6540--ophthalmology, refractive equipment

This market research notice is being conducted by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPOW) 5441 Babcock Road Medical Center. 302 San Antonio TX 78240 for the procurement for the Ophthalmology, Refraction Equipment for the GI care area for the Fort Sam Houston Veterans Health Care System VA. TX 78251

Background and Requirement: San Antiona Veteran Healthcare System , 99339 HWY 151 San Antonio, TX 78229, is seeking the following equipment Ophthalmology, Refraction Equipment. This equipment is necessary for manifest refractions which are a vital diagnostic test for eye exams at NWHCC Eye Clinic.

Nursing Delivery of will be conducted by the contractor at no additional charge to the government. Equipment will be delivered to the San Antonio VA, 9939 HWY 151 San Antonio, TX 78229.

Vendor is responsible for installation, training and instructions and guidance at the service location indicated by the assigned COR. Delivery will occur during normal business hours M-F from 0800 to 1500. Delivery/installation and all communication will be coordinated with the assigned COR.

The equipment must be new, not refurbished and meet all applicable VA and FDA regulations.

TECHNICAL REQUIREMENTS

STATEMENT OF WORK

Requirement Title: Ophthalmology, Refraction Equipment

Project Description: The Department of Veterans Affairs (VA) requires the procurement of a phoropter digital Refraction System, digital chart/acuity System, Auto Kerato-Refractometer with Double Top Instrument Table and Auto Lensometer to perform refractions during eye examination. This equipment is necessary for manifest refractions which are a vital diagnostic test for eye exams at NWHCC Eye Clinic.

Scope of Work:

Delivery will be conducted by the contractor at no additional charge to the government. Equipment will be delivered to the San Antonio VA, 9939 HWY 151 San Antonio, TX 78251.

Vendor is responsible for installation, training and instructions and guidance at the service location indicated by the assigned COR. Delivery will occur during normal business hours M-F from 0800 to 1500. Delivery/installation and all communication will be coordinated with the assigned COR.

The equipment must be new, not refurbished and meet all applicable VA and FDA regulations.

Equipment shall include manufacturer installation, assembly, calibration, on-site user training, removal of trash/shipping containers and a minimum one-year manufacturer's warranty covering parts, labor, and technical support.

The digital phoropter, autorefractor/keratometer, and lensometer shall operate as an integrated refraction system.

All devices must be fully compatible, interoperable, and capable of communicating with each other, such that measurements from the auto refractor and lensometer can be uploaded directly into the digital phoropter to perform manifest refractions without manual entry.

Devices will not require any patient identifying information to function as a system.

Requirements

The digital Phoropter digital refraction system with Prism must meet the following requirements:

Phoroptor Head:

Spherical Effects +17.75 to -22.25 D, Steps : 0.25 and 1.0 DÂ

Cylinder Power-8.0 to +8.0 D, Steps: 0.25 and 1.0 D

Axis Adjustment 0° to 180°, Steps : 1° and 10°

Cross Cylinder Test ±0.25 D

Prismatic Effects 0.20 Prism Diopter per eye Steps:Â 0.50 Prism Diopter per eye 0.25 Prism Diopter per eye

Corneal Vertex Distance 16 mm

Pupil Distance 50 to 80 mm, Steps: 1 mm binocularÂ

Convergence 400 mm

Height Level of Eyes, adjustment ±3 mm

Leveling via bubble level

Free Aperture 19 mm

Thickness of Housing at the Viewing Aperture 26 mm

Width x Height x Depth (at PD = 64 mm) 31 x 20.3 x 7.1 cm (12.2 x 8 x 2.8 in.)

Ports (1 each):Phoroptor, Controller (Keypad),Projector (Acuity System),Printer, Instrument 1 I/O, Instrument 2 I/O,EMR Port, Transfer Port

Ergonomic digital controller with intuitive user interface.

Capable of storing and recalling multiple examination settings and patient refraction data.

Support rapid lens changes for efficient subjective refraction.

Quiet electronic operation with smooth lens transitions.

Communication interfaces (USB, Ethernet, serial, or equivalent) to support integration with other ophthalmic instruments.

Shall electronically receive objective refraction data from an autorefractor.

· Shall electronically receive lens measurements from a digital lensometer.

Shall support automated data transfer to facilitate efficient manifest refractions with minimal manual data entry.

Shall be compatible with a digital visual acuity/chart display system.

Equipment shall include all cables, interface modules, power supplies, software licenses, and accessories necessary for complete installation and operation.

The digital Chart /Acuity System must meet the following requirements:

Display:Â 24 in. (60 cm) LED backlit LCD (1920x1080 Pixels)

Max Illumination:Â 220 cd/m2

Photopic Illumination:Â 85 cd/m2

Mesopic Illumination:Â 3 cd/m2

Refraction Range:Â 1.83 m (6 ft) - 7.5 m (24.6 ft)

Adjustable testing distances from 6 feet (1.83 m) to at least 24 feet (7.5 m) or equivalent optical simulation.

