6515--COMPREHENSIVE VESTIBULAR TESTING SYSTEM. "BRAND NAME OR EQUAL TO NATUS IAW SOW". OEM LETTER FROM THE MANUFACTURER IS REQUIRED. IF NO OEM LETTER VENDOR WILL BE CONSIDERED NONRESPONSIVE.

Form / Attachment / Pricing Sheet

This document provides a detailed line-item description and pricing schedule for items related to the "Comprehensive Vestibuter Testing System - Brand Name or Equal to Natus". It outlines the specific supplies and services required, quantities, and unit prices.

• Item Descriptions: Lists specific products such as the ICS DIZCOVERY SYSTEM, ICS DIZCOVERY PRO PLUS license, face cushion, cradle, caloric stimulator, training, notebook computer, AEP base unit, EP software, earphones, head phones, bone vibrator, electrode leads, compact cart, isolation transformer, and a B&W laser printer.
• "Brand Name or Equal to NATUS IAW SOW": This phrase is consistently applied to each item, indicating that Natus products are the benchmark, but equivalent products may be acceptable, subject to the Statement of Work (SOW).
• Contract Type: All items are listed as "FIRM-FIXED PRICE".
• NAICS & PSC Codes: Primarily uses NAICS Code 334510 (Electromedical and Electrotherapeutic Apparatus Manufacturing) and PSC Code 6515 (Medical and Surgical Instruments, Equipment, and Supplies).
• Manufacturer Part Numbers (MPN) & Local Stock Numbers: Provided for each item, facilitating identification and procurement.

This document is crucial for potential bidders as it specifies the exact equipment and services being procured. Bidders must ensure their proposed offerings meet the "Brand Name or Equal" requirements as defined in the SOW and are priced competitively on a firm-fixed-price basis. The detailed item descriptions and part numbers will guide bidders in identifying and sourcing compliant products.

Statement of Work (SOW)

This Statement of Work outlines the requirements for procuring one (1) comprehensive vestibular testing system for the VA Maryland Health Care System at the Baltimore VA Medical Center. The current system is obsolete, necessitating an emergency procurement to ensure continued patient care and prevent veterans from having to travel for testing.

• The contractor shall deliver and install a new, comprehensive vestibular testing system, including associated software, a TV, installation, and potentially an air caloric unit.
• The system must meet specific salient characteristics, technically equivalent to or exceeding the ICS Dizcovery System, AirCal, and Duet system.
• The contractor is responsible for shipping, transport, installation, assembly, validation, and ensuring all necessary parts and accessories are included.
• The system will be delivered to the Baltimore VA Medical Center.

Vestibular Testing System (ICS Dizcovery System equivalent):

• Operating System: Windows 10 Pro or above, 64-bit.
• Memory: At least 8 GB RAM.
• Disk Space: At least 250 GB.
• Monitor Resolution: At least 1600 x 900 at 100% DPI.
• Goggles: Must include two small cameras, fixation LEDs, indicator lights, disposable foam cushions, and meet specific size, weight (max 395g), and eye movement resolution (0.22 degrees) requirements. Top mount goggles must have a resolution of at least 0.3 degrees and weigh no more than 345g.
• Includes a remote control.

AirCal System (1079 AirCal Caloric Stimulator equivalent):

• Recording Window: At least 150 ms.
• Capability to monitor VEMP within the ABR system.
• Tests include ecochg, abr, mlr, and Ilr/cae.
• PC Size: No larger than 15 x 12.6 x 2.2 inches.
• Weight: No larger than 5.5 lbs (excluding accessories).
• Noise Masking: Capable of masking white noise up to 125 dB.
• Level Range: 20 – 140 db pespl.
• Tone Burst Frequency: Includes 250, 500, 750, 1000, 1500, 2000, 3000, and 4000 Hz.
• Tone Burst Stimulation Time: Up to 780 ms.
• Stimulus Rate: 0.1 – 200 per second.
• Includes option for a mobile cart.

