6515--RFQ: Retinal Camera, all-in-one PC and imaging software for the Northport VA Medical Center.

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular, FAC Number 2026-01, effective date of 03/13/2026. This solicitation is set-aside for Small Business. The associated North American Industrial Classification System (NAICS) code for this procurement is 339115, with a small business size standard of 1,000 employees. The FSC/PSC is 6515. Background: A retinal camera, also known as a fundus camera, is utilized to take high resolution, variable magnification photos of the back of the eye, to document and monitor conditions affecting the retina, optic nerve, and other structures in the eye. The fundus camera has a digital camera attachment that interfaces with computer software to allow images to be captured, saved, and transmitted through a DICOM interface to the patient s record. It also has filters that allow capture of different types of images that assist with assessment of retinal disease. A retinal camera is an important tool in patient diagnosis and management of various types of conditions. The Optometry Service at Northport, NY requires ONE new retinal camera as a replacement for our current one which can no longer be used. Specifically, our current Topcon retinal camera (with associated computer software) was acquired in 2016 and is running on a Windows7 computer, which BioMed and IT have determined is a security risk, and therefore needs to be replaced. As discussed above, this is an essential piece of equipment for patient care, as there are a variety of conditions affecting the eye that need to be imaged to document and monitor for possible progression. Our current retinal camera is used daily, so the care of hundreds of patients will be impacted if it cannot be replaced. The Northport VA Medical Center is seeking to purchase one (1) Retinal Camera, all-in-one PC and imaging software that at a minimum meets the following salient characteristics: The software package must meet all IT security requirements. The software must interface with Vista imaging to be able to transfer captured images to a patient s record. The system must have the capability to capture red-free photos and do fundus autofluorescence (FAF): these allow viewing the retina with special filters for diagnosis of specific types of conditions (our current camera does not have FAF capability). Spaide FAF filters are preferred and requested. The camera must allow photos to be taken without dilation, when necessary (i.e.: a non-mydriatic camera). Auto small pupil detection is desirable. The camera must have auto focus and auto capture capability, with a low flash intensity option for patient comfort. The camera should be designed to allow easy capture of stereo photography. The camera requires an external fixation pointer. The software requires advanced features, such as the ability to assemble a mosaic image (i.e.: a panoramic view of the retina by combining individual images). The system must have the capability to do fluorescein angiography, so that it can be used as a backup system if Ophthalmology s camera goes out of service. Installation: Installation and training must be provided by a clinical application specialist. Scope: Our scope would be to acquire one retinal camera, with digital camera attachment and software package, for use in documenting and monitoring various conditions affecting the eyes of our veteran patients. Warranty: Equipment should include warranty against defective materials and workmanship under normal use for a period of one (1) year from the date the equipment is tested and considered satisfactory and fully functional. Delivery: Equipment should be delivered to Northport VA Medical Center Optometry Service Building 200, Quad 2J, Room D2-7, 79 Middleville Road Northport, NY 11768 This system should be a robotic, non-mydriatic color fundus camera featuring slit-scan technology, a 12-megapixel sensor, and ambient-light imaging. Period of Performance: Product must be delivered within 45 days after issue of purchase order. Extensions can be granted by the contracting officer or contracting officer representative if there is a prolonged backorder. The full text of FAR provisions or clauses may be accessed electronically at: https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) The following solicitation provisions and clause apply to this acquisition: 52.203-17 Contractor Employee Whistleblower Rights. (NOV 2023) 52.204-7 System for Award Management Registration, with Alternate I (OCT 2018) (DEVIATION NOV 2025) 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) 52.219-6 Notice of Total Small Business Set-Aside. (NOV 2020) (DEVIATION NOV 2025) 52.219-8 Utilization of Small Business Concerns. (JAN 2025) (DEVIATION NOV 2025) 52.225-2 Buy American Certificate (OCT 2022) 52.222-19 Child Labor-Cooperation with Authorities and Remedies. (MAR 2026) (DEVIATION NOV 2025) 52.222-36 Equal Opportunity for Workers with Disabilities. (JUN 2020) (DEVIATION NOV 2025) 52.222-40 Notification of Employee Rights Under the National Labor Relations Act. (DEC 2010) (DEVIATION NOV 2025) 852.232-72 Electronic Submission of Payment Requests (NOV 2018). 852.239-76 Information and Technology Accessibility (FEB 2023). FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) As prescribed in 12.205(a)(1), insert a clause substantially as follows: Instructions to Offerors Commercial Products and Commercial Services (Deviation Date) (a) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include (1) The solicitation number; (2) The name, address, telephone number of the Offeror; (3) The Offeror s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; (4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation; (5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and (6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments. (b) Period for acceptance of offers. The Offeror agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (c) Late submissions, modifications, revisions, and withdrawals of offers. (1) Offerors are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. (2) Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (4) Offerors may withdraw their offers by written notice to the Government received at any time before award. (d) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with Offerors. Therefore, the Offeror s initial offer should contain the Offeror s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received. (e) Debriefings. If a post award debriefing is given to requesting Offerors, the Government will disclose the following information, if applicable: (1) The agency s evaluation of the significant weak or deficient factors in the debriefed Offeror s offer. (2) The overall evaluated cost or price and technical rating of the successful Offeror and the debriefed Offeror and past performance information on the debriefed Offeror. (3) The overall ranking of all Offerors when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award. (5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Offeror. (6) Reasonable responses to relevant questions posed by the debriefed Offeror as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities. (End of provision) FAR 52.222-90 Addressing DEI Discrimination by Federal Contractors. As prescribed in 22.2203, insert the following clause: Addressing DEI Discrimination by Federal Contractors (Deviation DATE) (a) Definitions. As used in this clause Program participation means membership or participation in, or access or admission to: training, mentoring, or leadership development programs; educational opportunities; clubs; associations; or similar opportunities that are sponsored or established by the contractor or subcontractor. Racially discriminatory diversity, equity, and inclusion (DEI) activities means disparate treatment based on race or ethnicity in the recruitment, employment (e.g., hiring, promotions), contracting (e.g., vendor agreements), program participation, or allocation or deployment of an entity's resources. (b) In connection with the performance of work under this contract, the Contractor agrees as follows: (1) The Contractor will not engage in any racially discriminatory DEI activities; (2) The Contractor will furnish all information and reports, including providing access to books, records, and accounts, as required by the Contracting Officer, for purposes of ascertaining compliance with this clause; (3) In the event of the Contractor's or a subcontractor's noncompliance with this clause, this contract may be canceled, terminated, or suspended in whole or in part, and the Contractor or subcontractor may be declared ineligible for further Government contracts; (4) The Contractor will report any subcontractor's known or reasonably knowable conduct that may violate this clause to the Contracting Officer and take any appropriate remedial actions directed by the Contractin