Department of Veterans Affairs Network Contracting Office (NCO) 16 Request For Information (RFI) DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter into a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. 1. Title: Zeiss Forum Data Management System (BRAND NAME OR EQUAL) 36C25623Q1292- (502-0243) 2. Purpose: The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77030, hereby issues the following Sources Sought Notice RFI with the intent of determining the contractor interest, capabilities, qualifications of potential businesses, nonmanufacturer rule compliance, Buy American Act compliance, Trade Agreement compliance and estimated industry pricing information for market research and estimated budgetary purpose for the item in the title above. Contractor shall provide all applicable shipping, containers, personnel, labor and testing for the Zeiss Forum Data Management System and associated materials. This Sources Sought Notice is published for market research purposes. This Sources Sought Notice will be used to determine if a set-aside for any small business program is appropriate. Government anticipates competitive, firm fixed price Blanket Purchase Agreement (BPA). Please review this announcement, respond to questions and information below in their entirety. Government requests interested offerors complete all questions below, provide required documentation, descriptive literature and authorization letter as described below. The Government is in no way obligated to do business with or enter into any form of contract with any person, firm or other entity that receives or responds to this announcement. 3. Objective: To find qualified and certified contractors with the capability to provide and deliver : Zeiss Forum Data Management System (BRAND NAME OR EQUAL) 4. Place of Performance: Delivery Location and delivery address Alexandria VA Medical Center Warehouse Bldg. #136 Attention: Eye Clinic 2495 Shreveport Highway Pineville, Louisiana 71360 5. Responses Requested: The NCO 16 requires all the following information and questions answered 5a through 5r in this RFI/SS as it relates to the SOW below: Questions and information not provided shall be considered nonresponsive and contractor shall not be considered as part of the market research. a. Do you (contractor) possess the capability to meet the government requirements of Section 4 Scope of the Draft SOW? b. Do you (contractor) possess the capability to meet the delivery location in Section 6 and 8 Delivery in the Draft SOW ? c. Contractors shall provide their point(s) of contact name, address, telephone number, and email address, and the company's business size, and SAM Unique Entity Identification Number (UEI). d. Is your company a small business, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications. All companies shall be active at the time of response in betaSAM.gov https://sam.gov/content/home and if applicable Vendor Information Pages (VIP) https://www.vetbiz.va.gov/. e. Is your company considered small under the NAICS code 334510? f. Do you (Contractor) manufacture the product or is a distributor of the item(s) being researched above? g. Are you an authorized distributor/reseller? Provide evidence from original equipment manufacturer (OEM). Preferably on the manufacturer s letterhead. Note: The government does not accept gray market items. h. Do you (Contractor) supply a product manufactured by another domestic small business, if it is a nonmanufacturer? i. Do you (Contractor) supply the product of any sized manufacturer if SBA has granted a waiver to the nonmanufacturer rule? j. Is your (Contractor) Buy American Certificate completed in SAM? Please provide evidence with response. k. Is your (Contractor) Trade Agreement Certificate completed in SAM? Please provide evidence with response. l. Information for the product being requested, is it manufactured in the US, please provide address where manufactured? m. Information for the product being requested, is it manufactured outside the US-Domestic non-available, please provide country of origin? n. Information for the product being requested, is it a foreign manufactured product under the trade agreement? o. What is your estimated schedule of delivery after receipt of order for the product? p. Is installation and/or training required? Will the cost be included or priced separately? q. For the product required, Is your company available under any: Government Wide Agency Contract (GWAC) General Services Administration Schedules (GSA) Indefinite Delivery Indefinite Quantity (IDIQ) Blanket Purchase Agreement (BPA) If yes, please list the contract number for product. r. Contractors can provide an estimated industry pricing for products for market research and budgetary purpose. This pricing should include: Company name, contact person s name, phone number, company UEI number formerly DUNS number and email address. 6. Opportunity: The NCO 16, is seeking information from potential contractors on their ability to provide this service. THIS IS A SOURCES SOUGHT FOR REQUEST INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this Sources Sought in order to assist the NCO 16 in determining potential levels of competition available in the industry. Contractor shall possess the capability to provide all requirements and objectives. 