6515--OR Integration System

Solicitation / RFP / RFQ

This solicitation is for the upgrade of operating room (OR) integration systems at the Salisbury VA Health Care System (SVAHCS), specifically at the Kernersville Health Care Center (KER HCC) and the Charlotte Health Care Center (CVC HCC). The project involves the deinstallation of existing, unsupported OR integration systems and hardware in four (4) operating rooms at each location (eight total) and the installation of new OR integration systems.

• Deinstallation of existing OR integration systems and associated hardware.

• Installation of new OR integration systems in eight operating rooms (four per location).

• The new system must connect directly to existing Olympus VaultStream servers for video management and control.

• Support for 3rd party surgical field devices (e.g., surgical lights, insufflators, audio systems).

• Use of Microsoft LTSC operating system.

• Upgrade to Olympus VaultStream on existing production and test servers.

• Turnkey solution including all necessary equipment, hardware, software, and installation.

• Training for end-users.

• Project management to oversee completion.

• Specific equipment includes:

  • VaultStream Content Management and Interfaces
  • Base Software License
  • 3x 32in 4K Monitors per OR
  • 1x 55in Wall Display per OR
  • Medical Control Unit per OR
  • Digital Hub per OR
  • Video System Center per OR
  • Various Wall Plates, Camera Kits, UPS, and related cabling/connectors.

• Contract Type: Firm Fixed Price

• Period of Performance: Base contract period is from 08-01-2026 to 07-31-2027. The total period of service is one year from the contract award date.

• Estimated Value: Not explicitly stated, but NAICS code 541512 has a size standard of $34 Million.

• Offerors must submit quotes based on the Statement of Work (SOW).

• Quotes must be assembled into specific sections: Offer Form (SF 1449), Pricing (Attachment B), and Technical/Management Approach.

• Evaluation will be based on Technical Approach, Past Performance, and Price.

• Key deadlines:

  • Site Visit: June 17, 2026 (9:00 AM for Charlotte HCC, 2:00 PM for Kernersville HCC)
  • Technical Questions Due: June 25, 2026, by 09:00 EST
  • Offer Due Date: July 02, 2026, by 15:00 EDT

• This acquisition is UNRESTRICTED.

• NAICS Code: 541512 (Computer Systems Design Services)

• Size Standard: $34 Million

• Attachment A: VA Security Language

• Attachment B: Line-Item Spreadsheet

• Site visit information is provided for both Charlotte HCC and Kernersville HCC.

• Contact Specialist for questions: Kamilah Nye (kamilah.nye@va.gov)

• Security Accreditation Package is NOT required.

• Personnel vetting and credentialing requirements apply (VAAR 852.204-72).

Form / Attachment / Pricing Sheet

This document, "Attachment A - VA SECURITY LANGUAGE.pdf", contains "VA HANDBOOK 6500.6 APPENDIX C - VA INFORMATION AND INFORMATION SYSTEM SECURITY AND PRIVACY LANGUAGE FOR INCLUSION IN CONTRACTS, AS APPROPRIATE". It provides detailed security and privacy language that may be incorporated into VA contracts. Bidders should review this document to understand the security and privacy obligations required for any contract that includes this appendix.

• General Security & Privacy: Outlines requirements for contractors, personnel, and subcontractors regarding federal laws, regulations, VA directives, and handbooks related to information and information system security and privacy.
• VA Information Custodial Language: Details government rights to data and intellectual property, use of information provided by VA, data segregation, encryption, and VA's right to conduct audits.
• Access to VA Information & Systems: Specifies requirements for contractor personnel accessing VA information and systems, including security clearances, rules of behavior, and reporting procedures for personnel changes.
• Training Requirements: Mandates specific privacy and security awareness training for all contractor personnel requiring access to VA information and systems.
• Security Incident Investigation: Defines procedures for reporting and investigating security/privacy incidents, including timelines and required information.
• Information System Design & Development: Covers compliance with federal laws, regulations, VA policies, and specific security standards for systems developed for VA.
• Information System Hosting, Operation, Maintenance or Use: Addresses security controls for systems hosted or operated on behalf of VA, including compliance with federal laws, regulations, and VA policies.
• Data Center Provisions: Outlines requirements for VA network access, infrastructure, data availability, and secure connections.
• Product Integrity, Authenticity, Provenance, Anti-Counterfeit and Anti-Tampering: Details requirements for ensuring the integrity and authenticity of procured products, including supply chain security and software bill of materials.
• Viruses, Firmware and Malware: Stipulates contractor responsibilities for ensuring provided software is free of malicious code and prohibiting the upload of harmful content.
• Cryptographic Requirements: Specifies the use of approved cryptographic methods and standards for encryption.
• Patching Governance: Requires contractors to provide documentation on patch management, vulnerability management, and to verify that all procured products have appropriate updates installed.
• Specialized Devices/Systems: Addresses compliance for medical devices, special purpose systems, and research scientific computing devices.

This document is critical for bidders to understand the comprehensive security and privacy requirements that will be imposed if awarded a contract. It details obligations related to data handling, system security, personnel access, incident reporting, and product integrity. Bidders must assess their ability to meet these stringent requirements and factor them into their proposals and operational plans.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet attachment containing line-item details for the opportunity. It provides a breakdown of the items, quantities, units of measure, and associated codes required for the solicitation. Bidders should use this spreadsheet to understand the specific components and services being procured and to prepare their pricing.

• Action Line Item Information Sheet: Lists "RFQ" as the action type for "OR Integration ES-IP iOR System".
• Items Sheet: Details individual line items (CLINs) with descriptions such as "BASE SYSTEM 14RU SWIVEL RACK", "BASE SOFTWARE LICENSE", "DIGITAL HUB", "FIBER SWITCH 28 PORT", and various camera and connectivity components. It includes columns for Quantity, Unit of Measure (EA - Each), Unit Price, and relevant Product/Service Codes (e.g., 541512 for Computer Systems Design Services).
• RefData, UOMRef, NAICS, PROD_SVC_CODE, SIC_CODE, CLINICAL_DISCIPLINE, LI_BASE_OR_OPTION, LI_ITEM_TYPE, LI_PPE, LI_PPE_COMPLIANCE Sheets: These sheets provide reference data for discount types, units of measure, NAICS codes, Product/Service Codes, SIC codes, clinical disciplines, and PPE compliance, which are likely used to populate or interpret the line items.

This spreadsheet is critical for bidders to accurately price their proposals. It outlines the specific goods and services required, their quantities, and the associated coding (NAICS, PSC, SIC). Understanding these line items is essential for developing a comprehensive and compliant bid.

Solicitation / RFP / RFQ

This solicitation is for the upgrade of operating room integration systems at the Salisbury VA Health Care System, specifically at the Kernersville Health Care Center (KER HCC) and the Charlotte Health Care Center (CVC HCC). The project involves deinstalling existing systems and hardware in four operating rooms at each location (eight total) and installing new OR integration systems.

• Deinstallation of existing operating room integration systems and associated hardware.

• Installation of new OR integration systems, including physical installation and connection of all hardware components.

• The new system must integrate seamlessly with the existing Olympus Vaultstream.

• The system must use Microsoft LTSC operating system.

• Vendor must provide project management to oversee the completion of each OR.

• Each of the eight operating rooms will be configured with specific components including Vaultstream content management and interfaces, base software license, 32in 4K monitors, boom kits, wall displays, medical control units, digital hubs, video system centers, active wall plates, UPS, PTZ camera kits, and other necessary items like network cables and power supplies.

• The project is a firm fixed price turnkey project.

• Contract Type: Not explicitly stated, but implied to be firm fixed price.

• Period of Performance: Base contract period is from 08-01-2026 to 07-31-2027. The total period of service is within one year of contract award date.

• Estimated Value: Not stated.

• Offerors must submit quotes based on requirements in the Statement of Work (SOW).

• Quotes must be assembled into specific sections: Offer Form (SF 1449), Pricing (Attachment B), and Technical/Management Approach.

• Evaluation will be based on technical approach, past performance, and price.

• A site visit is scheduled for June 17, 2026, at both Charlotte HCC and Kernersville HCC.

• Technical questions are due by June 25, 2026, via email to Kamilah Nye.

• Offer Due Date: July 02, 2026, at 15:00 EDT.

• The acquisition is marked as UNRESTRICTED or SET ASIDE.

• NAICS Code: 541512 (Computer Systems Design Services)

• Size Standard: $34 Million

• Contact for solicitation information: Kamilah Nye (kamilah.nye@va.gov).

• Security Accreditation Package is not required.

• Personnel vetting and credentialing are required per VAAR 852.204-72.

• Site visit information is provided for both Charlotte HCC and Kernersville HCC.

Form / Attachment / Pricing Sheet

This document, "Attachment A - VA SECURITY LANGUAGE.pdf", contains "VA HANDBOOK 6500.6 APPENDIX C". It provides detailed security and privacy language that is to be included in VA contracts as appropriate. This appendix outlines requirements for contractors regarding information security, data protection, system access, incident reporting, and more.

• General Security Requirements: Contractors must adhere to federal laws, regulations, VA directives, and handbooks concerning information security and privacy.
• VA Information Custodial Language: Covers government rights to data/intellectual property, use of VA-provided information, data segregation, encryption, and VA's right to conduct audits.
• Access to VA Information and Systems: Details requirements for contractor personnel accessing VA information, including security clearances, rules of behavior, and reporting of personnel changes.
• Training: Mandates specific privacy and security awareness training for contractor personnel.
• Security Incident Investigation: Outlines procedures for reporting and investigating security/privacy incidents.
• Information System Design and Development: Specifies requirements for systems developed for VA, including compliance with federal standards and VA-specific processes.
• Product Integrity, Authenticity, Provenance, Anti-Counterfeit and Anti-Tampering: Addresses requirements for procured products, including supply chain security and software bills of materials.
• Viruses, Firmware and Malware: Prohibits the introduction of malicious code and requires due diligence to ensure provided software is free of viruses.
• Cryptographic Requirements: Mandates the use of approved cryptographic methods and documentation of their implementation.
• Patching Governance: Requires contractors to manage and apply security patches and updates.
• Specialized Devices/Systems: Outlines compliance requirements for medical devices, special purpose systems, and research scientific computing devices.
• Data Center Provisions: Details security requirements for VA network access and data handling in data centers.

This document is critical for any bidder responding to a VA solicitation that requires the handling of VA information or access to VA systems. It defines the security and privacy obligations that will be incorporated into the contract. Bidders must review these requirements carefully to understand the compliance burden, potential costs associated with meeting these standards, and to ensure their proposals adequately address these security mandates. Failure to comply can lead to contract termination.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for an OR Integration System for the Salisbury VA Healthcare System, Charlotte Health Care Center, and Kernersville Health Care Center. The solicitation is being issued as an unrestricted procurement on the open market.

• The specific requirements for the OR Integration System are detailed within the attached solicitation documents.

• Not explicitly stated in the provided text, but the solicitation documents should contain this information.

• All correspondence and responses must be submitted via email to Kamilah.nye@va.gov.

• Telephone requests for information or questions will not be accepted.

• Offerors are responsible for downloading all documents, including amendments, from sam.gov.

• Response Date/Time/Zone: 07-02-2026 15:00 EASTERN TIME, NEW YORK, USA.

• This solicitation is being solicited unrestricted on the open market.

• Applicable NAICS Code: 541512 with a size standard of $34 Million.

• The contracting office is located at Department of Veterans Affairs, Network Contracting Office 6, 100 Emancipation Drive, Hampton VA 23667.

• The Place of Performance is Salisbury VA Healthcare System, Charlotte HCC and Kernersville HCC, Salisbury NC 28144, USA.

• Key attachments referenced include: 36C24626Q0420 – OR Integration System, Attachment A – VA Security Language, and Attachment B – Line-Item Spreadsheet.

Form / Attachment / Pricing Sheet

This document is a line-item spreadsheet (Attachment B) that details the specific items, quantities, and associated details required for the opportunity. It serves as a crucial component for bidders to understand the scope of products or services and to prepare their pricing.

• Action Line Item Information: Lists various action types, primary and secondary IDs, modification numbers, and titles for different line items. It also includes KB version information.
• Items Sheet: This is the core of the spreadsheet, detailing each line item with:
  • CLIN (Contract Line Item Number)
  • Description of the item (e.g., "BASE SYSTEM 14RU SWIVEL RACK", "BASE SOFTWARE LICENSE", "HD PTZ CAMERA KIT")
  • Quantity and Unit of Measure (e.g., EA for Each)
  • Contract Period and Period of Performance (POP) Begin/End dates
  • Pricing information (Unit Price, Discounts)
  • Delivery information (Delivery Date, FOB Destination)
  • Relevant codes such as Principal NAICS Code (e.g., 541512 for Computer Systems Design Services), Product/Service Code (e.g., 7B22 for IT and Telecom - Compute: Servers), and UNSPSC.
  • Manufacturer Part Number (MPN) and National Stock Number (NSN) where applicable.
• RefData, UOMRef, NAICS, PROD_SVC_CODE, SIC_CODE, CLINICAL_DISCIPLINE, LI_BASE_OR_OPTION, LI_ITEM_TYPE, LI_PPE, LI_PPE_COMPLIANCE Sheets: These sheets provide reference data for discount types, units of measure, NAICS codes, Product/Service Codes, SIC codes, clinical disciplines, and PPE compliance, which are used to populate the main 'Items' sheet.

Bidders must carefully review the 'Items' sheet to understand the exact products and quantities required. This spreadsheet is essential for developing accurate cost proposals and ensuring all specified requirements are addressed. The included codes (NAICS, PSC) provide further context on the nature of the procurement.

Notice of Intent to Award Sole Source

This notice from the Department of Veterans Affairs Network Contracting Office 6 indicates an intent to award a sole source Firm-Fixed-Price purchase order to Olympus America Inc. The award is for an OR Integration ES-IP iOR System for the Charlotte Health Care Center and Kernersville Health Care Center. This system includes "Easysuite" hardware/software for 8 operating rooms (4 at each location).

The government intends to solicit from only one source under the authority of FAR 12.102, Soliciting from a Single Source.

541519 - Other Computer Related Services, with a small business size standard of $34.0 Million Dollars.

• This is NOT a request for competitive quotations.

• Responsible sources interested in meeting this requirement must identify their interest and capability by submitting information via email.

• Deadline for submissions: Friday, 03 April 2026, by 10:00 AM EST.

• Supporting evidence demonstrating capability must be detailed.

• The government will determine whether to conduct a competitive procurement based on responses received.

• The government is not responsible for costs associated with preparing responses.

• All inquiries and submittals must be emailed to Kamilah Nye at kamilah.nye@va.gov. Telephone inquiries will not be accepted.

• Contracting Office Address: Department of Veterans Affairs, Network Contracting Office 6, 100 Emancipation Drive, Hampton VA 23667.

• Solicitation Number: 36C24626Q0420

• Response Date/Time/Zone: 04-03-2026 10:00 EASTERN TIME, NEW YORK, USA

• Point of Contact: Kamilah Nye, Contract Specialist, kamila.nye@va.gov, 757-315-2510.