SAM #36C25726Q0707

VA Seeks Integrated Ophthalmology Refraction Equipment for San Antonio Facility

The Department of Veterans Affairs, Network Contracting Office 17 (VHA Regional Procurement Office-West), is seeking sources for new ophthalmology refraction equipment for the San Antonio VA Health Care System. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 17, VHA Regional Procurement Office-West - Contact: Michelle Cunningham - Products Requested: - Digital Phoropter Digital Refraction System with Prism - Includes ergonomic digital controller, communication interfaces, automated data transfer, compatible with digital visual acuity/chart display system, all necessary cables, software licenses, and accessories - Quantity: 1 - Digital Chart / Acuity System - 24-inch LED backlit LCD display, adjustable testing distances (6 to 24 feet), multiple vision testing capabilities, bidirectional communication with digital phoropter, mounting hardware, cables, power supplies, software, licenses, and accessories - Quantity: 1 - Auto Kerato-Refractometer with Double Top Instrument Table - Performs keratometer and refractometer measurements, automatic measurement and averaging, electronic data transmission to digital phoropter, electrically height adjustable table (supports up to 110 lbs), locking casters, mounting hardware - Quantity: 1 - Auto Lensometer - Measures sphere, cylinder, axis, addition, and prism; supports various lens types including contact lenses; color touch screen; electronic data transmission to digital phoropter; communication interfaces and accessories - Quantity: 1 - Services Required: - Delivery, installation, assembly, calibration, on-site user training, removal of shipping materials - Technical support during normal business hours - Warranty support (repair or replacement at no additional cost during warranty period) - Unique/Notable Requirements: - All equipment must be new (not refurbished), FDA and VA compliant, and fully interoperable as an integrated system - Vendor must provide a minimum one-year manufacturer's warranty covering parts, labor, and technical support - Technical support must be available during normal business hours via phone or email - Preference for products manufactured in the United States and proof of authorized distributorship - Delivery and installation to occur at the San Antonio VA Health Care System during normal business hours