7. Instructions and Response Guidelines: Sources Sought responses are due by August 16, 2024, at 10:00 am (CST) via email to mari.gibson@va.gov. All Questions shall be submitted by August 13, 2024, at 10:00 am (CST) via email to mari.gibson@va.gov. Telephone requests or inquires will not be accepted. Public Information will not be provided and shall be utilized to the full extent possible. This a New Requirement. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 5(a) - 5(r). Please provide the information you deem relevant in order to respond to the specific inquiries of the Sources Sought. Information provided will be used solely by NCO 16 as "market research" and will not be released outside of the NCO 16 Purchasing and Contract Team. This Sources Sought notice does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this Sources Sought is preliminary as well as subject to modification and is in no way binding on the Government. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the U.S. Government to form a binding contract. If a solicitation is released, it is will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ. 8. Contact Information: Contract Specialist, Mari Gibson, Email address: mari.gibson@va.gov Your responses to this notice are appreciated. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES/PROPOSALS; however, any firm that believes it can meet the requirements may provide answers, responses and give written notification prior to the response due date and time. Supporting evidence and responses must be furnished in enough detail to demonstrate the ability to perform the requirements. DRAFT SOW Contract Number: To be determined Task Order Number: IFCAP Tracking Number: 1. Contracting Officer s Representative (COR). Name: Tammy Doughty Section: Ophthalmology Section Address: 2495 Shreveport Hwy 71 North, Pineville, Louisiana 71360 Phone Number: 318-466-2197 Fax Number: 318-483-5127 E-Mail Address: tammy.doughty@va.gov 2. Purchase Title: Purchase of Zeiss Forum Data System (Brand name or equal) 3. Background. The Department of Veterans Affairs (VA) Office of Electronic Health Record Modernization provides program management and oversight for the replacement of the Veterans Heath Administration s (VHAs) legacy electronic health record, with the Cerner implementation of the new Electronic Health Record (EHR). VA requires the legacy systems to have their existing Ophthalmology Picture Archiving imaging modalities interfaced and configured to communicate with Cerner. This includes the eye care image and data management system Picture Archiving and Communication System (PACS) Ophthalmology. This procurement is in-support of eye imaging modalities with an interface to PACS middleware and Cerner Electronic Health Record. VA is planning to interface an eye care image and data management system specifically designed for hospitals to improve their workflow efficiency for a medical system that provides image and data collection, storage, retrieval, and analysis for a variety of ophthalmic-related services. This system shall be a full-featured ophthalmic PACS with clinical features such as its clinical displays and workplaces for three pathologies. It shall seamlessly integrates with Cerner s vendor neutral archives (VNA), enables centralized user administration Lightweight Directory Access Protocol (LDAP) and supports single sign-on (SSO) to the VA s new Cerner EHR. 4. Scope The brand name or equal equipment to be purchased and implemented is listed below. Stock number Description Item Quantity 000000-2131-312/01FOBP42 CARL ZEISS MEDITEC, INC. _| FORUM BASIC LICENSE PACKAGE 1 306601-_8530-111/30FSFOL3 CARL ZEISS MEDITEC, INC. _| SCHEDULED, FORWARDING LICENSE 1 306601-_8530-110/30FMSAL3 CARL ZEISS MEDITEC, INC. _| MULTI-SITE ACCESS LICENSE (V3) 1 306601-_8530-100/20FVIEW3 CARL ZEISS MEDITEC, INC. _| FORUM VIEWER (V3) 16 000000-2259-029/20GW31US CARL ZEISS MEDITEC, INC. _| GLAUCOMA WORKPLACE 1 000000-2020-237/30FGWPU3 CARL ZEISS MEDITEC, INC. _| LICENSE FORUM GLAUCOMA 5 000000-2259-031/30RW201U CARL ZEISS MEDITEC, INC. _| ZEISS RETINA WORKPLACE 2.0.1 1 000000-2127-546/30FRWPUL CARL ZEISS MEDITEC, INC. _| ZEISS RETINA WORKPLACE USER 5 LICENSE 306601-_8530-101/40FCZDIC CARL ZEISS MEDITEC, INC. _| FORUM-DICOM INTERFACE LICENSE 4 306601-_8530-103/40F3PDL3 CARL ZEISS MEDITEC, INC. _| FORUM INTERFACE LICENSE TO 3RD 3 PARTY DICOM INSTRUMENT (V3) 306601-8530-104/40F3PFIM CARL ZEISS MEDITEC, INC. _| FORUM-DICOM FILE IMPORT FOR 3RD 1 PARTY INSTRUMENTS LICENSE (V3) 306601-_8530-106/30FEVSL3 CARL ZEISS MEDITEC, INC. _| EXTENDED VIDEO SITE LICENSE (V3) 1 (CATARACT SUITE) 000000-2083-851/50FEMRH7 CARL ZEISS MEDITEC, INC. _| FORUM-EMR PAC_KAGE INCL. HL7 1 000000-2246-5_85 FORUM ENTERPRISE PACKAGE 1 000000-2076-772 ZEISS OS _| UPGRADE CIRRUS INSTRUMENT REVIEW SOFTWARE TO 1 CIRRUS REVIEW SOFTWARE (7.X) LOCAL DATABASE (INCLUDES FORUM CZM RS CONNECTIONS, RPE AND GC ANALYSIS) (10-PACK) WITH REMOTE INSTALLATION INSTL&TRN-SML INSTALLATION AND TRAINING-SMALL 1 EAP-SMALL ENTERPRISE ARCHITECTURE PROJECT-SMALL SITES 1 266002-1130-065 ZEISS OS | CONNECTIVITY SERVICE PLAN, ANNUAL 1 Image and Data Management System must be FDA 510k approved and listed as a Medical Device. Image and Data Management System must provide Post Processing Analysis, Dynamic Review/Manipulation of RAW data functionality for ZEISS Cirrus HD-OCT. If Glaucoma Workplace is procured, you can do with the ZEISS HFA Instruments as well. Image