36C10X26Q0265.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contract Specialist Alanna Wilson Alanna.Wilson@va.gov 240-215-1633

PLACE OF PERFORMANCE

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

DESCRIPTION

1.0 DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The Department of Veterans Affairs’ (VA) Enterprise Procurement Office (EPO), formerly the Strategic Acquisition Center (SAC), is issuing this Sources Sought Notice as a means of conducting market research to identify qualified sources with the capability and resources to meet the Veterans Health Administration’s (VHA) Non-Expendable Equipment National Program requirement for Environmental Disinfection Systems UV-C Light.

The EPO in conjunction with VHA is seeking qualified sources capable of supplying the FDA 510(k)-cleared, brand name Helios+ Environmental Disinfection Systems UV-C Light on an agency-wide basis. VA is contemplating the award of a single Requirements Contract with Firm-Fixed Price (FFP) orders IAW FAR 16.503, Requirements Contracts, to a supplier of this equipment. Respondents will be required to deliver complete UV-C Light Environmental Disinfection Systems to VA medical centers and facilities throughout the United States.

The associated North American Industry Classification System (NAICS) code for this procurement is 334510 – Electromedical and Electrotherapeutic Apparatus Manufacturing and the associated size standard is 1,250 employees.

The FAR Provision found at 52.204-7 requires that “The Offeror shall have an active Federal Government contracts registration in the System for Award Management (SAM) when submitting an offer or quotation.” You may access the SAM website at SAM.gov | Home. All respondents must be certified with the appropriate NAICS code on the SAM website. All SDVOSB/VOSB respondents must be verified in the SBA database at: https://www.sba.gov/veterans/#vetcert at the time of submission.

Submissions for this “Sources Sought Notice” shall be submitted by email no later than September 28, 2026, at 12:00pm Eastern Time to the Contract Specialist and Contracting Officer at the following email addresses:

Alanna.Wilson@va.gov Anthony.Zibolski@va.gov Email responses shall include the following subject line: “Response to Sources Sought Notice 36C10X26Q0265.”

This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This notice is part of a continuous process for obtaining the latest information on the commercial status of the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this notice. There is no solicitation available at this time.

2.0 SCOPE OF WORK

The Helios+ Environmental Disinfection Systems UV-C Light has been identified through VA’s market research to date as the only known FDA 510(k)-cleared system that uses ultraviolet (UV) light designed to kill, remove, or render inert pathogenic microorganisms present in a closed environment and on hard inanimate surfaces and objects located in that environment (frequently limited to one room). These systems are intended to remove microorganisms from the environment (i.e., most viruses and bacteria, including mycobacteria) and other microbial forms, including spores when using appropriate wavelengths in the UV spectrum. The Helios+ system uses continuous 254 nm UV-C delivered through a multi-emitter configuration capable of simultaneous 360-degree coverage and incorporates laser-based room mapping and real-time dose verification. The system is automated and includes computerized and remote monitoring capabilities. The system provides selectable operating cycles based on room disinfection requirements.

The following Contract Line Items (CLINs) are being considered:

Automated Triple Emitter UV-C System for whole room microbial reduction. Includes 3 emitters, 1 control tablet, 1 joiner with tablet holder, 1 joiner with storage bag, 3 safety motion sensors, and 2 joby tripods. First year software and maintenance support included.

Automated Dual Emitter UV-C System for whole room microbial reduction. Includes 2 emitters, 1 control tablet, 1 joiner with tablet holder, 3 safety motion sensors and 2 joby tripods. First year software and maintenance support included.

Automated Single Emitter UV-C System for whole room microbial reduction. Includes 1 emitter, 1 control tablet, 1 joiner with tablet holder, 3 safety motion sensors and 2 joby tripods. First year software and maintenance support included.

SURFcare Plus Annual Equipment Protection Plan, Triple Emitter System - Up to 15 user licenses, access to cloud-based portal for data and reporting, two tablet exchanges/year, three safety sensor exchanges per year, one full emitter replacement per year including shipping, lamp replacement every 24 months, and LTE connectivity for one tablet.

SURFcare Plus Annual Equipment Protection Plan, Dual Emitter System - Up to 15 user licenses, access to cloud-based portal for data and reporting, one tablet exchange/year, two safety sensor exchanges per year, one full emitter replacement every 2 years including shipping, lamp replacement every 24 months, and LTE connectivity for one tablet.

