VISN 23 RFI: Lights, Booms and Video Integration Equipment and Support Services

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure a five (5) year Indefinite Delivery Indefinite Quantity (IDIQ) contract for Surgical Lights, Booms, and Video Integration equipment, including accessories, upgrades, services, and support for VA Midwest Healthcare Network (VISN 23) facilities.

• Equipment: Surgical lights (shadow reduction, minimal heat), facility booms/service columns (OR, hybrid OR, ED, ICU, procedure rooms), and video integration systems (hardware/software for image routing and device control).

• Services: Includes licensing, software, hardware, mounting, labor, materials, tools, parts, site assessments, design, training, technical support, maintenance, repair, and project management.

• Locations: Services required at eight VISN 23 facilities: Black Hills, Central Iowa, Fargo, Iowa City, Minneapolis, Omaha, St. Cloud, and Sioux Falls.

• Project Solution: Contractors must provide a comprehensive "project solution" encompassing technology, people, processes, and information.

• Weekly project meetings with COR and facility POCs.

• Daily on-site installation/implementation status reports with pictures.

• Weekly or as-needed project meetings via MS Teams.

• Contractor must provide a project management plan within 2 weeks of award.

• Kickoff meeting within 3 weeks of award.

• Weekly/monthly service reports.

• Response times for urgent, high, normal, and low priority issues.

• Period: Five (5) years.

• Place: Eight VISN 23 facilities across South Dakota, Iowa, North Dakota, Minnesota, and Nebraska (addresses provided).

• Design & Compatibility: Solutions must be compatible with existing infrastructure, EHR, and VISTA. Requires detailed site analysis, customizability, and signed/stamped drawings.

• Installation: Compliance with ICRA/PCRA, infection control, site preparation, and disposal of pre-existing equipment.

• Training: Minimum 40 hours onsite clinical training per facility; specific numbers of technical staff training per site.

• Maintenance & Warranty: Minimum one (1) year warranty; overnight/next-day parts delivery; remote and telephone/online support.

• Security: Compliance with VA IT security protocols, background checks (T1/NACI), HIPAA training, and network security requirements (FIPS 140-2/3 compliant).

• Deliverables: Electronic documentation (manuals, release notes, service bulletins), training materials, and service reports.

• Invoicing: Detailed electronic invoices submitted through VA's Financial Service Center.

Request for Information (RFI)

This RFI is for market research to determine the commercial market's ability to provide surgical lights, booms, video integration software, equipment, accessories, and maintenance/repair services for Veterans Integrated Service Network 23 (VISN 23) hospitals and clinics. The goal is to better define requirements for replacing or creating new custom operating suite systems using commercial off-the-shelf items over the next 5 years. This RFI is not for contract awards.

• Draft Statement of Work (SOW): Submit notes and proposed edits, clearly marking changes, with an emphasis on project outlines and timelines.

• Informal Proposed Schedules: Provide schedules for light, boom, and video integration systems, including informal pricing for market research. A "VISN 23 IDIQ Site Salient Characteristics" spreadsheet is attached for system specifications.

• Schedule Organization: Explain how commercial schedules are organized, as vendors decide how to categorize components. Components necessary to meet system requirements must be included.

• VA Questions: Respond to questions listed in the attached "Questions for Vendors" spreadsheet.

• Format: Emailed responses only.

• Content: Include organization's Unique Entity Identifier (UEI) and a brief capability narrative (5-page limit).

• Recipients: Jeffrey.Brown8@va.gov and Traci.Johannes@va.gov.

• Deadline: On or before June 6th, 2026.

• VAAR 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction (if set-aside for VOSB/SDVOSB).

• VAAR 852.219-76 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Supplies and Products (if set-aside for VOSB).

• VAAR 852.212-71 Gray Market Items.

• FAR 52.119-14 Limitations on Subcontracting (if set-aside for Small Businesses).

• Draft Schedule.xlsx

• Questions for Vendors.xlsx

• VISN 23 IDIQ Site Salient Characteristics.xlsx

• Draft Statement of Work.docx

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing detailed information for various medical equipment systems, including Surgical Lights, Equipment Booms, Anesthesia Booms, and Video Integration Systems. It serves as a template for vendors to provide their product schedules and pricing. The government is using this RFI to understand how commercial schedules are organized and to gather data for potential future solicitations.

• System Quantities: Specifies the number of systems needed for each category (e.g., 123 Surgical Lights Systems, 116 Equipment Booms Systems).
• Component Details: Requires vendors to list manufacturer, product/component number, component name, description, group/class, price per unit, and the system it belongs to.
• Manufacturer Information: Includes fields for manufacturer name, business size, and country of manufacture.
• Service & Warranty Information: Requires details on whether maintenance service plans and warranties are offered, including the length of warranties.
• Contract Information: Asks for GSA Contract # or other National Federal Contract #.
• Schedule Organization: Vendors are asked to explain any deviations from the provided schedule classification system.

This document is crucial for potential bidders to understand the specific types and quantities of equipment the government is interested in. It outlines the required format for submitting product and pricing information, emphasizing the need to include all necessary components for a complete system. Bidders should carefully populate this spreadsheet to align with the government's request for commercial-standard scheduling and to provide a clear basis for future procurement.

