6515--Balance Management System

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Contract Opportunity

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The Hershel "Woody" Williams VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the product described in the Statement of Work below.
As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.
Response is strictly voluntary it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted because of this sources sought notice.
Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.
This procurement will be implemented using the North American Industry Classification System (NAICS) Code 339112.

NOTES
All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to joseph.krupa@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than March , 2023, at 3:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER
This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

Statement of Work (SOW)
for the Bertec CDP/IVR

Project:
Purchase and Installation of Bertec Balance Advantage CDP/IVR for Hershel Woody Williams VAMC in Huntington, WV.
Contract Type:
Firm Fixed Price
Period of Performance:
FY2023
Background:
The Hershel Woody Williams VAMC (HWWVAMC) is requesting for the procurement of one Bertec Balance Advantage CDP/IVR units and its installation for the Physical Medicine and Rehabilitation (PMR) department in Huntington, WV. This requirement is needed for the replacement of existing CDP units that are at end of life and are no longer supported by the manufacturer. This requirement is to bring CDP units that are technically supported and compliant into use. Procuring this unit into HWWVAMC is pertinent to the provision of patient care and for Veterans to have access to PMR services in the Huntington, WV area via our health care system.
System Requirements
Contractor shall provide the following products:
Item Part Number Description Quantity
1 97P-0036 Bertec Balance Advantage CDP/IVR 1
2 97P-0068 Bertec HS-SOT Option 1
3 97P-0037 Bertec Balance Advantage BVA (Bertec Vision Advantage) 1
4 97P-0024-1 Bertec Foundation Course (Hotel & Airfare) for (1) Person 1
5 95P-0001 Bertec Vision Trainer (BVT) 1
6 97P-0049 Bertec Cobalt Option (Software and Kit) 1
7 INSTALL Installation by Trained/Certified Personnel 1
8 97P-0096 Freight 1
9 97p-0002 Bertec Advantage portable 1
10 97P-0049 Bertec cobalt 1
Technical Requirements
Solution shall have the following requirements:
- One Bertec Balance Advantage CDP/IVR with:
o Immersive virtual environment with real-time adjustable parameters
§ Rock wall
§ Checkerboard Room
§ Optokinetic stripes (horizonal and vertical, adjustable width and speed)
§ Grocery aisle (real-time adjustable parameters)
§ Flight simulator
§ Castle Corridor
o Bertec Balance Advantage Software
o Dedicated computer, touchscreen monitor, wireless keyboard and pointing device/mouse, color printer
o Dynamic base with dual-balance force plate (Low 4 step height, High-sensitivity)
o Visual surround immersive screen (74 W x 42 D x 105 H) with LCD projector
o Integrated safety harness structure
o Height adjustable clinician workstation
o One-year parts and labor with ongoing support (Warranty)
o Foam balance pad (18 x 20 x 4 )
- One Head Shake Sensory Organization Test (HS-SOT) Options including:
o HS-SOT software, to be added to Bertec® CDP/IVR system
o Head worn transmitter Receiver module, to be added to Bertec® Balance Advantage® CDP/IVR system computer
§ Sensor Wireless, Inertial Measurement Unit (IMU). Triaxial gyroscope, accelerometer, and compass sensors. 2.4 GHz DSSS communication interface. 35 mm x 60 mm x 15 mm (1.38 x 2.36 x 0.59 in.) Weighs 28 grams (0.98 oz.)
§ Supply voltage, +5 v USB
§ Rechargeable Lithium-Polymer Battery
§ USB 2.0, 2.4 GHz DSSS Wireless
§ Communication Interfaces, (FCC certified) Sampling Frequency 175 Hz
§ Communication Range, up to 200 feet
§ Use per charge, up to five hours
§ Charging Device, USB cabler (included)
o Headband, elastic fabric band with Velcro fastener Transmitter fits in elastic pocket on headband. (package of 100 supplied with purchase)
- One Bertec Vision Advantages (BVAs) with:
o Wireless, lightweight head-worn sensor
o Bertec Vision Advantage Software
o Touch screen display and remote control
o Wireless-computerized VOR training exercises with selectable controls for velocity and direction of head movement
o Computerized Gaze Stabilization (GST) and Dynamic Visual Acuity (DVA) tests
o Headband: adjustable elastic band
o Triaxial gyroscope, accelerometer and compass sensors
o Dedicated product case for portability and storage of system
o Online educational product videos for clinicians
- One Bertec Vision Trainer (BVT)
- One Bertec Balance Advantage Essential Portable 18x20x1
o Bertec® Balance Advantage® software
o Dual balance plate, 500 lb. load capacity, low 1.5 profile
o Standardized protocols with normative data
o Extended 20 x 60 plate with low 1.5 profile
o One-year parts and labor with ongoing support
o Patented and HIPAA compliant patient database with merge and sync capabilities across all Bertec® Balance Advantage® products
o Portable system powered by USB
- Bertec Cobalt Option for Concussion Balance Test (Software and Kit) with:
o COBALT software package that can be added to Bertec® Balance Advantage® Essential® or Functional® systems.
o Protocol for eight test conditions
o Automatic storage of balance performance data for comparison over time
o Wall chart, headlamp and foam pad
- Installation services
- Freight services
Standards Requirements
- Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.

