DA01--Intent to Sole Source Zeiss FORUM Support Agreement

The Department of Veterans Affairs, through Network Contracting Office 23, intends to sole source a contract to PROAIM Americas, LLC for comprehensive technical support services related to the Zeiss FORUM system across 11 facilities in VISN 23. This action is justified under FAR 6.103-1 and FAR Overhaul 12.102(a), as only this one source is deemed capable of meeting the agency’s unique requirements, with no other supplies or services available to satisfy the need. The contract will cover a base year from July 1, 2026, through June 30, 2027, with four option years extending through June 30, 2031, providing ongoing software and firmware updates, remote technical support, system interface certification with VistA and Federal EHR, 24/7 escalation support, training for clinical and biomedical staff, and overnight delivery of parts—all at no additional cost to the government for materials or shipping. The contractor must comply with strict standards including AAMI, JCAHO, NFPA-99, CDRH, VA data security protocols, FIPS 140-2/3, and VA Directives 6500/6550, and maintain a minimum 96% system uptime, excluding scheduled maintenance. All service reports must be submitted electronically within 72 hours, and out-of-scope defects require prompt written notification and prior VA approval for cost recovery. The contractor is responsible for delivering all required documentation—user and technical manuals, release notes, service bulletins, diagnostic codes, schematics, parts lists, and training materials—in a format identical to that provided to the manufacturer’s authorized service providers. Products must be shipped in original OEM packaging with clear labeling including the OEM name, model, serial number, VA purchase order number, and facility point of contact; sequential packaging identification is required for multiple shipments. Invoices must be submitted exclusively through the VA Financial Service Center’s electronic portal, with no acceptance of paper, faxed, or emailed documents. Performance occurs at ten VA medical centers and one facility in Sioux Falls, with the Contractor coordinating delivery and installation with designated facility points of contact. While no pricing, contract value, or evaluation factors are specified in the notice, a capabilities statement must be submitted by May 13, 2026, at 17:00 CT to Theresa Thunder at theresa.thunder@va.gov