SOW - Optical Coherence Tomography System - Updated.pdf

STATEMENT OF WORK

INTRODUCTION: The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the vendor in supplying Optical Coherence Tomography System (OCT) for the Bakersfield VA Clinic within VISN22 under VA Greater Los Angeles Healthcare System

BACKGROUND: The Bakersfield VA Clinic is part of VA Greater Los Angeles Healthcare System.

That offers primary care, dental, women’s health, physical therapy, mental health, telehealth, and other specialty services. It has a required need for Optical Coherence Tomography System (OCT).

PURPOSE: The Optical Coherence Tomography System (OCT) helps diagnosis and treat eye diseases, injuries or diminishing vision. This ophthalmic equipment helps in improving patient care within Bakersfield VA Clinic.

SCOPE: VA GLA – Bakersfield VA Clinic is requesting contractors to provide equipment that meet or exceed the physical, functional and performance of the listed salient characteristics in this section. These products must also be able to communicate seamlessly with both existing and planned systems and equipment without disrupting the integration process. The software must also not interfere with the other software in the building. The equipment feature is essential to the technical requirements to meet the needs of the government.

PLACE OF DELIVERY: Bakersfield VA Clinic. 900 Old River Rd. Bakersfield, CA 93311

PHYSICAL CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities:

Optical Coherence Tomography System (OCT)

a) Be capable of core technologies: cSLO, SD-OCT, Active Eye Tracking, Noise Reduction, Auto Rescan

b) Be capable of minimum Multimodal Imaging: Retina, Glaucoma, Infrared-Reflectance (IR)

c) Light Sources: IR laser 815 nm (infrared) and OCT-SLD 880 nm (infrared) Standard Objective

Lenses: Max. scan field (visual angle) 30° × 30° (ca. 9 × 9 mm) and ART (image averaging) up to 100 single images

d) Widefield Imaging Objective Lens: Max. scan fi eld (visual angle) Ø 55° (ca. 16,5 mm); High resolution mode (digital) ≈ 10 µm/pixel lateral and ART (image averaging) up to 100 single images

e) Ultra-Widefield Imaging Objective Lens: Max. scan field Ø 102° (ref. pupil), Ø 135° (ref. eye center); High resolution mode (digital) ≈ 20 µm/pixel lateral and ART (image averaging) up to 100 single images (Data listed are minimum requirements)

f) OCT – Retinal imaging: A-scan rate: 85 kHz to 125 kHz, Axial digital image size: 496-pixel, Axial resolution: 3,9 µm/pixel, Lateral resolution: 5,7 µm/pixel, Scan angle: up to 55° (ca. 16,5 mm), Scan depth into the tissue: 1,9 mm, Scan patterns: Line scan, volume scan, radial scan, circle scan, ONH-RC scan, individual. (Data listed are minimum requirements)

g) OCT – Anterior imaging: cSLO image width: 8,3 / 11 / 16,6 mm, OCT scan depth: 8,3 / 11 / 16,6 mm, ART (image averaging): up to 100 single images. (Data listed are minimum requirements)

h) OCT Angiography imaging: High speed mode: 30° × 15° with 11 µm lateral resolution, High resolution mode: 10° × 10° with 5,7 µm lateral resolution, Max. number of pixel: 768 × 384-pixel, ART (image averaging): up to 7 single images. (Data listed are minimum requirements)

i) Must include table

j) EMR connectivity

k) Dimensions: 25.20”D x 43.40”W x 42”H (Data listed are minimum requirements)

l) Quantity: 1

EQUIPMENT LINE ITEMS:

1) OCT Systems with Active Eye Tracking / Tracking OCT System: Includes high image quality and reproducibility for confident follow-up measurements, enables visualization of up to 10 retinal layers with micron-level resolution (3.9 µm axial resolution) and supports multimodal imaging (HRA, OCT, OCTA, FA, ICGA, autofluorescence) for comprehensive retinal assessment. (Data listed are minimum requirements)

2) Widefield/ultra-widefield retinal imaging Lens: Includes UWF lenses that provide a 110°–220° field of view, capturing the far periphery of the retina, including the anterior edge of the vortex vein ampulla and beyond. (Data listed are minimum requirements)

3) OCTA Technology: Includes the ability to combine high-resolution vascular imaging with other imaging modalities (85 kHz to 125 kHz). (Data listed is the minimum requirement)

4) Anterior Segment OCT: Includes an add-on lens and a dedicated software package that enhances the OCT platform by enabling high-resolution imaging of the cornea, anterior chamber angle, and sclera. It supports dual-angle imaging for both chamber angles in a single OCT scan and is compatible with other equipment. (Data listed are minimum requirements)

5) Widefield Imaging Module: Includes add‑on component that expands a retinal imaging system’s field of view beyond the standard fundus camera range. Designed to capture a larger portion of the retina of 55° or more in a single image, enabling visualization of the macula, optic nerve head, and peripheral retina in one shot. (Data listed are minimum requirements)

6) Software: Which includes software that is used to predict advanced glaucoma diagnostics. (Data listed is the minimum requirement)

7) Installation & Training

FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed above in section in above.

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Contractor is to provide a one-time training at the time of installation of equipment.

Government will not require additional training. Training for this contract should be conducted post installation. Delivery and installation must be coordinated with the local COR/POC. Contractor will install and test all equipment provided with documentation of testing provided to the COR/POC.

Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of product and software installed under this order or contract at no additional cost to the government.

Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the Contracting Officer (CO). While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the CO is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Government does not accept extended warranty, which requires advance payment.

DEBRIS REMOVAL

Contractors shall remove waste materials and debris daily from the campus. All waste material and debris shall be removed off the site by the contractor and shall be disposed of in accordance with applicable State and Federal regulations. All recyclable materials shall be recycled, and weight tickets provided to the COR.

WARRANTY OF EQUIPMENT: Government requirement for standard manufacturer industry warranty term. Government does not accept extended warranty, which requires advance payment.

PERFORMANCE:

• All items to be delivered and installed after receipt of purchase order by 8/1/2026.

• Hours: Normal duty hours are 8:00 a.m. through 3:00 p.m., Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR, POC or designer.

• In accordance with 5 U.S.C. 6103, Executive Order 11582 and Public Law 94-97 the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays”

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Last Monday in January Memorial Day Last Monday in January Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

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

• Payment: Payment will be made upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number.

The invoice must include the correct payment address.

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

• Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

• All shipping for parts will be included in the cost of the contract.