Description
This is a SOURCES SOUGHT NOTICE ANNOUCMENT ONLY It is neither a solicitation announcement nor a request for quote (RFQ) or request for proposal (RFP) and it does not obligate the Government to award a contract. The purpose of this Sources Sought Notice is to collect information on interest and capabilities within the market. The results of this notice will help identify a procurement strategy, including a small business set-aside, if appropriate, as well as help determine if items manufactured in the United States are available. This notice does not restrict the Government to an acquisition approach. All information submitted in response to this sources sought notice is voluntary. The Government will not pay for information requested or compensate any Contractor for any cost incurred in providing information to the Government. The Department of Veteran Affairs located at Louis A Johnson VAMC 1 Medical Center Drive, Clarksburg, WV 26301 is seeking the equipment below: Item # Description/Part Number Qty 1 CS0RLFX920L20BL - Reliance FX-920-L Exam Chair (#20 Pearl) with #301 Black Upholstery 5 2 CS0RL7900IC20FG - Reliance 7900 stand 4 3 CS1RL940 - Reliance 940 Chair Glide System 5 4 SL0HS900BQLEDU - Haag-Streit BQ 900 LED Slit Lamp (Unit Model) 4 5 TO0HS0016 - Haag-Streit BP/BQ/BX Applanation Tonometer 4 6 RE0RE11636 - Reichert 11636 Illuminated Phoroptor (-cyl, Black) 4 7 IO0KEVANPLWS - Keeler Vantage Plus LED Wireless Indirect with Slimline Charging System 4 8 CP0LOCVSE - Lombart CVS Essential Acuity System 4 9 ST0DTR1020BBL - Brewer New-Matic Stool with Backrest and Ring 4 Note: Items manufactured in the United States are strongly preferred. All equipment must be mutually compatible. Contractor shall provide two copies of the operating and service manuals. Cleaning/Sterilization Requirements. The Contractor shall provide cleaning/sterilization instructions (Instructions for Use IFU) for the Government to determine the ability of the facility to properly process the equipment. Delivery Requirements The period of performance is for one year from award of contract, with the potential to extend as needed. The delivery of the equipment will be arranged by the VA with the contractor at a future date in alignment with the completion of the current construction project. The estimated completion date of construction is September 2026. The contractor will be given a minimum of 90 days to deliver the equipment from the notice to deliver. Large deliveries are to be coordinated in advance with the COR to ensure necessary planning takes place. Contractor is to provide the COR with shipment tracking information. Installation Requirements Full installation of the system 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 system to be usable. Contractor shall provide validation that the system is fully functional upon completion of the installation/implementation. 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 warranty of 1 year from the full installation/acceptance of the equipment. Warranty support shall include repair of the system Warranty support shall include preventative maintenance of the system. 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 2 days. 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. The NAICS code is: 339115 Ophthalmic Goods Manufacturing with a 1,000 employees size standard. The PSC is 6540 Ophthalmic Instruments, Equipment and Supplies. Interested contractors are invited to respond with the following information: Company name, address, telephone number, point of contact, and email address. Unique Entity Identifier (UEI) number issued by sam.gov. Business type: (Large, Small, Woman-Owned, VOSB/SDVOSB, etc.). If applicable, please identify your company's small business size standard and applicable NAICS code. Note: If claiming SDVOSB or VOSB, the firm must be verified in the Small Business Administration s Small Business Search at https://search.certifications.sba.gov. GSA contract number, if applicable. Summary, no longer than two pages, that describes ability to meet the Government s requirements. Include a statement identifying the Country of Origin for the equipment. If not the manufacturer, please include authorized distributor letter from manufacturer. Statement of Work Eye Clinic Expansion Equipment GENERAL: Scope of Services: The purpose of this requirement is to procure equipment for the activation of four (4) new exam rooms in the Eye Clinic at the Louis A. Johnson VA Medical Center. The procurement shall include chairs, stands, slit lamps, tonometers, ophthalmoscopes, refractors and full installation services. The timeline for installation will be dependent upon construction completion. Location: Louis A. Johnson VA Medical Center, 1 MEDICAL CENTER DRIVE CLARKSBURG, West Virginia 26301 Performance Period: The period of performance is for one year from award of contract, with the potential to extend as needed. The delivery of the equipment will be arranged by the VA with the awarded contractor at a future date in alignment with the completion of the current construction project. The estimated completion date of construction is September 2026. The contractor will be given a minimum of 90 days to deliver the equipment from the notice to deliver. 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. 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. See Section E for the Pre-Construction Risk Assessment (PCRA) requirements. See Section F for the Infection Control Risk Assessment (ICRA) requirements 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. PRE-CONSTRUCTION RISK ASSESSMENT (PCRA) Eye Clinic Activity Location: Replacement of equipment in exam rooms. Mounting equipment may require drilling into the walls. Activity Name, Number, and/or Brief Description: Table 1 - Construction, Renovation, and/or Maintenance Activity Category NOTE: If any of the bulleted criteria in a higher activity category pertains to the work that will be done (even if the other criteria are in a lower category), use the higher activity category for the VHA ICRA. B Activity Category determined from Table 1 (A, B, C, or D): Category B General maintenance and repair work generally defined as follows: Prolonged inspection and work that may take longer than a single shift but not exceeding a week. Patients and employees are not to be in the area until activity is completed. Work that creates minimal dust and debris. Interior finish or surface repairs, updates, or modifications such as repair of firewalls and barriers, and new flooring that produces minimal dust and debris. Controlled sanding activities (e.g., wet or dry sanding) that produce minimal dust and debris. Plumbing work such as installation or replacement of a single fixture or piping for a single fixture. Any work on sanitary plumbing including snaking of drains. Electrical work such as installation of cabling/wiring/conduit for a single device, installation of new device such as a light fixture that produces minimal dust and debris. Air Handler and/or fan shutdown/startup and HVAC work such as replacement of a single diffuser, single terminal unit or a single device that produces minimal dust and debris. Table 2 - Affected Area Assessment Identify the areas and associated patients that will be affected by the construction/renovation/maintenance activity (see the Figure for a visual representation of adjacent affected areas). Figure: Isometric drawing of affected area assessment Area Service(s)/Type(s) of Area(s) (e.g., OR, Unit/Ward, Sterile Processing, Administrative, etc.)