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RFI 36C26121Q0925 Subject: Sources Sought, IAC Acoustics Model 120A-5SP Double Walled Diagnostic Test Chambers or equal for VA NORTHERN CALIFORNA HEALTH CARE SYSTEM (VANCHCS), Department of Veterans A... RFI 36C26121Q0925 Subject: Sources Sought, IAC Acoustics Model 120A-5SP Double Walled Diagnostic Test Chambers or equal for VA NORTHERN CALIFORNA HEALTH CARE SYSTEM (VANCHCS), Department of Veterans Affairs, Veterans Health Administration (VHA). The purpose of this sources sought is to conduct market research to support the procurement of IAC Acoustics Model 120A-5SP Double Walled Diagnostic Test Chambers for VANCHCS. This notice serves to survey the market in an attempt to ascertain whether or not sources are capable of providing the requested services. This notice allows potential contractors/vendors to submit a non-binding statement of interest and documentation demonstrating their capability. The sources sought effort is intended to assess industry capabilities and develop/support the intended direction of acquisition planning. The Network Contracting Office (NCO 21) is requesting responses from qualified business concerns; the qualifying NAICS code for this effort is 334510 MEDICAL AND SURGICAL INSTRUMENTS, EQUIPMENT, AND SUPPLIES. This sources sought is to gain knowledge of potential qualified sources and their size classifications (Service Disabled/Veteran Owned Small Business (SDVOSB/VOSB), Hub zone, 8(a), small, small disadvantaged, woman owned small business, or large business) relative to NAICS 334510. Responses to this notice, will be used by the Government to make appropriate acquisition decisions. After review of the responses to this notice, a solicitation announcement may be published. Responses to this notice are not considered adequate responses to any corresponding solicitation announcement. All interested offerors will have to respond to the solicitation announcement in addition to responding to this notice. STATEMENT OF WORK (SOW) Audiology Sound Booth Procurement Project Purchase and Installation of Audiology Sound Booths and Deinstallation of Existing Audiology Sound Booths for VA Northern California Health Care System Martinez Community Based Outpatient Clinic. Contract Type Brand Name or Equal Period of Performance FY2022 Background The VA Northern California Health Care System (VANCHCS) is seeking for two audiology booths for the Audiology department in Martinez, CA. This requirement is needed for the activation of the Audiology department renovation at the Martinez CBOC. Prefabricated sound suites / booths are used for audiometric examinations, acoustic immittance tests, otoacoustic emission tests, hearing aid fitting and modification, and for research activities that require a highly controlled acoustic and electromagnetically shielded environment. Special attention must be given to the privacy, acoustic, and electromagnetic radiation environments in which sound suites/booths will be located. The audiology booths have walls that are constructed with sound dampening and absorbing materials. Making these booths soundproof will reduce outside noise and provide less interference for audiology and speech testing. This quiet testing environment will provide clinicians more accurate patient audiology exam results. Audiology is a clinical specialty involving the prevention, identification, evaluation, and remediation, and treatment of hearing loss, tinnitus, and vestibular disorders. System Requirements Contractor shall provide the following products: Item Part Number Description Quantity 1 AUD-IAC 120A-5 Customized IAC Acoustics Model 120A-5SP Double Walled Diagnostic Test Chamber 2 2 AUD-IAC BOOTH OPTIONS Provide rough-in services for Panic button/fire strobe light/emergency lighting (next to door inside booth)/Data (2). Add 120v AC Dual Outlets (5 inside)/Quad Outlet (1 outside under window) per booth. 18 3 AUD-IACRF Option: Level 1 - 60Hz RF Shielding Noise Reduction Service in one booth. 1 4 AUD-IAC CLOSURES Booth closure panels. Sides & roof to ceiling grid. Per set. 2 5 LABOR Installation/Relocation Charge - Remove existing booth and dispose of same. Receive and install new equipment as per drawings (to be provided on order). 2 6 FREIGHT & HANDLING Freight & Handling Charges (FOB Site). 1 7 AUD-SEISMIC ANCHOR Seismic Anchoring Service/Brackets. 