6515--657-22-2-8543-0073 | STL | ENT Microscopes (VA-22-00042258)

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

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Sources Sought Notice

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This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort.

The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice.

The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below.

Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide replacement of Leica M320 diagnostic ENT Microscopes for the St Louis VA, John Cochran, and Jefferson Barracks that meet the brand name specifications and high-quality threshold while integrating excellent stewardship.

NAICS Code: 339112 (Surgical and Medical Instrument Manufacturing)

Leica M320 For ENT Microscope, St Louis VAMC, John Cochran and Jefferson Barracks

STATEMENT OF WORK (SOW)

1. Title of Project: Replacement of Leica M320 ENT Microscopes

2. Scope of Work: The VA Saint Louis Health Care System intends to procure four (4) Surgical Microscopes for its ENT Service. This document highlights the technical specifications and services being requested by the facility for consideration towards purchase of the units. Vendors under this proposal shall provide all equipment and accessories, installation services, and project management support.

4 Surgical Microscopes

Integrated 4k camera

LED Illumination

250 mm objective lenses with fine focus

Front mounted handle

Comfortable to use

Image streaming to external devices

Able to integrate with Olympus brand ENT Towers

Floor stand included

Dust cover included

All cables, eyepieces, or other accessories required to make equipment fully functional included.

3. Specifics: QTY

1

Leica F12 Floor Stand for M320 (Part Number: 10448434)

4

2

Leica Power cable, 5m, North America (Part Number: 10445664)

4

3

Leica Dust Cover M300 (Part Number: 10446661)

4

4

Leica Certificate of installation (Part Number: 10448628)

4

5

M320 Optics Car. Inc Swing Arm, Inclined (Part Number: 10449124)

4

6

Leica Monitor SONY 31" 4K 3D Medical (Part Number: 10747359)

1

7

M320 Handle Front Set (New) (Part Number: 10449122)

4

8

Leica Objective f=250mm manual focus (Part Number: 10448448)

4

9

Leica M320 Protective Glass (Part Number: 10448431)

4

10

Leica Straight binocular tube, short, T, type II (Part Number: 10448386)

4

11

Leica Eyepiece f. spect. w´s 12.5x/17B, type II (Part Number: 10446739)

8

12

Leica WiFi Dongle AC1200 (US) (Part Number: 10449119)

4

13

Leica HDMI 2.0 cable 10m (Part Number: 10734032)

4

14

Leica USB 3.0 Cable 10m (Part Number: 10734035)

4

15

Leica M320 IVCIII Camera - 4K (Part Number: 10449087)

4

Includes Installation, Calibration and On-Site Training

4. Special Instructions:

Installation and Assembly

Vendor shall be responsible for assembly and installation of systems after notification from VA Saint Louis Biomedical Engineering that it has been delivered to station.

Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device.

Training

Vendor shall provide on-site clinical/applications training for VA Saint Louis operating room staff members.

Vendor shall provide introductory system/maintenance training to VA Saint Louis Biomedical Engineering staff during installation.

Vendor shall include all costs for travel to provide this training in their proposal.

Vendor shall coordinate all installation and training dates with VA Saint Louis specified Biomedical Engineering POC who will communicate internally with clinical staff.

Warranty and Service

Service and Operator Manuals The vendor shall provide the following documentation for the proposed system:

Two (2) copies of operator's instruction manuals per unit purchased

Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer s service technicians.

Two (2) copies of a system manager s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc.

Two (2) copies of cleaning and sterilization IFU s in a printed format as well as digital format that can be easily copied and pasted from.

Warranty The system, all accessories, and all software shall be covered under the manufacturer s warranty and shall include all parts and labor for at least one year following acceptance by the VAMC.

A manufacturer s factory-trained Field Service Engineer shall perform installation and maintenance during the warranty period.

The warranty period shall not begin until after the VA Saint Louis Biomedical Engineering POC has accepted the products delivery, installation, and functionality.

The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration.

All available software updates and security patches will be made available to the VA Saint Louis during the warranty period.

Vendor shall provide response to applications and technical calls within 8 hours.

Vendor shall ship replacement parts within 48 hours of identifying necessity by VA Saint Louis Biomedical Engineering staff.

Other Features

Value added features in the vendor s proposal that will be considered include but are not limited to:

Options for Trade-in of existing equipment shall be proposed in bid package

Extended Warranty options shall be outlined in bid package

Service and Biomedical training options shall be outlined in bid package

Options for this training should include all registration, travel, and lodging costs when possible

Hours of Operation

Normal hours of coverage are Monday through Friday, 7:00 AM to 3:30 PM Central Standard Time excluding national holidays.

Vendor on-site visits will be coordinated with the VA Saint Louis Biomedical Engineering POC before being scheduled or conducted.

Vendor representatives will check in with the VA Saint Louis Biomedical Engineering POC when they arrive on-site and check out upon completion of work each day.

All services shall be performed during normal hours unless otherwise scheduled with the VA Saint Louis Biomedical Engineering POC.

Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.

Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes removal of packaging and a clean sweep/mop of the area as required by work type.

Vendor staff shall minimize noise as much as possible while working in all buildings.

Note: Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the VA Saint Louis Biomedical Engineering POC).

Federal Holidays observed by VA Saint Louis are:

New Year s Day

Labor Day

Martin Luther King Day

Columbus Day

President s Day

Veterans Day

Memorial Day

Thanksgiving Day

Independence Day

Christmas Day

Delivery

Vendor shall deliver purchased equipment within 45 business days of receiving completed Contracting package from the VISN 15 Contracting Officer. If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis Biomedical Engineering POC.

Delivery will be to one of the two VA Saint Louis Health Care System main campuses. Vendor shall coordinate exact delivery location with the Contracting Officer and VA Saint Louis Biomedical Engineering POC at the time of the purchase.

Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number on the shipping label.

Delivery of oversized, palletized orders or orders that contain a large number of components will be coordinated with VA Saint Louis Biomedical Engineering POC who will communicate internally with Warehouse Staff.

VA Saint Louis Health Care System Delivery Locations

John Cochran

915 North Grand Blvd

Saint Louis, MO 63106

ATTN: Biomedical Engineering

PO Number for Order

Jefferson Barracks

1 Jefferson Barracks Drive

St. Louis, MO 63125

ATTN: Biomedical Engineering

PO Number for Order

5. Responses:

Documentation of technical expertise must be presented in enough detail for the Government to Sources Sought Notice Sources Sought Notice Page 4 of 13 determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of business, e.g. Large Business, Services Disabled Veteran Owned small Business, Veteran owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

6. Insurance: Contractor shall maintain general liability and property damage liability insurance relating to activities.

7. Contract Administration Data : All contract administration functions will be retained by the Department of Veterans Affairs. The Contracting Officer will be the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer will be authorized to make commitments or issue changes that affect price, quantity, or quality of performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.

8. Contracting Officer s Representative: Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the designated representative for this contract is will be determined at award.

Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. The North American Classification System (NAICS) code for this acquisition is 339112 (Surgical and Medical Instrument Manufacturing). The small business size standard is 1,000 employees. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM located on the web at www.sam.gov). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to mark.socha@va.gov. All information submissions should be received no later than 3:00 pm CST on February 15, 2022. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.