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XRAY HEADS DENTAL


Washington, United States
Government : Federal
RFQ
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New Equipment Purchase/Replacement/Upgrade
The overall purpose is to provide replacement equipment at Boise Veterans Health Care System . The specific requirements for this procurement are listed in the Salient Characteristics within this Sources Sought notice.
Instruction to Offerors Guidance:
This sources sought notice is not a Request for Quote (RFQ). This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the government to a particular acquisition approach. Any information provided to the Government as a result of this sources sought notice is voluntary. Responses will not be returned. No entitlement to payment or direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses or the Government's use of such information.
This Sources Sought Notice is for planning purposes only and is intended to identify contractors in any socioeconomic category who can support this requirement.
INSTRUCTIONS FOR SUBMISSION
Interested parties are encouraged to respond via email to Brittany Ronhaar, Contracting Officer, brittany.ronhaar@va.gov. Responses are due no later than Friday, Sept. 2, 2016 by 2:00 p.m. Pacific Standard Time (PST),
Respondents should include as part of their submission:
a.    Indicate whether or not you can provide all items listed in the Salient characteristics (to include shipping FOB destination).
b.    Business size (VOSB, SDVOSB, etc.)

**Please do not submit a price quote as this request is for market research/informational purposes only.**

*RFQ will be Posted to FBO following this notice

SALIENT CHARACTERISTICS

Salient characteristics for radiographic software upgrade and additional intra-oral X-ray units
1-    3D Cone Bean Computed Tomography (CBCT ) retrofit kit for Planmeca Promax Digital Panorex model # PX-1001.

a.    Software must be compatible with current equipment; this is a software upgrade- for a Promax Digital Panorex-PX-1001 X-ray machine.
b.    Software program must be VA approved Romexis imaging software.
c.    Software must interface with VISTA imaging.
d.    Upgrade must allow both 2D and 3D imaging.
e.    Must use the same sensor for both 3D and 2D.
f.    Lifetime software license.
g.    Mac OS and Windows compatible.
h.    Software must provide 3D bitewing images.
i.    Must include a dental Implant design program.
j.    Calculates at least 10 different panoramic curves in 2mm shifts.
k.    Automatically adjusts the sharpness of the 10 layers into one layer.
l.    Image properties.
i.    3D Flat panel pixel size at least 127 um.
ii.    Smart Pan 2D pixel size at least 127 um.
m.    Patient dose complies with ALARA (As Low As Reasonably Achievable).
n.    Installation and training included.

2-    Intra-Oral Digital X-ray unit

a.    Variable kV and mA.
b.    Pre-programmed quick settings, allows different exposure value combinations.
c.    Automatic imaging parameters for selected exposure region and diagnostic need.
d.    Must be compatible with our current Planmeca ProSensor.
e.    Software must be VA approved Planmeca Romexis.
f.    Software must interface with VISTA imaging.
g.    Lifetime software license.
h.    Mac OS and Windows compatible.
i.    Adapts to both short-cone and long-cone imaging techniques.
j.    Must have at least an 80" arm reach.
k.    System comes with compatible sensors to current sensors.
l.    Drift free positioning light weight tube head (no more than 3.1Kg weight of tube head assembly).
m.    Radiation leakage: maximum of 70kV peak tube potential.
n.    Minimum filtration: aluminum equivalent of at least 2.5mm.
o.    Sensors can be immersed in disinfectant solution.
p.    Installation and training included.








STATEMENT OF WORK (SOW)


1. Contract Title. The purchase and installation of 5 digital intraoral Dental X-ray units. Also include is the software conversion and equipment upgrade of an existing Planmeca Promax Panoramic x-ray machine to 3D capability. This includes all software licenses and sensors.

2. Background.
We are currently using fee basis money to have 3D panoramic films taken. The need for this procedure is increasing as this is becoming the standard of care. A make buy study was done with the outcome being that this will pay for itself in under 3 years. These are needed for both dental implant placement and diagnosis of dental pathology. Currently we have one intraoral dental x-ray unit that is shared between 5 providers. This is both inefficient and a patient safety issue. Radiographs are routinely used during dental procedures, currently we stop the procedure and take the patient down the hall for the x-ray. This is very difficult for Veterans who need to be transferred, as well as Veterans who are at fall risk. These patients' also may have a rubber dam in place that limits their sight. During Root canals a file is kept in the tooth to identify correct length, this can be a risk when a patient has to walk down the hall for a radiograph. This is highly inefficient since it involves moving the patient too and from different rooms. The x-ray room needs immediate cleaning of the chair and equipment before the next Veteran can have an x-ray. The turn -over can add 20 minutes of non-productive provider time per patient. This is a beginning step in a minor remodel project that will increase provider production, provide a higher quality of care for our Veterans, improve patient safety and allows for better infection control.
3. Scope.