and Data Management System must be able to store and access raw instrument data from ZEISS Field Analyzer, ZEISS Cirrus HD-OCT, ZEISS Visucam Fundus Camera and ZEISS Clarus 700 Camera systems. Image and Data Management System must have functionality to enable real-time and dynamic editing/manipulation of all prior Visual Field Test data for all Glaucoma patients and allow for Baseline changes, real-time report generation for any VFI date, display RealEye images and data from the new ZEISS HFA 3 instruments. Image and Data Management System must support DICOM standards and Work-List functionality in order to create and send patient demographics to a specific or all instrument s via a DICOM worklist within the eye clinic s network. Combined Report: HFA-Cirrus reports for Structure Function analyses in Single Display with OD-OS on one (1) page print out from data of Cirrus HD OCT and a Humphrey Visual Field. If Combined Report is procured as option of FORUM. Image and Data Management System must have Bi-directional DICOM capabilities to send both DICOM Modality Worklists containing Consult/Order details to instrument s within the eye-clinics network and receive back the diagnostic test results and RAW data for storage within the Image and Data Management System for access. Image and Data Management System must connect to any brand of non-DICOM diagnostic instrument with export capabilities, and convert the diagnostic test results into a DICOM compatible file containing all patient demographical information, UID s, Accession number, Device name and type, laterality and other key pieces of data with the least amount of user interaction. This must be then stored within the Image and Data Management System and also forwarded to the NAVY ECIA (Enterprise Clinical Imaging Archive) Image and Data Management System must not require the use of an external PC or import computer for a DICOM compatible modality. Image and Data Management System must be able to download all past RAW data from one or more ZEISS Field Analyzers, ZEISS Cirrus HD-OCT s, ZEISS Visucam Fundus Camera and ZEISS Clarus 700 Fundus Cameras Acquired within the main clinic and all satellite clinics upon installation of the Image and Data Management System. Image and Data Management System must be able to display ZEISS Field Analyzer Glaucoma Progression Analysis (GPA) and enable the clinician to manipulate data and store baseline changes at the workstation within the Image and Data Management System if Glaucoma Workplace is procured as a part of FORUM Image and Data Management System must be able to display and allow the clinician to scroll through the various ZEISS Cirrus Macula Cube B-scan slices, within in the Image and Data Management System viewer. Image and Data Management System must be able to display images in pre-formatted clinical display groupings for Glaucoma, Retina and Cataract cases. PROJECT SCOPE: FORUM Implementation. Interface CIRRUS OCT, HFA Field Analyzer, 1 IOLMASTER 700, 1 CLARUS 700, Canon Retina Cam, _& Oculus Pentacam to FORUM via Modality Worklist/DICOM Gateway. Implement Forum RETINA _& FORUM Glaucoma Workplace. Configure FGW to create SFA reports for all prior HFA tests. Transfer HFA _& Cirrus RAW data to Forum. Interface FORUM with customer s EMR system. Please Note: Customer will need to acquire the appropriate EMR integration software from their EMR provider to interface with FORUM. Provide (16) FORUM viewers for exam rooms and staff workstation. On-Site Installation and training. Additional Requirements: The vendor will provide service manuals that includes theory of operation, maintenance requirements, repair information, schematics, part lists and troubleshooting information in electronic format for use by the VA IT Operations Department. Date of manufacture must not be greater than 2 years before the purchase order date. The equipment must not be used or refurbished and must have the latest manufacturer s software/hardware updates installed. Any batteries provided with the unit will not be manufactured more than 12 months before the purchase order issue date. 5. Anticipated Building Outfitting Schedule Building Name Building # & Letter Acronym Est. Delivery Start Date Est. Delivery End Date Alexandria VA Medical Center 7 AVAMC 09/01/2024 09/01/2025 6. Place of Performance. Installation will be completed on site at the Eye Clinic at: Alexandria VA Medical Center . 2495 Shreveport Hwy 71 N Pineville, Louisiana 71360 7. Schedule and Order Management The above delivery schedule is based upon the current construction schedule due to the nature of activation efforts and construction timelines and dates may vary and shift. Delivery dates need to be flexible. The delivery of items for installation are dependent upon the completion of applicable areas within the building. If there is a delay, the Contractor may be required to adjust the delivery date at no cost to the Government. The Contractor will coordinate with the on-site POC s before delivery. The awardees actual delivery dates will be confirmed by VA upon award. Post-award, the vendor will coordinate delivery identified in this document with the VA prior to beginning any work (See Section 2.4). Once the dates have been confirmed, modifications to the schedule are subject to written approval by the CO, Requestor, and the Vendor. Delivery and Receiving: Please contact the