S02 36C25926Q0474 - Combined Synopsis Solicitation - Surgical Monitors - 36C259-26-AP-2729.docx

Request for Quote (RFQ) : 36C25926Q0474 Surgical Monitors

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Part 8, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation.

* The deadline for all questions is 3:00pm MST, May 18th, 2026 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation.

** Quotes are to be provided to luther.dickens@va.gov no later than 3:00pm MST, May 20th, 2026.

Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB size limitation per email). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award.

(ii) This is a Request for Quote (RFQ), and the solicitation number is 36C25926Q0474. The government anticipates awarding a firm-fixed price contract resulting from this solicitation.

(iii) This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 effective March 13th, 2026.

(iv) The North American Industrial Classification System (NAICS) code for this procurement is 334118 with a small business size standard of 1,000 EMP. This solicitation is 100% set-aside for SDVOSB concerns.

(v) List of Line Items:

31.5” 4K with Mini-LED Surgical Display. 3840 x 2160, 1000:1, 5 MS response time, 800 cd/m2, HDMI x 1, Display Port x1, SDI (12G / 3G) x 4, DVI-D x1, IP45 (Front) Output Signal: HDMI (Clone Screen) x 1, SDI (12G/3G) x 4 21.4 lbs., Warranty – Domestic End Product.

Anticipated Lead Time:

(vii) Description of Requirements for the items acquired – (see line items above) The Oklahoma City Veterans Health Care System is requesting Surgical Monitors for the operating room.

SCOPE OF WORK / PWS

1.0 Introduction

This Statement of Work (SOW) defines the requirements of the Oklahoma City – OR & SICU Renovation in establishing a brand name or equal order for Surgical Display Monitors

1.1 Background

Oklahoma City – OR & SICU Renovation requires five Surgical Monitors to outfit the new facility.

Project Contacts include:

VA POC:

Dallas Norton Program Specialist P: 405-456-1095 E: dallas.norton@va.gov

Mike Park, RN OR Assistant Nurse Manager P: 405-456-3385 E: michael.park2@va.gov

Nicholas Binion P:405-456-3154 E: Nicholas.binion@va.gov

Daniel Martin E: Daniel.Martin4@va.gov

Activations Project Manager (PM):

Tom Enders P: 937-361-1229 E: tom.enders@goenergistics.com

1.2 Scope

The scope of this purchase order is to provide Oklahoma City – OR & SICU Renovation with brand name or equal items for delivery to the Oklahoma City – OR & SICU Renovation location. Contractors shall furnish all requirements. Estimated delivery dates are 45 days from the award date. Specific installation dates will be defined upon award. The Contractor will provide the necessary equipment for the OKC VAHCS for five (5) Surgical Monitors. Additionally, the requirement is for a comprehensive and whole solution to the requirement. The Contractor is required to be an expert in the field of hospital OR/ICU Rooms. As such, the Contractor is required to include any items not specifically listed in the pricing schedule but is necessary to enable the equipment or accompanying software to function. Examples include installation expenses, VA staff training, equipment mounts, display charts, cables, connectors, plugs, and special equipment wiring requirements. The company will be responsible for replacing any malfunctions, breaks, or are not adequately operating at no additional cost to the VA within the first 12 months of purchase. The company will work with OKC VAHCS Biomedical Engineering Department to coordinate any preventive maintenance or replacement.

The delivery schedule is based upon the current construction schedule, which is subject to change. The vendor shall not increase prices for a change in delivery date due to construction delays. The awardees’ actual delivery dates will be confirmed by VA upon award.

2.0 General Requirement

All equipment to be supplied under the specifications shall be the newest and the most current model of a standard product of a manufacturer of record. A manufacturer of record is defined as a company whose main occupation is the manufacture for sale of items of equipment and which:

a. Maintains a factory production line.

b. Maintains a stock of replacement parts for the item.

c. Maintains engineering drawings, specifications, operating manuals and maintenance manuals.

d. Has published and distributed descriptive literature and equipment specifications on the equipment.

Any equipment or service as applicable must be in compliance with the Memorandum dated March 6th, 2025, Subject: Electronic Health Record Modernization Standardization (VIEWS 12862405).

Upon award:

a. Activations PM will contact contractor in regard to specific delivery and installation dates to coordinate with other services.

3.0 Work Hours:

Normal business hours are 8:00AM to 4:30PM Monday through Friday excluding Federal Holidays. Work completed outside this time shall be requested through Point of Contact.

The Government recognized US holidays are: New Year's Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. Any day specifically declared to be a National Holiday.

4.0 Delivery and Receiving:

Delivery and receipt of the proposed items is expected to be directed at the location identified below. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA Activations POC: Tom Enders, E: tom.enders@goenergistics.com, P: 937-361-1229 prior to any attempts at delivery. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Delivery shall be freight on board (FOB) – Destination.

