Request for Proposal for Moran Eye Center Refraction System

The University of Utah Health Purchasing Department is seeking proposals for a comprehensive refraction system for the John A. Moran Eye Center through RFP #08262025MC. The procurement aims to acquire six state-of-the-art refraction systems that support high-throughput, accurate patient eye examinations. Required system components include a digital phoropter, autorefractor/autokeratometer, digital lensometer, visual acuity chart system, slit lamp, adjustable table, necessary cables, and DICOM licensing. The systems must fully integrate with EpicCare Kaleidoscope and be installed by January 12th, 2026. Evaluation criteria are multi-staged, with points distributed across demonstrated ability to meet scope of work (20 points), references (15 points), testing/trial experience (30 points), delivery schedule (15 points), and cost proposal (20 points). Proposals are due electronically through BidNet Direct by 2:00 p.m. Mountain Time on October 17th, 2025, with vendors required to score a minimum of 70% on the Higher Education Community Vendor Assessment Tool (HECVAT) to advance in the selection process.

The solicitation does not explicitly specify set-aside designations or restrictions on responding organizations. The University of Utah Health reserves the right to allow other University business units to utilize the resulting agreement, which will be governed by Utah state law. Vendors must comply with various requirements, including HIPAA regulations, background checks, and maintaining specific insurance coverages. While no incumbent vendors are listed, the procurement emphasizes the critical nature of system compatibility and prior integration experience. The cost proposal attachment suggests the potential award could involve significant investment, with vendors required to provide detailed pricing for six units of each specified equipment type, including installation and training. The pricing evaluation methodology will award points proportionally, with the lowest price receiving 100% of available price points, and proposals priced more than double the lowest bid receiving zero points.