SAM #36C24626Q0530

Sources Sought: Lease and Service of Advanced Endoscopy Systems at Richmond VA Medical Center

The Department of Veterans Affairs is seeking information from qualified sources for the lease and service of advanced endoscopy equipment and related support at the Richmond VA Medical Center. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 6 (Hampton VAMC) - Products/Equipment Requested: - At least 9 units of 4K/ICG/3D compatible video systems for endoscopy - 2 or more video mediastinoscopes - 2 or more 4K/3D exoscope systems - Services Requested: - Service plan covering preventive maintenance and repair for 13 units - Onsite endoscopy specialist support for 13 or more units, including technical assistance and staff training - Key Requirements: - Equipment must integrate with VA IT systems (e.g., VistA or Cerner) - Support for modular upgrades and compatibility with a wide range of endoscopic and surgical devices - Compliance with VA hygiene, safety, and infection control standards, including autoclave sterilization - Advanced imaging features required: 4K, 3D, NIR, and NBI - Onsite and telephone technical support, rapid replacement/loaner equipment, and OEM-certified personnel for all services - OEMs and Vendors: - No specific OEMs or vendors are named in the notice - Other Notable Details: - This is a sources sought notice for market research; capability statements are requested from interested parties

Description

This Sources Sought Notice is for the Richmond VAMC to determine sources for Tower and Scope Lease, Onsite Endoscopy Specialist, PM and Repair listed as the following: 9 or more units of - 4K/ICG/3D compatible Video Systems 2 or more units of - Video Mediastinascopes 2 or more units of - 4K/3D Exscope System 1 or more units of Service plan for the 13 units 2 units of Onsite specialist for the 13 or more units

Salient Characteristics are as follows: System Functions & Performance Configuration & Integration: Supports multiple configuration options for various operating room (OR) layouts. Modular and expandable components for future upgrades. Integrates with VA IT systems (such as VistA or Cerner) and platforms like StreamConnect. Interfaces with a broad range of endoscopic and surgical devices. Scopes, cameras, and instruments are interchangeable and cross-compatible with tower and software. Stability & Ergonomics: Tower arms/supports stably hold up to 66 lbs. Multiple monitor/light mounting points. User interfaces/control panels accessible from standing position; operable with gloved hands. Ergonomic design to reduce staff fatigue. Lightweight cameras ( 350 grams). Cable Management: Integrated system minimizing visible cables to no more than two ( 2). Cables accessible for adjustments/repair within 5 minutes. Hygiene & Safety: Non-porous surfaces, cleanable/disinfectable per CDC/VA standards in under 5 minutes. Built-in locks or safety features to prevent accidental movement/dislodgement. Scopes and surgical instruments are fully compatible with autoclave sterilization (per VA Directive 1116). Imaging & Compatibility: Cameras support HD and 4K video output ( 3840×2160 resolution). Supports 3D/4K exoscopes for neurosurgery/ENT procedures. Camera Control Unit (CCU) backward/forward compatible with all VA camera heads/scopes. Supports rigid, flexible, exoscopic, and disposable scopes for airway, ENT, urology, and more. Imaging enhancement features: Dynamic brightness adjustment. Red contrast enhancement. Near-infrared (NIR) imaging with ICG fluorescence. Narrow-band imaging (NBI). True-color reproduction. Wide field of view. Integrated image/video recording. Secure, VA-compliant data transfer to VA IT platforms (encrypted wireless transfer if required). Durability: Instruments/scopes/accessories compatible with repeated autoclave sterilization. Service & Support On-site technical support (endoscopy specialist/technician) available during standard operating hours (minimally 7:00am 6:00pm). Telephone technical support available 24/7. On-site technician supports training, live troubleshooting, and rapid issue resolution. Replacement equipment (scopes, cameras, instruments) provided within 48 hours of notification. Initial and ongoing training for OR and clinical staff; in-service dates scheduled within 48 hours of request and delivered within seven days. Preventive and corrective maintenance performed by OEM-certified personnel per manufacturer s recommendations. Repairs documented and reported to VA Biomedical Engineering, including service reports/test data. Functionally equivalent loaner system/component provided within 48 hours of system failure. Updates, patching, and technology refreshes per OEM specification, at VA Biomedical Engineering s discretion. Compliance with VA infection control and patient privacy policies. Physical & Dimensional Requirements Designed for mounting to ceiling booms to maximize floor space. Carts/towers fit through standard VA doorways ( 36 wide). Supports all listed scopes/instruments within manufacturer s recommended weight/dimensions. Clinical Compatibility & Special Features Includes video mediastinoscope for thoracic surgery. Supports 4K/3D exoscope system(s) for ENT/neurosurgery. Cross-functional use: towers, cameras, and scopes are interchangeable for Urology, Gastroenterology, General Surgery, ENT, Thoracic Surgery, and selected Neurosurgery. Accessories & Future Upgrades Supports mounting/integration of additional VA-approved OR accessories and add-ons. Allows for future technology upgrades (hardware/software) during service agreement. Compliance & General Provisions All work compliant with VA, OSHA, and facility safety regulations. Equipment compatible with VA security/privacy requirements (HIPAA, VA Handbook 6500). Service staff trained/certified on relevant equipment. All warranty/service agreement terms clearly outlined in proposal/submission.

ADDITIONAL INFORMATION: This is a SOURCES SOUGHT announcement only. The purpose of this notice is to conduct market research and obtain information from qualified businesses. This is not a request for bids, quotes, or proposals. All responsible sources must submit a capability statement addressing their capabilities, capacity, place of manufacture, and location which shall be considered by the agency.
  This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.   Interested parties submitting a response to this inquiry must include the following information: Capability statement Name and address of company NAICS Code SAM.gov UEI number Business size (large, small, VOSB, or SDVOSB) Place of manufacture (if the requirement involves supplies) Identify applicable socioeconomic categories and any pertinent information which demonstrates the firm s ability to meet the above requirement An authorized distributor letter if the interested party is not the manufacturer   All responses shall be submitted no later than Sunday, 05/01/2026, by 06:00 PM EST. Responses shall be emailed to: Stephen.Nassan@va.gov. When replying, please include Sources Sought 36C24626Q0530 to ensure the email is reviewed in a timely manner. Additional Links:https://www.va.gov

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