6515--NATUS Ambulatory Monitoring EEG System Upgrade

Effective Date: 04/18/2025 Revision: 02 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-05. This solicitation is set-aside for: SDVOSB The associated North American Industrial Classification System (NAICS) code for this procurement is 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing, with a small business size standard of 1,250. The Regional Procurement Office East, Network Contracting Office 1 is seeking to purchase one (QTY 1) NATUS Ambulatory Monitoring EEG System Upgrade. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Ambulatory Monitoring Package with Tablet, Software NW 9, Dual IP Wi-Fi Camera Kit - 110V 1 EA 0002 Installation 1 JB 0003 Training 1 JB Performance Work Statement NATUS Ambulatory Monitoring EEG System Upgrade PURPOSE The VA Connecticut Healthcare System Neurology department requires the procurement of NATUS Ambulatory EEG System. The procurement of the system is a necessity due to the current system having an unsupported operating system. SELECTION CRITERIA The VA Connecticut Healthcare System Neurology department intends for this procurement to be sole source to NATUS. In addition, the Contractor shall provide all items in accordance with the project scope below. NATUS- NATUS Hardware, NATUS Software, Software configuration, Installation and Training. Project Scope: EEG System Upgrade Hardware- Contractor shall provide all necessary hardware and startup supplies as outlined in the hardware schedule to provide completely operational EEG systems for: One (1) system- Neurology, RM 6207-1-W The contractor will be responsible for providing any additional components that are necessary to make these systems operational. Must have the following salient characteristics: The amplifier must have 32-channels, 24 referential, 4 bipolar, 4 DC, Sp02 The amplifier must be able to record 96 hours of EEG and high-definition video The wireless video must have 1080p HD resolution Must have infrared sensors record movement in total darkness Must have a built-in cybersecurity feature to prevent unauthorized access Must have a simultaneous wireless recording between two cameras Must have a leading NeuroWorks EEG Software, capable of Sleep studies with SleepWorks® Must have a touchscreen tablet with protective case Must have a patient response button option Must have a convenient, easy-to-clean carrying case Must have AA batteries with rechargeable external battery pack for up to 72 hours of battery life, even when wirelessly streaming data to tablet Must have an internal SD card storage space to record up to 96 hours of ambulatory EEG data Must have a built-in pulse oximeter and photic stimulator input Must have an automated export of study data from the patient s home setting to office servers Must be compatible with other NATUS NeuroWorks Systems Software- Contractor shall provide all necessary software for the EEG systems to ensure systems are functioning and can communicate with the EEG software and EMR interfaces. All licensing necessary will be provided by the contractor. Windows 10 LTSC shall be used, unless otherwise approved by the VA. Service- Contractor shall provide all labor, time, materials, and equipment necessary to assemble, test, and install the systems at VA Connecticut during hours of operation. Project Management Services Contractor shall provide project management services to coordinate all aspects of installation project, the contract shall provide an installation schedule within 30 days of ward that outlines a project completion within 180 days of award Project Dependencies Authorization to operate on the VA Network through VA Directive 6550 and Enterprise Risk Assessment process- Assume approval 60 days after award. Centralized Database and other GFE- Assume availability 90 days after award. All systems shall be tested in non-production environment before go-live date or go-live date will be delayed. Project Milestones Contractor schedule shall include the following milestones. EEG systems Windows 10 PC Software and Hardware Upgrade Server Configuration Database Application Interface configuration Interface Testing Successful Training Completion Go-live Document Deliverables The following documents will be required within 14 business days of receipt of template. These are necessary for authorization on the VA network. Templates will be provided upon award: Network topology Ports and protocols Software Inventory VA Directive 6550 Appendix A Manufacturer Disclosure Statement for Security (MDS2) Training Provided/Training Materials Training should take place between the hours of 7:00 am EST and 7:00pm EST Contractor shall cover all travel and associated costs for the clinical trainer On-site trainer must complete or have completed VA Privacy training and provide documentation due to patient privacy On-site manufacturer presence for go-live Go-lives for Neurology may be scheduled on different days due to availability of staffing and will be reflected in the project schedule. Optional pricing for additional Follow-up training shall be included as optional items Training shall also be included for technical staff to trouble shoot common systems and connectivity problems Two (2) copies of service and operators manual shall be provided, or one (1) electronic copy of each. DELIVERY SCHEDULE AND DELIVERABLES The