S02_SSN 36C25726Q0452.docx

SUBJECT*

36C257-26-AP-2665 | NEW | CTX CMAC Laryngoscope

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Stephanie Reeves stephanie.reeves@va.gov

PLACE OF PERFORMANCE

Olin E. Teague Veterans’ Medical Center

1901 Veterans Memorial Drive

Temple TX

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

This is a source(s) sought notice for information purposes only and it is not a solicitation announcement or an obligation or commitment by the Government. This notice is intended strictly for market research.

The Department of Veterans Affairs - Network Contracting Office 17 is seeking information in response to this Sources Sought Notice for market research purposes only. Interested Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, Small Business Administration Section 8a, Women-Owned, and other socio-economically disadvantaged small businesses who believe they possess the experience and qualifications to successfully perform the scope of work described below are encouraged to respond in order for us to make a set-aside determination and to determine if any domestic products are available in the market. Any business, regardless of business size, who believe they possess the experience and qualifications to successfully perform the scope of work described below, can respond to this source sought notice.

Responses are being sought from qualified businesses capable of providing the required equipment and services outlined below. The anticipated North American Industry Classification System (NAICS) code for the work 339112 Surgical and Medical Instrument Manufacturing, with a small business size standard of 1,000 Employees. See below for summary of the project scope.

Summary of Project Scope The Department of Veterans Affairs - Network Contracting Office 17 is seeking to procure Video Laryngoscopy Equipment, including pocket monitors, C-MAC monitors, S-Imagers, single use laryngoscope blades, connection cables, portable power components, and the video intubation platform cart. This equipment is intended for use by the Olin E. Teague Veterans’ Medical Center, Station 674 (CTVHCS), Medical Services Department, located in Temple, Texas. Please refer to below questions and to the attached draft Statement of Work (SOW) for additional details.

Interested Parties Potential candidates having the capabilities necessary to provide the stated services at a fair and reasonable price are invited to respond to this Sources Sought Notice via email to Contract Specialist Stephanie Reeves at stephanie.reeves@va.gov, no later than April 24, 2026, 12:00 PM CST. No telephone inquiries will be accepted.

All responses to this notice must provide all of the following information:

All responses must include the following details:

1. Company Information

· Company name and address

· SAM UEI number

· Point of contact (name, phone number, and email address)

2. Business Classification

· Indicate your company’s size and business representation (e.g., Service-Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), HUBZone, Woman-Owned Small Business (WOSB), Large Business, etc.)

3. SDVOSB/VOSB Compliance

· If your company is an SDVOSB or VOSB, can it comply with clause 852.219-76, VA Notice of Limitations on Subcontracting - Certificate of Compliance for Supplies and Products, in fulfilling the requirements of the draft SOW?

4. Small Business Status

· Is your company considered a small business under NAICS code 339112 (identified in this Sources Sought)?

5. Capability Statement

· Provide a capability statement addressing your company’s ability to meet the requirements outlined in the draft SOW.

· Include any other relevant information demonstrating your company’s ability to meet the requirements outlined in the draft SOW.

6. Equipment Manufacturer and Country of Origin

· Is your company the manufacturer of the equipment your company could provide to fulfill the requirement?

· If you are not the manufacturer, provide the manufacturer’s name of the equipment your company could provide to fulfill the requirement?

· If you are not the manufacturer, are you authorized directly by the Original Equipment Manufacturer to resell the equipment your company could provide to fulfill the requirement?

· What is the country of origin of the equipment your company could provide to fulfill the requirement?

7. Current Federal Contracts

· Does your company hold any current federal contracts (e.g., GSA, NAC, SAC, NASA SEWP, etc.)?

· If yes, provide:

· Contract type

· Contract number

· Expiration date

8. Contract Availability

· If your company holds a federal contract, are the services described in the draft SOW available through that contract?

In addition to the information above and demonstration to the government that the interested party can provide the required services that fulfill the required specifications in the SOW, please provide:

· Any questions/concerns in regard to the SOW.

Disclaimer and Important Notes: This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

/END OF NOTICE/

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STATEMENT OF WORK

CMAC LARYNGOSCOPE EQUIPMENT

1. BACKGROUND

The Olin E. Teague Veterans’ Medical Center, Station 674 (CTVHCS), Temple, Texas, requests the procurement of C-MAC video laryngoscopy equipment, including pocket monitors, C-MAC monitors, S-Imagers, single‑use laryngoscope blades, connection cables, portable power components, and the associated video intubation platform cart for use within the Medical Services Department. The existing airway management devices currently in use have exceeded their end‑of‑life period and require replacement to maintain compliance with clinical and patient safety standards. Biomedical engineering training will be required for supported staff.

2. Objectives The objective of this acquisition is to replace outdated airway visualization and intubation equipment with updated C-MAC video laryngoscopy systems to support safe and efficient airway management for Veteran patients. The upgraded devices will improve visualization capabilities, enhance procedural reliability, and ensure compatibility with current clinical workflows. This procurement will strengthen overall patient safety, increase provider effectiveness during airway interventions, and ensure the facility remains aligned with VA technology lifecycle and clinical practice requirements.

3. PERFORMANCE PERIOD

The period of performance shall be for a base year with no options to extend price or period of performance.

