6520--VISN 5 Dental X-Rays & Sensors

RFI 36C24525Q0323

VISN 5 Dental X-Rays & Sensors

THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT/RFI DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339114 (size standard of 1,250 Employees). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide Dental X-Rays & Sensors that at a minimum meet the brand name and/or can possibly provide an equal product for multiple VA Medical Centers to include all medical centers in VISN 5.

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified in this RFI?

(3) Are you the manufacturer, authorized distributor, and/or can you provide equivalent solution to the items being referenced above?

(4) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).

(5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?

(6) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in FAR 19.505? Specifically, what percentage of the work will be performed by your company versus subcontractors?

(7) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items

(8) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice?

(9) Please indicate whether your product conforms to the requirements of the Buy American Act? What is the country of origin for your product?

(10) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).

(11) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solution you are providing information for available on your schedule/contract? Please state if all or some items are available on the contract.

(12) Please submit your capabilities statement illustrating your organization s ability to meet the described salient characteristics or equal to items for planning purposes; show clear, compelling and convincing evidence that all equal to items" meet all the salient characteristics.

(13) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(14) Please provide your SAM.gov Unique Entity ID/Cage Code number.

Responses to this notice shall be submitted via email to Phillip.Duba@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, February 28, 2025 by 5:00 PM EST.

All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement.

Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Statement of Work

Dental X-Ray Generators and Acquisition Sensors

GENERAL:

Scope of Services:

The purpose of this requirement is to acquire replacement dental x-ray generators and acquisition sensors as part of a VISN wide purchase (specific quantities are defined in the technical requirements section). The acquisition shall include equipment, installation, and training at each site for the applicable equipment delivered.

Locations:

Perry Point VA Medical Center, 361 Boiler House Road Building 361, Perry Point, MD 21902-9998

VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201

Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444

Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

Southern Prince George s County VA Clinic, 5801 Allentown Rd, Suites 104/106, Camp Springs, MD 20746-4563

Performance Period: Expected delivery and installation within 1 year of award pending coordination with local dental clinics.

WORK HOURS:

Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor shall arrange in advance with the Contracting Officer s Representative (COR).

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

National Holidays: The holidays observed by the Federal Government are: New Year s Day, Martin Luther King Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

SPECIFICATIONS:

X-Ray Generator Technical Requirements

The procurement must include a quantity of 43 x-ray generators. These generators are distributed by site according to the following table and must be configured with arm lengths to reach the noted span from a wall mounted generator base:

Site

Quantity

Span Length

Perry Point VA Medical Center

5

205 cm

Louis A. Johnson VA Medical Center

6

205 cm

Washington DC VA Medical Center

28

188 cm

Southern Prince George s County VA Clinic

4

205 cm

The generators must be able to accommodate both of the following electrical power supplies:

220-240 V (±10%), 50/60 Hz

100-130 V (±10%), 50/60 Hz

The generators must be able to produce a maximum tube voltage of at least 70 kV.

Tube voltage must be accurate within ±10% of selected setting.

The generators must be able to produce a maximum tube current of at least 7 mA in correspondence with the maximum tube voltage.

Tube current must be accurate within ±20% of selected setting.

At maximum tube voltage and current, the generator must be able to produce a .1 second exposure at least once every 10 seconds.

The generator should have both preset exposure settings and manually controllable exposure settings by adjusting exposure time.

Acquisition Sensor Technical Specification

The procurement must include a quantity of 45 Size 1 sensors that meet the following specifications:

Minimum Active Surface Area: 640 mm2

Maximum Active Surface Area: 680 mm2

Size 1 sensors are distributed by site according to the following table:

Site

Quantity

Perry Point VA Medical Center

9

VA Maryland Healthcare System

14

Louis A. Johnson VA Medical Center

6

Beckley VA Medical Center

9

Washington DC VA Medical Center

7

The procurement must include a quantity of 53 Size 2 sensors that meet the following specifications:

Minimum Active Surface Area: 920 mm2

Maximum Active Surface Area: 960 mm2

Size 2 sensors are distributed by site according to the following table:

Site

Quantity

Perry Point VA Medical Center

9

VA Maryland Healthcare System

14

Louis A. Johnson VA Medical Center

6

Hershel "Woody" Williams VA Medical Center

8

Beckley VA Medical Center

9

Washington DC VA Medical Center

7

All sensors must utilize a USB interface 2.0, Type A interface and plug directly into the workstation being used for acquisition.

