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Request for Information/Sources Sought **IMPORTANT: Please read this notice in full BEFORE responding!** The Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is in the... Request for Information/Sources Sought **IMPORTANT: Please read this notice in full BEFORE responding!** The Veterans Health Administration (VHA), Program Contracting Activity Central (PCAC) is in the process of planning a requirement in which a contractor will be required to provide one (1) OrthoScan Mobile Diagnostic Unit (or equal) with accessories and software for use in the new Research and VMU facility in Palo Alto, CA. The VA is conducting market research and is seeking written responses with information to assist with identifying potential sources that are interested in, and capable of, providing the products described. Please review the information contained herein and identify whether your company has the capability and interest to provide the brand name items listed or equivalent items that possess the salient characteristics as described. Please see section titled SUBMITTAL OF RFI RESPONSE below for what information to include in your company s response. GOVERNMENT QUESTIONS The VA is requesting vendors answer the following questions in response to this notice. Is your company the manufacturer of the equipment required? If not, are you authorized by the manufacturer to distribute, install, and/or train on these units? Do you have proof of authorized dealership? Are there any accessories for any equipment item that are normally separately priced? What accessories? Are there any items that you would recommend be purchased separately? What items and why? What is the total lead time from placement of the order to production to delivery and installation? Is the need date of September 15, 2020 reasonable? Is there any reason you would not be interested in responding to a solicitation? What are the reason(s) and why? Do you have any questions or comments that may otherwise assist us? SET-ASIDE Complete responses to this notice will assist the VA in determining any potential set-aside for the requirement. Not providing all information requested in response to this notice may result in the VA being unable to determine a vendor potentially capable of satisfying the requirement and, subsequently, if the rule of two criteria is not met, a specific set-aside category may not be decided by the Contracting Officer. AUTHORIZED DEALER/DISTRIBUTOR VERIFICATION Per VHA specific requirements set forth in VHAPM Part 813.106 (paragraph 2.3) and VAAR Clause 852.212-71 Gray Market (medical supplies/equipment), 852.212-72 Gray Market and Counterfeit Items, or 852.212-73 Gray Market and Counterfeit Items Information Technology (IT) Maintenance Allowing Other-than-New-Parts, the VHA aims to prevent the sale of gray market goods, defined as goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. To assist the VA in determining any potential set-aside, we are requesting vendors provide the authorized dealer/distributor letter in response to this Request for Information (RFI). Any future solicitation will include the requirement for vendors to provide authorized dealer verification for all items of equipment. To satisfy this requirement, the vendor shall provide the original documentation from the manufacturer stating they are an authorized dealer/distributor for the items being procured. This letter shall be on the manufacturers official letter head or from an official manufacturer email and guarantees the products are safe, are not counterfeit or adulterated devices, have maintained adequate storage conditions, and that: All product warranties and service and/or preventative maintenance agreements transfer to the VA and will be honored by the OEM or Guarantees that the OEM gives authorization to the vendor to fulfill all warranty, service, and/or preventative maintenance obligations for the equipment. An EXAMPLE of an acceptable OEM Authorized Dealer letter is included on page 5 of this notice (ATTACHMENT 1). LIMITATIONS ON SUBCONTRACTING AND THE NON-MANUFACTURER RULE (NMR) The requirement that a non-manufacturer supply the product of a small business concern is referred to as the Non-Manufacturer Rule (NMR) [13 C.F.R. § 121.406]. In order to qualify as a small business concern for a small business set-aside, an offeror must either manufacture the item in accordance with the Limitations on Subcontracting (see FAR section 52.219-14, 52.219-27 and 13 C.F.R. § 125.6) or supply the product of a small business made in the United States. SALIENT CHARACTERISTICS/DELIVERY SPECIFICATIONS/WARRANTY SPECIFICATIONS See DRAFT Salient Characteristics on pages 6 and 7 of this notice (ATTACHMENT 2). SUBMITTAL OF RFI RESPONSE If you