Adjustable brightness supporting both:

Photopic testing

Mesopic testing

Automatic scaling of optotypes for selected testing distance.

Randomized optotype presentations to prevent patient memorization.

Multiple contrast sensitivity testing capabilities.

Color vision testing capability.

Binocular vision and stereoacuity testing capability.

Red/green balance testing.

Worth Four Dot testing.

Fixation targets suitable for pediatric examinations.

Single-letter, line, column, and isolated optotype presentation.

Programmable examination sequences.

Dimensions: Height:Â 39.62 cm (15.60 in) Width:Â 58.92 cm (23.20 in.) Depth:Â 7.62 cm (3.00 in.) Weight:Â (unpacked) 5.9 kg (13.1 lbs.)

Capable of bidirectional communication with the digital phoropter.

Communication: RS232 Serial Port,2 USB Ports. Must be able to be linked by wired or wireless connection to a digital Phoroptor

Remote Control:Â InfraredÂ

Electrical:Â Voltage:Â 100 - 240 volts AC 50/60 Hz, Input Power:Â 50-75 VA, Fuses:Â Time-Lag (2.5A, 250V), 5 x 20mm, Remote Control:Â 2 AAA (LR03) batteries

Compatible with VA-approved ophthalmic diagnostic systems and future interoperability requirements.

Include all mounting hardware, cables, power supplies, software, licenses, adapters, and accessories required for complete installation and operation.

Contractor shall provide installation, configuration, calibration, and on-site user training.

Auto Kerato-Refractometer with Instrument Table with Double Top must meet the following requirements:

Must perform both keratometer and refractometer measurements

Sphere Range: -25D to +22D (0.01D/0.12D/0.25D steps)

Cylinder Range: 0D to ±10D (0.01D/0.12D/0.25D steps)

Axis Range: 0° to 180° (1° /5°steps)

Measurable Area: Ø 8 mm (max.)

Selectable measurement increments of 0.25 D or finer.

Automatic measurement and averaging of multiple readings

Automatic fogging function or equivalent accommodation control to improve measurement accuracy

Measurable Minimum Pupil Diameter: Ø 2 mm

Corneal Curvature Radius: 5.00 mm to 10.00 mm (0.01 mm steps)

Corneal Refraction: 67.5D~33.75D (0.01D/0.12D/0.25D steps)(Proviso: corneal refractive index = 1.3375)

Corneal Astigmatism: 0D to ± 10D (0.12D/0.25D steps)

Corneal Astigmatism Axial Angle: 0° to 180° (1° /5°steps)

Measurable PD Range:20~85 mm (1 mm step)

Export Output Terminal: USB (IN/OUT), RS232C (OUT), LAN (IN/OUT)

Electronically transmit objective refraction measurements directly to the digital phoropter

Support automated transfer of objective refractive data to facilitate efficient manifest refractions

Tabletop must be designed to accept any auto kerato-refractometer standard or large ophthalmic instrument.

Must be able to support 110lbs to ensure smooth movement even with the heaviest device combination.

Be electrically height adjustable.

Include locking casters or equivalent stability features

Include all mounting hardware required for installation.

The Auto lensometer requirements:

Measurement Range: Sphere: 0 to ±25 D (0.01/0.12/0.25D steps), Cylinder: 0 to ±10 D (0.01/0.12/0.25D steps), Axis: 0 to 180°(1° step), Addition: 0 to ±10 D (0.01/0.12/0.25D steps), Prism: 0 to 10

Cylinder Mode: MIX / / +

Prism Mode: X-Y (Orthogonal Coordinates), P-B (Polar Coordinates), No Display

Prism measurement capability of at least 0 to 10 prism diopters.

UV Transmittance: 0 ~ 100% (1% / 5% steps)

Automatic compensation for various lens materials or equivalent measurement technology

Lens Detection: AUTO for single & progressive lenses

Contact Lens Measurement: Hard / Soft contact lens

Selectable plus, minus, and mixed cylinder display modes.

Automatic detection and measurement of single-vision, bifocal, trifocal, and progressive addition lenses.

Light Source: Refractive Measurement: Green LED 540±5nm,UV Measurement: UV LED 365±5nm

Selectable plus, minus, and mixed cylinder display modes.

Wavelength Criterion: e-line/d-line with ABBE compensation

Green LED measurement light source or equivalent technology to improve measurement accuracy.

Lens Diameter 5 to 100 mm

Screen: 5.7-inch color touch screen

Electronically transmit lens measurement data directly to a compatible digital phoropter.

Support automated transfer of lensometry data to facilitate efficient manifest refractions while minimizing manual data entry.

Include USB, Ethernet (LAN), RS-232, or equivalent communication interfaces as needed.

