Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Exam Chair | VA Saint Louis Health Care System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25526Q0265

RESPONSE DATE/TIME/ZONE 03-23-2026 08:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339112

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist

Ron Castle ronald.castle@va.gov

(913) 946-1166

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

John Cochran VA Medical Center

915 N. Grand BLVD

Saint Louis MO

POSTAL CODE 63106

COUNTRY USA

DESCRIPTION

Exam Chairs

THIS IS A REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposals abstracts, or quotations. The purpose of this RFI/Sources Sought Notice is for market research purposes only, to obtain information in regards availability of specified products, services, or a combination of both products and services, and to identify potential sources capable of providing products or performing services in accordance with the requirements below. Responses to this notice will be used by the Government to make appropriate acquisition decisions.

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

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 response to this RFI/Sources sought notice. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Submission of price, delivery, other market information, or capabilities for planning purposes are authorized. However, responses to these notices are not offers and cannot be accepted by the Government to form a binding contract IAW FAR 15.201(e).

RESPONSES TO THIS NOTICE:

Responses to this notice must be submitted to Ronald Castle via email at ronald.castle@va.gov.

Telephone responses shall not be accepted.

Responses must be received no later than March 23, 2026, at 08:00 CST.

BASED ON THE BELOW REQUIREMENT PLEASE PROVIDE RESPONSES TO THE

FOLLOWING:

A. RESPONSES FOR ALL REQUIREMENT TYPES:

1. Company Name:

2. Company Address:

3. SAMS UEI:

4. Company POC:

5. Phone Number:

mailto:ronald.castle@va.gov

SOURCES SOUGHT NOTICE

REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

6. EMAIL:

7. Is your company considered a small business IAW the NAICS identified in this RFI/Sources Sought Notice? If so, please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?

NAICS: 339112 NAICS SIZE STANDARD: 1000 Employees

8. If your company is considered a large business, does your company have any authorized small business distributors/suppliers, service providers, and/or does your company sub-contract to small business concerns?

a. If so, please provide the company name, company POC, and small business status (if available):

9. Does your company have the required staffing, equipment, licenses, certification, and/or authorization letters to provide the products and/or services for this sources sought?

10. Is your company an authorized distributor/supplier and/or service provider (or equivalent) of the products and/or services identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

11. Does your company currently hold a Federal Supply Schedule (FSS) contract with GSA, the VA National Acquisition Center (NAC), or NASA SEWP; or does your company hold a contract with the VA Strategic Acquisition Center (SAC); or have any other federal contract that can be utilized to procure the products and/or services identified in this sources sought?

a. If so, please provide the name of the agency, contract number, contract start date, and contract end date.

b. Are the products and/or services identified in this sources sought available on the contract/agreement schedule? Please explain if all or part of the deliverables of this sources sought are available by the contract/agreement schedule.

12. Please submit a capabilities statement that provides clear, compelling, and convincing evidence that your company can meet the requirements outlined in this sources sought.

13. COMMENTS: Please provide recommendations that may be pertinent to the improvement of the Statement of Requirements and potential solicitation.

B. RESPONSES FOR PRODUCTS (I.E. SUPPLIES AND EQUIPMENT)

1. Is your company the manufacturer of the product(s) identified in this sources sought?

IF NOT:

a. Is the manufacturer of the products identified in this sources sought considered to be a small business concern IAW the NAICS Size standard for this sources sought.

b. Is your company primarily engaged in retail or wholesale trade for the products identified in this sources sought?

c. Is your company an authorized distributor/supplier (or equivalent) of the products identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

d. Non-Manufacturer rule compliance: If Applicable, please confirm that your company complies with the Non-Manufacturer rule in that:

1. The products your company provides are manufactured by a small business.

2. The total number of employees at your company does not exceed 500.

3. Your company is primarily engaged in the retail or wholesale of the products identified in this sources sought.

4. Your company takes ownership/possession of the products in a manner consistent with industry standards.

2. Does your company offer comparable products other than the brand identified in this sources sought?

IF SO:

a. Do the products your company provide meet or exceed the salient characteristics of the brand identified in this sources sought in terms of functions to be performed;

performance requirements; and/or essential physical characteristics?

b. Please provide a factual comparison of your company’s alternate products and explain how those products can provide equal or better value to the Government when compared to the brand identified in this sources sought.

3. Are the products your company provides in response to this sources sought considered Commercial Off the Shelf (COTS) items IAW FAR 2.101 “Commercial Items”?