2 8 AUD-SEISMIC CALCS Seismic Engineering Drawings & Calculations One set of drawings/calculations as the booths are the same. 1 Technical Requirements Solution shall have the following requirements: IAC Acoustics Model 120A-5SP Double Walled Diagnostic Test Chamber. Outside Dimensions (I) 11'10" x (w) 12'0" x (h) 8'7" Inside Dimensions (l) 9'10" x (w) 10'0" x (h) 7'0" Standard 30" x 24" window with: Acoustical laminated safety glass with sound absorbing material in air space to dampen window resonance along with desiccant material to prevent condensation. Instrument connection panel with 12 x 1/4" female stereo connectors, 2 x USB and cable pull through (2" diameter). Providing visual contact between examiner and subject but obscure the subject's view of any distracting activities in the control room. Mini rubber ramp (dimensions 1/4" x 3" x 42") must be provided for each booth at door entry under finished floor. Carpet squares to match outside finish or as required (VA to supply if to match). ADA Compliant 80 x 36" clear opening. Low-profile ADA compliant entry floor comprising 1/8" steel plates on 3/8" Impacta noise reducing pad. Vibration isolators underneath the booth to minimize floor vibrations and sound transmission. Double door (1 x open in and 1 x open out) with full windows in doors. Doors must be solid and close with an acoustic seal. Dimmable LED lighting. Fan or HVAC hook-up ventilation. Level 1 - 60Hz RF Shielding Noise Reduction Service in one booth. Two existing sound chambers on site need to be deinstalled, removed and disposed of. New equipment will also be installed as per drawings which will be provided on order. Add 120v AC Dual Outlets (5 inside)/Quad Outlet (1 outside under window) per booth. Rough-in services for Panic button/fire strobe light/emergency lighting (next to door inside booth)/Data (2). Electrical ports and communications/data ports must be designed and installed per the VA Design Guide Requirements. Both audiology booths will require seismic anchoring. Contractor will provide anchoring brackets and installation services for seismic anchoring. Contractor will also provide detailed seismic engineering drawings and calculations. Standards Requirements Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, Federal and VA specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA. The Contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The Contractor shall: A. Have methods by which all employees are educated as to risks associated with bloodborne pathogens. B. Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens. C. Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens. D. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract. Meets ANSI requirements and requirements below. American Society for Testing and Materials: 1. ASTM C423-90A - Standard Test Method for Sound Absorption and Sound Absorption Coefficients by the Reverberation Room Method. 2. ASTM E336-97 - Standard Test Method for Measurement of Airborne Sound insulation in Buildings. 3. ASTM E90-97 Laboratory Measurements of Airborne Sound Transmission of Building Partitions. 4. ASTM E 413-87 Classification for Determination of Sound Transmission Class. 5. ASTM E596-96 Standard Test Method for Laboratory Measurement of the Noise Reduction of Sound Isolating Enclosures. Security Requirements The C&A requirements do not apply, and that a Security Accreditation Package is not required. Warranty Contractor shall provide one (1) year of ongoing support and warranty after complete installation of the equipment. All labor, time, materials, equipment, travel, service manuals 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 24-hours is required. The Contracting Officer Representative (COR) shall monitor performance through routine inspections and maintain copies of all service records. Any issues will be brought up to Contractor s service manager. The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. Installation Contractor shall install the solution at the Martinez CBOC. Contractor shall verify full functionality of the solution with VANCHCS before stating that installation has been completed. Contractor shall coordinate installation during normal business hours, all onsite visits will be performed during the normal VANCHCS business hours (8:00 a.m. - 4:30 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work. Training Contractor shall provide necessary training, user manuals and ensure competency on operation and maintenance for the equipment. Contractor shall provide clinical and technical support if additional assistance is needed. Place of Performance The selected vendor shall provide and install equipment to Martinez CBOC, a part of the VA Northern California Health Care System. The address of the Martinez CBOC is 150 Muir Rd, Martinez, CA 94553. All onsite visits will be performed during the normal VANCHCS business hours (8:00 a.m. - 4:30 p.m.) Monday through Friday, except Federal holidays, unless otherwise specified. The Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the Government. Any overtime charges must be approved by the COR prior to the initiation of overtime work. Delivery The selected vendor shall deliver the equipment to the Martinez CBOC, located at 150 Muir Rd, Martinez, CA 94553. Identification, Parking, Smoking, Cellular Phone Use and VA Regulations The Contractor shall wear visible identification at all times while on the premises onsite. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VANCHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the onsite. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. 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 to include mandatory masking, social distancing and screening upon entry. References CHAPTER 204: AUDIOLOGY AND SPEECH PATHOLOGY SERVICE from Technical Information Library (TIL) for VA Design and Construction Information, Link: https://www.cfm.va.gov/til/space/SPchapter204.pdf Audiology and Speech Pathology Design Guide Link: https://www.cfm.va.gov/til/dGuide/dgAudio-spchPath.pdf ECRI (Emergency Care Research Institute) Product Comparison of Device Overviews and Specifications: Audiometric Booths Link: https://www.ecri.org/Components/HPCS/Pages/Audiometers;-Audiometric-Booths.aspx?tab=2 INSTRUCTIONS: Submit a brief description, two-three (2-3) pages (including cover letter) that demonstrates how your company can provide the requested supplies and/or services. Provide authorized distributor memo from the manufacturer on the manufacturer letterhead dated within sixty (60) days for submission. Include past experience in providing this system to the VA, other Government (Federal or State) agency, or for a private facility. Please specify your availability and your address. The above salient characteristics are a draft, and are NOT finalized. If any portions seem unclear, prohibited, and/or you are unsure about the draft description of the requirement please list your comments and/or concerns in your response so they can be addressed. PLEASE INDICATE WHETHER YOU HOLD A GSA FEDERAL-SUPPLY SCHEDULE CONTRACT THAT COVERS THESE SUPPLIES AND/OR SERVICES AND; IF SO, THE CONTRACT NUMBER. Provide BUSINESS SIZE AND SOCIO-ECONOMIC STATUS; (a) Indicate whether your business is large or small (b) If small, indicate if your firm qualifies as a small, emerging business, or small disadvantages business (c) If disadvantages, specify under which disadvantaged group and if your firm is certified under Section 8(a) of the Small Business Act (d) Indicate if your firm is a certified Service-Disabled Veteran Owned Small Business (SDVOSB) or Veteran Owned Small Business (VOSB) (e) Include the DUNS number of your firm. (f) State whether your firm is registered with the System for Award Management (SAM) at http://www.sam.gov and/or the VetBiz Registry at http://vip.vetbiz.gov. If not, please NOTE that any future solicitation could only be awarded to a contractor who is registered in SAM and to receive award based on VOSB or SDVOSB status you must be registered in the VetBiz Registry (g) link to the respondent s General Services Administration (GSA) schedule, or attached file of same, if applicable (h) citation of any current or past customers (i.e., within the past two (2) years) to include contract number, point of contact telephone number or e-mail address; and (i) other material relevant to establishing core competencies of the firm. Response is due by noon Wednesday, July 21, 2021. Please submit e-mail responses John Dianala, Contract Specialist, at email address: John.Dianala@va.gov. Your response should include a STATEMENT OF CAPABLILITY, GSA SCHEDULE INFORMATION, PROOF OF AUTHORIZED DISTRIBUTOR/DEALER, DUNS#, BUSINESS SIZE, AND SOCIO-ECONOMIC STATUS information as explained above. Please place Attention: RFI 36C26121Q0925 -Audio Booth - Martinez in the subject line of your email. This notice is to assist the VA in determining sources only. NOTE: **This is a sources sought notice to establish a consignment. The vendor must be willing and able to place the requested items on a consignment basis at the VAMC San Francisco at no charge. Consigned items will be paid for only when such items are used (implanted) or the package is opened by the VA. Issuance of this notice does not constitute any obligation whatsoever on the part of the Government to procure this equipment and/or services, or to issue a solicitation, nor to notify respondents of the results of this notice. No solicitation documents exists at this time; however, in the event the acquisition strategy demonstrates that GSA is a viable option for procuring a solution, the RFQ shall be posted to GSA eBuy where only those firms who currently hold a GSA Schedule with the applicable SIN will be able to respond. The Department of Veterans Affairs is neither seeking quotes nor accepting unsolicited quotes, and responses to this notice cannot be accepted as offers. Any information the vendor considers proprietary should be clearly marked as such. The U.S. Government will not pay for any information or administrative costs incurred in response to this RFI.