SAM #36C24226Q0658

Natus EEG/Sleep System Upgrade and Software Procurement for VA Medical Center

The James J. Peters VA Medical Center is seeking a comprehensive upgrade of its EEG/Sleep Acquisition systems, focusing on replacing end-of-life XLTEK/Natus equipment with new Natus solutions. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 2, James J. Peters VA Medical Center - OEMs and Vendors: - Natus (primary OEM for EEG/Sleep systems, amplifiers, and software) - XLTEK (legacy equipment being replaced) - Products/Services Requested: - Five main system line items, each in a quantity of one: - EEG/Sleep Acquisition Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart, including Natus Brain Monitor Amplifier, NeuroWorks 10.x Acquisition Software, 24-inch FP Monitor, isolation transformer, encrypted hard drive computer - EEG/Sleep Acquisition Desktop with IP Video Extension (no camera) on ErgoJust Cart, including similar hardware and software - Desktop Computer for NeuroWorks/SleepWorks (software not included), with StarTech PCIe Gigabit NIC and encrypted hard drive - Review/Monitoring Desktop for NeuroWorks (software not included), with 24-inch FP Monitor, NeuroWorks 10.x Review Software, MS Word Report Editor, encrypted hard drive computer - Upgrade for NeuroWorks/SleepWorks 10.x Data Server Software, including Persyst CPAJ (Continuous/Long-Term Analysis) and Persyst CPRJ (Clinical Review Reinstatement) - Services: - Installation and assembly of all systems, including interface implementation with VA electronic systems - On-site clinical and applications training for staff, including Biomedical Engineering - Provision of operator and technical service manuals (two copies per unit) - Unique/Notable Requirements: - All new equipment must be compatible with existing XLTEK/Natus systems - Perpetual software licensing and Windows 11 upgrade licenses required - All products and software must be supported by the original manufacturer (Natus) - Minimum one-year warranty covering parts, labor, preventive maintenance, and software updates - Cybersecurity compliance is mandatory - Procurement is set aside for small businesses under NAICS code 334510

Description

Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number 36C24226Q0658 is issued as a request for quotation (RFQ) for Natus Electroencephalography Device. This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 2026-01, effective date of 03/13/2026. This solicitation is set-aside for Small Businesses (SB). The associated North American Industrial Classification System (NAICS) code for this procurement is 334510, with a small business size standard of 1250 employees. The FSC/PSC is 6515. All interested parties shall provide quotations for the following: Statement of Work Objective The James J. Peters VAMC intends to implement a system hardware upgrade for the Natus EEG/Sleep Acquisition Desktop, including the addition of an IP PTZ 1080p HD Color/BW camera on an ErgoJust cart. This upgrade will also involve an architectural infrastructure refresh to ensure compatibility with the facility's existing software, servers, and cart hardware, all of which will be updated as part of this project. The current Natus EEG carts and system at the James J. Peters VA Medical Center have reached the end of their lifecycle and are no longer supported by Natus. Existing carts will remain in operation only until failure, as replacement parts are unavailable due to discontinued production and distribution. This project includes comprehensive hardware and software upgrades to replace the obsolete fleet with new EEG carts suitable for patient care. Additionally, all servers, computers, and software will be updated to the latest technology, addressing cybersecurity risks associated with unsupported operating systems. With these upgrades, the facility will benefit from the latest EEG carts, advanced treatment software for planning and diagnostics, and updated computers and servers running on supported platforms ensuring uninterrupted patient care. The facility has previously purchased XLTEK equipment directly from Natus, and this acquisition is for the replacement of XLTEK devices that have reached end-of-life and are unrepairable. XLTEK/Natus was selected previously because many VA sites and affiliated institutions use this platform, facilitating uniformity for Tele EEG services. Consistency in equipment simplifies coordination and technical support across facilities. The facility still has additional XLTEK/Natus devices that are not at end-of-life and continue to operate through the XLTEK server. Therefore, the new equipment must be compatible with existing systems, replacing only those units that are at end-of-life and cannot be repaired. EEG computers are purchased as a complete package including carts and related equipment such as cameras and are not typically sourced from different vendors. While it is possible to replace or swap out individual parts if needed, maintaining overall system compatibility is essential. Equipment Specifications The James J. Peters VAMC currently utilizes the Natus Brain Monitor EEG Amplifier for conducting EEG studies in the Neurology clinic. This professional-grade device delivers comprehensive epilepsy monitoring and diagnostic capabilities for patients with neurological disorders, providing advanced neurophysiological assessments through high-fidelity EEG signal capture and analysis. The Natus Brain Monitor EEG Amplifier, equipped with the latest Natus Base, features state-of-the-art amplifiers and digital technology. Electrodes are placed on the patient's scalp to detect and record brain electrical activity, which is continuously monitored and analyzed to identify abnormal patterns, such as those associated with seizures. In addition to the hardware, the system includes an upgrade to NeuroWorks 10.x Acquisition Software, offering spike/event detection and high-resolution video capabilities. This allows for synchronized recording and analysis of EEG data alongside video footage, giving clinicians a more comprehensive and accurate understanding of each patient's clinical symptoms in relation to EEG findings. The system also comes with a Windows 11 upgrade license, ensuring operation on the latest, most secure platform. This provides enhanced performance, improved security features, and compatibility with the newest software updates. The combined implementation of the Natus Brain Monitor EEG system, the new Natus cart with camera system, NeuroWorks 10.x Acquisition Software, and Windows 11 creates a powerful and comprehensive tool for epilepsy monitoring. This integration enhances diagnostic accuracy, enables precise recording and analysis, and ultimately supports better patient outcomes through advanced technological integration. By merging robust hardware and software, the device fully meets the demands of neurophysiological assessments, allowing for continuous monitoring and improvement in both diagnosis and treatment of epilepsy. As a result, patient care is elevated through more accurate and detailed monitoring, potentially leading to improved neurological function and overall health outcomes. Software The vendor must ensure that all software operating on the provided device is supported by the original manufacturer at the time of delivery. The operating system must be Windows 10 LTSC version 2019 or higher. Proprietary software systems are acceptable, provided that the vendor supports the version supplied to the James J. Peters VAMC and ensures that it is the most current version available at the time of delivery. The James J. Peters VAMC must be granted access to all software required for reinstallation, should it become necessary. All software provided must include unlimited, perpetual licensing for the supported life of the device. Products (including software, licenses) Item #Description/Part Number*Qty SYS 1SYS 1: EEG/Sleep Acq Desktop with IP PTZ 1080p HD Color/BW Camera on ErgoJust Cart EEG/Sleep Acq Desktop with IP PTZ 1080p Upgrade NeuroWorks 10.x Acquisition Software, Isolation Transformer - 110V, ErgoJust cart, 24in FP Monitor, Natus Brain Monitor Amplifier, Natus Brain Monitor BB Holster/Arm Cart, Computer Provided with Encrypted Hard Drive1 SYS 2SYS 2: EEG/Sleep Acq Desktop with IP VIDEO EXT, No Camera on ErgoJust Cart, EEG/Sleep Acq Desktop with IP VIDEO EXT, 24in FP Monitor, Natus Brain Monitor Amplifier, Natus Brain Monitor BB Holster/Arm Cart, Upgrade NeuroWorks 10.x Acquisition Software, Computer Provided with Encrypted Hard Drive, Isolation Transformer - 110V, ErgoJust cart1 SYS 3SYS 3: Desktop Computer (NeuroWorks/SleepWorks Software not Included), Desktop Computer (NeuroWorks/SleepWorks Software), StarTech PCIe Gigabit NIC, Upgrade NeuroWorks 10.x Acquisition Software, Computer Provided with Encrypted Hard Drive1 SYS 4SYS 4: Review/Monitoring Desktop (NeuroWorks software not included), Review/Monitoring Desktop, 24in FP Monitor, Upgrade NeuroWorks 10.x Review Software, MS Word Report Editor for NeuroWorks/SleepWorks, Computer Provided with Encrypted Hard Drive1 SYS 5SYS 5: Upgrade NeuroWorks/SleepWorks 10.x Data Server Software, Upgrade NeuroWorks/SleepWorks 10.x Data Server Software, Persyst CPAJ - Continuous / Long-Term Analysis, Persyst CPRJ - Clinical Review Reinstatement1 Place of Delivery:James J. Peters VA Medical Center130 West Kingsbridge RoadBronx, NY 10468ATTN: Biomedical Engineering Period of Performance: 2 months (ARA) Installation and Assembly The vendor shall be responsible for the assembly and installation of the systems upon notification from the James J. Peters VAMC Biomedical Engineering team that the equipment has been delivered to the facility. Installation must include the implementation and testing of all purchased interfaces with VA electronic systems, coordinated with Clinical Staff, Biomedical Engineering staff, O&IT staff, and any other identified parties as needed. The vendor must provide all necessary accessories, cables, adapters, and related components to ensure the delivery of a fully functional clinical device. Additionally, the vendor must provide a comprehensive list of consumable items required for clinical use of the new carts, to facilitate advance planning and entry into CPRC for purchase. Training The vendor must provide on-site clinical and applications training for all relevant James J. Peters VAMC staff members. Introductory system and maintenance training must be provided to James J. Peters VAMC Biomedical Engineering staff during installation. All travel costs associated with delivering this training must be included in the vendor's proposal. The vendor must coordinate all installation and training dates with the designated James J. Peters VAMC Biomedical Engineering point of contact, who will communicate internally with clinical staff. Service and Operator Manuals The vendor shall provide the following documentation for the proposed system: Two (2) copies of operator's instruction manuals per unit purchased. Two (2) copies of complete technical service manuals, including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer's service technicians. Two (2) copies of a system manager's manual outlining backup procedures, management of privilege group limits, routine tasks, etc. Warranty The system, all accessories, and all software shall be covered under the manufacturer's warranty, including all parts and labor for a minimum of one year following acceptance by the VAMC. Installation and maintenance during the warranty period shall be performed by a manufacturer's factory-trained Field Service Engineer. The warranty period shall not begin until the James J. Peters VAMC Biomedical Engineering point of contact has accepted the products' delivery, installation, and functionality. The warranty shall include all manufacturer-recommended Preventive Maintenance procedures for its duration. All available software updates and security patches will be made available to the James J. Peters VAMC team during the warranty period. The vendor shall provide a response to applications and technical calls within 8 hours. The vendor shall ship replacement parts within 48 hours of necessity being identified by James J. Peters VAMC Biomedical Engineering staff. Additional information and applicable FAR provisions or clauses can be accessed electronically at http://www.va.gov/oal/library/vaar/index.asp (VAAR) and https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-part-52#FAR_52_252_2 (FAR OVERHAUL). The following solicitation provisions and clauses apply to this acquisition: FAR 12.205 Solicitation Provisions and Contract Clauses. The following provisions are included: 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation 52.204-7 System for Award Management Registration 52.204-7 System for Award Management Registration, with Alternate I 52.204-90 Offeror Identification 52.207-6 Solicitation of Offers from Small Business Concerns and Small Business Teaming Arrangements or Joint Ventures (Multiple-Award Contracts) 52.209-12 Certification Regarding Tax Matters 52.219-2 Equal Low Bids 52.222-18 Certification Regarding Knowledge of Child Labor for Listed End Products 52.222-48 Exemption from Application of the Service Contract Labor Standards for Maintenance, Calibration, or Repair of Certain Equipment Certification 52.222-52 Exemption from Application of the Service Contract Labor Standards for Certain Services-Certification 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan 52.223-4 Recovered Material Certification 52.225-2 Buy American Certificate 52.225-4 Buy American-Free Trade Agreements-Israeli Trade Act Certificate 52.225-6 Trade Agreements-Certificate 52.225-20 Prohibition on Conducting Restricted Business Operations in Sudan-Certification 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications 52.226-3 Disaster or Emergency Area Representation 52.229-11 Tax on Certain Foreign Procurements Notice and Representation 52.240-90 Security Prohibitions and Exclusions Representations and Certifications Additional FAR clauses and instructions are included, such as FAR 52.212-1 and FAR 52.212-2, which detail submission procedures, evaluation criteria, and award processes. Further clauses include FAR 52.222-90 Addressing DEI Discrimination by Federal Contractors, FAR 52.225-2 Buy American Certificate, FAR 52.212-4 Contract Terms and Conditions-Commercial Products and Services, and FAR 52.252-2 Clauses Incorporated by Reference, among others. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) at https://sam.gov/. All quotes must include: One (1) quote in PDF format One (1) Limitations on Subcontracting certificate, filled out and signed in PDF format One (1) Buy America Certificate, filled out and signed in PDF format All quotes shall be sent to the Contracting Officer at Wilmen.Joa@va.gov Submission deadline: June 26th, 2026, at 11:00 AM EST. Late submissions will be handled according to FAR 52.212-1(c). Questions should be directed in writing via email to: Point of Contact:Wilmen JoaContracting OfficerNetwork Contracting Office (NCO2)Wilmen.Joa@va.gov Additional Links:VHA

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