Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* ADEC Dental Chair – St. Louis VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-26-AP-2908

RESPONSE DATE/TIME/ZONE 08-31-2026 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* 6520

NAICS CODE* 339114

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS St. Louis VAMC St. Louis, MO

POSTAL CODE 63106

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources

Sought Notice, that is marked as proprietary, will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their size classification relative to

NAICS 339114. Responses to this Sources Sought Notice will be used by the

Government to make appropriate acquisition decisions and after review of the responses to this Sources Sought Notice, a solicitation announcement may be published. Responses to this Sources Sought Notice are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out supplies, please provide the requested information indicated below in #1 thru 5. Response to this

Sources Sought Notice will include company name, address, point of contact with E-mail address and phone number, pursuant to the following questions:

1. Is your company considered small under the NAICS code 339114 identified under this Sources Sought Notice. For an SDVOSB or VOSB vendor, please provide the certification.

2. Provide the www.SAM.gov Unique Entity ID (UEI) number.

http://www.sam.gov/

3. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, or any other Federal contract, that can be utilized to procure the requirement listed in this Sources Sought Notice? If so, please provide the contract number.

4. Provide where the product is manufactured, (e.g. if U.S. manufactured – provide City & State; if foreign manufactured, provide all information where product is manufactured).

5. Provide any Authorized to Distribute letters that are from the manufacturer, (i.e., the letter will be from the manufacturer and signed by the manufacturer).

Please submit your capabilities for Brand Name Only unless your capabilities show clear, compelling, and convincing evidence that your product is compatible with the current equipment that the chair must connect with as described in the following Statement of Requirements.

Responses to this notice shall be submitted via E-mail are due on or before August

31, 2026 by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov. Send all questions to Teresa Cabanting at teresa.cabanting@va.gov.

Telephone responses or questions shall not be accepted.

If a solicitation is issued it shall be announced, at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

Responses to this Sources Sought Notice are not a request to be added to a prospective offerors list nor to receive a copy of a solicitation. It is not incumbent upon the Contract Specialist to constantly update any vendor about the procurement course of action that will be taken. It is incumbent upon the vendor to watch all public places for any solicitations that may be posted, e.g., www.sam.gov.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

Statement of Requirements

Objective

The Department of Veteran’s Affairs, Saint Louis Health Care System, has a need for, Brand Name Only, ADEC 511 Dental Chairs, ADEC 521 Doctor’s Stools, Asst. stools, 482-ADEC monitors, 532 TRAD systems, and auxiliary equipment to replace the existing chairs. This document highlights the technical specifications and incidental mailto:teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov http://www.sam.gov/ services that will be compatible with the current, installed, equipment (e.g., the dental hand pieces/ tools (Examples of our handpieces include: INTRA 181K 20,000 R.P.M., STARDENTAL 430SWL TORQUEFLEX LUBE FREE, ACLF2 STAR 16N1, INTRAMATIC 10E, 20E INTRAMATIC, MIDWEST RDH), and utilities (e.g. water 2.0L water bottle with a special cleaning solution & dental vacuum).

Equipment Specifications:

• V0195.0264 Foundation Price,511 B Chair, No Upholstery

• V0075.0014 Seamless Upholstery

• V0040.0001 Floor Box, Contoured,511/311B

• V0037.0002 Duplex, Duplex Air/WTR QD

• V0195.0266 Foundation Price,532B Radius, Deluxe Plus Touch

• V0070.0016 Tray HLDR, Side MT, STD

• V0573.0001 1 Medium SS Tray

• V0267.0102 KL703 Tubing Kit, Electric Motor, Medium, Integrate

• V0267.0006 Positions [0],5 Hole FBR OPT W/Bulb Tubing

• V0267.0001 Positions,6‐Pin Tubing

• V0267.0106 Cav66 with Sterimate 360 CAN,66in

• V0053.0009 EMC‐703 Control Module Kit, Integrated

• V0300.0002 Handle, Handle

• V0195.0094 Foundation Pric, 482 Monitor MT, Radius MT

• V0118.0015 Lower Rigid Arm, Monitor Mount

• 77.1876.00 - Unit MT Module,300PRO on 511B

• De-installation and Removal

• Installation and Training

• Blanket Wrap Service

Technical Specifications:

• Seat Height Range: 13.5″ (343 mm) to 31.5″ (800 mm)

• Lift System: Hydraulic cantilever mechanism

• Seat Tilt: Hydraulic system, adjustable

• Weight Capacity: 400 lbs. (181.4 kg)

• Input Voltage: 100–240 V, 50/60 Hz

• Compatibility with StarDental, DentSply Sirona, and KaVo brand handpieces and motors

Installation and Assembly:

• Vendor will be responsible for assembly and installation of systems after notification from VA Saint Louis Biomedical Engineering that it has been delivered to station.