believe you are capable of meeting this requirement, please provide a complete response no later than Wednesday August 19, 2020 at 1:00 PM (Eastern). A complete response satisfies the information requested below. The Government requests responders provide the following information: Company information including name, address, point of contact, and DUNS Number The make and model information for each item, If an equivalent item will be proposed, cut sheets containing specifications, Authorized dealer verification (see below), The contract number of any applicable GSA schedule if one exists from which these items can be procured, and Answers to government questions Further, if you believe a different NAICS code or Product Service Code (PSC) is a better fit for the subject requirement, please provide that information to us as well. NAICS: 334517 IRRADIATION APPARATUS MANUFACTURING (SIZE STANDARD: 1,000 EMPLOYEES) PSC: 6525 IMAGING EQUIPMENT AND SUPPLIES: MEDICAL, DENTAL, VETERINARY NOTE: This Request for Information (RFI) is solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information. At this time, no solicitation exists; therefore, please do not request a copy of the solicitation. Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined. ATTACHMENT 1 SAMPLE ORIGINAL EQUIPMENT MANUFACTURER (OEM) AUTHORIZED DEALER/DISTRIBUTOR (to be printed on corporation s letterhead) Date Your Company Name Street Address CITY, STATE ZIP CODE SUBJECT: (Your Company Name) Authorization of (Distributor/Dealer) To Whom it May Concern: This is to certify that (Original Equipment Manufacturer Name) hereby names (Your Company Name) as its authorized (dealer/distributor). (Your Company Name) is a fully authorized distributor/dealer for all (Original Equipment Manufacturer Name) products. The products distributed to (Your Company Name) by (Original Equipment Manufacturer Name) are hereby guaranteed to be safe, are not counterfeit or adulterated devices, have maintained adequate storage conditions, and any warranties and service and/or preventative maintenance agreements are transferred and will be honored by (Original Equipment Manufacturer Name) or (Original Equipment Manufacturer Name) extends to (Your Company Name) the authorization to fulfill all warranty, service, and/or preventative maintenance obligations for the equipment on our behalf. /Official Signature/ Name of OEM Representative Title of OEM Representative ATTACHMENT 2 SALIENT CHARACTERISTICS ORTHOSCAN MOBILE DIAGNOSTIC UNIT Palo Alto Pkg 38 OrthoScan Mobile DI (Diagnostic Imaging) Mini C-Arm General OrthoScan Mobile DI Mini C-Arm. Is a self-contained unit used to produce high quality digital x-rays and fluoroscopy. Warranty Requirements 1-Year Warranty. Features Mobile DI (Diagnostic Imaging) Mini C-Arm is portable for x-ray and fluoroscopic for a range of connectivity for electronic management recording and producing digital images. Capable to perform Fluoroscopic needle guidance, Motion studies, Weight-bearing views, Joint stability tests, Shallow pin removals, Stress views, Dynamic views, Unorthodox views, Closed reductions, Arthrography. The Mobile accessory cart to allow movement between rooms. Provide when applicable, place the Mobile DI on a table top, minus the accessory cart. Flat detector to provide direct signal conversion path. Documentation Capable of of wireless communication. Image capacity: 26,000. Video capacity: 14.4min. Cine loop frame rate: 30 fps. Adaptive noise suppression: Automatic. Manual noise suppression: 4 Modes. Monitor Display size: 24 LCD. Primary live image: 12 x 9.5 . Dual reference images: 5 x 4 . Brightness: 575 cd/m2. Resolution: DVI. Arm horizontal reach: 27 . Arm lateral rotation: 360deg + 270deg + 160deg. X-Ray Generator Focal spot: 42.5 microns. kV range: 40-78 kVp. mA range: 00.040-0.160 mA. Operating mode: Continuous. Software Software: Orthotouch Operating System: Windows 8.1 embedded. Detector Type: CMOS detector. Detector resolution: 2.0 k x 1.5 k. Detector size: 15cm x 12cm. Useful array: 14.5cm x 11.5cm Fuild of view (full): 13.8cm x 10.9cm. Field of view (collimated): 10.3cm x 7.4cm. Pixel spacing: 75 microns. Dose rate: AKR / DAP. Radiation No radioactive substance us planned. The unit itself emits radiation. Operating System: Windows 8.1 embedded. Size Preferred small size and desktop application for small animal use and small body part imaging See dimensions below. Specifications Electrical Input power: 100-230 VAC. Frequency: 50-60 Hz. Field controls: Single. Mechanical - Mobile DI weight: 35lb. Mobile DI height: 25 . Mobile DI footprint (W x L): 12 x 9 . Accessory cart weight: 155lb. Accessory cart height: 57.5. Accessory cart footprint (W x L): 24 x 27 . Braking system: Lock & release. Ground clearance: 3.5 . Start up time: 60 sec.