VISN 23 RFI: Lights, Booms and Video Integration Equipment and Support Services

Veterans Integrated Service Network 23 (VISN 23) is conducting a Request for Information to determine commercial market capability to supply surgical lights, booms, video integration software, equipment, accessories, and maintenance/repair services across multiple VA hospitals and clinics, with responses due by 12:00 PM CT on August 21, 2026. This is market research only; no contract awards will result from this RFI.

VISN 23 does not seek a single standardized solution but rather customizable system configurations with component substitutes tailored to individual facility requirements across nine sites (Fargo, St. Cloud, Central Iowa, Black Hills, Iowa City, Minneapolis, Northwest Iowa/Omaha region, and Sioux Falls). Current requirements total 123 surgical light units, 116 equipment booms, 32 anesthesia booms, and 55 video integration systems.

Surgical light specifications mandate LED technology with adjustable color temperature (3500–5000K), color rendering index greater than 90, minimum 30,000-hour life, 160,000 lux illumination, 360-degree rotation capability, 80–125 cm vertical adjustment, sterilizable handles, automatic shadow dilution, and integrated HD video camera capability for most rooms. Equipment booms require load capacity of 150–350 lbs per arm, multiple electrical receptacles (4–12 duplex outlets per location), medical gas connections (oxygen, vacuum, compressed air, nitrous oxide, WAG evacuation per NFPA 99), network jacks, adjustable shelving, and video input connections. Video integration systems must route disparate signals (endoscopic, lighthead camera, C-arm, PACS, vital signs), feature touch-screen control, support simultaneous multi-source display with 8×8 minimum routing capability, provide minimum 5TB scalable digital storage, and achieve automatic device recognition within 120 seconds.

Vendors must submit marked-up notes to the draft Statement of Work, informal proposed schedules with pricing organized by component class for individual site and consolidated VISN-wide contract scenarios, responses to a 16-question capability questionnaire covering socio-economic status, Business Associate Agreements, Nutanix/VMware platform compatibility, Active Directory/LDAP/SSO integration, SMAK-AM anti-malware compliance, boom configuration documentation, project management plans with timelines, onsite and off-site training offerings, and maintenance/SLA documentation. Responses include organization name, Unique Entity Identifier, and a capability narrative limited to five pages. Potential future solicitations may be set aside for Veteran-Owned Small Businesses, Service-Disabled Veteran-Owned Small Businesses, or Small Businesses, with applicable subcontracting and gray market item restrictions.