facility for possible closures and/or holidays. See the following list of scheduled closures. U.S. federal holidays for 2024Â are as follows: New Year's Day: January 1, 2024 (Monday) Birthday of Martin Luther King, Jr.: January 15, 2024 (Monday) Washington's Birthday (Presidents Day): February 19, 2024 (Monday) Memorial Day: May 27, 2024 (Monday) Juneteenth National Independence Day: June 19, 2024 (Wednesday) Independence Day: July 4, 2024 (Thursday) Labor Day: September 2, 2024 (Monday) Columbus Day: October 14, 2024 (Monday) Veterans Day: November 11, 2024 (Monday) Thanksgiving Day: November 28, 2024 (Thursday) Christmas Day: December 25, 2024 (Wednesday) Delivery and receipt of the proposed items is anticipated to be directed to the location identified below. Confirmation of delivery location will be provided post-award. To coordinate delivery, contact Government POC Tammy Doughty (tammy.doughty@va.gov) Alexandria VA Eye Clinic The vendor is required to define the need for a staging area to accommodate item delivery, if needed. Post-award, this information will be confirmed with the vendor. The delivery of items identified in this document shall take place during normal loading dock business hours which are defined as: 8:15 AM to 3:00 PM CST, Monday through Friday, and excluding Federal Holidays Delivery trucks will not be permitted to remain at the loading dock. Trucks shall be unloaded, moved from the dock, and then brought back to the dock if required to haul out any waste, tools, or excess materials. Labeling of delivered items shall include the VA facilities contract number and VA purchase order number for identification and reference upon receipt of product. NOTE: If COVID19 protocols are active, masks are required to be worn by all individuals when in common areas on VA property. Any individuals who need to enter the building for installation &/or training will be required to be screened by the site staff prior to entry. Please allow time for this in your schedule. Clean Up and Disposal There are no dumpsters available for vendor use. The removal of waste and/or excess material shall be conducted through the loading dock area. Assembly, Installation, and Calibration Required (Yes No ) The vendor is required to manage and coordinate installation at the Alexandria VA Medical Center with the POC s below: (Requestor-Tammy Doughty, eye clinic 318-466-2197) or Biomedical department or OIT if needed. On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 8:00 AM to 4:30 PM Eastern Standard Time, Monday through Friday, and excluding Federal HolidaysProposed installation date will occur after delivery of equipment. Current timeframe of delivery is September 2024. The vendor is required to define the need for a staging area to accommodate item assembly and installation, if needed. Post-award, this information will be confirmed with the vendor. The vendor is required to provide tools, labor and materials to complete assembly and installation of the items detailed in this document. The vendor shall protect all finished spaces and surfaces as required from delivery and installation damage. The vendor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur because of the vendor s (or associated sub-contractors) installation. During the entire duration of assembly and installation, the vendor will have a competent representative on-site as the vendor s contact, and to serve as the interface between the vendor and the Alexandria VA Medical Center eye clinic. On-site representative can be the installer. All instructions provided from COR to the representative will be binding as if given to the vendor s main contact. The COR may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. Training Required (Yes No ) The vendor is required to provide live clinical training on set up, operation, shut down, and troubleshooting procedures to nursing staff. The vendor shall coordinate training dates with the on-site Project Manager. Post-award, these dates will be confirmed with the vendor to meet the clinical schedule. Proposed training date will occur after installation of equipment. Current timeframe of training The vendor shall provide documentation and/or certification to each staff member that has successfully completed the training. Facility estimated time for training by 09/30/24. Confidentiality and Non-Disclosure This equipment does connect to a VA network. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist, block 6, the C&A requirements do apply to this requirement, and a Security Accreditation Package is required. This equipment does hold or store patient information. Therefore, in accordance with Appendix A, Handbook 6500.6 Checklist block 7, Appendix B and C provisions do apply. Appendix B: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Appendix C: VA will own this equipment. If vendor needs access during delivery, assembly, install or repair, the contractor shall be escorted by a VA employee to ensure there is no exposure to VA sensitive information. If the contractor is required to be on site for more than two consecutive days, VHA Privacy Training, TMS Course VA10203, is required and available at https://www.tms.va.gov/SecureAuth35/. The contractor will provide all consumable supplies necessary for training and competency assessment of hospital staff. Proof of training will be provided to the COR upon request.
