J065--Synaptive Modus X Robotic Exoscope Service

36C26025P0188 Page 1 of 28 Page 10 of 31 Page 1 of 28 THIS IS A SOURCES SOUGHT NOTICE ONLY. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement, and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Manufacturers, and other Small Businesses, interested and capable of providing items requested, as well as any large business interested and capable. This REQUEST FOR INFORMATION/SOURCES SOUGHT NOTICE, in support of the Portland VA Medical Center, is for market research purposes and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Results will be used to determine set-aside. The intended contract is a firm-fixed price purchase. Potential contractors shall provide, at a minimum, the following information: 1) Company name, address, and point of contact, phone number, e-mail address, and SAM.gov UEI number/code. 2) Anticipated North American Industry Classification System (NAICS) code is 811210. Please indicate whether you are a Small Business, SDVOSB, VOSB, WOSB, Hub-zone, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the items listed below. 3) The Government is not obligated to, nor will it pay for or reimburse, any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). 4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov. 5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide proof of authorized service provider letter from manufacturer. 6) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone, point of contact and size status (if available). It is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at SAM.GOV, NASA SEWP, or GSA eBuy. DESCRIPTION OF THE REQUIREMENT: The Department of Veterans Affairs is looking to obtain information on vendors who can provide the services as outlined in the Statement of Work below. This is an Unrestricted Request for Information/Sources Sought Notice. DRAFT STATEMENT OF WORK (SOW) 1. Background The Portland VA Medical Center (PVAMC) requires a service maintenance contract on the Synaptive Modus X robotic microscope, BrightMatter Plan system, BrightMatter Guide system, and ImageDrive system installed at the Portland VAMC. 2. Scope All work is to be performed at the Portland VA campus on the Products listed above in Section 1 (Background). 3. Specific Tasks General Requirements: Contractor shall provide assistance with clinical use of the Synaptive Products during cases provided that a case coverage request is requested in writing at least 72 hours in advance and the case occurs between the hours of 7:00am and 7:00pm local time (PST). Contractor shall ensure access to 24x7 telephone support every day of each year for problem diagnosis and troubleshooting. Telephone support shall respond to all messages within 30 minutes on business days or within 1 hour on Canadian Holidays. Contractor will ensure that an on-site support representative will be provided to the Portland VAMC when telephone support troubleshooting is not successful (on a business day) and on-site support is requested. Under normal conditions, contractor s on-site support must be onsite within 24 hours, unless there are extenuating circumstances. An on-site representative shall not be required to provide services in excess of 8 contiguous hours in any 24-hour period or between the hours of 7:00 p.m. and 7:00 a.m. in the Customer s time zone. All parts, labor, and travel shall be included for on-site support and planned maintenance visits at no additional cost. Two planned preventive maintenance procedures for the Modus V and BrightMatter Guide per contract year. Planned maintenance must be scheduled at a time agreeable to the users of the Modus V/Guide at least two weeks in advance of the scheduled date. Two software health checks for the BrightMatter Plan and ImageDrive software per contract year. Planned maintenance must be scheduled at a time agreeable to the users of the Plan/ImageDrive systems at least two weeks in advance of the scheduled date. Periodic software reliability updates shall be provided as they are made available. This does not include the installation of new software versions or additional software/firmware. Uptime of the Synaptive Products should remain above 95%. Uptime shall be measured in hours as follows: Uptime (%) = (1-Downtime) x 100 where Downtime is defined as outlined in Part 11 of Section 3 (Specific Tasks) of this SOW. Uptime (%) shall be calculated quarterly during the Warranty Period, beginning from the first date of the period of performance. If the Uptime (%) for a quarter should fall short of 95%, the Warranty Period for shall be adjusted as follows: 93% to less than 95%: One (1) week will be added to the Warranty Period. 