- The Contractor shall comply with the Federal/WV OSHA Bloodborne Pathogens Standard.
o The Contractor shall:
A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens.
B. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens.
C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.
D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

Security Requirements
The C&A requirements do not apply, and that a Security Accreditation Package is not required.
Warranty
Contractor shall provide one (1) year of ongoing support and warranty after complete installation of the equipment.
All labor, time, parts, materials, equipment, travel, software updates, service manuals and supplies necessary to keep equipment operational during the warranty period shall be included. Software providing incremental new or alternative functionality to the Product is not included under this agreement. Any hardware modifications or replacements required to implement software enhancements will be at the Customer's expense and such expense is not covered.
Warranty does not cover any third party products or software separately purchased or licensed for use with a Bertec Product or for use with data generated by Bertec Products.
The Contracting Officer Representative (COR) shall monitor performance through routine inspections and maintain copies of all service records. Any issues will be brought up to Contractor s service manager.
The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.
Installation
Contractor shall install the solutions at HWWVAMC
Contractor shall verify full functionality of the solution with BME department at HWWVAMC before stating that installation has been completed.
Contractor shall coordinate installation during normal business hours, all onsite visits will be performed during the normal Hershel Woody Williams VAMC business hours (8:00 a.m. - 4:30 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work.
Training
Contractor shall provide necessary training, user manuals and ensure competency on operation and maintenance for the equipment. Contractor shall provide clinical and technical support if additional assistance is needed.

Place of Performance
The selected vendor shall provide and install equipment at Woody Williams VAMC. The address of each site:
Hershel Woody Williams VAMC
1540 Spring Valley Drive
Huntington, WV 25704

All onsite visits will be performed during the normal Woody Williams VAMC business hours (8:00 a.m. - 4:30 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work.
Delivery :
The selected vendor shall deliver the equipment to the Woody Williams VAMC,
1540 Spring Valley Drive, Huntington, WV 25704

Identification, Parking, Smoking, Cellular Phone Use and VA Regulations

The Contractor shall wear visible identification at all times while on the premises onsite. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. Woody Williams VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the onsite. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

Other Pertinent Information or Special Considerations

The Contractor must follow all HIPAA rules, regulations, and restrictions regarding disclosure of any personal identifying information observed during the service of the equipment.

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.
NOTE: Any additional charges claimed must be approved by the COR before service is completed.

Contractors must abide by VA policy, including policies under special circumstances such as the COVID 19 pandemic including mandatory masking, social distancing, and screening upon entry to VA facilities.
Records Management Language for Contracts Required
The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:
1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.
2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.
3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.
4. 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 by the Freedom of Information Act.
5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.
6. The Government Agency owns the rights to all data/records produced as part of this contract.
7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.
8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].
9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.
10. 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, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

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