- Installation will include implementation and testing of all purchased interfaces to

VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, O&IT staff, and others identified as needed.

- Installation will include verification and alteration of utilities hookups, such as Air, Water, Electric, Drain, and Vacuum, as needed, in coordination with Facilities Engineering staff, Clinical staff, and Biomedical Engineering staff.

- Installation will be completed in phases due to the full fleet replacement.

• Install will include unboxing, debris removal.

• Transportation of equipment to final use location with complete installation with all connections completed and tested.

• Vendor will Assemble and install within 60 days of delivery to station and all final staging locations/individual exam rooms.

• Vendor will provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device.

Training:

• Vendor will provide on-site clinical/applications training for relevant VA Saint Louis staff members.

• Vendor shall provide introductory system/maintenance training to VA Saint Louis Biomedical Engineering staff during installation.

• Vendor will include all costs for travel to provide this training in their proposal.

• Vendor will coordinate all installation and training dates with VA Saint Louis specified Biomedical Engineering POC who will communicate internally with clinical staff.

Warranty and Service

• Service and Operator Manuals – The vendor will provide the following documentation for the proposed system:

- Two (2) copies of operator's instruction manuals per unit purchased

- Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer’s service technicians.

- Two (2) copies of a system manager’s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc.

• Warranty – The system, all accessories, and all software will be covered under the manufacturer’s warranty and will include all parts and labor for at least one year following acceptance by the VAMC.

- A manufacturer’s factory-trained Field Service Engineer will perform installation and maintenance during the warranty period.

- The warranty period will not begin until after the VA Saint Louis Biomedical

Engineering POC has accepted the products delivery, installation, and functionality.

- The warranty will include all manufacturer recommended Preventive Maintenance procedures for its duration.

- All available software updates and security patches will be made available to the VA Saint Louis during the warranty period.

- Vendor will provide responses to applications and technical calls within 8 hours.

- Vendor will ship replacement parts within 48 hours of identifying necessity by

VA Saint Louis Biomedical Engineering staff.

Other Features

Value added features that may be considered include but are not limited to:

• Options for Trade-in of existing equipment,

• Extended Warranty options,

• Service and Biomedical training options:

- Options for this training should include all registration, travel, and lodging costs.

Hours of Operation

• Normal hours of coverage are Monday through Friday, 7:00 AM to 3:30 PM Central Standard Time excluding national holidays.

• Vendor on-site visits will be coordinated with the VA Saint Louis Biomedical Engineering POC before being scheduled or conducted.

• Vendor representatives will check in with the VA Saint Louis Biomedical Engineering POC when they arrive on-site and check out upon completion of work each day.

• All services will be performed during normal hours unless otherwise scheduled with the VA Saint Louis Biomedical Engineering POC.

• Vendor staff will always be professional and will take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.

• Vendor will be responsible for cleaning all work areas after completion of tasks.

This includes removal of packaging and a clean sweep/mop of the area as required by work type.

• Vendor staff will minimize noise as much as possible while working in all buildings.

• Vendor is responsible for providing all Personal Protective Equipment necessary for their work.

Note: Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the VA Saint Louis Biomedical Engineering POC).

Federal Holidays observed by VA Saint Louis are:

New Year’s Day Labor Day Martin Luther King Day Columbus Day

President’s Day Veterans’ Day Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

Delivery

• Vendor shall deliver purchased equipment within 75 business days of receiving completed contract from the VISN 15 Contracting Officer.

NOTE: If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis Biomedical Engineering POC, (to be determined).

• Delivery will be to the John Cochran VA Saint Louis Health Care System main campus. Vendor shall coordinate exact delivery location with the VA Saint Louis Biomedical Engineering POC at contract award, (to be determined).

• Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number, (to be determined) on the shipping label.

• Delivery of oversized, palletized orders or orders that contain a large number of components will be coordinated with VA Saint Louis Biomedical Engineering POC, (to be determined) who will communicate internally with Warehouse Staff.

End of Statement of Requirements