Description

This market research notice is being conducted by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPOW) 5441 Babcock Road Medical Center. Address: 302 San Antonio, TX 78240 Purpose: for the procurement of Ophthalmology, Refraction Equipment for the GI care area for the Fort Sam Houston Veterans Health Care System VA. Background and Requirement: San Antonio Veteran Healthcare System, 99339 HWY 151 San Antonio, TX 78229, is seeking the following equipment: Ophthalmology, Refraction Equipment. This equipment is necessary for manifest refractions, which are a vital diagnostic test for eye exams at NWHCC Eye Clinic. Delivery and services will be conducted as follows: Delivery will be performed by the contractor at no additional charge to the government. Equipment will be delivered to: San Antonio VA, 9939 HWY 151 San Antonio, TX 78229. The vendor is responsible for installation, training, instructions, and guidance at the service location indicated by the assigned COR. Delivery will occur during normal business hours (Monday to Friday, 0800 to 1500). All communication and coordination will be with the assigned COR. The equipment must be new, not refurbished, and meet all applicable VA and FDA regulations. TECHNICAL REQUIREMENTS STATEMENT OF WORK Requirement Title: Ophthalmology, Refraction Equipment Project Description: The VA requires the procurement of a digital Refraction System, digital chart/acuity System, Auto Kerato-Refractometer with Double Top Instrument Table, and Auto Lensometer to perform refractions during eye examinations. This equipment is vital for eye exams at NWHCC Eye Clinic. Scope of Work: Delivery by the contractor at no cost to the government, to: San Antonio VA, 9939 HWY 151 San Antonio, TX 78251. The vendor is responsible for installation, training, instructions, and guidance at the service location as indicated by the COR. Delivery during normal hours (M-F, 0800-1500), coordinated with the COR. The equipment must be new, meet all VA and FDA regulations, include manufacturer installation, calibration, on-site training, removal of shipping containers, and a minimum one-year warranty covering parts, labor, and support. The system components must operate as an integrated refraction system, capable of communication and data transfer without manual entry, and not require patient identifying information. Requirements for Digital Phoropter: Spherical Effects: +17.75 to -22.25 D, steps 0.25 and 1.0 D Cylinder Power: -8.0 to +8.0 D, steps 0.25 and 1.0 D Axis Adjustment: 0° to 180°, steps 1° and 10° Cross Cylinder Test: ±0.25 D Prismatic Effects: 0.20 Prism Diopter per eye, steps 0.25 and 0.50 Prism Diopter Corneal Vertex Distance: 16 mm Pupil Distance: 50 to 80 mm, steps 1 mm Convergence: 400 mm Height Adjustment: ±3 mm Leveling: Bubble level Free Aperture: 19 mm Housing Thickness at Viewing Aperture: 26 mm Dimensions: 31 x 20.3 x 7.1 cm Ports: Phoroptor, Controller, Projector, Printer, I/O ports, EMR port, Transfer port Ergonomic digital controller with intuitive interface Memory for multiple examination settings and patient data Support for rapid lens changes, quiet operation, communication interfaces (USB, Ethernet, serial) Electronic data reception from autorefractor and lensometer Compatibility with visual acuity/chart display systems Includes all necessary cables, interface modules, power supplies, software licenses, and accessories Digital Chart/Acuity System Requirements: Display: 24-inch LED backlit LCD, 1920x1080 pixels Max Illumination: 220 cd/m² Photopic Illumination: 85 cd/m² Mesopic Illumination: 3 cd/m² Refraction Range: 1.83 m to 7.5 m Adjustable testing distances, brightness, and optotype presentation Multiple testing capabilities: contrast sensitivity, color vision, stereoacuity, fixation targets Dimensions: Height 39.62 cm, Width 58.92 cm, Depth 7.62 cm Weight: 5.9 kg Communication: RS232, 2 USB ports, wired/wireless link to phoropter Remote control: Infrared Electrical: 100-240V, 50/60Hz, 50-75 VA, batteries for remote Includes all mounting hardware, cables, software, licenses, and accessories Auto Kerato-Refractometer with Instrument Table: Performs keratometer and refractometer measurements Sphere Range: -25D to +22D Cylinder Range: 0D to ±10D Axis Range: 0° to 180° Measurable Area: Ø8 mm Automatic measurement, averaging, fogging, and corneal measurements Supports USB, RS232C, LAN output Supports weight up to 110 lbs, electrically height adjustable, with locking casters Includes all necessary hardware and accessories Auto Lensometer Requirements: Measurement Range: Sphere 0 to ±25 D, Cylinder 0 to ±10 D, Axis 0° to 180°, Addition 0 to ±10 D, Prism 0 to 10 Measurement capabilities for various lens types, automatic detection, and measurement Light Source: Green LED, UV LED Wavelength Criterion: e-line/d-line with ABBE Lens Diameter: 5 to 100 mm Display: 5.7-inch color touch screen Data transmission: Direct to digital phoropter, supports USB, Ethernet, RS-232 PD Measurement Range: 50-90 mm Includes all accessories, cables, manuals, and calibration tools Warranty and Support: Minimum one-year manufacturer’s warranty covering parts, labor, and technical support Contractor to provide warranty process details Technical support via phone or email during business hours Defective units to be repaired or replaced at no cost during warranty Acceptance Criteria: Delivered in good condition with all accessories and documentation Successful installation and testing Contractor Responsibilities: Timely delivery Provision of documentation and support Compliance with VA, FDA, and industry standards Post-installation support Security and Privacy: The contractor will not access VA desktop computers, online resources, or protected patient health information (PHI). Any memory storage devices will remain under VA control. Records Management: No federal records will be created, maintained, or disposed of under this contract. Additional Instructions: If your business can provide the listed equipment, respond to this Sources Sought Notice by 10:00 AM Central Time on Thursday, July 9, 2026. The purpose of this notice is to identify sources and define procurement strategy (e.g., set-aside, sole source, unrestricted) for a future VA solicitation. Respond with: Business name, address, point of contact (name, phone, email), SAM UID, NAICS code, business size (small or large), type of business (SDVOSB, VOSB, etc.), proof of OEM authorization, GSA/FSS contract number if applicable. Respond to Michelle Cunningham at michelle.cunningham@va.gov. Disclaimer: This notice is not a request for quotes. Contractors may submit capability statements or proposals for consideration. Responses will be evaluated at the government's discretion. Additional links: VA

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