PD Measurement Range: 50-90mm

They systems shall include the following accessories:

Standard Included Accessories Phoropter:

   Dust Cover - Phoroptor Head

   Dust Cover - Controller

   Phoroptor Cable

   User s Guide

   Decimal Card Holder or Snellen Card Holder

   Power Cord 115V or Power Cord 230V

   Card Beam Assembly

   Card Illuminator

   Face Shield Kit (2 sets)

   Quick Reference Card

Standard included accessories for digital chart digital acuity System

Remote Control

Two AAA batteries

Power Cords

Articulating Wall Mount with hardware as needed

Wall Anchor Toggle Bolts Hardware

Color Glasses

Key Card for Pigassou Optotypes

Key Card for Sheridan Gardiner Optotypes

Instructions for Use

Wall Mount Bracket Adaptor

USB Bluetooth adapter

Wireless Dongle Kit

Standard Accessories Auto Kerato-Refractometer with Instrument Table with Double Top

Dust cover(s)

Power cords

Communication cables

User manuals

Software licenses (if applicable)

Installation materials

Calibration accessories

All components required for complete operation

Standard Accessories for the Auto Lensometer

Dust cover(s)

Power cords

Communication cables

User manuals

Software licenses (if applicable)

Installation materials

Calibration accessories

All components required for complete operation

All contection components/cords including 100-240V / 50/60Hz 1.2A (AC Adapter), AUTO power save

Warranty

The equipment shall be covered by a minimum one-year manufacturer s warranty

The warranty shall include parts, labor and technical support

The contractor shall provide details on the process for warranty claims and repairs

Technical Support:

The contractor shall provide technical support via phone or email during normal business hours

Any defective or malfunctioning unit shall be repaired or replaced at no additional cost to the VA during the Warranty period.

Acceptance Criteria: The VA will inspect the equipment delivered to ensure it meets all technical and functional specifications Acceptance will be granted when:

The equipment is delivered in good condition

All accessories and documentation are included

Installation testing successfully competed

Contractor Responsibilities

Ensure timely Delivery of the required equipment.

Provide necessary documentation, including user manuals and warranty details.

Ensure compliance with all applicable VA, FDA and industry standards

Provide post-installation support as required

Information System Officer, Information Protection: The contractor will not have access to VA Desktop computers they will not have access to online resources belonging to the government.

Privacy Officer: The Contractor will not have access to protected Patient Health Information (PHI) nor will they have capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage device will remain in VA control and will not be removed from VA custody. All research data available for Contractor analysis is de-identified.

Records Manager: There will not be federal records created, maintained, used or dispositioned with this contract;Â regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.]

This equipment must be able to perform the following functions for all the SPECIFIC INSTRUMENT REQUIRED: San Antiona Veteran Healthcare System , 99339 HWY 151 San Antonio, TX 78229, Ophthalmology, Refraction Equipment

a. If this is an item your business can provide, please respond to this Sources Sought Notice by 10:00 AM Central Time on Thursday 9 July 2026.

b. The intent of this notice is to establish sources to define the procurement strategy (e.g. set-aside, sole source, unrestricted) for a solicitation that VA intends to post soon. Interested contractors are requested to respond in accordance with the following:Â

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c. Where is the item manufactured, the VA is interested in procuring items manufactured in the United States. Provide City and State.

d. you have an existing GSA or VA, Federal Supply Schedule contract, include the contract details in your response.

e. Please note that VA is particularly interested in determining the availability of Service Disable Veteran Owned Small Business/Veteran Owned Small Business or other Small Business manufacturers or authorized distributors that can provide this item.Â

 Respond to this notice if you can provide these products listed in the table in the background and requirement section above. In response, please cite your business size status.Â

 DISTRIBUTORS: You must provide proof that you are an authorized distributor. VA does not accept gray market items.Â

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Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if CO determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Â

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i. Responses should include: Â

(1) Business NameÂ

(2) Business AddressÂ

(3) Point of Contact Â

- NameÂ

- Phone NumberÂ

- E-mail AddressÂ

(4) SAM UID NumberÂ

(5) NAICS codeÂ

(6) Business Size: SMALL or LARGEÂ

(7) Type of Business: SERVICE-DISABLED VETERAN OWNED (SDVOSB), VETERAN OWNED(VOSB), 8A, HUBZone, WOMAN-OWNED (WOSB), etc. Â

(8) Letter stating OEM authorized dealer, authorized distributor, or authorized reseller for the proposed equipment and/or services if applicableÂ

(9) GSA/FSS Contract Number if applicable Â

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All businesses eligible to provide this item are encouraged to reply as this information may be used to determine potential set-asides for the above-noted requirement. Â

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8. Send responses to Michelle Cunningham at michelle.cunningham@va.gov.  Â

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DISCLAIMER:Â THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTES. However, Contractors may submit a capability statement, proposal, or quotation which shall be considered by the contracting officer whether to continue with the sole source procurement or to provide for competition. Due to technical issues, please allow additional time if you re using electronic means.Â

Responses received will be evaluated; however, a determination by the Government not to compete with the proposed procurement based upon responses received to this notice is solely within the discretion of the Government.Â