This is for a software and equipment upgrade of an existing Panoramic x-ray machine. It also is for the purchase and installation of 5 digital intraoral dental x-ray machines to be used in the Boise VA Dental clinic. This is to meet the current standard of care in both the VA and the community. It also addresses both patient safety issues with our current system and will increase provider production and access.

4. Specific Tasks.

Task 1- Provide and install a 3D software upgrade to an existing Planmeca Promax dental panoramic x-ray machine SN: RPX23628. It must upgrade the existing unit and include all components, parts and software needed .It must be Romexis compatible and allow radiographs to be digitally stored in VISTA imaging. It must be able to integrate with the VA supplied PC's . It shall be capable of taking both 3D and 2D panoramic radiograph, as well as true extra-oral bite wing radiographs. All software licenses will be included. Training on the use of the equipment and managing the software will be included. This includes face to face training as well as access to the companies web based training. The ability to scan models would be preferable but not required.

Task 2- Provide and install 5 digital intraoral X-ray units. Each must have variable KV and mA, have pre-programmed quick settings ,and compatible with our existing Planmeca ProSensors. It must be Romexis compatible and allow radiographs to be digitally stored in VISTA imaging. It must be able to integrate with the VA supplied PC's . The Sensors need to come in at least two sizes, have rounded edges for patient comfort, have hermetically sealed housing to ensure effective infection control. They must produce hi quality images with high contrast and resolution of at least 20lp/mm.


5. Performance Monitoring (if applicable).
The Point of contact will be the Dental Service Chief. He/she will work with the Boise Biomed department to ensure correct installation of the equipment as well as the proper interface with VISTA imaging. The POC will evaluate the image quality by viewing multiple images taken on each x-ray unit. The POC will navigate the software to ensure proper functioning, The POC will open images in VISTA imaging to ensure proper storage and retrieval of images. The POC will use each machine to ensure proper installation and function of each unit. The POC will evaluate the installation quality in regards to placement and ergonomic needs of the providers. The Dental chief may also act as the COR.
6. Security Requirements.
The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required


7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

Six GFE supplied PC's with high resolution monitors dedicated to each x-ray machine. These are to be supplied to BVAMC Biomed service The exact type and serial number to be determined.

8. Other Pertinent Information or Special Considerations.

Special requirements are upgrading to an existing x-ray machine, as well as the requirement to run Romexis. Training on both technique and software usage for the upgraded equipment from the providing company shall be included.

    a. Identification of Possible Follow-on Work.

None.

    b. Identification of Potential Conflicts of Interest (COI).

None. Any situation that may influence which contractor should be awarded the contract. An "organizational COI" is a situation where because of other relationships or activities a person (company) is unable or potentially unable to render impartial assistance or advice to the Government or cannot objectively perform contract work or has an unfair competitive advantage. FAR 9.502 states that "an organization COI may result when factors create an actual or potential conflict of interest on an instant contract, or when the nature of the work to be performed on the instant contract creates an actual or potential COI on a future acquisition." An "organizational COI" exists when the nature of the work to be performed may, without some restriction on future activities, (1) result in an unfair competitive advantage to the contractor or (2) impair the contractor's objectivity in performing the contract work. In services contracts, it is the latter which may most often occur because of a contractor's access to proprietary information, the evaluation and analysis of products which it may produce, and/or its role as an advocate in contract performance or other situations. The primary burden is on the contractor to identify any organizational COI, however, the Government has the responsibility to identify and evaluate such conflicts. The Contracting Officer is charged with avoiding, neutralizing or mitigating such potential conflicts. It is the customer's responsibility to determine that no organizational COI exists. This is because the customer is more familiar with its requirements and the history of the requirements than the Contracting Officer could ever be. Therefore, the customer must make a determination that no COIs exist, or identify any potential COI that may exist prior to the execution of this contract.
    

    e. Inspection and Acceptance Criteria.

The COTR is responsible for certifying that the work done under the contract is performed to time and standard. They are also responsible to assure the inspection and acceptance of products provided incidental to services. Acceptance will occur after image quality is met on all machines, the units are safely and ergonomically installed, images are stored and retrieved from VISTA imaging.




9. Risk Control
This project will increase patient safety by eliminating the need for the Veteran to leave the dental operatory of radiographs, It also increases patient safety by using 3D technology for identifying true anatomical features prior to implant placement as well as providing a more accurate view for diagnosing dental pathology.
10. Place of Performance.

This is to be installed at the Boise VAMC 500 Fort St. ,Boise ID 83702. Dental service, bld. 85 rooms 2-21,22,25,26, 27and 29

11. Period of Performance.
This is a one- time purchase. Installation should be completed no more than 90 days after contract is awarded. Training shall be provided prior to use for Veteran care.
12. Delivery Schedule.
Provide installation and training dates at least 60 days prior to installation.

Brittany Ronhaar
360.852.9884

brittany.ronhaar@va.gov

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