65--BPA for Surgical Lights, Booms and Integration System

VA St. Louis Health Care System The Department of Veterans Affairs, Network Contracting Office (NCO) 15 is conducting market research to help determine the availability and technical capabilities of qualified vendors who can provide OR Surgical Lights, Booms, and Integration Systems for the VA Medical Center, St. Louis, Missouri. POTENTIAL SOURCES SHALL PROVIDE THE FOLLOWING INFORMATION IN THEIR RESPONSE: 1) Company name, address, phone number, primary contact(s), e-mail address, NAICS code(s), business size (i.e. small/large), and DUNS Number. 2) Statement of Capability that demonstrates ability of providing the item in accordance with the attached Statement of Requirement (SOR) and past performance in providing this type of service. Include examples of prior completed Government contracts, references, and other related information. This notice is to assist the NCO 15 in determining sources only. This announcement is not a request for proposals or quotations. The Government is not committed to award a contract pursuant to this announcement. The Government will not pay for any costs incurred in the preparation or submission of information in response to this announcement. Questions and responses must be submitted no later than NOON 12 p.m. (CST) on July 13, 2018 to Esperanza Roberts at contact@example.gov. Any proprietary information should be clearly identified as "proprietary information . Statement of Requirements: BPA for Surgical Lights, Booms and Integration Systems for the future renovation of St. Louis VA s inpatient surgery suite (4D) This request for information uses a Brand Name or Equal Description of the product required. This permits prospective contractors to offer products other than those specifically referenced by brand name. All offers must work with the existing equipment that has already been purchased and is currently in use at the station. Background: The St. Louis VA (John Cochran Division) is currently in the process of designing and eventually renovating the inpatient surgery suite of the VA Medical Center. This multi-phase renovation plan will ultimately renovate 10 OR rooms. Every single one of these rooms will require a new surgical lighting, ceiling-mounted equipment management system (booms), and a digital OR integration system to improve information access and modernize the surgery suites. Description: The Blanket Purchase Agreement (BPA) aims to streamline and standardize the purchase of the surgical lights, booms and integration system during the multiple phases of this large renovation project. The procurement of this equipment will involve major coordination with the project engineer of the VA. This will include involvement in various meetings in order to provide recommended design solutions, provide design drawings for the construction team and provide visual graphics/demos of all the equipment. After the equipment required for each OR is determined and ordered, the VA will require the contractor to coordinate with the VA Project Engineer and construction team to deliver the equipment, install the equipment, verify performance of the system, and provide end user support/training. Further detail of the summary of services and equipment specifications can be seen in the following sections. Additionally, a table with the line items expected out of this BPA can be seen at the bottom of this document. Scope of Requirements: The goal of this BPA is to provide St. Louis VA with a list of equipment that provides surgical lights, ceiling-mounted equipment management system (booms), and a digital OR integration system. This list of equipment should have an associated price for each piece of equipment to allow the St. Louis VA to purchase from the list in coordination with the equipment that is required for each individual OR. More details can be seen in the minimum technical requirements section and a table is available at the bottom of this document This project will require major project coordination with the project engineer at the VA. Equipment utility requirements, equipment mounting requirements and installation schedule shall be discussed and coordinated with the project engineer. The multi-phased renovation project will ultimately renovate 10 ORs. Surgical lights, booms and a digital integration system are required in each of these ORs. The ORs are listed below along with their assigned specialty. The specialties are generally what each OR will be used for but each OR is subject to change for their uses. OR 1 Bi-plane hybrid room OR 2 General OR room OR 3 Single-plane hybrid room OR 4 General OR room OR 5 General OR room OR 6 General OR room OR 7 Cardiac room OR 8 Neurology room OR 9 Orthopedic room OR 10 Urology room Along with the procurement of this equipment, many services will be required as a part of this contract to properly design, deliver, install and use the new equipment in all of these ORs. The summary of these services to acquire, install and activate the new surgical lights, booms and integration system can be seen below: Be involved in construction meetings Provide design recommendations and design drawings for the construction team Provide visual graphs and demos of the equipment placing Analysis of equipment placement and crash testing Equipment purchase