The Department of Veterans Affairs is seeking qualified vendors to provide Biometer Optometry equipment for the Huntington Veterans Affairs Medical Center (VAMC). The procurement includes the Argos Biometer, along with warranty, installation, and training services, adhering to the brand name or equal requirement as specified in FAR Clause 52.211-6. This equipment is crucial for performing accurate biometry, keratometry, and intraocular calculations, particularly in complex cataract cases, and must integrate with existing systems such as Vista Imaging and Zeiss FORUM. Interested vendors must submit their responses, including company information and authorized dealer verification, by December 18, 2025, to assist in determining potential set-asides for future solicitations. For inquiries, contact Alison Klein at Dylan.Gore@va.gov or call 202-745-8000 x54953.

36C24526Q0157.docx

The Department of Veterans Affairs (VA) is conducting market research through a Sources Sought Notice (36C24526Q0157) for Biometer Optometry equipment for the Huntington VAMC. The VA seeks an Argos Biometer, including warranty, installation, and training, with brand name or equal items considered per FAR Clause 52.211-6. The equipment must perform accurate biometry, keratometry, and intraocular calculations using two-dimensional swept-source OCT (SS-OCT) and be able to interface with Vista Imaging and Zeiss FORUM. The notice requests information from potential sources, including company details, make/model of proposed items, authorized dealer verification, applicable GSA schedules, and answers to specific government questions regarding specifications, accessories, lead time, and country of origin. The VA emphasizes that only new equipment from authorized dealers/distributors will be accepted, and remanufactured or gray market items are strictly prohibited. Responses are due by December 18, 2025, to assist the VA in determining potential set-asides for a future solicitation.

P02 Attachment 1 Example OEM Authorized Dealer Letter.docx

This document is an OEM authorization letter, commonly used in government procurement processes like RFPs, federal grants, and state/local RFPs. It certifies that a named company is an authorized dealer/distributor for an Original Equipment Manufacturer (OEM). The letter guarantees that all products supplied by the OEM are safe, not counterfeit, and properly stored. It also confirms that product warranties, service, and preventative maintenance agreements will be honored by the OEM or that the OEM authorizes the named dealer/distributor to fulfill these obligations on its behalf. This document serves as crucial proof of authenticity and support for bids and proposals requiring authorized distribution channels.

