P02 - RFI Surgical Light Source.pdf

RFI: 36C26226Q1027

THIS REQUEST FOR INFORMATINO (RFI) / SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR

INFORMATINO AND PLANNING PURPOSES. THIS IS NOT A SOLICITATION.

SUBMISSION OF INFORMATION ABOUT PRICING, DELIVERY, THE MARKET, AND CAPABILITIES

IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI FOR PLANNING PURPOSES IN

ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), 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.

SOURCES SOUGHT/RFI DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought Notice / RFI only. The purpose of this Sources Sought Notice / RFI is to gain information about potential qualified sources and their size classification relative to NAICS 339112 (size standard of 1,000 Employees). Responses to this Sources Sought Notice / RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Notice / RFI, further RFIs and/or a solicitation or other announcements may be published.

The Department of Veterans Affairs (VA) is seeking sources capable of providing a medical surgical light source and related equipment as a brand name or equal, as identified in the Statement of Work (SOW) section herein, for the Southern Arizona VAHCS (Tucson). Fill in the appropriate columns in Attachment A with pricing if available for the brand name or the proposed equal-to solution.

This procurement is seeking a brand name or equal product IAW 52.211-6 -- Brand Name or Equal. The Statement of Work is intended to be descriptive, not restrictive, of the supplies/services that are required.

If your company is interested and capable of providing the required supplies/services, please provide the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Submit your capabilities statement illustrating how your organization can/cannot meet the list of SOW requirements. For instances where your company cannot meet the SOW requirement(s), please explain. For instances where your company can meet the SOW requirement(s), please show how your company meets/exceeds each requirement.

(2) Please review the list of SOW requirements and provide any additional feedback or suggestions. If none, please reply as N/A.

(3) In the VA’s efforts to procure domestic end products, are you able to provide a domestic product or a domestic alternative product?

(4) 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.

(5) Is your company considered small under the NAICS code identified in this RFI?

(6) Are you the manufacturer, authorized distributor, and/or can your company provide a solution to the required supplies/services described in the list of SOW?

(7) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of contact and size status (if available).

(8) If you’re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified.

(9) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in 13 CFR § 125.6?

(10) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items?

(11) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Not exceed 500 employees? Primarily engage in the retail or wholesale trade and normally sell the type of item being supplied? Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice?

(12) What is your lead time to deliver a single unit with all components? Is there scale in lead time with greater quantities? Please elaborate.

(13) What is estimated life span of your solution? What support/services does that entail?

(14) Does your proposed equipment have FDA clearance? Please specify what FDA clearance(s) have been obtained.

(15) Does your organization offer a leasing solution? Please elaborate.

(16) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).

(17) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solutions you are providing information about available on your schedule/contract? Please state if all or some items are available on the contract.

(18) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.

(19) Please provide your SAM.gov Unique Entity ID/Cage Code number.

Buy America Compliance

Respondents shall provide sufficient detail to determine compliance with the Buy American Act, including country of origin, domestic content, and availability of domestic alternatives.

Responses should be complete and supported with verifiable information.

1. Please identify the country of origin for the end product(s) being offered. Include the location of final assembly/manufacture.

2. Please provide the percentage of domestic content (by cost) for each product(s). Describe the origin of the major components.

3. Does your product qualify as a “domestic end product” in accordance with the Buy American Act?

4. Please identify the manufacturer name and location for the product(s). Confirm whether the manufacturer is U.S.-based.

5. Identify the country of origin of each product and indicate whether the product qualifies as a U.S.-made or designated-country end product in accordance with the Trade Agreements Act

Responses to this notice shall be submitted via email to Marcos.Diaz@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, July 02, 2026 by 7:00 AM PST.

Respond to this Sources sought using 36C26226Q1027 on all correspondence subject line.

