INVITATION FOR PARTICIPATION IN AN INDUSTRY DAY PERTAINING TO CLOSED CIRCUIT TELEVISIONS (VIDEO MAGNIFICATION) FOR THE DEPARTMENT OF VETERANS AFFAIRS (VA) OFFICE FOR THE VETERANS HEALTH ADMINISTRATION'S (VHA) PROSTHETIC SENSORY AIDS SERVICE (PSAS) BACKGROUND: The Department of Veterans Affairs (VA), Strategic Acquisition Center (SAC), is providing an invitation to interested contractors to attend and participate in an Industry Day presentation pertaining to Video Magnification Devices/Closed Circuit Television on April 5-7, 2016 at The Strategic Acquisition Center, 10300 Spotsylvania Avenue, Suite 400, Fredericksburg, VA 22408. The presentation of information and the subsequent submission of feedback/comments from industry is considered an exchange of information (FAR 15.201). The purpose of exchanging information is to improve the understanding of Government requirements and industry capabilities, thereby allowing potential offerors to judge whether or how they can satisfy the Government's requirements, and enhancing the Government's ability to obtain quality services, ascertain reasonable prices, and increase efficiency in proposal preparation, proposal evaluation, negotiation, and contract award. Manufacturers, Distributors, and Subject Matter Experts (SMEs) are encouraged to attend. The Video Magnification Devices/Closed Circuit Television Industry Day, which will be hosted by the Prosthetics Sensory Aids Service (PSAS). Hands on evaluations are critical to properly assess new technology and understand the end user experience for blind and low vision veterans. EQUIPMENT PERFORMANCE: The Minimum Technical Requirements can be found in Attachment 1 of this Special Notice. Vendors will provide the following items for presentation at the Industry Day: " Bring Video Magnification equipment, provide hands-on user experience with current cutting edge technology " Bring print material with specifications of each device and any additional educational handouts (approximately 8 copies) " Bring own power strip and extension cords " Will provide 1 Table (30"x 96") and 8 chairs " Vendors will not receive travel/expense reimbursement " Note: projectors will NOT be provided " Industry Day Format: Individual interview sessions will be limited to 60-90 minutes, including questions and answers. Time limits and schedule will be strictly adhered to; the allocated time will be based on the total number of invitations with each vendor receiving equal time to discuss their products. The Government does not intend to pay for any information furnished pursuant to this Special Notice. The tentative agenda for each day of the Industry Conference is as follows: Tuesday (repeat for Wednesday and Thursday Room A Room B Room C 7:30-9:00am Vendor 1 Setup IPT Committee Kickoff Meeting @8:30am 9:00-10:30am Vendor 1 Presentation Vendor 2 Setup 10:30-11:00am Vendor 1 Breakdown BREAK 11:00-12:30pm Vendor 3 Setup Vendor 2 Presentation 12:30-1:30am LUNCH 1:30-3:00pm Vendor 3 Presentation Vendor 4 Setup 3:00-3:15pm Vendor 3 Breakdown BREAK 3:15-4:45pm Vendor 4 Presentation 4:45-5:15pm Vendor 4 Breakdown IPT Committee Review/Debrief EVENT INFORMATION: DATE: April 5-7, 2016 Strategic Acquisition Center 10300 Spotsylvania Avenue Suite 400 Fredericksburg, VA 22408 REGISTRATION: Each company is authorized to register only TWO representatives. Registration is on a first-come, first-serve basis and only two representatives are authorized to register from each company. Registration closes at 4:00 p.m., EST on March 18, 2016. All questions are to be submitted NLT 4:00 p.m., March 18, 2016. To register, please contact Contract Specialist, Antionette Collins-Somerville via e-mail at
[email protected]. Please address the subject line of the e-mail as follows: "REGISTRATION REQUEST: Department of Veteran Affairs (VA) Video Magnification Devices/Close Circuit Television Industry Day. [Company Name]" The body of the e-mail shall be as follows: REGISTRANT #1 COMPANY: FULL NAME: [First MI Last] E-MAIL: PHONE NUMBER: [Area code plus phone #] BUSINESS SIZE CLASSIFICATION: EMAIL ADDRESS AND WEBSITE INFORMATION: REGISTRANT#2 (if applicable) COMPANY: FULL NAME: [First MI Last] E-MAIL: PHONE NUMBER: [Area code plus phone #] BUSINESS SIZE CLASSIFICATION: EMAIL ADDRESS AND WEBSITE INFORMATION: Failure to register according to the directions listed above may jeopardize your company's opportunity to timely register and/ ultimately participate. It is incumbent on the contractor to verify receipt of the registration request. All questions shall be directed to Contract Specialists, Antionette Collins-Somerville (
[email protected] ). VA intends to publish a copy of the participation list (company names), slide presentations, and question/answer session(s) after the Industry Day. If unforeseen reasons prevent publication (i.e. technical issues, etc.) a request may be made for copies by e-mail to Contract Specialists, Antionette.Collins-Somerville (
[email protected] ). DISCLAIMER: This Industry Day is issued solely for information and planning purposes ONLY and does not constitute a Request for Proposals (RFP), a Request for Quotes (RFQ), an Invitation for Bids (IFB), or any other solicitation vehicle. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with attending this Industry Day. VA also reserves the right to reschedule and/or cancel this Industry Day.