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Department of Veterans Affairs
NCO 05
Huntington VAMC
Biometer Optometry
SOURCES SOUGHT 36C24526Q0157
\*\*IMPORTANT:Â  Please read this entire notice in full BEFORE responding! \*\*
The Huntington VAMC has a requirement to purchase Biometer Optometry with an authorized vendor to supply and deliver the item(s) identified in Table 1 below. This requirement is in support of a brand name or equal requirement. See FAR Clause 52.211-6 Brand Name or Equal for additional information. See attachments for salient characteristics. Item(s) are to be delivered to the location specified below.
Table 1 Package Items Summary
Item Number
Item Description
Quantity
900242708
Argos Biometer
1
Warranty
1
Installation
1
Training
1
The VA is conducting market research and is seeking written responses with information to assist with identifying potential sources that are interested in, and capable of, providing the products described (in whole or in part).Â  Please review the information contained herein and identify whether your company has the capability and interest to provide the brand name or equal items listed that possess the salient characteristics as described.Â  Please see section titled SUBMITTAL OF RFI RESPONSE below for what information to include in your company s response.
The address of the Huntington VAMC is listed below.
Additional delivery instructions may be provided after award.
Huntington VAMC (Hershel Woody Williams)
1540 Spring Valley Drive
Huntington, WV 25704
GOVERNMENT QUESTIONS
The VA is requesting vendors answer the following questions in response to this notice.Â 
Are there any specifications for individual items that you believe may be too restrictive when taking into consideration industry standards (see salient characteristics and SOW).Â  What specifications and why?
Are there any accessories for any equipment item that are normally separately priced?Â  What accessories?
Are there any items that you would recommend be purchased separately?Â  What items and why?
Is there any reason you would not be interested in responding to a solicitation?Â  What are the reason(s) and why?
What is the lead time for this equipment?
What is the country of origin that the equipment manufactured?
Do you have any questions or comments that may otherwise assist us?
SET-ASIDE
Complete responses to this notice will assist the VA in determining any potential set-aside for the requirement.Â  Not providing all information requested in response to this notice may result in the VA being unable to determine a vendor potentially capable of satisfying the requirement and, subsequently, if the rule of two criteria is not met, a specific set-aside category may not be decided by the Contracting Officer.
AUTHORIZED DEALER/DISTRIBUTOR VERIFICATION
Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM.Â  All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.Â  The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.
This requirement is for new equipment ONLY; remanufactured or gray market items will not be accepted.Â  Gray market, also known as parallel market is the trade of a commodity through distribution channels which, while legal, are unofficial, unauthorized, or unintended by the original manufacturer.
Any vendor interested in this requirement shall be an Original Equipment Manufacturer (OEM) authorized dealer or distributor for the proposed equipment/system such that OEM warranty and services are provided and maintained by the OEM or that the OEM gives authorization to the vendor to fulfill all warranty, service, and/or preventative maintenance obligations for the equipment on their behalf.Â  All software licensing, warranties, and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.
To assist the VA in determining any potential set-aside, we are requesting vendors provide the authorized dealer/distributor letter in response to this Request for Information (RFI).Â  Any future solicitation will include the requirement for vendors to provide authorized dealer verification for all items of equipment.Â  To satisfy this requirement, the vendor shall provide the original documentation from the manufacturer stating they are an authorized dealer/distributor for the items being procured.Â  This letter shall be on the manufacturers official letter head or from an official manufacturer email and guarantees the products are safe, are not counterfeit or adulterated devices, have maintained adequate storage conditions, and that:
All product warranties and service and/or preventative maintenance agreements transfer to the VA and will be honored by the OEM or
Guarantees that the OEM gives authorization to the vendor to fulfill all warranty, service, and/or preventative maintenance obligations for the equipment.Â 
SALIENT CHARACTERISTICS/DELIVERY SPECIFICATIONS/WARRANTY SPECIFICATIONS
Must perform accurate biometry, keratometry and intraocular calculations including toric lenses, especially in difficult cataract cases. Measurements should be obtained via two-dimensional swept-source OCT (SS-OCT). Must obtain non-contact measurements.
Must be able to dicom images into Vista Imaging and Zeiss FORUM.
Equipment/Supply/Instrument:
Dimensions (what is the space requirement for the product?):
Height Minimum: 1 ft to Maximum: 4 ft
Width Minimum: 1 ft to Maximum: 4 ft
Depth Minimum: 1 ft to Maximum: 4 ft
Weight Minimum: 0 lbs to Maximum: 100 lbs
Display/Monitor/Screen (If required):
Height Minimum: to Maximum:
Width Minimum: to Maximum:
Depth Minimum: to Maximum:
Weight Minimum: to Maximum:
Additional display requirements: Specified computer is provided with instrument
Software Required/associated with this purchase?
Yes: x . If yes, please provide additional documentation.
No: .
Power Requirements? Yes: x No:
If Yes, Voltage (AC/DC) range from: 24VDC To:
Power Cable Length Minimum: to Maximum:
Grounded? Yes: No:
Battery Powered/Backup? Yes: No:
Type (rechargeable, expendable)?
Hours to Recharge: From: To:
Operating hours: From: To:
Environmental Considerations: Yes: x No:
Humidity control range: From: 10 To: 95
Heating/Cooling range: From: 0 deg C To: 70 deg C
Other Environmental Considerations:
Additional instructions/Needs/Specifications:
This item must be able to perform non-contact biometry. It must be able to calculate intraocular lens implant powers and toric implants.
Place of Performance
The place of performance is the Eye Clinic, located on the third floor west of the Hershel Woody Williams VAMC.
Delivery or Deliverables
The contractor will coordinate with the Veterans Affairs Medical Center department of biomedical engineering, to service all on-site installation of hardware and software, as well as to provide any on-going support within the frame of their warranty-period. The warranty contract shall be pursued and maintained by the department of biomedical engineering.
Warranty Requirements
Must carry original manufacturer warranty.
DELIVERY INFORMATION
The need date for these items is in the range 02/27/2026-9/30/2026.
SUBMITTAL OF RFI RESPONSEÂ 
If you believe you are capable of meeting this requirement (in whole or in part), please provide a complete response no later than December 18, 2025 at 12:00 PM (Eastern).Â  A complete response satisfies the information requested below.
The Government requests responders provide the following information:
Company information including name, address, point of contact, and DUNS Number
The make and model information for each item,
If an equivalent item will be proposed, cut sheets containing specifications,
Authorized dealer verification (see below),
The contract number of any applicable GSA schedule if one exists from which these items can be procured, and
Answers to government questions (Vendor Response Form)
NAICS: 334510- Electromedical and Electrotherapeutic Apparatus Manufacturing
Size Standard:Â 1,250 Employees
PSC:Â 6540- Ophthalmic Instruments, Equipment, and Supplies
NOTE: This RFI is being sent solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government.Â  Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract.Â  Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice.Â  No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information.Â  At this time, no solicitation exists; therefore, please do not request a copy of the solicitation.Â  Any resulting procurement action will be the subject of a separate, future announcement.Â  The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release.Â  The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined.
/END OF NOTICE/

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