SAM #36C24126Q0429

VA Solicitation for Retrofit and Upgrade of Four Natus EEG Acquisition Systems

The Department of Veterans Affairs is seeking to retrofit and upgrade four Natus Medical Inc. EEG acquisition systems for its National TeleEEG Program. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 1 (NCO 1), Regional Procurement Office East - National TeleEEG and Epilepsy Program, VA Boston Healthcare System - OEM Highlight: - Natus Medical Inc. is the specified Original Equipment Manufacturer for all EEG systems, software, and peripherals - Products Requested: - Four Natus EEG/Sleep Acquisition Desktops with IP PTZ 1080p HD Color/BW Cameras on ErgoJust Carts (Part Number: PK1204HD) - Four Medical Grade UPS with Isolation, 110V for ErgoJust Cart (Part Number: UPS-NA-EJ) - Four upgrades to NeuroWorks 10.x Acquisition Software with Spike/Event and High Res Video (Part Number: LC101-U10) - Four Windows 11 Desktop Computers with Encrypted Hard Drives (Part Number: ENCRYPTED) - Four 24-inch Flat Panel Monitors (Part Number: 105075XL) - Four Persyst CPAI Continuous/Long-Term Monitoring Licenses (Part Number: 002929) - Services Requested: - Onsite installation and configuration of all systems and peripherals - Onsite training for VA staff on the upgraded EEG systems - Vendor upgrade services for compatibility with existing Natus EEG amplifiers and NeuroWorks software - Notable Requirements: - All products and services must be fully compatible with existing Natus EEG amplifiers and NeuroWorks software - Compliance with VA privacy and security directives, HIPAA, and information system security training for contractor personnel - Only authorized Natus Medical Inc. resellers are eligible to compete - Delivery and Installation Locations: - William S. Middleton Memorial Veterans' Hospital, Madison, WI (initial delivery and installation) - Brooklyn VA Medical Center, Brooklyn, NY (two systems to be delivered after initial setup) - Two additional VA medical centers to be determined - VA Boston Healthcare System, Boston, MA (program oversight) - Estimated contract value is approximately $180,000