* Point of Contact (POC) POC Contact Information Activity Area** Eye Clinic Area Above Outside Area Below Electrical Room FMS Workroom Adjacent Area 1 Outside Adjacent Area 2 Outside Adjacent Area 3 Outside Adjacent Area 4 Corridor * There may be more than one Service/type of area for each row. List all. ** List the area(s) in which the construction/renovation/maintenance activity will occur. NOTE: When the Activity Category is B, C, or D, the control measures are determined by the Patient Risk in the adjacent affected areas. Table 3 - Patient Risk Category Using Table 3, identify the patient risk category for each area listed in Table 2. Of the patient risk categories identified, select the one with the greatest risk as the overall Patient Risk Category for the activity. High Overall Patient Risk Category determined from Table 3 (Low, Medium, High, or Highest): High Risk Patient care areas such as: Patient care rooms and areas, including spinal cord injury units All acute care units, including mental health All outpatient units and clinics Emergency department Community Living Centers, domiciliaries, and transitional residences Employee health Pharmacy general work zone Medication rooms and clean utility rooms Imaging suites diagnostic imaging Laboratory Table 4 - Level of Infection Prevention and Control Precautions Match the Overall Patient Risk Category (Low, Medium, High, Highest) determined from Table 3 with the planned Construction/Renovation/Maintenance Activity Category (A, B, C, D) from Table 1 to determine the minimum Level of Infection Prevention and Control Precautions (I, II, III, or IV) using Table 4 below. II Level of Precautions determined from Table 4 (I, II, III, or IV): Patient Risk Category Activity Category A B C D Low Risk I II II III Medium Risk I II III IV High Risk I II IV IV Highest Risk II III IV IV An infection prevention and control permit is required for Level III and Level IV. Consult with Infection Prevention and Control for Level I and Level II. Table 5 - Required Infection Prevention and Control Measures, by Level of Precautions Controls defined below for the Level of Precautions identified for the activity must be in place before the activity begins and maintained until work is completed and the area is activated. Control measures for each Precaution Level must also include the control measures in the preceding Level(s). As the activity progresses, a full re-evaluation of remaining activity type and patient risk is required prior to downgrading the Level of Precautions. Level of Precautions Control Measures Level I Perform work activity in a manner that does not create dust. Immediately replace any ceiling tile, close access panels, etc., upon completion of work. Any materials and equipment being brought into the facility must be free of contaminants and loose material. Level II All control measures in Level I and the following: Provide active means to control airborne dust from dispersing into occupied areas and/or water mist surface to control dust (e.g., Mobile Dust Containment Cart or some other system). Ensure worker clothing is clean and free of visible dust before leaving the work area. Remove or isolate air diffusers (supply and return) to protect the HVAC system from dust and reduce air turbulence. Rebalance system to address diffuser isolation. When the work involves or impacts potable water systems including stagnation due to reduced usage, the piping shall be flushed twice a week or isolated from the main system. Seal doors to prevent dust migration. Contain all trash and debris in the work area. Perform daily cleaning and disposal of trash (covered) from work area using an identified exit route. Any equipment, tools, or materials removed from the work area must be in sealed containers and/or cleaned of dust and debris prior to removal from the area. Nonporous/smooth and cleanable containers (with a hard lid) must be used to transport trash and debris from the construction areas. These containers must be damp-wiped cleaned and free of visible dust/debris before leaving the contained work area. Install a sticky (dust collection) mat at entrance of contained work area based on facility policy. Sticky mats must be changed routinely and when visibly soiled. Maintain clean surroundings when area is not contained by damp mopping or HEPA vacuuming surfaces at least daily. Table 6 - Minimum Infection Prevention and Control Measures Required Upon Completion of the Activity Controls defined below shall be completed upon completion of the activity and inspected prior to terminating measures defined in Table 5. Level of Precautions Measures Levels I - II Cleaning: Clean work areas including all environmental surfaces, high horizontal surfaces and flooring materials. Check all supply and return air registers for dust accumulation on upper surfaces as well as air diffuser surfaces. HVAC Systems: Remove isolation of HVAC system in areas where work is being performed. Verify that HVAC systems are clean and operational. Verify the HVAC systems meet original airflow and air exchange design specifications. Water systems: Until the potable water system is activated and in use, flushing shall continue at least twice per week in accordance with VHA Directive 1061. RECORDS MANAGEMENT OBLIGATIONS A.  Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  B.  Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  The term Federal record: includes LAJVAMC records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their LAJVAMC contract. may include deliverables and documentation associated with deliverables. C.  Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. LAJVAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of LAJVAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of  any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to LAJVAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to LAJVAMC control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and LAJVAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with LAJVAMC policy. The Contractor shall not create or maintain any records containing any non-public LAJVAMC information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The LAJVAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which LAJVAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take LAJVAMC-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â