6525--Olympus Gastrointestinal Suite Video Routing System

Solicitation / RFP / RFQ

This document is a Justification and Approval (J&A) for Other Than Full and Open Competition (OTFOC) for the replacement of an existing Gastrointestinal (GI) suite video routing system at the VA Northern California Health Care System (VANCHCS). The current system runs on an unsupported operating system, necessitating a new, updated system to maintain consistency and compatibility with existing Olympus infrastructure.

• Replacement of the outdated GI suite video routing system.

• Installation of a new, compatible GI suite video routing system.

• Integration of the new system within the VA infrastructure.

• Specific equipment includes ES-IP BASE SYSTEM, ES-IP DIGITAL HUB, ES-IP FIBER SWITCH, ES-IP OEV321UH BOOM KIT, UH UHD 4K 32-inch Monitors, and various ES-IP interface and cabling components.

• The contract will be a firm-fixed-price, Open Market contract.

• This is a new requirement.

This document is a J&A for sole-source procurement, not a solicitation. Therefore, proposal submission and evaluation details are not applicable.

This procurement is being conducted as Other Than Full and Open Competition, citing FAR 12.102 and 41 USC §3304(a)(1) due to the specialized nature of the equipment and the need for compatibility with existing Olympus ES-IP and VaultStream software. Market research indicated that Olympus America Inc is the sole source for the required proprietary equipment, and alternatives would create duplication of cost and compromise patient safety.

• The acquisition is being procured as a sole source from Olympus America Inc.
• The justification cites the need for compatibility with the existing Olympus infrastructure to avoid breaking interoperability, voiding warranties, and compromising patient safety and regulatory compliance.

Solicitation

This solicitation is for the procurement and installation of a new video routing and integration system for the Gastrointestinal (GI) suites at the Mather VA Medical Center. The existing system is outdated, runs on an unsupported operating system, and poses cybersecurity risks. The new system aims to be compatible with existing VA infrastructure and standardize procedure room integrations.

• Provide, deliver, configure, and install a comprehensive video routing and integration system.

• System must support 4K video routing, capture, recording, live streaming, multiple display management, and integration with the VA’s EHR.

• Must meet specific equipment technology specifications including operating system compatibility (Windows 10 or higher, Windows Server 2022 or later), integration with Vault stream data center, patient privacy features, vendor neutrality, DICOM integration with EHR and PACS, and a single graphical user interface (GUI) per operating room.

• Hardware requirements include 4K video/image capture quality, a minimum 32" touch screen control station, KVM control, split view functionality, and specific data port and speaker/docking station configurations.

• Installation services, including final assembly, interconnection, and connection to power sources.

• One year warranty upon acceptance of equipment.

• Manufacturer recommended software upgrades and changes during the warranty/contract period.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base POP 06/15/2026 to 06/15/2027.

• Delivery Location: GI Endoscopy Bldg. 645, Sacramento VA Medical Center, Mather, CA 95655.

• Installation window: Full deployment within one year.

• Offers must be submitted electronically via email to Alex.Hernandez@va.gov in PDF or Microsoft Excel format.

• Price/Cost Schedule (Section B) must be completed.

• Evaluation Factor: Price Only.

• Questions due no later than 72 hours before the offer due date.

• Offer Due Date: 06-11-2026 at 15:30 PDT.

• This requirement is being solicited as a Sole Source action to Olympus America Inc.

• The solicitation incorporates FAR clauses by reference, including 52.212-1, 52.212-4, and 52.212-5.

• Electronic submission of payment requests is required via VA’s Electronic Invoice Presentment and Payment System or X12 EDI formats.