6515--Vestibular Diagnostic Suite

THIS REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE IS ISSUED  SOLELY FOR INFORMATION AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION. SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes 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/RFI DESCRIPTION This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS 334510 (size standard of 1,250 Employees). Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published. The list of salient characteristics is intended to be descriptive, not restrictive, of the supplies/services that are required. STATEMENT OF WORK Description: The Department of Veterans Affairs Phoenix Healthcare System is looking to purchase one Vestibular Diagnostic Suite equivalent to Interacoustics VisualEyes 525 with Orion Auto-Traverse Rotational Chair that is designed for the assessment of vestibular and balance disorders. This system must integrate various tests to provide a complete analysis of a patient s dizziness or balance issues through its own software. The software must interface with state-of-the-art hardware components to perform video-nystagmography (VNG), Video Head Impulse Test (vHIT), and rotational chair tests. These assessments must collectively offer a holistic view of a patient s peripheral and central vestibular function, which is crucial for accurate diagnosis and treatment of vestibular disorders. Place of Performance: VA Phoenix Healthcare System 650 East Indian School Road Audiology, Vestibular Clinic, Room A2107 Phoenix, AZ 85012 Deliverables: CLIN Description Qty UOM 0001 Vestibular Diagnostic Suite equivalent to Interacoustics VisualEyes 525 Chair & Controller and all required accessories to perform required functions listed under the salient characteristics 1 EA 0002 OtoAccess Database or equivalent data software access 1 EA 0003 Installation and Training 1 JB The VAAR 852.212-71 Gray Market and Counterfeit Items applies on this acquisition. No remanufacturers or gray market items will be acceptable. Vendor shall be an Original Equipment Manufacturer (OEM), authorized dealer, authorized distributor or authorized reseller verified by an authorization letter or other documents from the OEM signed. The letter must either state specific product(s) quoted or that the quoter is an authorized distributor for all the manufacturer s products. This letter must be on the manufacturer s letterhead and contains the signature of an authorized official for the manufacturer. Salient Characteristics: NOTE: Potential quoters must be aware that the items being acquired are procured as Brand Name or Equal. For those items that are or equal , a description of the salient characteristics is outlined below. It is quoter s responsibility to demonstrate its quote meeting the salient physical and functional characteristics included in this solicitation. If the quote does NOT demonstrate, the quote will be considered non-responsive. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can satisfy the requirement by providing the brand name or equal to the supplies being requested. Must be FDA-cleared for clinical vestibular diagnostic use in the United States. Must provide comprehensive, advanced vestibular batteries including the following: Videonystagmography (VNG) including spontaneous, saccade, smooth pursuit, optokinetic, positioning, and positional tests Video Head Impulse Test (vHIT) for horizontal, right-anterior/left-posterior, & left anterior/right-posterior semi-circular canals Air caloric Water caloric Must be capable of assessing the vestibulo-ocular reflex (VOR) under varying eye-gazing directions, head positions, and rotational movements in order to support differentiation between peripheral and central vestibular disorders. Must include integrated eye-tracking capabilities with automated pupil detection and rea-time tracking and must provide a minimum of display resolution of 1080p Full HD or higher. Must include infrared video goggles capable of recording eye movements during visual, positional, and caloric stimulation. Must be fully compatible with a computer controlled rotational chair capable of precise rotation at variable speeds and accelerations. Must calculate vestibular parameters such as gain, phase, and symmetry for bilateral vestibular assessment. Must allow rotation in multiple directions and speeds to evaluate bilateral vestibular function not measurable through unilateral tests alone. Must support standard vestibular testing protocols including Sinusoidal Harmonic Acceleration (SHA) and Velocity Step testing. Must include, at minimum, a desktop computer monitor, rotational chair with enclosure, binocular VNG goggles, and a vestibular workstation PC. Must meet the following minimum computer specifications: Desktop PC: One PCI Express card available (FireWire® systems only). USB port required (expanded by USB hub) Intel i5 processor 2.5 GHz or better, 5th generation or newer, with a minimum 4 cores (4 threads). Minimum 8 GB RAM or more. Hard drive with a minimum of 250 GB space. Must allow performance of a complete VNG test battery for following tests at minimum: Spontaneous nystagmus testing Gaze testing Saccade testing Smooth pursuit testing Optokinetic testing Positional testing Visual fixation suppression testing Bithermal caloric testing Must include automated analysis of vestibular test results including calculation of slow phase velocity, unilateral weakness, and directional preponderance. Must display real-time eye movement waveforms and video recordings during testing. Must integrate with the Rotary Chair system with Otoaccess database currently installed in Murrieta community-based outpatient clinic Must be compatible with existing OtoAccess database. Must include integrated software capable of storing patient data and generating comprehensive vestibular test reports. Must allow video recording and playback of eye movements for clinical review and documentation. Must allow printing of diagnostic reports and test summaries for inclusion in the patient medical record. Must include Vorteq assessment sensor package including the head position monitor with torsional tracker to conduct advanced benign paroxysmal position vertigo repositioning maneuvers. Videonystagmography system must have binocular cameras for viewing both eyes during testing. Video Head Impulse Test system camera must have capacity to be moved to either eye for recording of right or left eye as needed. The information identified above is intended to be descriptive, not restrictive and to indicate the quality that will be satisfactory. The interested parties bear full responsibility to ensure their submission demonstrates to the government that they can provide the brand name or equal to supplies being requested. Privacy & Confidentiality Statement: In reference to VHA Handbook 6500.6 Appendix A, Block 6, this acquisition does not involve connection of contractor-owned IT devices to a VA network. Therefore, C&A, SAP, & the following from App C does not apply. This acquisition for VA-owned IT device(s) does not involve connection to a VA network. In reference to VHA Handbook 6500.6 Appendix A, Block 7, the equipment does not involve storing, generating, transmitting, or exchanging VA sensitive information. Therefore, the following from App C does not apply. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information protection, patient privacy, and information system security as delineated in this contract. During contract performance, contractors may require access to VA facility, equipment, information systems, or sensitive data; to provide services, install, train, maintain or repair equipment. VA Course No. VA10176 is privacy training required for VA contractors requiring access to VA facilities for more than 2 consecutive days or any access to VA information systems. Training will be completed prior to being granted access to facilities, equipment, or to the data therein. Training is available on VA TMS website at: https://www.tms.va.gov/SecureAuth35/. Contractor will provide evidence of training to the program office, upon request. Installation Contractor must uninstall and remove the old vestibular suite currently in use. The contractor is required to manage and coordinate installation at the VA Phoenix Healthcare System with the designated Point of Contact (POC). On-site assembly and installation of items, and performance of services identified in this document shall take place during normal business hours which are defined as: 0800 to 1630 (i.e.: 8:00am to 4:30pm Mountain Standard Time), Monday through Friday, and excluding Federal Holidays. The contractor is required to define the need for a staging area to accommodate item assembly and installation, if needed. This information must be provided and confirmed by the designated POC. The contractor is required to provide tools, labor, and materials to complete assembly and installation of the items detailed under this document. Personnel performing installation services must be fully qualified, competent technicians. Fully qualified and competent is defined as factory trained and verified by the Original Equipment Manufacturer (OEM). The contractor must protect all finished spaces and surfaces as required from delivery and installation damage. The contractor shall use covering and protection to the extent necessary to prevent damage to finished spaces. Any damage occurred during delivery and installation is the responsibility of the vendor. The contractor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor s (or associated sub-contractors) installation. During the entire duration of assembly and installation, the contractor shall have a competent representative on-site as the contractor s contact and serve as the interface between the contractor and the VA designated VA POC. On-site representative can be the installer. All instructions provided from the designated POCs to the representative will be binding as if given to the vendor s main POC. The VA designated POCs may provide specific instructions, however, only the Contracting Officer may change the terms or conditions of the contract. During the performance of this contract, work will be carried out on VA Phoenix premises. The contractor will perform all work in such a manner that will cause a minimum interference with VA Phoenix operations and the operations of other contractors on the premises. The project may be an active construction site during delivery and installation. The contractor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The contractor will assume responsibility for taking precautions for the contractor s (and associated subcontractors ) employees, agents, licensees, and permittees. The contractor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests). The contractor is responsible for ensuring that everything is installed and working properly after installation. The contractor is responsible for ensuring the new vestibular equipment is installed and fully compatible with OtoAccess. All current vestibular equipment must be fully operational. Training Training must be conducted by fully qualified and competent personnel verified by the OEM. The contractor is required to provide a copy of certificate of trainer upon request. Training on this equipment should be provided to vestibular clinical providers (Nicole Marzan, Leeann Hutker, and Brook McGill) A minimum of 1 session of on-site training is required (1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of SOW requirements. For instances where your company cannot meet the SOW requirement(s), please explain. For instances where your company can meet the SOW requirement(s), please show how your company meets/exceeds each requirement. (2) Please review the list of SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A. (3) 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. (4) Is your company considered small under the NAICS code identified in this RFI? (5) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of SOW? (6) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available). (7) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified. (8) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6? (9) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items? (10) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice? (11) Please indicate whether your product conforms to the requirements of the Buy American Act? (12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate. (13) What is estimated life span of your solution? What support/services does that entail? (14) Does your proposed equipment have FDA clearance? Please specify what FDA clearance(s) have been obtained. (15) Does your organization offer a leasing solution? Please elaborate. (16) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s). (17) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract. (18) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (19) Please provide your SAM.gov Unique Entity ID/Cage Code number. Responses to this notice shall be submitted via email to Hestia.Sim@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, June 26, 2026, by 10AM Pacific Local Time. All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement.