S02 - 36C25026Q1047.pdf
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- Solicitation number
- 36C25026Q1047
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This is a Combined Synopsis/Solicitation Notice (RFQ) issued by the Department of Veterans Affairs, Network Contracting Office (NCO) 10, for the Cleveland VA Medical Center.
The solicitation seeks to procure one UltraSAFE Unit: Automatic Formalin Dispensing System for the Surgical Department. This is a small business set-aside, brand name or equal procurement. The solicitation number is 36C25026Q1047, with a response deadline of September 21, 2026, at 09:00 AM EST. Responses must be submitted via email to Kevin Peeples at kevin.peeples@va.gov. The contracting office is located at 6150 Oak Tree Blvd., Suite 300, Independence, OH 44131. The product service code is 6515, and the NAICS code is 333914. The place of performance is Cleveland VA Medical Center, 10701 East Blvd, Cleveland, OH 44106.
The UltraSAFE system is an automated formalin dispensing device that provides zero formalin exposure to operating room staff and patients by automatically dispensing formalin into specialized buckets based on specimen weight. The system includes a touchscreen terminal, integrated scale, barcode reader, thermal label printer, UV lamp for sterilization, and enclosed/vented chamber with charcoal filters. Deliverables include the main unit, plastic buckets (500ml, 3L, 5L, and 10L), formalin fixative containers, installation, operator training, and a 12-month warranty. This is a one-time purchase with delivery schedule to be finalized after contract award. The procurement emphasizes that the UltraSAFE is the only system capable of meeting all identified requirements, particularly the zero-formalin exposure capability and 0.5ml container filling functionality with integrated employee and sample labeling.
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Combined Synopsis/Solicitation Notice
*= Required Field Combined Synopsis/Solicitation Notice
SUBJECT* 541-26-3-250-0496 - UltraSAFE Automatic Formalin Dispensing System This is a Small Business Only Set-Aside. Brand Name or Equal
GENERAL INFORMATION
CONTRACTING OFFICE’S ZIP CODE* 44131
SOLICITATION NUMBER* 36C25026Q1047
RESPONSE DATE/TIME/ZONE 09-21-2026 09:00 EASTERN TIME, NEW YORK, USA
ARCHIVE 60 DAYS AFTER THE RESPONSE DATE
RECOVERY ACT FUNDS N
SET-ASIDE This is a Small Business Only Set-Aside
PRODUCT SERVICE CODE* 6515
NAICS CODE* 333914
CONTRACTING OFFICE ADDRESS Department of Veterans Affairs
Network Contracting Office (NCO) 10 6150 Oak Tree Blvd., Suite 300
Independence OH 44131
POINT OF CONTACT*
CONTRACT SPECIALIST
Kevin Peeples Kevin.peeples@va.gov 216-716-1600
PLACE OF PERFORMANCE
ADDRESS Cleveland VA Medical Center 10701 East Blvd
Cleveland OH
POSTAL CODE 44106
COUNTRY USA
ADDITIONAL INFORMATION
AGENCY’S URL https://www.va.gov/ URL DESCRIPTION Veterans Affairs Home Page AGENCY CONTACT’S EMAIL ADDRESS Kevin.peeples@va.gov EMAIL DESCRIPTION Contracting Specialist
DESCRIPTION
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Items,” 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 2023-01.
This solicitation is a Small Business set-aside.
The associated North American Industrial Classification System (NAICS) code for this procurement is 333914. The FSC/PSC is 6515.
The NCO 10 for Cleveland VA Medical Center is seeking to purchase the “UltraSAFE Unit:
Automatic Formalin Dispensing System” for Surgical Department. This solicitation closes on September 22, 2026 @ 11:00 AM. Quotes should be submitted to Kevin Peeples kevin.peeples@va.gov Please reference 36C25026Q1047. Brand Name or Equal.
1. Contracting Officer’s Representative (COR
NA
2. Contract Title.
Cleveland VAMC - UltraSAFE Unit
3. Background.
Safety Department performed a walk thru in the OR and a safety concern was raised by the safety department because of a lack of an Ultrasafe Formalin Dispenser. Not having this UltraSafe dispense could cause harm to patients/OR staff if Formalin spills and is not handled properly Cleveland VAMC is the only surgical facility in the VISN that does not have one.