contractor shall deliver and install the systems. After contacting the COR (or COR designee) at the VA, a specific time will be scheduled for the delivery of the product and installation in accordance with the project schedule award. Equipment shall be delivered to the following address: West Haven VA Medical Center 950 Campbell Avenue West Haven, CT 06516 HOURS OF PERFORMANCE Normal hours of coverage are Monday through Friday 8:00 AM to 6:00 PM EST excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR). Preventative periodic maintenance will be performed Monday through Friday 8:00 AM to 6:00 PM EST or as agreed to by the user and the COR in accordance with manufacturer s recommendations. Federal Holidays observed by the VAMC are: New Year s Day Labor Day Independence Day Martin Luther King Day Columbus/Indigenous People s Day Presidents Day Veterans Day Memorial Day Christmas Day Thanksgiving Day Juneteenth Day PERIOD OF PERFORMANCE The Contractor warrants that the items will be free from defects from materials and workmanship under normal use for a period of not less than one (1) year for equipment defined herein. This start date of this period shall be one-year from go-live of the system and shall be considered the base-year. Contractor will replace or repair equipment, if necessary, to the satisfaction of the Government. Contractor shall provide a copy of the written warranty upon acceptance of the equipment, which will be established base on the go-live date. All labor, time, materials, equipment, travel, and supplies necessary to keep equipment operational during the warranty period shall be included. Phone response to warranty issues within 1 hour and on-site response within 48 hours is required. Place of Performance/Place of Delivery West Haven VA Medical Center 950 Campbell Avenue West Haven, CT 06516 Shipping: FOB Destination The vendor is responsible for: Transporting the goods to the buyer's location. Covering transportation costs. Bearing any risk of loss or damage until the goods reach the buyer. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/ in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services [In accordance with FAR 12.301(c) when the use of evaluation factors is appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services (see 12.602); or (2) Include a similar provision containing all evaluation factors required by 13.106, subpart 14.2 or subpart 15.3, as an addendum (see 12.302(d)).] The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) [(DEVIATION JUL 2025)] The following subparagraphs of FAR 52.212-5 are applicable: FAR Number Title Date 52.203-17 CONTRACTOR EMPLOYEE WHISTLEBLOWER RIGHTS NOV 2023 52.204-10 REPORTING EXECUTIVE COMPENSATION AND FIRST-TIER SUBCONTRACT AWARDS JUN 2020 52.204-27 PROHIBITION ON A BYTEDANCE COVERED APPLICATION JUN 2023 52.204-30 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS PROHIBITION ALTERNATE I (DEC 2023) DEC 2023 52.209-6 PROTECTING THE GOVERNMENT'S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, PROPOSED FOR DEBARMENT, OR VOLUNTARILY EXCLUDED JAN 2025 52.219-14 LIMITATIONS ON SUBCONTRACTING OCT 2022 52.219-27 NOTICE OF SET-ASIDE FOR, OR SOLE SOURCE TO, SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS (SDVOSB) CONCERNS ELIGIBLE UNDER THE SDVOSB PROGRAM FEB 2024 52.219-28 POSTAWARD SMALL BUSINESS PROGRAM REREPRESENTATION JAN 2025 52.222-3 CONVICT LABOR JUN 2003 52.222-19 CHILD LABOR COOPERATION WITH AUTHORITIES AND REMEDIES JAN 2025 52.222-35 EQUAL OPPORTUNITY FOR VETERANS JUN 2020 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES JUN 2020 52.222-37 EMPLOYMENT REPORTS ON VETERANS JUN 2020 52.222-50 COMBATING TRAFFICKING IN PERSONS NOV 2021 52.224-3 PRIVACY TRAINING JAN 2017 52.226-8 ENCOURAGING CONTRACTOR POLICIES TO BAN TEXT MESSAGING WHILE DRIVING MAY 2024 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT OCT 2018 52.239-1 PRIVACY OR SECURITY SAFEGUARDS AUG 1996 52.240-1 PROHIBITION ON UNMANNED AIRCRAFT SYSTEMS MANUFACTURED OR ASSEMBLED BY AMERICAN SECURITY DRONE ACT COVERED FOREIGN ENTITIES NOV 2024 852.212-71 Gray Market and Counterfeit Items (FEB 2023) As prescribed in 812.301(f), insert the following clause in solicitations and contracts for new medical and information technology equipment: GRAY MARKET AND COUNTERFEIT ITEMS (FEB 2023) (a) No used, refurbished, or remanufactured supplies or equipment/parts shall be provided. This procurement is for new Original Equipment Manufacturer (OEM) items only. No gray market items shall be provided. Gray market items are OEM goods intentionally or unintentionally sold outside an authorized sales territory or sold by non-authorized dealers in an authorized sales territory. (b) No counterfeit supplies or equipment/parts shall be provided. Counterfeit items include unlawful or unauthorized reproductions, substitutions, or alterations that have been mismarked, misidentified, or otherwise misrepresented to be an authentic, unmodified item from the original manufacturer, or a source with the express written authority of the original manufacturer or current design activity, including an authorized aftermarket manufacturer. Unlawful or unauthorized substitutions include used items represented as new, or the false identification of grade, serial number, lot number, date code, or performance characteristics. (c) Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. (End