SAM #36C24526Q0617

Sources Sought: Reclining Rotational Vestibular Chair and Equipment for VA Medical Center

This opportunity is issued by the Department of Veterans Affairs, VA Central Office, VISN 5 Network Contracting Office, for the Washington DC VA Medical Center. - Products requested: - Reclining Rotational Vestibular Chair (1 unit) - Must support vestibular diagnostic functions including VNG testing, caloric evaluation, oculomotor testing, and accommodate patients up to 350 lbs - Requires PC-based software and goggles - OtoAccess Database (1 unit) - TV/Monitor Wall Mount for Orion Reclining Chair System (1 unit) - Chair Printer Kit (1 unit) - Services requested: - Installation of the new vestibular chair system - Shipping and delivery to the Washington DC VA Medical Center - Deinstallation and removal of the existing NeuroKinetics barany chair system (RCS-365) and ancillary components - Clinical training for staff on operations, maintenance, safety, and troubleshooting - Unique requirements: - All equipment must be covered by manufacturer warranty and sourced through manufacturer-approved distribution channels - Equipment must meet detailed technical specifications for vestibular assessment - Compliance with VA site policies and documentation requirements - No specific OEMs or vendors are named in the notice, but NeuroKinetics is referenced as the manufacturer of the equipment being replaced.

Description

Responses must be received no later than Wednesday, July 8, 2026, at 10:00AM EST. THIS SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice in accordance with (IAW) FAR 15.201(e). DISCLAIMER: This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Sources Sought Notice 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 Sources Sought Notice. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a sources sought notice only. The purpose of this sources sought notice is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339112. Responses to this sources sought notice will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought notice, a solicitation announcement may be published. Responses to this sources sought notice are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 5 Network Contracting Office, is seeking sources that can provide Reclining Rotational Vestibular Chair for the Washington DC VA Medical Center. ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Reclining Rotational Vestibular Chair 1.00 EA _______________ ____________ 0002 OtoAccess Database 1.00 EA ____________ ____________ 0003 LBR-Installation 1.00 EA ____________ ____________ 0004 "TV/Monitor Wall Mount: flat screen TV and wall mount plus cable management for Orion Reclining Chair System" 1.00 EA ____________ ____________ 0005 Chair Printer Kit 1.00 EA ____________ ____________ 0006 Shipping and Delivery 1.00 EA ____________ ____________ 0007 Deinstallation of existing equipment 1.00 EA ____________ ____________ 0008 Clinical Training 1.00 EA ____________ ____________ GRAND TOTAL: _______________ Scope of Work The procurement shall include equipment, deinstallation of the current system, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Distributors and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request. 1.1 Required Features Chair Assembly system to serve as a vestibular diagnostic platform used to assess bilateral vestibular function through controlled stimuli and eye movement recording. This award must also include removal of existing VNG Chair system (NeuroKinetics Barany chair system RCS-365) and ancillary components. Equipment Requirements Motorized rotational chair capable of precise, controlled rotation for vestibular assessment Must perform VNG Testing Must not include an enclosure Must include goggles to perform testing Maximum velocity of 200 deg/sec Must accommodate patients up to 350 lbs Must perform Caloric Evaluation Must perform oculomotor testing Must support Sinusoidal Harmonic Acceleration (SHA) Must include PC-based software platform to support the above workflow Specific Tasks 2.1 Delivery All equipment shall be delivered to: Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery. Delivery is required within 90 days from award of the contract. 2.2 On Site Procedures COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC guidelines. Mask Requirement: All contractors shall wear masks while indoors. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work. On site visits shall be scheduled in advance with the designated on-site POC. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor personnel’s tool bags are subject to inspection. 2.3 Installation/Implementation Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system. Installation shall be completed within the period of performance. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use. In the case of turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment). The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. Contractor should complete removal and disposal of all parts of the existing system. 2.4 Training Contractor shall be responsible for providing training to clinical staff/users. Training is to be scheduled in advance with the designated on-site POC. Education shall be provided prior to and/or at time of installation. Education professional shall be certified to provide instruction on the designated equipment/system. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips. 2.5 Inspection and Acceptance Contractor shall conduct a joint inspection with the on-site POC upon completion of installation. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer. 2.6 Deliverables The Contractor shall provide the below documentation for the proposed equipment to VHAWASEquipmentRequests@va.gov within 10 business days of work completion: Service report. Warranty information. Electronic copy of the Operators Manual. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists. Hours of Operation DC VAMC’s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays: New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other national holiday as declared by the President of the United States Period of Performance Delivery within 90 days from contract award. Additional Information The information above is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of interested sources to demonstrate to the government that they can provide the supplies/services that fulfill the required specifications. If you are interested and capable of providing the sought-out supplies/services, please provide the requested information as well as the following: Company name, address, point of contact, size of business pursuant to the questions below: 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. Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items? If you are a small business and you are an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number. If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract? Please provide general pricing for your products/solutions for market research purposes. Please submit your capabilities regarding the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes. Responses addressing Section (8) should show clear, compelling, and convincing evidence that all "equal to" items meet all required salient characteristics. Responses to this notice shall be submitted via email to Michael.Jones16@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Wednesday, July 8, 2026, at 10:00AM EST. If a solicitation is issued, it shall be announced at a later date, and all interested parties must respond to that solicitation separately from responses to this RFI. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

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