4. What is the delivery/lead time of the products your company provides?

5. Are there scaled delivery/lead times with greater quantities? Please elaborate.

6. What is the current life cycle of the products your company provides?

7. Are there any maintenance requirements/recommendations associated with the products your company provides in response to the sources sought? If so, please provide the recommended/required maintenance frequencies/schedule and estimated cost annual cost.

8. Does your company alter, modify, or change the products identified in this sources sought? If so, please identify how the products are altered, modified, or changed.

9. Are the products your company provides in response to this sources sought manufactured in the United States of America (USA) IAW FAR Part 25, FAR Clause 52.225.1, and FAR Provision 52.225-2?

If Not:

a. Please provide the name of the country where the products are manufactured.

b. Is the country where the product(s) are manufactured subject to any trade agreements with the United States of America IAW FAR Part 25?

SOURCES SOUGHT DISCRIPTION:

The Department of Veteran Affairs, Network Contracting Office 15 (NCO 15) is seeking sources that can provide Exam Chairs in accordance with (IAW) the below requirement and North American Industry Classification System (NAICS) code 339112 with a size standard of 1000 employees.

REQUIREMENT:

SCOPE OF WORK

Scope of Work – VA Saint Louis Health Care System

Objective The VA Saint Louis Health Care System intends to procure replacement exam tables for JB, JC, and CBOCs. This document highlights the technical specifications and services being requested by the facility for consideration towards purchase of these units. Vendors under this proposal shall provide all equipment and accessories, installation services, and project management support.

Equipment Specifications

Requirements:

o Premium Upholstery o Barrier-Free® Examination Chair W/ Clean Assist Roller System, Digital Scale, Receptacles, Drawer Heater, Pelvic Tilt, Wired Controls, w/o Top o Patient Support Rails

• Services:

o Vendor Provided Installation and Removal of older Exam Tables o Delivery Services will need to be coordinated between the VASTLHCS COR and awarded vendor prior to shipping any equipment.

• Characteristics/Specs:

o 650lb. Weight Capacity o Height Adjustment Range: 15” to 37” o Tilt Range: 0° (flat surface) to 80° All tilt degree ranges must be able to be maintained at any of the height ranges (e.g. 0° maintained between 15” to 37” or 75° maintained between 15” to 37”) o Wired Hand Controls to control exam table operation o Wired Foot Controls to control exam table operation o Paper Roll Holder o 115V/12A Electrical Requirement o Digital Scale with built-in BMI calculations o Pelvic Tilt Capability o Infection Prevention upholstery (seamless, puncture resistant)

Upholstery can be separated from the main body of the exam table as needed for repairs or replacement o Leg Supports for lower body exams/procedures o Retractable roller base to easily maneuver and move the exam table for cleaning/relocation.

• Overall Requirement:

Item

Part # Description Qty

1 002-2000-848 626 Premium Upholstery, Healing Waters 59

2 626-005 626 Barrier Free Examination Chair W/Clean Assist Roller System, Digital Scale, Receptacles, Drawer Heater, Pelvic Tilt, Wired Controls w/o Top

3 9A600002 9A600002 Patient Support Rails 59

Warranty

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

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

o The warranty period shall not begin until after the VA Saint Louis Biomedical Engineering POC has accepted the products delivery, installation, and functionality.

o The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration.

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

o Vendor shall provide response to applications and technical calls within 8 hours.

o Vendor shall ship replacement parts within 48 hours of identifying necessity by

VA Saint Louis Biomedical Engineering staff.

Other Features Value added features in the vendor’s proposal that will be considered include but are not limited to:

- Options for Trade-in of existing equipment shall be proposed in bid package – Removal of old exam chairs

- Extended Warranty options shall be outlined in bid package

Hours of Operation

- Normal hours of coverage are Monday through Friday, 7:00 AM to 4:00 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 shall be performed during normal hours unless otherwise scheduled with the VA Saint Louis Biomedical Engineering POC.

- Vendor staff shall always be professional and shall 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 shall 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.

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 90 business days of receiving completed Contracting package from the VISN 15 Contracting Officer. If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis Biomedical Engineering POC.

- Delivery will be to John Cochran VA Saint Louis Health Care System main campus.

Vendor shall coordinate exact delivery location with the Contracting Officer and VA Saint Louis Biomedical Engineering POC at the time of the purchase.

- Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number 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 who will communicate internally with Warehouse Staff.

VA Saint Louis Health Care System Delivery Locations

John Cochran

915 North Grand Blvd

Saint Louis, MO 63106

ATTN: Equipment Committee

PO Number for Order