ABR Testing System (DUET 2 equivalent):

• Air Cooling: Down to at least 20 degrees C.
• Air Heating: Up to 50 degrees C.
• Air Flow Stability: Within + 0.5 L/Min.
• Cooling Ability: Self-containing.
• Integration: Must integrate with the VNG System.
• Accuracy: At least + 0.4 Degrees C.
• Weight: No greater than 18 Lbs.
• Quiet Setting: Reaches at least 49 Db.
• Temperature Change: Reaches 50 Degrees C from 40 Degrees C in 3 minutes or less.
• Air Flow Rate: 4-10 L/Min.
• Otoscope Speculums: Includes 2.75mm and 4.25mm.
• Cues: Ability to deliver audible and visual cues.
• Size: No greater than 13.5" x 12" x 4" (Wxdxh).

Accessories: Includes a list of specific part numbers for items such as face cushions, cradles, earphones, headphones, bone vibrator, electrode leads, isolation transformer, printer, and training materials.

Implementation and Installation:

• Included in the procurement cost.
• Assembly and validation by a vendor-trained representative.
• All required materials to be provided by the contractor.
• Delivery to Baltimore VA Medical Center.

Training:

• Onsite training for VAMHCS staff by a vendor service-trained representative.

Delivery:

• Within 60 days ARO (After Receipt of Order).
• 3 weeks' notice required before shipment and delivery.
• Delivery coordinated with the COR.
• Joint inspection upon delivery.
• Removal of all shipping debris.

Inspection and Acceptance:

• Joint inspection with COR upon delivery.
• Contractor to provide list of missing/damaged items for replacement.
• COR ensures satisfactory completion prior to acceptance.

Deliverables:

• Operation and Maintenance Manuals (electronic format).

Warranty:

• Minimum 1-year warranty on all parts and labor.

• Warranty begins upon completion of validation testing.

• Includes onsite repairs, over-the-phone support, and routine maintenance.

• All repairs by certified vendor/contractor.

• Includes all travel and shipping costs for warranty repair.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Delivery expected within 60 days ARO.

• Evaluation Factors:

  • Brand name or equal to Natus IAW SOW.
  • OEM distributor/authorization letter required for all quoters; lack thereof will result in disqualification.
  • Must complete the Buy American Certificate (FAR 52.225-2).
  • Evaluation will follow FAR Part 25 policies and procedures (Determining reasonableness of cost).
  • Price.

• This is an emergency procurement.

• Only new equipment will be accepted.

Solicitation / RFP / RFQ

This solicitation is for the procurement of one (1) comprehensive vestibular testing system for the Baltimore VA Medical Center. The current system is at its end-of-life, making this an emergency procurement to ensure continued patient care and avoid cancellations. The system is intended to diagnose balance and dizziness disorders by monitoring the brain, eyes, and muscles.

• One (1) comprehensive vestibular testing system, including associated software, a TV, and installation.

• The system must be technically equivalent to or exceed the ICS Dizcovery System, AirCal, and Duet systems.

• Specific components include:

  • ICS Dizcovery System (Natus)
  • ICS Dizcovery Pro Plus License
  • ICS Dizcovery Universal Face Cushion (Qty 40)
  • ICS Dizcovery Cradle
  • 1079 AirCal Caloric Stimulator (Natus)
  • DUET 2 Channel AEP Base Unit (Intelligent Hearing Systems)
  • Smart EP Software
  • ER3C Insert Earphones (300 ohms)
  • DD45-300 Headphones (300 ohms)
  • Bone Vibrator (B-81)
  • DUET 5 Electrode Leads Patient Cable
  • Compact cart for HIS Duet EP system
  • 120V Isolation Transformer
  • Printer - B&W Laser

• Installation and validation by a vendor service-trained representative.

• Onsite operator training for VAMHCS staff.

• Delivery within 60 days ARO to the Baltimore VA Medical Center.

• A minimum 1-year warranty on all parts and labor.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Delivery expected within 60 days ARO.

• Offers must be submitted via email to MOHSIN.ABBAS2@VA.GOV by February 20, 2026, at 3:00 PM EST.