Equipment delivery Equipment installation Equipment Integration End user support/training Complete project documentation Equipment Procurement Following the award of the BPA, VA will work with the awarded contractor to get up to date on all the current designs of the future renovations. The equipment required for each OR will be determined and will be ordered as a task order against this BPA. Once the equipment is purchased, the contractor and VA will coordinate in order to review and finalize all design drawings to determine the location of all the equipment. Additionally, the contractor shall coordinate with the construction team and ensure that the construction team knows all the utility, mounting and other requirements that the Contractor needs in order to install the equipment. Once the design is finalized and the equipment is ordered, the contractor will coordinate with the construction team to schedule the installation. As a part of the design drawings, the vendor should provide standard and 3D designs for the construction team to visualize the setup of the ORs with all the equipment. A summary of what should be provided during the design phase is below: 3D Virtual Reality Programs Equipment Configuration Software Design/Build CAD and BIM Program Workflow and Space Analysis Production and Utilization Studies Architecture Portal Delivery and Installation The contractor shall meet with the Project Engineer, COR and construction team in order to review and finalize the installation schedule. Delivery and Installation of the equipment shall be arranged according to the phasing and schedule of the renovated surgery suite. Equipment may not be delivered and stored at the VA earlier than 2 weeks before the scheduled installation date. The contractor shall provide all equipment, labor and material necessary to install all the ordered equipment identified in this SOW. All equipment shall be delivered to the warehouse at the medical center. The VA medical center is located at: VA St. Louis Health Care System John Cochran Division 915 N. Grand Blvd St. Louis, MO 63106 Additionally, after delivery and installation, the contractor is responsible for the removal of all packaging and waste material that is left over. Also, please note as a result of this award there may be a potential to supply other VA Medical Center Hospital OR rooms within the local VISN network (to include Missouri, Kansas, Illinois and Indiana). Equipment Integration and Training After the installation of the equipment, the contractor shall verify the performance of all the equipment, make sure all systems are integrated properly and provide training to all end users. Additionally, the contractor shall spend a minimum of 1 week during the activation of any OR in order to ensure the smooth activation of all equipment and be available for assistance during activation. Equipment Definitions Surgical Lights The term surgical lights is used to describe the light head, including the light bulbs, wiring and housing that provides direct illumination over the patient during surgery. Each surgical light head is affixed to an arm that is mounted to the ceiling. Light head surgical grade light Camera-ready light head light head that is capable of supporting a video camera. Light head is pre-wired for video capability and the camera can plug and play into the light head Booms The term booms is used to describe the general ceiling-mounted equipment management system. The system is composed of the mounting hub and the arms. The arms are capable of multiple degrees of articulation and positioning within the operating room and terminate in a unique item, such as an equipment carrier, a surgical light, a monitor, an anesthesia hookup, or a perfusion hookup. Definition are as follows: Mounting hub Infrastructure located within the ceiling that safely supports the weight and articulation of the arms. Multiple mounting hubs may be required in each operating room and multiple arms can extend from a single hub. Anesthesia Hookup Arm provides the utilities and gases commonly used by an anesthesia machine. This arm is not a fixed column from the ceiling, but rather an arm to tether to the anesthesia machine. Equipment Carrier Arm Provides storage of the surgical equipment and utilities and gases commonly required during surgery. This usually consists of a column with multiple shelves, power outlets and medical gasses. Perfusion Hookup Arm Provides utilities and gases commonly used by a heart-lung machine. This arm is not a fixed column from the ceiling, but rather an arm to tether to the heart-lung machine, without lifting the machine off the floor. Monitor Arm An arm that supports a flat panel surgical display monitor of varying size. This does not include the monitor itself. Surgical Light arm Supports one surgical light head. Each arm terminates with one light head. Integration System The term Integration System refers to the solution for digitalizing the OR such that disparate medical equipment is integrated into one system to improve access to information, including digital images, medical record test results. Additionally, available video, audio and clinical information system signals are integrated and routed into one system that can be controlled and manipulated by the user through a graphical interface. Minimum