6515--Topcon System

Active

Contract Opportunity

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE 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 DESCRIPTION
This is NOT a solicitation announcement. This is a sources sought/RFI only. The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339112. Responses to this sources sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide equipment for a Topcon System for the Washington DC VAMC - 50 Irving St NW, Washington DC 20422.
ITEM INFORMATION
ITEM NUMBER
DESCRIPTION OF SUPPLIES/SERVICES
QUANTITY
UNIT
UNIT PRICE
AMOUNT
0001

1.00
EA
__________________
__________________

Topcon IDS-300 (Mini-Lane) CV-50000S Refraction Desk.
LOCAL STOCK NUMBER: 24445K1
0002

1.00
EA
__________________
__________________

Topcon CV-5000S KIT W/POLARIZED MC-5S.
LOCAL STOCK NUMBER: 13081K53
0003

2.00
EA
__________________
__________________

Topcon OS-300 Deluxe Stool with back - Black.
LOCAL STOCK NUMBER: 26011-BL-000
0004

1.00
EA
__________________
__________________

Topcon IDS-300 Dual Table Top (ADD A SLIT LAMP).
LOCAL STOCK NUMBER: 23000DUAL
0005

1.00
EA
__________________
__________________

Topcon KR-800S Auto Kerato- Refractometer with Glare Testing.
LOCAL STOCK NUMBER: 15097
0006

1.00
EA
__________________
__________________

Topcon SL-D701 Slit Lamp, Unit Model, LED.
LOCAL STOCK NUMBER: 28070UK
0007

1.00
EA
__________________
__________________

Topcon SOLOS Auto Lensmeter.
LOCAL STOCK NUMBER: 42-0001417
0008

1.00
EA
__________________
__________________

Installation, Calibration & On-Site Training.
LOCAL STOCK NUMBER: INSTALL

STATEMENT OF WORK (SOW)

Contract Title. Topcon 5000 Exam Lane

Background. The DC VA Medical Center Eye Clinic has acquired a new room for eye examinations, 1E341. The room will be used to check patient s vision, perform autorefraction and slit lam examination. Due to the size of the room, a compact equipment system is needed to screen patients.

Scope of Work. The procurement shall include all parts, materials, labor, software/ licenses, resources, and training required to implement and utilize the equipment/ system to their fullest capacity. All items must be covered by manufacturer s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request.

Specifications.
4.1 Equipment

Line Item Description
Quantity
Mini-Lane Refraction desk
1
CV-5000S Digital Phoropter
1
Deluxe Stool with Back
2
Dual Table-Top
1
Auto Kerato-Refractometer
1
Slit Lamp
1
Auto Lensmeter
1
4.2 Required Features
Compact system combining exam lane equipment into one space-saving set-up: digital phoropter, autorefractor, lensmeter, visual acuity chart and chair & stand
Customizable refraction programs, on-screen technician scripts and EMR connectivity
Fit in a foot print of 6 x 7
Digital Phoropter
High-speed lens disc rotation to reduce overall refraction time, ocular
stress and confusion for the patient
Ability to connect to network for reduce potential transcription errors
Small optical head requiring minimal space
Dual table top - to allow for the use of two instruments, such as a slit lamp and an auto refractometer
Auto Kerato-Refractometer
Ability to perform subjective VA Measurement for far & near distance, glare test, grid test & contrast test
Slit Lamp
Auto Lensmeter
Fully automate to measure glasses prescription. This is a required feature to allow staff to quickly gather results with little training in a very busy eye clinic in DCVA

Specific Tasks.
5.1 Delivery.
All equipment shall be delivered to:
Washington DC VA Medical Center
50 Irving St NW
Washington, DC 20422
ATTN: VHAWAS Equipment Committee
Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).
Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345)
Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.
Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.
Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.
Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.
COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines.
Mask Requirement: All contractors shall wear masks while indoors.
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.
Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.
On site visits shall be scheduled in advance with the designated on-site POC.
Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work.
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 designated parking areas.
Contractor personnel s tool bags are subject to inspection.

5.3 Installation/Implementation.
Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.
Installation shall be completed within the period of performance.
Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.
Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use.
In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment).
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.

5.4 Training.
Contractor shall be responsible for providing on-site training to clinical staff/users.
Training is to be scheduled in advance with the designated on-site POC.
Education shall be provided prior to and/or at time of installation.
Education professional shall be certified to provide instruction on the designated equipment/system.
Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.
Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.
In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.

5.6 Deliverables.
The Contractor shall provide the below documentation for the proposed equipment to VHAWASEquipmentRequests@va.gov within 10 business days of work completion:
Service report.
Warranty information.
Electronic copy of the Operators Manual.
Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists.

Hours of Operation.
DC VAMC s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays:
New Year s Day
Labor Day
Martin Luther King s Birthday
Columbus Day
President s Day
Veteran s Day
Memorial Day
Thanksgiving Day
Juneteenth
Christmas Day
Independence Day
Any other national holiday as declared by the President of the United States
Period of Performance. Delivery within 90 days from contract award.

Invoicing.
Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice.

All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA s Electronic Invoice Presentment and Payment System (IPPS) The VA Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge:
http://www.tungsten-network.com/US/en/veterans-affairs/.

More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp.

Vendor e-Invoice Set-Up Information:
To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at the below phone number or email address:
Tungsten e-Invoice Setup Information: 1-877-489-6135
Tungsten e-Invoice Email: VA.Registration@Tungsten-Network.com

If you have a question about the e-invoicing program or Tungsten, please contact the FSC at the below phone number email address.
FSC e-Invoice Contact Information: 1-877-353-9791
FSC e-Invoice Email: vafsccshd@va.gov

Contract Type.
Firm-Fixed Priced Contract

Evaluation Factors.
Price
Required Features
Authorization Letter to Distribute
Delivery Lead Times

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 under this RFI?
(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?
(4) If you re a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(5) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.
(6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?
(7) Please provide general pricing for your products/solutions for market research purposes.
(8) Please submit your capabilities in regards to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes?
*** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all required salient characteristics.
Responses to this notice shall be submitted via email to Ryan.Singletary@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, April 15, 2024 at 10:00 AM EST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this request for information. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

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