• Evaluation Factors:

  • Brand name or equal to Natus IAW SOW.
  • OEM distributor/authorization letter from the manufacturer is required.
  • Must complete the Buy American Certificate (FAR 52.225-2).
  • Evaluation will be conducted per FAR Part 25.
  • Price.
  • Technical and past performance.

• This acquisition is set aside for Small Business.

• Quoters must complete the Buy American Certificate.

• OEM distributor/authorization letters are required for all quotes; failure to provide will result in disqualification.

Form / Attachment / Pricing Sheet

This document, VAAR 852.212-71, addresses requirements related to "Gray Market and Counterfeit Items" as of February 2023. It outlines specific prohibitions and vendor responsibilities to ensure the procurement of new, authentic Original Equipment Manufacturer (OEM) items.

• Prohibition of Gray Market Items: Only new OEM items are permitted. Gray market items, defined as OEM goods sold outside authorized territories or by non-authorized dealers, are prohibited.
• Prohibition of Counterfeit Items: Counterfeit items, including unauthorized reproductions, substitutions, or alterations that are mismarked or misrepresented, are not allowed.
• Vendor Requirements: Vendors must be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system. Verification through an authorization letter or OEM documentation is required.
• Software, Warranty, and Service: All associated software licensing, warranty, and service must comply with the OEM's terms and conditions.

Bidders must ensure that all supplies and equipment offered comply with these strict requirements regarding authenticity and authorized sourcing. Failure to comply may result in disqualification. Vendors need to be prepared to provide documentation verifying their authorized status.

Form / Attachment / Pricing Sheet

This document is the "Buy American Certificate" (OCT 2022) provision, which requires offerors to certify the domestic content of end products proposed for this opportunity. It is a mandatory form to be completed by bidders.

• Certification: Offerors must certify that end products are domestic and contain critical components, with exceptions noted.
• Foreign End Products: A table to list foreign end products, their country of origin, and whether they exceed 55% domestic content.
• Domestic End Products with Critical Components: A section to list line item numbers of domestic end products that contain a critical component.
• Definitions: Refers to definitions within the "Buy American-Supplies" clause for terms like COTS item, critical component, domestic end product, and foreign end product.

Bidders must complete and submit this certificate as part of their proposal. Failure to properly complete this form may impact the evaluation of offers, as the Government will evaluate offers in accordance with Federal Acquisition Regulation Part 25.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, specifically a Request for Quotations (RFQ) for a "Comprehensive Vestibular Testing System - Brand Name or Equal to Natus IAW SOW". The government anticipates awarding a firm-fixed-price purchase order for a single award.

• Procurement of a "Comprehensive Vestibular Testing System".

• "Brand Name or Equal to Natus IAW SOW" is specified.

• An OEM letter from the manufacturer is required; without it, the vendor will be considered non-responsive.

• Items must be delivered within 60 days after receipt of award (ARO) to the Baltimore VA Medical Center warehouse.

• Contract Type: Firm-fixed-price purchase order.

• Place of Performance: Baltimore VA Medical Center, 10 North Greene Street, Baltimore, MD 21201.

• Quotations are requested and must be submitted via email to Mohsin Abbas (Mohsin.Abbas2@va.gov).

• Submission Deadline: February 20, 2026, by 3:00 PM Eastern Time.

• Late submissions will not be accepted.

• Evaluation will be based on the quote representing the best benefit to the Government at a reasonable price, conforming to the solicitation.

• Specific instructions and evaluation details are in FAR 52.212-1 and 52.212-2.

• Offerors must include a statement regarding the acceptance of terms and conditions or list any exceptions.

• Set-Aside: Total Small Business Set-Aside.

• NAICS Code: 334510 (Electromedical and Electrotherapeutic Apparatus Manufacturing) with a small business size standard of 1250 employees.

• SDVOSB Offerors must be verified in the SBA Small Business Search Database at the time of quote receipt and award.

• This announcement constitutes the only solicitation; a written solicitation document will not be issued.

• Several attachments are referenced for detailed information, including SOW, pricing, Buy American Certificate, and Gray Market Prevention Language.