Technical Requirements of Equipment Surgical Lights Surgical Lights are required in every operating room. The specific number of surgical lights per OR room will be specified at the time of ordering. There should be a standard surgical light line item and an in-light camera surgical light line item. Table 1: Requirements for Surgical Lights Technical Requirements Light technology Lights shall utilize LED technology Central illuminance Lights shall be capable of achieving 160,000 lux Head diameter Light head shall be at least 24 in diameter Color temperature Lights shall have selectable color temperature Lights shall be capable of pure white light Life Lights shall have a lifespan of at least 50,000 hours and show no diminished quality during this time Functionality Focal point Light head shall be capable of adjusting the light focal point without moving the light head Dimmer Light head shall be capable of varying light intensity Power switch Light head shall have the ability to power on/off the light Video capability Light head should be capable of (in-light) camera functionality option Usability Maneuverability Lights shall be capable of vertical travel Lights shall be able to fully rotate 360° on all axes Lights shall have drift-free stability Ease-of-use Lights shall not require more force/effort than one arm (of a staff member) exerts to swing, position, or move the light Design Quality and Safety Sanitation Lights shall be able to endure VA-specific cleaning procedures Lights shall not have any contours or grooves that obstruct proper and efficient sanitation Material durability Lights shall be fabricated from material that will not stain, wear, rust, fray, creep, chip, bend, or leak after normal usage and scheduled maintenance Sharp edges Lights shall not contain any exposed sharp edges Lights shall not contain any exposed fasteners that could compromise the effectiveness of medical gloves Booms The booms should all have the same general requirements that all terminate with a unique item with additional requirements. All these requirements can be seen below. Table 2: General Requirements for Arms Technical Requirements Head Clearance Clearance to lowest fixed point of arm shall be a minimum of seven (7) feet AFF. Footprint Size and arrangement of equipment shall maximize surgical workspace and accessibility to equipment Lubrication Arms shall not require any lubricate in addition to manufactures recommended maintenance Arms shall not require significant deconstruction to apply lubrication of parts Braking System System shall use compressed air (pneumatic), electromechanical, or electric mechanisms to stop boom movement Usability Maneuverability Reach and rotational capabilities permit appropriate positioning of anesthesia cart on either side of the surgical table head for effective use during surgery. Reach and rotational capabilities permit positioning of equipment carrier around surgical table. Arm reach and rotational capabilities allow placement of the utility arm in various locations for surgical use with rolling equipment carts. Arm shall be capable of being positioned outside of surgical workspace in such a manner that it does not disrupt workflow when desired. Lights shall be capable of vertical travel Arms shall have drift-free stability Adjustable rotational stops Column Height is adjustable Ease of Use Arms shall not require more force/effort than one staff member exerts to swing, position, or move the arm Raceway Arm Diameter Large enough to support all conduit, utilities, gases and wiring for full functionality to each arm Wiring All wiring shall be properly grounded and in conduit Design Quality and Safety Sanitation Arms shall be able to endure VA-specific cleaning procedures Arms shall not have any contours or grooves that obstruct proper and efficient sanitation Material durability Arms shall be fabricated from material that will not stain, wear, rust, fray, creep, chip, bend, or leak after normal usage and scheduled maintenance Sharp edges Arms shall not contain any exposed sharp edges Arms shall not contain any exposed fasteners that could compromise the effectiveness of medical gloves Structural Interference Arrangement of arms on the mounting hub shall include sufficient spacing to prohibit interference of arms into one another Design renderings shall indicate clearance Line Pressure All pressure lines (vacuum or gases) shall be equivalent to the pressure at the wall Table 3: Requirements Specific to the Equipment Carrier Arm Functionality Shelving Arm shall have at least 4 shelves Shelves shall be movable Shelves shall be at least 36 wide Shelves shall be at least 24 deep Weight Capacity Shelves should be able to hold at least 75 lbs Accessories Arm shall have the ability for additional surgical accessories or monitors to be mounted to the arm Usability Maneuverability Carrier shall be able to be positioned in multiple locations in the X-Y plane Carrier shall be able to reach and rest adjacent to the surgical table Carrier shall be able to rotate around its Z axis Utilities Outlets and Ports Min # of Med Gas Outlets Equipment boom should be able to handle a minimum of 8 Medical Gas outlets. The various gasses include Med Air, oxygen, Vacuum, WAGD, Carbon Dioxide, Nitrouds Oxide and Nitrogen. Electrical Ability to add a minimum of 8 duplex