Base Year: June 23, 2026 – June 22, 2027

4. PLACE OF PERFORMANCE / DELIVERY

Olin E. Teague Medical Center Central Texas Veterans HCS 1901 Veterans Memorial Drive, Temple, Tx, 76504 -Building 206 Jill Cegelski

5. SCOPE

This contract covers the procurement and delivery of C-MAC video laryngoscopy systems and related components for the Medical Services Department at the Olin E. Teague Veterans’ Medical Center, Station 674 (Central Texas Veterans Health Care System), Temple, Texas. The contractor shall provide all equipment, accessories, and components necessary to ensure full clinical functionality of the C-MAC systems. The scope includes:

Supply and Delivery of all C-MAC monitors, pocket monitors, S-Imagers, single‑use laryngoscope blades, power components, connection cables, and the video intubation platform cart to the designated facility location.

· Installation and Setup of equipment in accordance with manufacturer specifications and clinical workflow requirements.

· Verification and Testing to ensure proper operation and compliance with VA performance and safety standards.

· Training for clinical and biomedical engineering staff on proper operation, care, and maintenance of the equipment.

· Warranty and Support Services in alignment with manufacturer-provided coverage and VA requirements.

· All equipment must be new, fully operational, and compliant with applicable regulatory and technical standards, including VA, FDA, ISO, and electrical safety requirements.

6. TECHNICAL REQUIREMENTS

The contractor shall provide the following C-MAC equipment, manufactured by Karl Storz Endoscopy-America, Inc, or equivalent items covered under the procurement:

6. SALIENT CHARACTERISTICS

The C-MAC video laryngoscopy systems must meet the following essential functional and performance characteristics:

7. SPECIAL WORK REQUIREMENTS

7.1. Hours: Services shall be performed according to specifications of Government point of contact. The regular work hours for station 674 is Monday through Friday 08:00am to 4:30pm (CST).

7.2. Noncontract Charges: The contractor shall not perform any service that results in additional charges without prior approval from the Contracting Officer.

7.3. Property Damage: The contractor shall take all necessary precautions to prevent damage to any government property and notify Contracting Officer Representative immediately if damages occur. Contracting Officer shall authorize contractor to remedy situation in one of the following ways: be assessed current replacement costs for damaged property, replace damaged property in a timely manner, or correct damages with like materials at no additional cost.

7.4. Identification, Parking, Smoking, and VA Regulations: Contractor shall always need to acquire a badge for each worker and ensure that badge is worn in a visible location on worker while on premises of VA property. It is the responsibility of the contractor to park in appropriate designated parking areas. Information on parking is available from the VA Police. VA shall not invalidate or make reimbursement for parking violations of contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States District Court.

7.5. Personnel Qualifications- Contractor personnel, performing under contract, shall be fully qualified and competent in equipment installation and repair.

8. MANAGEMENT INFORMATION REQUIREMENTS

Contract oversight shall be accomplished by assigned Contracting Officer Representative (COR) for task order. COR shall maintain performance records and inspection reports during period of performance. COR shall maintain responsibility for verification of satisfactory services prior to payment approval.

9. LOGISTICS CONSIDERATIONS

Reliability and maintainability of equipment and systems over its expected life include:

· On-site technical, patient care and reprocessing training

· Quality assurance requirements

· Warranty extended for life of contract for all covered repairs, parts, and labor

10. CONTRACT ADMINISTRATION

Contract shall be administered by VISN 17 Contracting Office, VA, and COR. COR shall be responsible for quality control through inspection and acceptance of all deliverables, as appropriate, to determine contractor’s adherence to prescribed performance requirements as outlined within statement of work. Payments shall be made monthly in arrears upon verification of satisfactory service.

11. GENERAL

Contractors, contractor personnel, subcontractors, subcontractor personnel, shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

12. BAA Standard Language It has been determined that protected health information (PHI) may be used, disclosed, accessed, transmitted, created, stored/maintained, and/or destroyed (providing appropriate proof of destruction in compliance with VA Directive 6371) by the Contractor, and a signed Business Associate Agreement (BAA) will be required. The Contractor will adhere to the requirements set forth within the BAA, referenced in the solicitation, and shall comply with all applicable VA/VHA Directives. Once awarded, Contractor and Contracting Officer will collaborate with the appropriate Facility Privacy Officer (CTXPrivacyOffice@va.gov) to implement the appropriate BAA.

13. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

A contractor/subcontractor shall request logical (technical) or physical access to VA information for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

13. VA INFORMATION CUSTODIAL LANGUAGE

1. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

1. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures follow VA directive requirements.

1. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor during performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

1. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations, and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

1. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

1. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be enough grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

1. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

1. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

1. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION TECHNOLOGY RESOURCES The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

14. SECURITY INCIDENT INVESTIGATION

1. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

1. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

15. LIQUIDATED DAMAGES FOR DATA BREACH

1. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. However, it is the policy of VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in an amount determined to be adequate by the agency.

1. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

1. Each risk analysis shall address all relevant information concerning the data breach, including the following:

1. Nature of the event (loss, theft, unauthorized access).

1. Description of the event, including:

1. date of occurrence.

1. data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code.

1. Number of individuals affected or potentially affected.

1. Names of individuals or groups affected or potentially affected.

1. Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text.

1. Amount of time the data has been out of VA control.

1. The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons).

1. Known misuses of data containing sensitive personal information, if any.

1. Assessment of the potential harm to the affected individuals; Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and

1. Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

1. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

0. Notification.

0. One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

0. Data breach analysis.

0. Fraud resolution services, including writing dispute letters, initiating fraud alerts and

1. credit freezes, to assist affected individuals to bring matters to resolution.

1. One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

1. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

16. SECURITY:

All services for this contract must meet manufacturer performance and technical specifications Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. Also, Contractor must provide the appropriate service documentation at no additional expense.