Description

Effective Date: 01/15/2026 Revision: 03 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01. This solicitation is set-aside for: Service-Disabled Veteran Owned Small Business (SDVOSB). The associated North American Industrial Classification System (NAICS) code for this procurement is 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing, with a small business size standard of 1,250 Employees. The FSC/PSC is 6515 - Medical and Surgical Instruments, Equipment, and Supplies. The Regional Procurement Office East, Network Contracting Officer 1, is seeking to retrofit and upgrade four (4) Natus Medical Inc. brand electroencephalogram (EEG) acquisition systems and associated software. All interested companies shall provide quotations for the following: Supplies/Services SYS 1: EEG/Sleep Aca Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart Line Item Part Number Description Qty Unit of Measure Unit Price Total Price 0001 PK1204HD EEG/Sleep Acq Desktop with IP PTZ 1080p HD Color/SW Camera on ErgoJust Cart 1 0002 UPS-NA-EJ Medical Grade UPS with Isolation - 110V ErgoJust Cart 1 0003 LC101-U10 Upgrade NeuroWorks 10.x Acquisition Software with Spike/ Event and High Res Video 1 0004 ENCRYPTED Computer Provided with Encrypted Hard Drive 1 0005 105075XL 24in FP Monitor 1 0006 002929 Persyst CPAI - Continuous/ Long-Term Acquisition 1 0007 SVC800INSTALL Install days, not to exceed 1 0008 SVC800TRAIN_INC Training Included 1 Totals for this system SYS 2: EEG/Sleep Aca Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart Line Item Part Number Description Qty Unit of Measure Unit Price Total Price 0009 PK1204HD EEG/Sleep Acq Desktop with IP PTZ 1080p HD Color/SW Camera on ErgoJust Cart 1 0010 UPS-NA-EJ Medical Grade UPS with Isolation - 110V ErgoJust Cart 1 0011 LC101-U10 Upgrade NeuroWorks 10.x Acquisition Software with Spike/ Event and High Res Video 1 0012 ENCRYPTED Computer Provided with Encrypted Hard Drive 1 0013 105075XL 24in FP Monitor 1 0014 002929 Persyst CPAI - Continuous/ Long-Term Acquisition 1 0015 SVC800INST ALL install days, not to exceed 1 0016 SVC800TRAIN_INC Training Included 1 Totals for this system SYS 3: EEG/Sleep Aca Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart Line Item Part Number Description Qty Unit of Measure Unit Price Total Price 0017 PK1204HD EEG/Sleep Acq Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart 1 0018 UPS-NA-EJ Medical Grade UPS with Isolation - 110V ErgoJust Cart 1 0019 LC101-U10 Upgrade NeuroWorks 10.x Acquisition Software with Spike/ Event and High Res Video 1 0020 105075XL 24in FP Monitor 1 0021 ENCRYPTED Computer Provided with Encrypted Hard Drive 1 0022 002929 Persyst CPAI - Continuous/ Long-Term Acquisition 1 0023 SVC800INST ALL install days, not to exceed 1 0024 SVC800TRAIN_INC Training Included 1 Totals for this system SYS 4: EEG/Sleep Aca Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart Line Item Part Number Description Qty Unit of Measure Unit Price Total Price 0025 PK1204HD EEG/Sleep Acq Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart 1 0026 UPS-NA-EJ Medical Grade UPS with Isolation - 110V ErgoJust Cart 1 0027 LC101-U10 Upgrade NeuroWorks 10.x Acquisition Software with Spike/ Event and High Res Video 1 0028 105075XL 24in FP Monitor 1 0029 ENCRYPTED Computer Provided with Encrypted Hard Drive 1 0030 002929 Persyst CPAI - Continuous/ Long-Term Acquisition 1 0031 SVC800INSTALL install days, not to exceed 1 0032 SVC800TRAIN_INC Training Included 1 Totals for this system SYS 5: Installation Included Line Item Part Number Description Qty Unit of Measure Unit Price Total Price 0033 SVC800INSTALL_INC Installation Included 2 0034 SVC800TRAIN_INC Training Included 2 Totals for this system VA TeleEEG Acquisition System Upgrades Performance Work Statement Privacy Statement: Contractor shall adhere to all Veterans Affairs (VA) Privacy & Security, and Privacy Act and Health Insurance Portability and Accountability Act (HIPAA) requirements if exposed to protected health information (PHI) or when obtaining or reviewing information. This includes all log files, error traps, screen capture images, and database query results used to aid staff with product troubleshooting or product support activities. Introduction VA National Tele-Electroencephalogram (TeleEEG) Program has a need to retrofit and upgrade four (4) Natus Medical Inc. brand electroencephalogram (EEG) acquisition systems and associated software. The program has obtained dated EEG systems and can offer significant cost savings to participating VA medical centers by upgrading the existing systems and reallocating units to medical centers in need. This procurement shall include new EEG peripherals, software, and vendor upgrade services. Scope The scope of this procurement shall include upgrades/retrofitting and configuration to hardware and software for four (4) Natus Medical Inc. brand EEG acquisition systems and associated software. This work will take place at a central location near the Natus Medical Inc. headquarters—the William S. Middleton Memorial Veterans Hospital (VA Madison Healthcare System). The address for the location of work is as follows: William S. Middleton Memorial Veterans' Hospital 2500 Overlook Terrace Madison, WI 53705-2254 The vendor shall then support configuration & installation at the final destination of the upgraded equipment. Two of the four retrofitted EEGs shall be sent to the New York Harbor (NYH) Healthcare system (HCS). The NYH HCS has multiple campuses with most routine outpatient EEGs being performed at the Brooklyn campus located at: Brooklyn VA Medical Center 800 Poly Place Brooklyn, NY 11209-7104 The final destination of the remaining two EEGs shall be determined at a later date based on medical center need. Performance Requirements The vendor shall upgrade four (4) EEG acquisition carts at William S. Middleton Memorial Veterans' Hospital to include hardware, firmware, and software configurations including: EEG/Sleep Acq Windows 11 Desktop with encrypted hard drive IP PTZ 1080p HD Color/BW Camera ErgoJust Cart Medical Grade UPS with Isolation - 110V 24in FP Monitor Persyst Continuous / Long-term Monitoring Upgrade NeuroWorks 10.x Acquisition Software with Spike / Event and High Res Video Delivery, installation, and training services shall be included and will be provided onsite. Deliverables The vendor shall upgrade four (4) EEG acquisition carts at William S. Middleton Memorial Veterans' Hospital to include hardware, firmware, and software configurations. The vendor shall deliver: Four (4) ErgoJust Carts Four (4) EEG/Sleep Acq Windows 11 Desktop with encrypted hard drive Four (4) IP PTZ 1080p HD Color/BW Cameras Four (4) Medical Grade UPS with Isolation - 110V Four (4) 24in FP Monitors Four (4) Persyst Continuous / Long-term Monitoring licenses Four (4) NeuroWorks 10.x Acquisition Software licenses Applicable Directives The contractor must comply with the rules and regulations of the Veterans Affairs Administration. All contractors accessing the equipment during installation and training must be certified (i.e., proper approval shall be obtained from the VA Information System Security Officer). The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access: Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; Successfully complete the appropriate VA privacy training and annually complete required privacy training; and Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements]. The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 52.252-2 Clauses Incorporated by Reference (FEB 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at: https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part http://www.va.gov/oal/library/vaar/index.asp 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023) 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) 52.219-14 Limitations on Subcontracting (OCT 2022) (DEVIATION NOV 2025) 52.219-33 Nonmanufacturer Rule. (SEP 2021) (DEVIATION NOV 2025) 52.222-3 Convict Labor. (JUN 2003) (DEVIATION NOV 2025) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (MAR 2026) 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) (DEVIATION NOV 2025) 52.222-50 Combating Trafficking in Persons (NOV 2021) (DEVIATION NOV 2025) 52.222-54 Employment Eligibility Verification (JAN 2025) (DEVIATION NOV 2025) 52.223-23 Sustainable Products (MAY 2024) (DEVIATION NOV 2025) 52.225-5 Trade Agreements. (NOV 2023) 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) 52.233-3 Protest after Award (AUG 1996) (DEVIATION NOV 2025) 52.244-6 Subcontracts for Commercial Products and Commercial Services. (JAN 2025) (DEVIATION OCT 2025) Additional clauses and provisions continue as detailed in the original document.

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