power outlets Data Ability to add a minimum of 6 data ports Video (for Integration System) Should have the ability to add a minimum of 2 video inputs for the integration system Blank Plates Blank plates available to add future utilities Table 4: Requirements to the Anesthesia Hookup Arm Functionality Shelving No shelving required for the Anesthesia Hookup Arm Accessories Arm shall have the ability for additional surgical accessories or monitors to be mounted to the arm Compatibility Arm shall be compatible with GE/Datex-Ohmeda S/5 ADU and Draeger Apollo anesthesia machines Usability Maneuverability Hookup shall be able to be positioned in multiple locations in the X-Y plane Hookup shall be able to reach such that the anesthesia unit can be positioned adjacent to either side of the surgical table Hookup shall be able to rotate around its Z axis Utilities Outlets and Ports Min # of Med Gas Outlets Equipment boom should be able to handle a minimum of 8 Medical Gas Outlets. The various gasses include Med Air, oxygen, Vacuum, WAGD, Carbon Dioxide, Nitrous Oxide and Nitrogen. Electrical Ability to add a minimum of 6 duplex power outlets Data Ability to add a minimum of 6 data ports Video (for Integration System) Ability to add a minimum of 1 video input for the integration system. Video input should be a universal cable for all video types. Blank Plates Blank plates available to add future utilities Table 5: Requirements Specific to the Perfusion Hookup Arm Functionality Compatibility Arm shall be compatible with Century heart lung bypass (perfusion) unit Usability Maneuverability Hookup shall be able to be positioned in multiple locations in the X-Y plane Hookup shall be able to rotate around its Z axis Utilities Outlets and Ports Min # of Med Gas Outlets Equipment boom should be able to handle a minimum of 8 Medical Gas Outlets. The various gasses include Med Air, oxygen, Vacuum, WAGD, Carbon Dioxide, Nitrous Oxide and Nitrogen. Electrical Ability to add a minimum of 6 duplex power outlets Data Ability to add a minimum of 6 data ports Video (for Integration System) Ability to add a minimum of 1 video input for the integration system. Video input should be a universal cable for all video types. Blank Plates Blank plates available to add future utilities Table 6: Requirements Specific to the Monitor Arm Functionality Accessories Arm shall have the ability for additional surgical accessories or monitors to be mounted to the arm Usability Maneuverability Monitor shall be able to be positioned in multiple locations in the X-Y plane Arm shall be able to reach such that the monitor can be positioned on either side of the surgical table Arm shall be capable of vertical travel Monitor shall be able to rotate around its Z axis Arm shall include handholds to allow movement of the monitor without touching the monitor Monitor Bracket Bracket shall support any standard flat screen monitor up to 27 (diagonally) Ease of Use Monitor shall not require more force/effort than one arm (of a staff member) exerts to swing, position, or move the monitor Integration System Monitor should be connected to the integration system to route video sources to this monitor Table 7: Requirements Specific to the Light Arm Functionality Usability Maneuverability Light shall be able to be positioned in multiple locations in the X-Y-Z plane Arm shall be able to reach such that the light can be positioned on either side of the surgical table Arm shall be able to reach such that the light can be positioned directly over the surgical table Arm shall be capable of vertical travel Light head shall be able to rotate around its Y axis Light head shall include a handhold(s) to allow movement of the light head without touching the housing Ease of Use Arm shall not require more force/effort than one staff member exerts using one arm to swing, position, or move the arm Integration System The digital OR integration solution will provide integrated routing of the video, audio, and clinical information system signals in the operating room. The system will provide a graphical interface that allows clinical users to manipulate the routing of video and audio signals from a common in-room interface. This integration system should include a large monitor that will go on a wall in the OR room, monitors that can be attached to monitor arms, a computer that controls the entire integration system and an in-room camera. Additionally, the integration system should have the capability to turn on/off surgical lights, adjust the brightness of the lights, pick various sources to display on the various monitors, and connect to mobile equipment and computers to display those sources on the monitors. Table 8 - Integration Solution Product Requirements: Functionality Requirements Must control surgical lights turn on/off, intensity variation Control entire video system select video inputs, output video sources to the various monitors, power on/off the monitors Control room camera that will be installed on one end of the room (see specs below) Capture video and images displayed on screen Store data on a drive on the VA network Have the potential to communicate with the other ORs in the facility Pan/Tilt/Zoom Camera Required Location Wall Mounted Zoom Ability to zoom Wide Range Pan/Tilt Wide Range Pan/Tilt: 340 degrees Pan / 120 degrees