6515--Easy III PSG System RFI

Responses must be received no later than Friday, June 30, 2023, at 12:00PM EST. 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 334510. 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 Caldwell Easy III PSG System for the Clarksburg VAMC. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 4.00 EA __________________ __________________ Cadwell Easy III PSG 54 CHANNEL SYSTEM EACH TO INCLUDE AMPLIFIER, EASY III 10-20 COLOR CODED REMOTE INPUT BOX, POWER COM MODULE, AND SENSOR KIT. INCLUDES PROMOTIONAL DISCOUNT OF $31,419.10 EIL: 230, CSN: 6515-438786, NXR-NX PLAN-SLEEP LAB-POLYSOMNOGRAPHY SYSTEM REPLACEMENT FOR: EE33685 EE33686 EE33687 EE33688 0002 4.00 EA __________________ __________________ Q-VIDEO SOFTWARE 0003 1.00 EA __________________ __________________ EASY III LICENSE FOR CITRIX SERVER 0004 1.00 EA __________________ __________________ APPLICATION SERVER LICENSE (OFFICE SERVER) 0005 4.00 EA __________________ __________________ REMOTE VIEWING LICENSE 0006 1.00 EA __________________ __________________ HL7 LINK SERVER SOFTWARE(*INCLUDES INSTALLATION AND CONFIGURATION) 0007 4.00 EA __________________ __________________ SMALL FORM FACTOR DESKTOP PC 0008 8.00 EA __________________ __________________ FLAT PANEL WIDE SCREEN MONITOR 27" 0009 4.00 EA __________________ __________________ AUDIO MONITORING WITH 1OO' CABLE 0010 4.00 EA __________________ __________________ EMBEDDED CEILING MOUNT 0011 4.00 EA __________________ __________________ AMPLIFIER CABLE 6.6FT/2 METER 0012 4.00 EA __________________ __________________ 10 BASE T CABLE 100' 0013 4.00 EA __________________ __________________ PSG SETUP KIT 0014 1.00 EA __________________ __________________ ADDITIONAL SETUP SUPPLIES 0015 4.00 EA __________________ __________________ ADULT REUSABLE PSG KIT 0016 4.00 EA __________________ __________________ EASY III 10-20 COLOR CODED REMOTE INPUT BOX 0017 4.00 EA __________________ __________________ 20' CABLE FOR REMOTE INPUT BOX 0018 4.00 EA __________________ __________________ EASY III AMPLIFIER WALL MOUNT BRACKET 0019 4.00 EA __________________ __________________ POWER COM HOLDER FOR WALL OR T2 CART 0020 1.00 DY __________________ __________________ ON SITE INSTALLATION WITH TRAINING, 1 DAY 0021 3.00 DY __________________ __________________ ON SITE ADDITIONAL DAY(S) TRAINING Louis A. Johnson VA Medical Center 1 Medical Center Drive Clarksburg, WV 26301 SCOPE OF WORK FOR SLEEP LAB REPLACEMENT 1. BACKGROUND The Louis A. Johnson VA Medical Center (LAJVAMC) is seeking to procure an updated Polysomnography (PSG) monitoring system. This monitoring system will be utilized in the Sleep Lab and will meet requirements for current and future needs of our Sleep Lab. This system must be compatible with Somnoware, have a minimum of a one-year warranty, have a minimum of four (4) days of onsite trainings, be installed on workstations with supported operating systems, and allow for the use of a virtual server. 2. SCOPE OF WORK: The contractor shall provide any hardware/software needed to replace a four (4) bed sleep lab at LAJVAMC. The provided operating system shall be supported by the manufacturer. All materials shall be shipped directly to LAJVAMC, if not brought on site by Contractor at time of install. Contractor Field Engineers will come onsite to LAJVAMC to perform and support the upgrade of units to supported OS at respective sites. Installation shall be coordinated with the Biomedical Engineering and Respiratory departments. Following the installation, contractor shall perform any testing and calibrations needed to certify the equipment is ready for use. Contractor shall provide a service report following the completion of the upgrade. Four (4) days of on-site training are included. Two copies of user and service manuals will be provided. System must meet the following requirements: AASM Compliant EEG and PSG system AASM Staging Criteria Integrates with Somnoware Lab Management Cloud based Software Ambulatory EEG Monitoring capabilities Amplifier with 32 Color coded channels Ethernet communication Dual Monitor capabilities with synchronized montages and reports Simultaneous monitoring of Live and Recorded video data Built in Physician worklists Q-video and Satellite View Feature for monitoring Citrix Connection Capability for Physicians to review data 24/7 Phone Support Synchronized Patient database and settings Ability to run study offline Low filters 0.01 Hz to 15Hz High Filters 1 Hz to 100Hz AD Resolution 16 Bits Sampling Rate 4000 Hz Storage Rate 500 Hz Panasonic IP Camera and Infrared Illuminator 54 Channel Amplifier with 12 Patient Modules capabilities Integrated technology for Analysis and Scoring of studies Pressure Transducer Two integrated (Headbox and Amplifier) Oximeter Integrated with Intuitive oximetry messaging PSG specific Headbox with intuitive sleep related sensor connection indicators Built-in bedside Impedance check directly from amplifier allow techs to verify the impedance status without having to leave patient side Non-Proprietary connectors/cables Built-in DC channels directly from the amplifier allow integration of auxiliary devices with the capability of adding 8 more DC channels to integrate Transcutaneous CO2 monitoring and any other needed DC Server must be able to be installed on a virtual platform and run on a supported operating system Workstations must run on supported operating system Must be able to set up an HL7 link to Vista/CPRS Must have inpatient PSG testing capabilities Must have quantity of equipment to support a 4-bed sleep lab Must have a one-year warranty at a minimum Must have at least 4 days of clinical training Value add: Biomed training 3. Equipment Location: Louis A. Johnson VA Medical Center 1 Medical Center Drive Clarksburg, WV 26301 4. Period of Performance: Work shall be completed within six (6) months of contract award. 5. Work Hours: The vendor will provide this service during normal hospital working hours between Monday and Friday and the hours of 7:30 am 4:00 pm, excluding federal holidays and weekends. Federal Holidays: New Year s Day, Martin Luther King Jr. s Birthday, President s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran s Day, Thanksgiving Day, Christmas Day, and any other day specifically declared by the President of the United States to be a national holiday. 6. QUALIFICATIONS: The contractor must meet The Joint Commission requirements for proving competency of service provider. Contractor personnel shall be trained and authorized to work on GE CASE Stress Test equipment or provide POCs within GE Healthcare to ensure they are capable of upgrading such equipment. The contractor shall provide job title, job description, and qualifications of any and all that will or may provide service to the Hospital. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are specifically contracted to moved VA equipment. The CO or COR specifically reserves the right to reject any of the contractor's personnel and refuse them permission to transport VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. All service personnel will be aware of and compliant with Hospital policy and procedures pertaining to safety, fire, severe weather, and emergency procedures. 7. GENERAL REQUIREMENTS: A. The contractor shall provide a list of contractor employees or expected to enter building. While on VA premises, all contractor personnel shall comply with the rules, regulations, and procedures governing the conduct of personnel and the operation of the facility. B. Contractor personnel has been trained and qualified to transport imaging equipment. Contractor personnel shall provide proof of successful completion of training and certifications upon customer inquiry. 8. CHECK-IN AND IDENTIFICATION: All contractor workers are required to sign in and out at the VA Police Dispatch at the corresponding locations as directed by the COR or designee at each facility. A valid state driver s license or state identification card is mandatory for all employees to have access to these facilities. All contractor employees are required to wear the assigned VA badge at all times. All contractor employees are required to follow the regulations of the local VA facility. The contractor's representative will report to Biomedical Engineering or Engineering staff at the designated pick-up location prior to performance of service. The contractor's field service employee shall wear visible identification at all times while on the premises of the VA Medical Center or VA contracted facilities. 9. GOVERNMENT RESPONSIBILITIES: The Government shall be responsible for making the equipment available to the contractor during normal business hours 7:30 am - 4:00 pm. If there is a need for work to be done after hours, the Government will make arrangements for the contractor to have access to the equipment. 10. CONTRACTOR PERSONNEL SECURITY REQUIRMENTS: The contractor shall be required to comply with all security policies/requirements. All security policies/requirements must be met, and employees cleared prior to the contractor performing work under this contract. Employees that cannot meet the security and clearance requirements shall not be allowed to perform work under this contract. 11. INTERFERENCE TO NORMAL FUNCTION: Contractor may be required to interrupt their work at any time so as not to interfere with the normal functioning of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment and carts. In the event of an emergency, contractor services may be stopped and rescheduled at no additional cost to the government. Contractor personnel shall inform the COR or the designee of the need to gain access to secured areas. If access is required to secure areas, prearranged scheduling will be made with COR or designee. 12. DOCUMENTATION: Delivery reports shall be provided to Biomedical Engineering when the service is completed, and the delivery is confirmed. Delivery reports shall include written evidence of performance of the required service, including record of picked up and delivered items. 13. OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS The Contractor must follow all HIPA 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. 14. RECORDS MANAGEMENT LANGUAGE 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: 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. 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. 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. 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. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. 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. 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.]. 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. 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. Salient Characteristics Objective: The Louis A. Johnson VA Medical Center is seeking to procure an updated Polysomnography (PSG) monitoring system. This monitoring system will be utilized in the Sleep Lab and will meet requirements for current and future needs of our Sleep Lab. Requirements: AASM Compliant EEG and PSG system AASM Staging Criteria Integrates with Somnoware Lab Management Cloud based Software Ambulatory EEG Monitoring capabilities Amplifier with 32 Color coded channels Ethernet communication Dual Monitor capabilities with synchronized montages and reports Simultaneous monitoring of Live and Recorded video data Built in Physician worklists Q-video and Satellite View Feature for monitoring Citrix Connection Capability for Physicians to review data 24/7 Phone Support Synchronized Patient database and settings Ability to run study offline Low filters 0.01 Hz to 15Hz High Filters 1 Hz to 100Hz AD Resolution 16 Bits Sampling Rate 4000 Hz Storage Rate 500 Hz Panasonic IP Camera and Infrared Illuminator 54 Channel Amplifier with 12 Patient Modules capabilities Integrated technology for Analysis and Scoring of studies Pressure Transducer Two integrated (Headbox and Amplifier) Oximeter Integrated with Intuitive oximetry messaging PSG specific Headbox with intuitive sleep related sensor connection indicators Built-in bedside Impedance check directly from amplifier allow techs to verify the impedance status without having to leave patient side Non-Proprietary connectors/cables Built-in DC channels directly from the amplifier allow integration of auxiliary devices with the capability of adding 8 more DC channels to integrate Transcutaneous CO2 monitoring and any other needed DC Server must be able to be installed on a virtual platform and run on a supported operating system Workstations must run on supported operating system Must be able to set up an HL7 link to Vista/CPRS Must have inpatient PSG testing capabilities Must have quantity of equipment to support a 4-bed sleep lab Must have a one-year warranty at a minimum Must have at least 4 days of clinical training Value add: Biomed training _____________________________________________________________________ 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. 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 are 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 regard 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 contact@example.gov. Telephone responses shall not be accepted. Responses must be received no later than Friday, June 30, 2023, by 12:00PM 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.