Form / Attachment / Pricing Sheet

This document is a spreadsheet containing questions posed to vendors regarding their capabilities and offerings relevant to an unspecified opportunity. It is intended to gather information to help the government understand potential solutions and vendor qualifications.

• General Information: Questions about the vendor's organization, socio-economic category, SAM UEI, subcontracting plans, and availability of mobile units for industry days.
• Security & Compliance: Inquiries about Business Associate Agreements with VHA and examples of covered services/contracts.
• Network, Hosting & Hardware Baseline: Questions regarding compatibility with specific hosting environments (Nutanix, VMware), AD/LDAP/SSO integration capabilities, workstation hardware/security specifications, and compatibility with VHA Anti-Malware Software (SMAK-AM).
• Technical Solution & Design: Request for documentation on boom systems.
• Implementation & Project Management: Request for standard Contractor Project Management Plans (CPMP) with timelines.
• Training Deliverables: Questions about onsite clinical and technical (repair/maintenance) training plans, including off-site options.
• Maintenance, Updates & SLAs: Inquiries about support scope, Service Level Agreements (SLAs) including response times, and system uptime availability targets.

Vendors should review these questions to understand the specific information the government is seeking. Responses will likely form the basis for technical evaluations, capability assessments, and potentially shape the final requirements of the opportunity. Bidders should prepare to provide detailed answers and supporting documentation for each relevant question.

Form / Attachment / Pricing Sheet

This document outlines the salient characteristics and specifications for Surgical Lights and Booms required for various operating rooms across multiple VA facilities (Fargo, St. Cloud, Central Iowa, Black Hills, Iowa City, MIN, NWI, SUX). It details specific technical requirements for surgical lighting systems and associated boom infrastructure, including medical gas services and video integration capabilities.

Surgical Lights:

• Light Source: Primarily LED, with specific requirements for number of lightheads (total 123 across sites).
• Performance: Adjustable color temperature (3500-5000K), Color Rendering Index (>90), illumination levels (≥160,000 lux at 1m).
• Controls: Touch controls for dimming (5-100%) and focus, automatic shadow dilution.
• Video Camera: HD minimum compatibility required for most locations.
• Mounting: Boom mounting specified.
• Other: Requirements for rotation, vertical adjustment, ambient lighting, battery backup, and sterilizable handles.

Booms:

• Quantity: Significant numbers of equipment and anesthesia booms required across sites (total 116 equipment, 32 anesthesia).
• Features: Swivel radius, height adjustment, electrical power receptacles (>5 duplex generally), medical gas services (Oxygen, Air, Vacuum, N2O, WAG evacuation), network jacks (≥4 plex), and video integration inputs (≥3 for anesthesia, ≥6 for equipment).
• Load Capacity: Varies by location, generally 250-350 lbs per arm.
• Recent Upgrades: Mentions of Draeger Booms upgrades completed or in progress in 2024.

Video Integration:

• Functionality: Unified routing of disparate video signals, touch screen control, HD/4K/8K output, simultaneous display of multiple sources, digital video/image storage (minimum 5 TB).
• Connectivity: Universal connection ports, automatic device recognition within 120 seconds.
• Monitors: Medical-grade monitors required, with specific size and mounting requirements.
• Recent Upgrades: Mentions of Karl Storz Video Integration upgrades completed or in progress.

This document serves as a detailed specification for potential vendors to understand the technical requirements for surgical lighting systems, booms, and video integration equipment. Bidders must ensure their proposed solutions meet or exceed these specifications for each listed facility. The document also highlights recent upgrades, indicating potential existing infrastructure or refresh cycles.

Request for Information (RFI)

This RFI is for market research purposes only to determine the commercial market's ability to provide surgical lights, booms, video integration software, equipment, accessories, and maintenance/repair services for Veterans Integrated Service Network 23 (VISN 23) hospitals and clinics. The goal is to better define requirements for replacing or creating new custom operating suite systems using commercial off-the-shelf items over the next five years. No contract awards will be made from this RFI.

• Draft Statement of Work (SOW) Feedback: Submit notes and proposed edits, clearly marked, with an emphasis on project outlines and timelines.

• Informal Proposed Schedules: Provide schedules for light, boom, and video integration systems, including informal pricing for market research. A "VISN 23 IDIQ Site Salient Characteristics" spreadsheet is provided for system specifications.

• Schedule Organization: Explain how vendors categorize components and substitutes into classes or groups for schedules. Vendors must include all necessary components for a complete system.

• Responses to VA Questions: Answer questions provided in the "Questions for Vendors" spreadsheet.

• Format: Emailed responses only.

• Content: Include organization's Unique Entity Identifier (UEI) and a brief capability narrative (5-page limit).

• Recipients: Jeffrey.Brown8@va.gov and Traci.Johannes@va.gov

• Deadline: On or before June 6th, 2026.

• VAAR 852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction

• VAAR 852.219-76 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Supplies and Products

• VAAR 852.212-71 Gray Market Items

• FAR 52.219-14 Limitations on Subcontracting

• Draft Schedule.xlsx

• Questions for Vendors.xlsx

• VISN 23 IDIQ Site Salient Characteristics.xlsx