All responses to this Sources Sought/RFI will be used for planning purposes only. Responses to this Sources Sought Notice / RFI are not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation. If further RFIs and/or a solicitation or other announcement is issued as a result of the information provided from this RFI, all interested parties must respond to the specific posting separately IAW the specifications of that announcement.

mailto:Marcos.Diaz@va.gov

STATEMENT OF WORK (SOW)

Light Source and Headlight System

1. Purpose The purpose of this Statement of Work (SOW) is to define requirements for the procurement, delivery, inspection, and acceptance of surgical xenon light sources, floor stands, ultralight headlights, and ultralite premium headlight cables. These devices will support surgical and clinical operations requiring high-intensity, reliable illumination.

2. Scope This procurement includes the acquisition of new, medical-grade illumination equipment and accessories. All products must meet or exceed the requirements and salient characteristics outlined in this document and must be delivered complete with all standard components and documentation.

3. Deliverables The vendor shall provide the following items:

• 300W Xenon light source: Qty 10

• Floor stand to hold light source: Qty 10

• Headlight w/ cable: Qty 20

• Premium headlight cable: Qty 10

All items must arrive new, fully functional, and accompanied by all manufacturer-supplied literature, safety labels, and warranties.

4. Salient Characteristics

4.1 300W Xenon Light Source

• 300W xenon illumination; daylight-quality beam

• Universal ports compatible with standard fiber-optic cables

• Adjustable intensity with stable output

• Minimum lamp life: 500 hours

• Hospital-grade 110–240V power input

• Footswitch and remote-control capability

• Overheat and overcurrent protection

• UL/CE certified; FDA listed for clinical use

4.2 Floorstand for xenon light source

• Heavy-duty mobile stand with locking casters

• Integrated mounting hardware

• Cable-management features

• Adjustable height •Cleanable surfaces suitable for infection control

4.3 Ultralight headlight with Cable

• Surgical headlight must weigh 8oz or less

• Focusable beam 10–100 mm at 16 in.

• 70,000 lux Minimum light intensity:

• Adjustable, sterilizable components

• Temperature-resistant housing

• Reinforced cable

• Latex-free, biocompatible

4.4 Ultralite headlight cable

• Minimum length: 10-ft

• Maximum length: 12-ft

• High light-transmission efficiency

• Autoclavable; rated ≥200 sterilization cycles

• Reinforced connectors

• Compatible with rest of proposed light system

5. Period of Performance 60 days ARO.

6. Place of Delivery Department of Veterans Affairs Southern Arizona VA Healthcare System (Tucson) 3601 S 6th Ave Campus Warehouse Tucson AZ 85723-0001.

7. Inspection and Acceptance Criteria

7.1 Physical Condition

• All products must be new, unused, undamaged, and packaged in original manufacturer materials.

• No cracks, dents, missing parts, or functional defects are allowed.

7.2 Compliance Verification

• All items must meet or exceed the salient characteristics outlined in Section 4.

• Manufacturer specification sheets must accompany the shipment.

• Serial numbers must match packaging and provided documentation.

7.3 Functional Testing

• Light sources must power on, illuminate, and cycle through all intensity settings.

• Headlights must provide adjustable focus and consistent illumination.

• Cables must securely connect between power sources and headlight assemblies without signal loss.

• Floor stands must roll smoothly, lock securely, and properly mount light unit system.

7.4 Documentation Requirements

• Warranty paperwork must be included for all items.

• User manuals, installation guides, and safety documentation must be provided.

• Regulatory certification labels (UL, CE, FDA listing) must be present.

7.5 Rejection Criteria

Items will be rejected if any of the following apply:

• Failure to meet salient characteristics

• Incorrect part numbers or quantities

• Physical damage or missing components

• Non-functioning or unstable performance

• Missing documentation, safety labels, or warranties

Acceptance will only occur after all criteria have been satisfied.

8. Warranty Requirements Vendor shall provide full standard manufacturer warranties, including coverage for defects in materials and workmanship.