SURFcare Plus Annual Equipment Protection Plan, Single Emitter System - Up to 15 user licenses, access to cloud-based portal for data and reporting, one tablet exchange/year, one safety sensor exchange per year, one full emitter replacement every three years including shipping, lamp replacement every 24 months, and LTE connectivity for one tablet.

Motion sensor with charging cord and adapter

Surfacide control tablet with charging cord and adapter

1-year cellular LTE service for 1 control tablet

Respondents should identify a complete solution including associated accessories, as required for the system’s full functionality.

The following Minimum Technical Requirements (MTRs) are being considered:

1. FDA 510(k)-clearance

0. The contractor shall provide a whole-room ultraviolet microbial-reduction system with FDA 510(k)-clearance.

1. Whole-room UV-C disinfection configuration

1. The contractor shall provide a mobile UV-C environmental disinfection system capable of laser-based room mapping and real‑time dose verification.

1. UV-C output and coverage

2. The system shall emit continuous 254 nm UV‑C, capable of simultaneous 360‑degree coverage.

1. Cycle time and room coverage

0. The system shall be capable of completing a standard whole-room disinfection cycle in 20 minutes or less for a typical patient-care room, excluding setup and turnover time.

1. Personnel safety controls

0. The system shall include integrated safety features to prevent unintended human exposure to UV-C radiation. At a minimum, the system shall incorporate:

0. Motion- or occupancy-detection capability that automatically terminates UV-C emission when a person enters the treatment area.

0. Visible and/or audible pre-cycle warnings and active-cycle warning indicators.

0. A readily accessible emergency stop or equivalent immediate cycle-termination function.

0. Means to prevent unauthorized activation, such as controlled access, password protection, key control, or equivalent operator authentication.

For each product identified in the response (brand name and part number), the response must include descriptive literature demonstrating that the product meets or exceeds the MTRs specified above.

The Government's intent is to include all ancillary items necessary to ensure the equipment can function as designed by the OEM and as required. Respondents are encouraged to identify any additional Helios+ accessory, service, or configuration that may be necessary or beneficial to the functionality of the contemplated system. These items must be clearly identified by brand name and part number.

Responses to this Sources Sought Notice shall include the following:

1. Full name and address of company.

1. SAM Unique Entity Identifier (UEI).

1. Business Size and socioeconomic status, if applicable (e.g., SDVOSB, VOSB, WOSB, HUBZone, 8(a)).

1. Manufacturer or Distributor:

3. If distributor, provide the full name, business size and address of the manufacturer.

3. If distributor, provide evidence that your firm is currently an authorized distributor for the manufacturer of the products proposed, e.g. an authorized distributor letter with current date certified by the OEM.

1. Country of Origin designation for all products proposed.

1. Describe the firm’s ability to provide uninterrupted supply of products on a national scale.

1. Technical literature clearly demonstrating that the proposed product(s) meets the identified minimum technical requirements identifying the page number(s) where each requirement is met.

1. Does respondent offer an annual service plan, Yes or No?

7. If Yes:

0. Describe what the plan covers?

0. Identify whether the plan covers software updates, parts repair/replacement, or both

0. Provide literature or other documentation describing the service plan.

0. Identify whether service is provided by the OEM or a subcontractor.

1. Identify any additional Helios+ product, accessory, service, or configuration that may be necessary or beneficial to the functionality of the contemplated systems. Include the applicable brand name and part number.

1. Item pricing information of products, inclusive of flat rate shipping. Include any quantity discounts, noting at what order quantity the Government should expect tiered price reductions, if any.

9. NOTE: In order for the Contracting Officer to determine whether a set-aside can be pursued, it is essential to provide pricing information. Without this information, the Contracting Officer will be unable to assess whether there is a reasonable expectation of receiving fair and reasonable pricing from socio-economic concerns.

Does your firm anticipate any subcontracting opportunities for this requirement? If yes, identify the type and approximate scope of work that could be subcontracted.

1. Identify any federal contract vehicles held by your firm through which your firm can provide this equipment.

1. Are there any further standards or criteria VA should consider in a procurement action for this equipment?

1. Are the Government’s specifications unduly restrictive? If yes, identify the specific requirement(s) considered unduly restrictive and provide supporting rationale and recommended alternative language.

1. Any additional information the Government should know prior to issuing a solicitation.

1. Describe any minimum order quantities, geographic limitations, delivery constraints, lead times, or other limitations that could affect the firm's ability to support the requirement on a nationwide basis.

Sources Sought Notice