Tilt Quality HD Camera Control Station Required Conduit Vendor shall provide conduit requirements for Control Station to A/V hub. Location Capable of being located on a shelf or desk inside each OR Screen Size Minimum 24 touch screen monitor Resolution 1024 X 768 minimum required Touch Screen Includes touch screen Screen Type Flat Panel LCD/LED Input devices Keyboard and mouse Voice 2 voice drops max Audio System Required Conduit 1 conduit run to A/V Hub max Location 3-4 speakers per room MP3 Players Audio System shall include a means of connecting an MP3 player to speakers. A/V Hub Required Power Vendor shall specify power requirements. Cabling Vendor shall provide all cabling for A/V hub. Size 24 wide X 36 high X 27 deep (Maximum per Hub) UPS Included and mounted with system Video Input Requirements Video Format Capable of routing the following video and cabling formats: 525-line interlaced monochrome composite video, 1049-line non-interlaced (progressive) monochrome composite video, NTSC composite video, NTSC S-video (Y/C), NTSC RGBs, SDTV 480i, SDTV 480p, HDTV 720p, HDTV 1080i, HDTV 1080p, RGBHV-SXGA, SDI, HD-SDI and DVI. Video Output Requirements Simultaneous Outputs The system shall be capable of outputting 8 video sources of the formats listed above Independent Outputs The vendor shall specify the maximum number of simultaneous sources that the system can output simultaneously Table 9 - Flat Panel Surgical Display Requirements: The vendor shall provide medical grade LCD/LED monitors for use in the operating room. These monitors shall be capable of displaying in high resolution all video feeds from the integration solution. These monitors shall meet all necessary medical standards and be properly designed for the operating room environment. The product quoted shall meet or exceed with all specifications below. Screen Type Flat Panel LCD/LED Screen Size 19 minimum 26 maximum Viewing Angle +/- 85 Degrees Horizontal, +/- 85 Degrees Vertical Boom Compatibility Monitors shall be compatible with chosen monitor arms and mounts Table 10 - Flat Panel Wall-Mounted Display Requirements: The vendor shall provide medical grade LCD/LED monitors for use in the operating room. These monitors shall be capable of displaying in high resolution all video feeds from the integration solution. These monitors shall meet all necessary medical standards and be properly designed for the operating room environment. The product quoted shall meet or exceed with all specifications below. Screen Type Flat Panel LCD/LED Screen Size 55 minimum 60 maximum Mounting Vendor shall provide wall-mounting bracket that is compatible with monitor and able to achieve the viewing angle outlined above. Table 11 - Installation of Digital OR Integration Solution: Following contract award vendor shall meet and coordinate with the Contracting Official Technical Representative (COTR) to review and finalize the installation schedule. The product installation services quoted shall meet or exceed with all specifications below. Mounting Vendor shall mount and install all products supplied using union labor. Vendor shall also provide detailed mounting information. Configuration Vendor shall configure each system for specified functionality at time of installation. Misc. Items Vendor shall provide all necessary components not specifically mentioned herein for a complete working system. Cabling Vendor shall furnish and install all cabling associated with the video integration solution. All cabling must be in conduit, and we prefer that 25% of the conduit is left open for potential future expansion. We also prefer fiber for all cable runs; however, this is not a requirement. Time of Delivery Vendor shall provide a delivery time from time of order for one room. Time of Installation Vendor shall provide the time required to install one integration solution. Implementation Services Room design services Provide 3D designs for the team to visualize along with floor drawings with equipment Attend all construction team meetings when invited by the COR or project engineer Provide all service manuals, user manuals and misc. documentation for the equipment and project Contractor will provide training on-site when requested Contractor shall train technical staff on how to properly maintain all the equipment Contractor shall provide all labor, delivery, parts and other items required to fully install and provide the VA with a working system Pricing Model Table 12: Lights/Booms Pricing Item/Service Description Est. Qty Unit Unit Cost Total Cost LED Lighthead 8 1 ea LED Lighthead w/ Camera 4 1 ea Anesthesia Arm 4 1 ea Equipment Arm 3 1 ea Utility Arm 0 1 ea Monitor Arm 12 1 ea Mounting Solution # Dependent on Vendor 1 ea Data Outlet 48 1 ea Oxygen Outlet 12 1 ea Nitrous Oxide Outlet 8 1 ea Medical Air Outlet 12 1 ea Vacuum Outlet 16 1 ea Carbon Dioxide Outlet 8 1 ea WAGD Outlet 4 1 ea Electrical Outlet 110 1 ea Smoke Evacuation System 7 1 ea Nitrogen Outlet 4 1 ea Installation of Lights/Booms 10 1 Service Other Items / Services / Discounts Optional Items / Services Table 13: Integration System Pricing: Item/Service Description Est. Qty Unit Unit Cost Total Cost Digital OR Integration Solution 10 1 ea Flat Panel Surgical Monitors 12 1 ea Installation of Integration Solution 10 1 Service Other Items/Services Optional Items/Services