90% to less than 93%: Two (2) weeks will be added to the Warranty Period. Below 90%: (One (1) month will be added to the Warranty Period Downtime shall be defined as the number of hours a non-Consumable Product is not available for clinical use because of a warrantable issue such that a clinical procedure cannot be performed, subject to the following: Downtime will start when Customer notifies contractor in writing and ends once repairs have been affected and the Product is again fully available with acceptable working condition for clinical use by the Customer. If a Product is down because of failure of air-conditioning, electrical power or any non-warrantable issue or other incident beyond contractor s control, including due to Customer negligence or to downtime or scheduling issues occurring at another of Customer s department, or for any reason that could be considered an act of Force Majeure under this Agreement, such time shall not be treated as downtime. Shut down of Products due to routine maintenance/inspection shall not be treated as downtime. The Customer shall ensure that the contractor s representatives are given reasonable and adequate access to the Customer s staff and operations personnel, records, facilities, workflow, data and data formats, computer systems and all other information or materials reasonably required, plus adequate work space, power, and telephone and internet access as necessary to enable them to perform the Services in accordance with the terms of this Agreement. Contractor shall not be required to provide services on any Saturday, Sunday, or Public holiday in the Customer s jurisdiction ( Holiday ). Every other day shall be considered a business day . The Customer acknowledges that the contractor s representatives are not medical professionals and they shall not provide any medical or diagnostic advice, and the Customer shall rely on its own skill and judgment in treating any patients. The Customer acknowledges that the contractor s representatives shall not be required to perform Services relating to (i) connecting products to systems or equipment not specified or provided by Synaptive; (ii) electrical or other utilities external to Synaptive Products; (iii) service, parts or repair required due to: having followed the instructions of the Customer, the Customer s failure to meet its obligations in this Schedule or any other Schedule with the contractor, or the Customer s failure to comply with specifications applicable to the product; (iv) service, maintenance or repair of Products, or components thereof, which the Customer or someone on its behalf has installed, modified, disassembled or repaired (or has attempted to do any of the foregoing); or (v) back-up or restoration of the Customer data, information or computer programs. The parties shall comply with all applicable federal, state and local laws and regulations now in effect or hereinafter enacted, amended or promulgated including, without limitation, the Health Insurance Portability and Accountability Act of 1996, 42 U.S.C. §§ 1320d through 1320d-8 ( HIPAA ), the Health Information Technology for Economic and Clinical Health Act as incorporated in the American Recovery and Reinvestment Act of 2009, Pub. L. No. 111-5 (2009) ( HITECH ), 45 CFR Parts 160, 162 and 164 (the Privacy and Security Rule ) and the Personal Health Information Privacy Act (Ontario). Unless otherwise noted in writing the cost of any applicable Product training, set-up, and installation shall be included in the purchase price of the Product. The dollar value of any discounts or rebates provided by Synaptive to the Customer are intended to be discounts or reductions in price as described in 42 U.S.C. §1320a-7b(b)(3)(A) and 42 C.F.R. §1001.952(h). 4. Performance Monitoring The tasks are well defined and can, therefore, be easily monitored by the Government point of contact (POC), who shall represent the government for this process. The contractor performance will be monitored and the work certified by the POC. The POC will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed. 5. Security Requirements All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access. The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. 6. Other Pertinent Information or Special Considerations. None. 7. Inspection and Acceptance Criteria. The POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services. 8. Place of Performance. Work will be performed at the PVAMC. 9. Delivery Schedule. SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Invoice for work Contractor determined format. 1 hard copy or 1 emailed copy Within 30 days of completion of work. *= Required Field Sources Sought Notice Page 1 of 7 Page 1 of 8 Page 1 of If your business is interested and capable of providing the product maintenance and/or the clinical case support, please specify, and send the capability statement in accordance with the above requirements, to Maureen.Sundstrom@va.gov by 10:00 AM PST on October 15, 2026. NO PHONE CALLS, PLEASE. Again, this is not a request for quote, and no solicitation is available at this time.