RFI 36C24525Q0324 Sources Sought Notice Dental Lasers (Brand Name or Equal) THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339114 (size standard of 750 Employees). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide Dental Lasers that at a minimum meet the brand name and/or can possibly provide an equal product for multiple VA Medical Centers to include four (4) medical centers in VISN 5. Brand Name Information: FOTONA Ultra Performance Lasers (Brand Name or Equal) PRODUCT CODE DESCRIPTION QTY UoM 114842 LightWalker II ATS 6 EA 2-DAY-1215 Live, In-Office, PHAST Start Training Package 4 JB 90667 HC-N Coupler 6 EA 90692 H14-N Sleeve 12 EA 90693 H02-N Sleeve 12 EA 90011 R21-C3 300 UM Fiber-Optic Nd: YAG Handpiece 6 EA 100943 Fiber Beam Delivery Aembly, 400 um, 1.85M 6 EA 105119 MarcCo M Handpiece 6 EA 108526 Aesthetic ND Handpieces Holder 6 EA 105145 Fiber Beam Delivery 945 UM LW 6 EA 89517 Fiber Tip Basic Set 12 EA 96544 LW Nd: YAG Handpiece Cover 6 EA 88656 Mirror 12 EA The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)? (2) Is your company considered small under the NAICS code identified in this RFI? (3) Are you the manufacturer, authorized distributor, and/or can you provide equivalent solution to the items being referenced above? (4) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). (5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? (6) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in FAR 19.505? Specifically, what percentage of the work will be performed by your company versus subcontractors? (7) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items (8) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice? (9) Please indicate whether your product conforms to the requirements of the Buy American Act? (10) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (11) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solution you are providing information for available on your schedule/contract? Please state if all or some items are available on the contract. (12) Please submit your capabilities statement illustrating your organization s ability to meet the described salient characteristics or equal to items for planning purposes; show clear, compelling and convincing evidence that all equal to items" meet all the salient characteristics. (13) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. (14) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to Phillip.Duba@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, February 28, 2025 by 5:00 PM EST. All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement. Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. Statement of Work Dental Lasers GENERAL: Scope of Services: The purpose of this requirement is to procure soft and hard tissue dental lasers for the Dental Departments in VISN 5. The requirement includes two lasers for Washington DC, two lasers for VA Maryland, one laser for Martinsburg, and one laser for Beckley. The requirement includes on-site training at each site for the operation of the lasers. The requirement includes the necessary accessories (handpieces, mirrors, couplers, sleeves, covers) for the laser systems. The procurement shall include all parts, materials, labor, software/licenses, and travel to complete the full installation of the lasers. Locations: Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444 Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405 VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422 Performance Period: Expected delivery within 90 days of award 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. SPECIFICATIONS: FOTONA Ultra Performance Lasers (Brand Name or Equal) PRODUCT CODE DESCRIPTION QTY UoM 114842 LightWalker II ATS 6 EA 2-DAY-1215 Live, In-Office, PHAST Start Training Package 4 JB 90667 HC-N Coupler 6 EA 90692 H14-N Sleeve 12 EA 90693 H02-N Sleeve 12 EA 90011 R21-C3 300 UM Fiber-Optic Nd: YAG Handpiece 6 EA 100943 Fiber Beam Delivery Aembly, 400 um, 1.85M 6 EA 105119 MarcCo M Handpiece 6 EA 108526 Aesthetic ND Handpieces Holder 6 EA 105145 Fiber Beam Delivery 945 UM LW 6 EA 89517 Fiber Tip Basic Set 12 EA 96544 LW Nd: YAG Handpiece Cover 6 EA 88656 Mirror 12 EA Technical Requirements The procurement is for a quantity of six (6) laser devices. Two lasers for Washington DC, two lasers for VA Maryland, one laser for Martinsburg, and one laser for Beckley The laser devices shall include the appropriate handpieces, mirrors, couplers, sleeves, holders, and covers to complete periodontic, endodontic, and other procedures. The lasers shall have both Nd:YAG and Er:YAG capabilities. The lasers shall be able to be used on both soft and hard tissue to allow for more dental applications. The lasers shall be able to perform atraumatic cutting of the tissues to promote better post-operative healing. The lasers shall not harm implants during treatments. The lasers shall have pulsed laser capability to have more power without being increasingly thermal. The laser systems shall be ergonomic in nature; the arm-handpiece shall be lightweight and have full range of motion. The lasers shall have treatment pre-settings. The lasers shall be able to be used mobile with minimal cables/etc. requiring connections when moved from room to room. The lasers shall have wireless footswitch capability. The lasers shall be able to be used in the operatories at all sites without construction. Contractor shall provide two copies of the operating and service manuals. Cleaning/Sterilization Requirements. The device shall be able to be sterilized utilizing equipment that the facility currently owns. 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 Delivery is required 90 days from award of the contract. 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. Patient Health Information The Contractor shall safeguard patient health information. The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information. Training Requirements Contract shall include training for the end-users in the operation of the system. Training shall be on the function and use of the device, in addition to any software/applications. Training shall be on-site for each facility for two days. Contract shall include training for the technical professionals (Biomedical Equipment Support Specialists) Training shall cover the maintenance, troubleshooting, and repair of the system. 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 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 perform any available system updates during the warranty period at the discretion of Biomedical Engineering. 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. 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. 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.
