Pre-Solicitation Notice - SEP 2025 TKY Only Consolidation.pdf

SEP 2025 Consolidation - HTME with Extended Installation Services (includes Turnkey Services)

The SEP 2025 Consolidation - HTME with Extended Installation Services (includes Turnkey Services) will be posted to SAM.

1. This solicitation is only open to companies that have a current contract for the equipment types listed herein with the VA National Acquisition Center, High Tech Medical Equipment Division or with the

Defense Logistics Agency, Troop Support (DLA-TS) under which the VA National Acquisition Center has been given ordering authority.

2. SEP 2025 Consolidation - HTME with Extended Installation Services (includes Turnkey Services):

Dates* Milestone – All Modalities

10/30/2025 Post Pre-Solicitation Notice

11/5/2025 Post Requirements and Request for Offers (RFO)

12/8/2025 Vendor Site Visits Commence 12-8-2025

12/19/2025 Vendor Site Visits End 12-19-2025

1/14/2026 Vendor: Equipment and Turnkey Questions Due to NAC Customer: Site Visit Sign-in Rosters Due to NAC

2/11/2026 NAC to Publish Responses to Vendor Questions via Amendment

3/11/2026 Vendors to Submit Offers to NAC

3/18/2026 Customers to Receive Vendor Offers via the Shared Drive

4/15/2026 Customers Submit Technical Evaluations (Best Value Selections)

4/22/2026 NAC Assigns CO Workload

7/21/2026 Goal to Award Delivery Orders (90 Days from Assignment)

*Dates are estimates and are subject to change

3. Vendor Instructions:

a) During the solicitation phase following the 10/30/2025 SAM posting and prior to the 7/21/2026

Goal to Award Delivery Orders; all communication regarding the SEP 2025 Consolidation - HTME with Extended Installation Services (includes Turnkey Services) shall be coordinated through the

NAC Consolidation Coordinator, Michael Kuchyak at Michael.Kuchyak@va.gov. This includes all requests for clarification or additional information from vendors.

During the evaluation phase, communication should be coordinated by a NAC Contracting

Officer. In the event that a NAC Contracting Officer cannot be available for such communications, a local/VISN Contracting Officer can assist in the communications with the approval of the NAC Consolidation Coordinator. All communications between a vendor and a local/VISN Contracting Officer must be provided to the NAC Consolidation Coordinator. This includes all clarifications or additional information that is required to complete evaluations. A

NAC or local/VISN Contracting Officer will determine what access, if any, is needed by the vendors to obtain information and shall be present at all vendor presentations. Presentations are meant to clarify the understanding of equipment features in the quote. Prices or additional mailto:Michael.Kuchyak@va.gov equipment or features that were not quoted, shall not be discussed. Once communications have begun with vendors relating to a specific quote, Contracting Officers must control those communications in order to ensure that all vendors are treated fairly and given the same opportunity.

b) The NAC Contracting Officers will review the station’s technical evaluations and recommended selection to determine whether or not the information provided is adequate to award the order or if additional information from the station is required before an award can be executed.

Communication during this time will be through NAC Contracting Officers only. We have advised our customers that when the solicitation process begins there is to be no further contact with vendors regarding their requirements. Information such as members of the evaluation panel is considered confidential source selection information and SEP not be disclosed.

c) We ask that vendors forward the above information to their respective sales team so that all are aware of the process and timelines.

d) We also ask that you do not contact the NAC or the requesting VISN or Medical Center regarding the status of selections as this will only delay the process. After the NAC has reviewed and finalized all vendor selections for a VISN or Medical Center, an update providing the selections for that VISN or Medical Center will be issued.