4. Scope.
The Purchase of the UltraSAFE Unit will allow Cleveland VAMC OR department to be compliant with VA guidelines also have the equipment needed to keep our veterans and OR staff safe in case of a Formalin spill there have been issues with the hood system and PPE being used and this new system would address all those concerns.
5. Specific Tasks.
The Contractor shall provide the Cleveland VAMC Surgical Service the UltraSAFE Unit and all accessories that are part of the system listed on the quote.
6. Performance Monitoring
The COR will work with warehouse staff and biomedical engineering to ensure delivery and incoming inspection to determine fitness for use.
7. Security Requirements
The requirements do not apply; The contractor will not have access to VA sensitive information.
8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
Not Applicable
9. Other Pertinent Information or Special Considerations.
a. Identification of Possible Follow-on Work.
N/A
b. Identification of Potential Conflicts of Interest (COI).
No potential conflicts of Interest.
Branch Medicals UltraSafe is the only system that could meet all needs. It is a zero formalin exposure it will fill .5 ml containers and it prints off labels with employee info and sample info. All the other manufaturers researched could not meet these needs.
c. Identification of Non-Disclosure Requirements.
N/A
d. Packaging, Packing and Shipping Instructions.
Shipping will be determined by the vendor upon receiving PO.
e. Inspection and Acceptance Criteria.
The COR will monitor delivery and consult with local biomedical staff to determine if the equipment received is suitable for use and meets the specifications of the SOW.
10. Risk Control
The Surgical Service will follow any safety recommendations given by the vendor and biomed for the equipment.
11. Place of Performance:
The place of performance was at:
Cleveland VAMC
10701 East Blvd
Cleveland, OH 44106
12. Period of Performance.
One Time Buy
13. Delivery Schedule.
Details of delivery to be finalized by Cleveland VAMC and vendor after contract have been awarded.
SUBMISSION
Responses to this solicitation shall be submitted via email to kevin.peeples@va.gov.
Telephone responses shall not be accepted. Responses must be received no later than September 21, 2026, at 09:00am EST, (Eastern Standard Time). Please reference 36C25026Q1047
CLAUSES
FAR
Number
Title Date
52.209-6 PROTECTING THE GOVERNMENT’S INTEREST WHEN
SUBCONTRACTING WITH CONTRACTORS DEBARRED,
SUSPENDED, OR PROPOSED FOR DEBARMENT
JAN 2025
52.212-4 CONTRACT TERMS AND CONDITIONS-- COMMERCIAL
ITEMS
NOV 2023
52.212-5
52.222-90
CONTRACT TERMS AND CONDITIONS REQUIRED TO
IMPLEMENT STATUTES OR EXECUTIVE ORDERS--
COMMERCIAL ITEMS ALTERNATE II (JUL 2012)
ADDRESSING DEI DISCRIMINATION BY FEDERAL
CONTRACTORS
JAN 2025
APR 2026
52.232-33
PAYMENT BY ELECTRONIC FUNDS TRANSFER –
SYSTEM FOR AWARD MANAGEMENT
OCT 2018
52.252-2 CLAUSES INCORPORATED BY REFERENCE FEB 1998
52.232-40 PROVIDING ACCELERATED PAYMENTS TO SMALL
BUSINESS SUBCONTRACTORS
MAR 2023
52.233-1 DISPUTES MAY 2014
52.233-3 PROTEST AFTER AWARD AUG 1996
852.219-76
VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-
CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND
JAN 2023
852.203-70 PRODUCTS (DEVIATION)
COMMERCIAL ADVERTISING
MAY 2018
852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS NOV 2018
852.237-70 CONTRACTOR RESPONSIBILITIES OCT 2019
PROVISIONS
52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS SEP 2023
52.212-2 EVALUATION--COMMERCIAL ITEMS NOV 2021
52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS--
COMMERCIAL ITEMS
MAY 2024
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