SAM #36C24526Q0587

Procurement of Surgical Lighting Equipment for Washington DC VA Medical Center

This opportunity from the Department of Veterans Affairs, VAMC (688) Washington DC VA Medical Center, seeks surgical lighting equipment for clinical use. - Government Buyer: - Department of Veterans Affairs, VAMC (688) Washington DC VA Medical Center - VISN 5 Contract Satellite Office - Products Requested: - Ultralite Pro Headlight with Premium Cable (Local Stock Number: AX2100BIF), quantity 3 - MLX 300W Xenon Light Source (Local Stock Number: 00MLX), quantity 5 - MLX Floor Stand (Local Stock Number: 001337), quantity 5 - OEMs and Vendors: - No specific OEMs named; products must be brand name or equal and sourced through manufacturer-approved distribution channels - Notable Requirements: - All items must be covered by manufacturer’s warranty - Delivery required within 90 days of contract award - Installation and training by certified personnel - Compliance with VA and CDC guidelines for on-site work - Equipment features include adjustable headband, bifurcated cable, temperature-sensing, and compatibility between floor stand and light source - Small business set-aside

Description

Combined Synopsis-Solicitation for Commercial Products and Commercial Services Effective Date: 01/15/2026 Revision: 03 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 2026-01. This solicitation is set-aside for small business set-aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 with a small business size standard of 1,000 employees. The FSC/PSC is 6515. The VAMC (688) located at 50 Irving St. NW Washington, DC 20422 is seeking: 3 Ultralite Pro Headlight with Premium Cable (Brand Name or Equal) 5 MLX 300W Xenon Light Source (Brand Name or Equal) 5 MLX Floor Stand (Brand Name or Equal) All interested companies shall provide quotations for the following: Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Ultralite Pro Headlight with Premium Cable 3 EA $1,757.34 $5,272.02 0002 MLX 300W Xenon Light Source 5 EA $8,395.79 $41,978.96 0003 MLX Floor Stand 5 EA $666.12 $3,330.60 STATEMENT OF WORK (SOW) Contract Title: Headlight and Light Source for Surgical Procedures Background: This equipment is essential as surgeons need adequate lighting to effectively complete surgical procedures. Scope of Work: The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Distributors and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request. Required Features: Ultralite Pro Headlight with Premium Cable (Brand Name or Equal) Adjustable headband 9ft bifurcated cable MLX 300W Xenon Light Source (Brand Name or Equal) 300W xenon bulb Temperature-sensing feature Stand-by button Automatically shut down lamp after set amount of time in stand-by mode Adjust light intensity in 5% increments MLX Floor Stand (Brand Name or Equal) Compatible with Light Source Specific Tasks: 5.1 Delivery All equipment shall be delivered to: Washington DC VA Medical Center 50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip). Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345) Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery. Delivery is required within 90 days from award of the contract. 5.2 On Site Procedures COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC guidelines. Mask Requirement: All contractors shall wear masks while indoors. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work. On site visits shall be scheduled in advance with the designated on-site POC. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work. The VA campus is non-smoking. Contractor personnel are required to comply with this policy. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas. Contractor personnel’s tool bags are subject to inspection. 5.3 Installation/Implementation Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system. Installation shall be completed within the period of performance. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site. Contractor shall submit all removable media to be used on a VA system to Biomedical Engineering for scanning with anti-virus software prior to use. In the case of turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment). The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. 5.4 Training Contractor shall be responsible for providing training to clinical staff/users. Training is to be scheduled in advance with the designated on-site POC. Education shall be provided prior to and/or at time of installation. Education professionals shall be certified to provide instruction on the designated equipment/system. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips. 5.5 Inspection and Acceptance Contractor shall conduct a joint inspection with the on-site POC upon completion of installation. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer. 5.6 Deliverables The Contractor shall provide the below documentation for the proposed equipment to VHAWASEquipmentRequests@va.gov within 10 business days of work completion: Service report. Warranty information. Electronic copy of the Operators Manual. Electronic copies of the complete technical service manuals, including troubleshooting guides, necessary diagnostic software and equipment information, schematic diagrams, and parts lists. Hours of Operation DC VAMC’s normal business hours are Monday-Friday, 8:00 am to 4:30 pm, excluding observed Federal holidays: New Year’s Day Labor Day Martin Luther King’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day Any other national holiday as declared by the President of the United States Period of Performance: Delivery within 90 days from contract award. Invoicing Contractor shall submit a consolidated invoice monthly in arrears of the month for which services are being billed. One all-inclusive monthly invoice shall be provided, which shall contain an invoice number, contract number, obligations order number, and an itemized list of services provided. An acceptable master (all-inclusive) itemized list of services shall be agreed to between the Contractor and the COR prior to submission of the first invoice. All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA’s Electronic Invoice Presentment and Payment System (IPPS): The VA Financial Services Center (FSC) uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website to begin submitting electronic invoices, free of charge: http://www.tungsten-network.com/US/en/veterans-affairs/. More information on the VA FSC is available at: http://www.fsc.va.gov/einvoice.asp. Vendor e-Invoice Set-Up Information: To begin submitting your electronic invoices to the VA FSC for payment processing, free of charge, please contact Tungsten at: Phone: 1-877-489-6135 Email: VA.Registration@Tungsten-Network.com If you have questions about the e-invoicing program or Tungsten, please contact the FSC at: Phone: 1-877-353-9791 Email: vafsccshd@va.gov Contract Type: Firm-Fixed Price Contract Place of Performance/Place of Delivery VAMC (688) 50 Irving St. NW Washington, DC Postal Code: 20422 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. Applicable Provisions and Clauses The following solicitation provisions and clauses apply to this acquisition: Provisions: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services 52.216-1, Type of Contract (Nov 2025) (Deviation) 52.222-90, Addresses DEI Discrimination by Federal Contractors (Deviation) 52.225-2, Buy American Certificate (Oct 2022) 52.240-90, Security Prohibitions and Exclusions Representations and Certifications (Nov 2025) (Deviation) 52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998) 52.212-2, Evaluation Commercial Products and Commercial Services (Nov 2021) 52.212-3, Offeror Representations and Certifications Commercial Products and Commercial Services (Oct 2025) (Deviation Feb 2025) Clauses: 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services (Nov 2023) 52.222-90, Addressing DEI Discrimination by Federal Contractors (Deviation Apr 2026) 52.240-91, Security Prohibitions and Exclusions (Nov 2025) (Deviation) VAAR 852.219-73, VA Notice of Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (Jan 2023) (Deviation) VAAR 852.219-76, VA Notice of Limitations on Subcontracting Certificate of Compliance for Supplies and Products (Jan 2023) (Deviation) VAAR 852.232-72, Electronic Submission of Payment Requests (Nov 2018) VAAR 852.247-71, Delivery Location (Oct 2018) VAAR 852.247-73, Packing for Domestic Shipment (Oct 2018) 52.252-2, Clauses Incorporated by Reference (Feb 1998) All quoters shall submit the following: Descriptive literature demonstrating the product meets or exceeds the specified brand name product. Any product solution or configuration that is equivalent to the brand name product, clearly identified by brand name and part number. Full name and address of company. DUNS number / CAGE Code / SAM UEI. Business size. Manufacturer or Distributor information. Country of origin for all products. Technical literature showing product equivalence. Any additional beneficial product solutions or configurations. Authorized Distributor Letter Certified by OEM with current date. All quotes shall be sent to Contract Specialist, tara.davis4@va.gov. Responses are due by 6/25/26 at 9:00 AM EST. Late submissions will be handled according to FAR 52.212-1(f). Questions should be directed in writing to the Point of Contact: Tara Davis - tara.davis4@va.gov

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