of clause) 852.232-72 Electronic Submission of Payment Requests. Electronic Submission of Payment Requests (NOV 2018) (a) Definitions. As used in this clause - (1) Contract financing payment has the meaning given in FAR 32.001; (2) Designated agency office means the office designated by the purchase order, agreement, or contract to first receive and review invoices. This office can be contractually designated as the receiving entity. This office may be different from the office issuing the payment; (3) Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods and formats identified in paragraph (c) of this clause. Facsimile, email, and scanned documents are not acceptable electronic forms for submission of payment requests; (4) Invoice payment has the meaning given in FAR 32.001; and(5) Payment request means any request for contract financing payment or invoice payment submitted by the Contractor under this contract. (b) Electronic payment requests. Except as provided in paragraph (e) of this clause, the Contractor shall submit payment requests in electronic form. Purchases paid with a Government-wide commercial purchase card are considered to be an electronic transaction for purposes of this rule, and therefore no additional electronic invoice submission is required. (c) Data transmission. A Contractor must ensure that the data transmission method and format are through one of the following: (1) VA's Electronic Invoice Presentment and Payment System at the current website address provided in the contract. (2) Any system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) and chartered by the American National Standards Institute (ANSI). (d) Invoice requirements. Invoices shall comply with FAR 32.905. (e) Exceptions. If, based on one of the circumstances in this paragraph (e), the Contracting Officer directs that payment requests be made by mail, the Contractor shall submit payment requests by mail through the United States Postal Service to the designated agency office. Submission of payment requests by mail may be required for - (1) Awards made to foreign vendors for work performed outside the United States; (2) Classified contracts or purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified or privacy information; (3) Contracts awarded by Contracting Officers in the conduct of emergency operations, such as responses to national emergencies; (4) Solicitations or contracts in which the designated agency office is a VA entity other than the VA Financial Services Center in Austin, Texas; or (5) Solicitations or contracts in which the VA designated agency office does not have electronic invoicing capability as described above. (End of clause) All quoters shall submit the following: Please include the RFQ number in the subject line in your email when submitting a quote. All quotes shall be sent to the Network Contract Office 1 at contact@example.gov. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. The following are the decision factors: Price, Delivery Time, Past Performance The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The following provision is incorporated into 52.212-1 as an addendum to this solicitation: 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition (1) Is set aside for small business and has a value above the simplified acquisition threshold; (2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or (3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value. (b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show (1) The solicitation number. (2) The time specified in the solicitation for receipt of quotations; (3) The name, address, and telephone number of the quoter; (4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Quotation Amendments; (10) Past performance information will not be considered in simplified acquisition procurements. (11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation. (d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during preaward testing. (e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately. (f) Late submissions, modifications, revisions, and withdrawals of quotes. (1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due. (2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition. (3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price. (h) Multiple awards. The Government may accept issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the quotation, offers may not be submitted for quantities less than those specified in the RFQ. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quote. (i) Availability of requirements documents cited in the solicitation. (1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101 29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision. (2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil. (3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by (i) Using the ASSIST feedback module (https://assist.dla.mil/feedback); or (ii) Contacting the Defense Standardization Program Office by telephone at +1 (555) 000-0000 or email at contact@example.gov. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier. (k) [Reserved] (l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). (End of provision) To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than 8/20/2025, 5PM EST to contact@example.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed above.