36C10X26Q0125 0001 - Amendment - Scrub Dispensing.docx

Questions for 36C10X26Q0125 NX EQ Scrub Dispensing System

GENERAL INFORMATION

Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contract Specialist Jalima J. Jones Jalima.Jones@va.gov

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

DESCRIPTION

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Amendment to a Previous Combined Solicitation

The purpose of this amendment (36C10X26Q0125 – 0001) is to provide answers to questions received in reference to solicitation # 36C10X26Q0125.

Solicitation closing will be extended until May 8th, 2026.

No additional questions will be accepted System-Level Evaluation

· Will the evaluation consider system-level performance aspects such as inventory optimization, refill workflows, and peak-hour throughput, in addition to individual equipment specifications? The evaluation will consider these.

· Should vendors describe the full operational workflow, including multi-site management capabilities? Yes, vendors should describe the full operational workflow.

Scalability and Enterprise Management

· Is centralized system management across sites (e.g., user management, inventory balancing, reporting) expected or preferred? Expected.

RFID and Return Process

· Is there a preference regarding return workflows, such as user-identified returns versus non-identified (RFID-based) returns? No preference.

· Will reliability metrics (e.g., RFID read accuracy, system uptime) be part of the evaluation criteria? Yes, it may be evaluated.

Software Capabilities

· Beyond being web-based, are there specific functional requirements for the management software (e.g., analytics, dashboards, alerts, inventory optimization)? No, everything will be considered as part of the proposed solution.

· Will reporting capabilities and system monitoring features be evaluated? Yes.

· Is it relevant for the units to work in offline mode? Yes.

Refill and Operational Efficiency

· Should vendors include details regarding refill processes, required labor effort, and associated operational efficiency? Provide your strongest solicitation package.

· Will these factors be considered as part of the evaluation? Yes, it may be considered.

Configuration and Compliance Approach

· Is compliance acceptable if achieved through alternative technical approaches, provided all salient characteristics are met or exceeded? Yes.

· Will additional functionalities beyond the listed salient characteristics be considered in the evaluation? Yes, the full package will be considered.

· For an “equal” solution that fully meets all stated salient characteristics, will additional operational and technical capabilities beyond the minimum requirements be considered favorably in the technical evaluation, or will evaluation be limited strictly to compliance with the stated salient characteristics? Yes, the full package will be considered.

· The solicitation states that vendors may quote additional ancillary products essential to the functionality of the proposed solution with a quantity of zero in the pricing volume. Please confirm whether optional software modules, mobile applications, RFID inventory tools, and laundry-interface components may be proposed in this manner and considered as part of the overall offered solution. Yes, optional information is encouraged but not required.

· Please confirm whether the Government will consider favorably, as an added capability beyond the minimum requirements, a solution that includes secure mobile applications and tablet-based workflows in addition to the dispensing/receiving unit itself. Examples include mobile-based user identification, garment pickup workflow, balance visibility, administrative user management, and tablet-based operational refill workflows. Please also clarify whether such additional functionality may receive positive consideration in the technical evaluation. Submissions will be considered based on evaluation criteria.

· SC3 requires configurations for various scrub set capacities. If an offered system provides greater capacity, faster refill time, and/or a better capacity-to-footprint ratio than the minimum required, will those attributes receive any additional consideration in evaluation? Submissions will be considered based on evaluation criteria.

· The solicitation states that orders will provide the delivery locations, delivery dates, and exact quantities. Can the Government provide any additional guidance regarding expected site configurations, expected quantities per location, or any assumptions vendors should use regarding the number of items required in each system? In addition, please clarify whether additional capacity beyond the minimum requirement would provide any evaluation benefit. No, submissions will be considered based on evaluation criteria.

· In our response, pricing on service of the scrubEx per unit and software is being requested; can we provide a line item for SERVICE for other devices that utilize the same software? Yes.

· In our response, can we provide additional ancillary line items that support the scrub receiver /dispenser such as firmware upgrades and equipment move requests etc? Yes.

· Can you advise if the units should be VA TRM approved? Submissions will be considered based on evaluation criteria.

· Considering recent events with medical devices and cyber security attacks, can you advise if the units should have a DoD Authority to Operate (ATO)? No, a DoD ATO is not required. However, if the proposed solution is storing data outside of a VA server, provide information on how that information is managed.

· With scrub automation, industry standard typically provides a designated linen consultation/reports that is included with the units – should this be included as a requirement to keep with industry best practices? Submissions will be considered based on answering the current requirements evaluation criteria.

· Under salient characteristics can the card reader/ keypad reader bullet points be combined (not separated)? Further, allowing Cabinets to use proximity, magnetic stripe, barcode or keypad for access will allow for the best options that align with technology advancement. Yes.

· Under salient characteristics, can audible and visual alarms be removed ?; instead - offer a means to track/monitor warning and critical alerts? No.

· Under salient characteristics, can Anti-pinch point mechanisms be removed? We are not familiar with any product that can offer this. No.

· If there is a line item that is a “future” item for software- can that be included in the scope of work but then added later with pricing as a line item in future option years once executed? No.

· The receiving time of scrubs is critical for specialties that are accessing scrubs in between cases and care of Veterans– can one of the requirements/salient characteristics be added to incorporate a 5 second dispense time? No.

· For capture return accountability data, should this requirement include salient characteristics that uses image-based verification or equivalent evidence of returned items? No.

· Should salient characteristics include a systems ability to restrict or flag unauthorized users in real time? No.

· Will systems made in the US be prioritized over items not made in the US? Submissions will be considered based on evaluation criteria.

· Can you provide a timeline for anticipated execution of award? TBD

· To align with annual economic price adjustments of current units on Federal contracts at the start of each calendar year, can one of the options be considered?

· Allow for a Base year for 6 months with the OYs to follow in one- year increments? No.

· Allow for multiple part numbers for the base year only to account for phase 1 (first half of the base year) and then phase 2 pricing (second half of the base year)? No.

· Given the amount of questions, is it possible grant an extension to the RFQ to allow ample time for questions to be answered that would impact the response to the RFQ? Yes. All quotes shall be submitted no later than May 8th, 2026 by 10:00 AM EST.

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