All sensors must utilize 5V DC power drawn from USB interface.

Sensor model must be listed on MiPACS Dental Enterprise Viewer Compatible Devices list published on the MiPACS website.

Sensors must utilize a driver that requires a single driver installation per workstation with no additional configuration required for individual sensors to maintain full interchangeability between workstations.

The sensor driver must be provided either in a digital format or on thumb drive to each site receiving sensors.

Sensors must have a minimum resolution of 50 pixels/mm in both planes of the active surface area.

Sensors must be delivered with factory quality assurance and/or performance verification paperwork deeming them safe for patient use.

Cleaning/Sterilization Requirements

The Contractor shall provide cleaning/sterilization instructions for all x-ray generator and acquisition sensor components.

Installation Requirements

Full installation of the x-ray generators shall be included as a part of this contract.

All parts, materials, tools, labor, and travel to complete the installation shall be included as a part of this contract.

Contractor is required to complete all configuration for the x-ray generators to be usable.

Contractor shall provide validation that the system is fully functional upon completion of the installation/implementation.

Installation must be coordinated through COR for scheduling with local Dental clinics and Biomedical Engineering departments.

Delivery Requirements

Delivery is required within two weeks prior to expected x-ray generator installation.

Delivery is required within 90 days contract award for acquisition sensors.

Deliveries shall be made to the address listed under locations for the applicable equipment as specified in the technical requirements.

Deliveries must be coordinated in advance with the COR to ensure necessary planning takes place with local warehouses and Biomedical Engineering departments.

Contractor is to provide the COR with shipment tracking information.

De-Installation Requirements

De-installation of the existing x-ray generator system is required in all rooms that are not additions.

Contractor and local Biomedical Engineering department will coordinate disposal of existing system with local warehouse electronics recycling policy.

Training Requirements

Contract shall include training for the end-users in the operation of the system.

Training shall be on the function and use of the x-ray generators and acquisition sensors.

Configuration of the acquisition sensor settings to provider preference shall be included during training.

Training shall be on-site according to the table below:

Site

On-Site Training Days

Perry Point VA Medical Center

2

VA Maryland Healthcare System

2

Louis A. Johnson VA Medical Center

2

Hershel "Woody" Williams VA Medical Center

2

Beckley VA Medical Center

2

Washington DC VA Medical Center

2

Southern Prince George s County VA Clinic

2

Contractor Requirements

All Contractor personnel performing installation services of the equipment shall have factory training and experience in the implementation of the equipment.

Contractor shall provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

Warranty Information

The equipment shall have a minimum warranty of 1 year from the full installation/acceptance of the equipment.

Warranty support shall include repair and/or replacement of the system during the period.

Warranty support shall include all parts, materials, labor, and travel to complete the repair or maintenance.

Requests for warranty support shall be made to the telephone support number provided by the Contractor.

Warranty support requests shall be responded to within 1 day.

Contractor shall provide a copy of the service report, complete with test data, to the contract COR within five working days after completion of any services.

Service reports shall include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

On-Site Procedures

Contractor personnel arriving on-site to perform work shall report to the Biomedical Engineering Department.

Contractor personnel shall sign in using the department s vendor sign in sheet, filling out all required information.

Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

Contractor personnel shall sign out upon completion of visit.

Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

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 desig nated park ing areas.

Safety and Security

Contractor shall follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

Contractor shall follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR can provide the specific information and procedures.

Contractor personnel shall wear visible identification at all times while on VA property. 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.

Property Damage

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.

QUALITY ASSURANCE

End-users, Biomedical Engineering, and/or the contract COR shall perform system verification tests to ensure the system is fully functional.

Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

Documentation with be completed in the Government systems.