SOW VR Headsets.docx

STATEMENT OF WORK

Eastern Colorado Health Care System Rocky Mountain Regional VA Medical Center Virtual Reality Digital Therapeutic Equipment — Chronic Pain and Wellness Center

1. Purpose:1.1 The Department of Veterans Affairs, Eastern Colorado Health Care System, Rocky Mountain Regional VA Medical Center (Station 554) is requesting a Firm-Fixed-Price contract for the delivery of virtual reality (VR) digital therapeutic equipment for use in the Chronic Pain and Wellness Center (CPWC). This equipment is procured in support of the VA National Pain Management, Opioid Safety, and Prescription Drug Monitoring Program (PMOP) Virtual Reality in Pain Management Teams initiative, and will be integrated across the CPWC multidisciplinary model of care, including medical, physical therapy, and behavioral health appointments, as a non-pharmacological adjunct for the management of chronic pain in Veterans.

2. Salient Characteristics:2.1 The equipment shall meet the following salient characteristics:

1. VR platform and hardware1. Self-contained, portable VR-based digital therapeutic engagement platform suitable for clinic-room, bedside, and independent in-home use.

1. Clinic configuration delivered on a Meta Quest 3S head-mounted display (HMD) with a synchronized caregiver control tablet for supervised clinical use.

1. Home configuration delivered on a Meta Quest 3S HMD configured for direct-to-Veteran home use.

1. Each kit shall include all components required for operation (headset, controllers as applicable, charging components, facial interface, head strap, and protective/carrying case).

2. Therapeutic content1. Library of 200 or more curated immersive therapeutic experiences supporting relaxation, distraction, and cognitive engagement.

1. Veteran-specific content addressing pain, anxiety, stress, and isolation.

1. Both gaze-based and controller-based applications.

3. Clinical workflow and safety1. Real-time session monitoring with clinician launch and termination control (clinic configuration).

1. Built-in safety controls, simplified patient interface, and emergency-exit functionality.

1. Designed for seated use; not intended for standing or ambulation during operation.

1. Administered and supervised by a licensed provider or trained clinical staff; not a standalone medical treatment, intended to supplement provider-directed care plans.

4. Connectivity and operation1. Offline-first architecture providing full clinical functionality without internet connectivity.

1. Clinic configuration supports both secure online connectivity and offline operation to ensure continuity of care in network-restricted environments.

5. Infection control (headset disinfection)1. UVC disinfection unit designed for head-mounted displays.

1. 265 nm UVC LEDs; does not emit heat or ozone and does not use mercury.

1. Disinfects one HMD in approximately 60 seconds; universal 100–240V, 50–60Hz power.

2.2 Warranty: The purchase shall include the manufacturer’s standard warranty as offered under the GSA Federal Supply Schedule.

2.3 Nomenclature and Part Number(s):

3. Security / Connectivity Requirements:3.1 The equipment operates in an offline-first mode; no connection to the VA network is required for clinical or in-home use.

3.2 The devices do not store, transmit, or access protected health information (PHI). Usage occurs under direct clinical supervision (clinic configuration) or under provider instruction (home configuration).

3.3 DICOM, PACS, and modality worklist integration are not applicable to this equipment.

3.4 Any optional network connectivity shall use approved networks and comply with applicable VA information security requirements.

4. Delivery:4.1 Contractor shall deliver all equipment and supplies to the following address:

Rocky Mountain Regional VA Medical Center (Station 554) 1700 North Wheeling Street Aurora, CO 80045-7211

4.2 Delivery Hours of Operation: Monday – Friday; 0700hrs – 1500hrs; excluding all Federal Holidays and any other day specifically declared a National Holiday by the President of the United States.

When a designated legal holiday falls on a Sunday, the following Monday is observed; when a legal holiday falls on a Saturday, the preceding Friday is observed by U.S. Government Agencies.

5. Operation and Maintenance Deliverables:5.1 Vendor shall include operating instructions / quick-start materials for each unit (electronic and, where provided, physical copy) as included in the standard kit contents.

5.2 Vendor shall provide any manufacturer-recommended care, charging, and disinfection instructions for the headsets and the UVC disinfection unit.

6. Security Requirements:6.1 Security background checks are not required.

6.2 The Contractor will not have access to VA desktop computers or to online resources belonging to the Government.

6.3 The Contractor will not have access to protected health information (PHI). The devices do not retain identifiable patient data; any memory storage device will remain in VA control.

6.4 The C&A requirements do not apply.

6.5 The Security Accreditation Package is not required.