6515--Xenon Headlight and Light Source

This RFI is 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.

STATEMENT OF WORK (SOW)

Contract Title. Headlight and Light Source for Surgical Procedures

Background. The Washington DC VA Medical Center has a requirement to purchase 5 light sources and 3 headlights. The facility needs to replace the light sources as 3 of 5 xenon light sources have been deemed unrepairable. The 3 unrepairable light sources have been turned-in, and the OR now only has 2 functioning xenon light sources. This equipment is essential as surgeons need adequate lighting to effectively complete surgical procedures.

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.

Specifications.

4.1 Equipment

Line Item Description

Quantity

UltraLite Pro Headlight w/ Premium Cable

3

MLX 300W Xenon Light Source

5

MLX Floor Stand

5

4.2 Required Features.

UltraLite Pro Headlight with Premium Cable (Brand Name or Equal)

Adjustable headband

9ft bifurcated cable

MLX 300W Xenon Light Source (Brand Name or Equal)

300W xenon blub

Temperature-sensing feature

Stand-by button

Automatically shutdown lamp after set amount of time in stand-by mode

Adjust light intensity in 5% increments

MLX Floor Stand (Brand Name or Equal)

Compatible with Light Source

Specific Tasks.

5.1 Delivery.

All equipment shall be delivered to:

Washington DC VA Medical Center

50 Irving St NW

Washington, DC 20422

ATTN: VHAWAS Equipment Committee

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)

Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.

Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.

Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.

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.

Mask Requirement: All contractors shall wear masks while indoors.

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.

Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.

On site visits shall be scheduled in advance with the designated on-site POC.

Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work.

The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas.

Contractor personnel s tool bags are subject to inspection.

5.3 Installation/Implementation.

Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.

Installation shall be completed within the period of performance.

Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.

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.

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).

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.

Contractor shall be responsible for providing training to clinical staff/users.

Training is to be scheduled in advance with the designated on-site POC.

Education shall be provided prior to and/or at time of installation.

Education professional shall be certified to provide instruction on the designated equipment/system.

Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.

Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

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:

Service report.

Warranty information.

Electronic copy of the Operators Manual.

Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists.

Hours of Operation.

DC VAMC s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:

New Year s Day

Labor Day

Martin Luther King s Birthday

Columbus Day

President s Day

Veteran s Day

Memorial Day

Thanksgiving Day

Juneteenth

Christmas Day

Independence Day

Any other national holiday as declared by the President of the United States

Period of Performance. Delivery within 90 days from contract award.

Invoicing.

Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice.

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA s Electronic Invoice Presentment and Payment System (IPPS) The VA Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge:

http://www.tungsten-network.com/US/en/veterans-affairs/.

More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:

To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at the below phone number or email address:

Tungsten e-Invoice Setup Information: 1-877-489-6135

Tungsten e-Invoice Email: VA.Registration@Tungsten-Network.com

If you have a question about the e-invoicing program or Tungsten, please contact the FSC at the below phone number email address.

FSC e-Invoice Contact Information: 1-877-353-9791

FSC e-Invoice Email: vafsccshd@va.gov

Contract Type.

Firm-Fixed Priced Contract

Evaluation Factors.

Required Features

Price

Authorization Letter to Distribute

Delivery Lead Times

RESPONSES:Â

Please include descriptive literature demonstrating the product meets or exceeds the brand name product specified above.Â

Please provide any product solution or configuration so long as they are equivalent to the brand name product.

Responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.Â

PLEASE PROVIDE THE FOLLOWING ADDITIONAL INFORMATION:

Full name and address of company

DUNS number/ CAGE Code/ SAM UEI

Business Size

Manufacturer or DistributorÂ

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

Country of Origin designation for all products.

Technical Literature that clearly shows product(s) are equivalent.

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

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

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