five-wire resistive touch screen, screen size of 15.6 inches, diagonal.

· 1366 (H) by 768 (V) pixels Services:

· Labor for the installation of the above equipment shall be included and completed by the original equipment manufacturer (OEM).

· Labor for the deinstallation of the current monitor shall be included.

· The contractor shall unbox all equipment.

· The contractor shall connect the equipment to the existing Philips monitoring network, if determined necessary by the clinical staff.

· Clinical configuration and implementation services of the equipment shall be included.

· The contractor shall provide tracking numbers and delivery information in advance of any equipment deliveries to the facility.

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).

Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345)

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 must be completed by a qualified field service engineer of the original equipment manufacturer (OEM).

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 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 VHAWASEquipmentRequests@va.gov 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.

Responses:

The response must include descriptive literature demonstrating the product meets or exceeds the salient characteristics specified above.

The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the Original Equipment Manufacturer (OEM) and as clinically required. Vendors are encouraged to provide any product solution or configuration so long as they meet the salient characteristics. Additionally, responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.

Responses to this Sources Sought Notice shall include the following:

1. Does vendor offer an annual service plan, Yes or No?

1. If Yes:

1. What does the plan cover?

1. Does plan cover software updates only?

1. Does the plan cover parts repair or replacement only?

1. Does the plan cover both software and parts?

1. Vendor are requested to provide documentation that shows information on their service plan.

1. Is the service provided by the OEM or a subcontractor?

1. Full name and address of company

1. DUNS number/ CAGE Code/ SAM UIE

1. Business Size

1. Manufacturer or Distributor

7. If distributor provide full name, business size and address of manufacturer.

1. Country of Origin designation for all products MUST COMPLETE THIS SECTION

1. Technical Literature that clearly shows product(s) meet the identified salient characteristics and page numbers where each salient characteristic is met.

1. Any additional product solution or configuration that would be beneficial to the clinical functionality of the product line identified.

1. Authorized Distributor Letter Certified by OEM with a current date.

Responses must be submitted by 9:00 AM (EST) May 12, 2026. Responses to the information requested above must be submitted via email to tara.davis4@va.gov .

Although not required, vendors responding to this Sources Sought may also submit a Capabilities Statement.