Delivery/Installation Address:

Oklahoma City – OR & SICU Renovation

5.0 Period of Performance:

Period of performance will be determined based on the award date, giving the vendor 45 days to deliver the product, to each listed location, after award.

6.0 Installation

The contractor shall be responsible for the installation, performance verification and validation of the equipment with a VA Activations member who will accept the equipment.

All requested products shall be completely manufactured as specified and delivered to the respective delivery locations as described above.

White glove installation shall be included for all products provided under this award.

Install software, on one Government owned desktop or laptop computer, the program and software packages used to add, delete, and edit items stored in the bins/platforms to manage inventory items and levels at each designated facility. Install software, on one Government owned laptop computer, for system set-up and installation. Install and prepare Government owned server for transmission of information between the Contractor and the Government for maintenance and monitoring of equipment in use.

7.0 Training:

The vendor shall coordinate through the VA POC to provide a hands-on training session for staff selected by the VA. Training shall be completed within 45 days after final installation of equipment. The vendor will record the training and provide an electronic copy of the training to the VA POC for VA to use to train additional personnel at a future date. In addition, the vendor shall provide additional training documents to the VA POC for training additional people at a future date. The VA will communicate any changes to the training requirement to the contractor.

8.0 Warranty and Support:

The contractor shall provide a one-year manufacturer’s free replacement warranty on units with normal wear and tears, including free return shipping, from date of delivery.

9.0 Use of Premises

If during the performance of this contract, work will be carried out on Oklahoma City – OR & SICU Renovation premises, the vendor shall perform all work in such a manner that will cause a minimum interference with operations and the operations of other contractors on the premises.

The vendor shall communicate through the VA POC any required coordination requirements with the General Construction contractor prior to and during delivery and installation activities.

The project may be an active construction site during delivery and installation. The vendor shall take all necessary precautions to protect the premises and all persons and property therein from damage or injury. The vendor shall assume responsibility for taking precautions for the vendor's (and associated subcontractors’) employees, agents, licensees, and permittees. The vendor shall abide by any safety requirements imposed by the GC (e.g. hard hats, safety vests).

10.0 GOVERNMENT AND CONTRACTOR RESPONSIBILITIES

VA shall provide the contractor with copies of documents that the VA is required to provide.

The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COR. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

The contractor shall maintain frequent communications with the Program Office and the COR to conduct work in progress reviews if necessary. Progress reports shall be delivered electronically to the COR, with an electronic courtesy copy to the activations PM.

The contractor assumes full responsibility for the delivery of the goods and shall assume all the duties, responsibilities and obligations associated with the prime contractor.

The contractor assumes liability for its subcontractors and shall ensure that its subcontractors shall comply in all respect with the relevant terms of this agreement to the extent that it or they are retained by the Contractor.

The contractor shall deliver the goods to the Oklahoma City – OR & SICU Renovation locations listed in section 4.0 Delivery Requirements.

(vii) Delivery and acceptance are to be F.O.B Destination (FAR 52.247-34) at the Veterans Affairs Medical Center, located at: The Oklahoma City VA Medical Center, 921 N.E. 13th Street, Oklahoma City, OK 73104

(viii) 52.212-1, Instructions to Offerors-Commercial Items ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

a. Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufacturers or gray market items will be acceptable.

b. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and services associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

c. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right to enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA’s election, allowing the Vendor to replace, at no cost with the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.

d. Any award made as a result of this solicitation will be made on an All or Nothing Basis.

e. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract.

f. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be (Vet-Cert ) verified and visible in the Veteran Small Business Certification Pages (Vert-Cert): https://www.veterans.certify.sba.gov/ at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award.

g. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and is found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.

h. All proprietary information should be clearly and properly marked. If the Offeror submits annexes, documentation, attachments, or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

i. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

j. Submission of quote shall include the following volumes: (I) Price

Volume I – Price

Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule.

(End of Addendum to 52.212-1)

(ix) 52.212-2, Evaluation--Commercial Items ADDENDUM to FAR 52.212-2 EVALUATION—COMMERCIAL ITEMS:

(a) This is FAR Part 13 acquisition. The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price only. The following factors should be used to evaluate offers:

Price – The Government will evaluate offers by adding all line-item prices - the Total of All CLINS will be that sum. The Government may use various price analysis techniques and procedures to make price reasonableness determination. Offers that do not meet the technical capability requirements of the Statement of Work shall not be selected regardless of price.

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options should not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of Addendum to 52.212-2)

(x) Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications

– Commercial Items, with the offer.

(xi) 52.212-4, Contract Terms and Conditions--Commercial Items – applies to this acquisition

(xii) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (JUL 2020)

FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference.

(xiii) Additional contract requirements or terms and conditions:

FAR 52.225-1 Buy American-Supplies (Oct 2022)

(a) Definitions. As used in this clause—

Commercially available off-the-shelf (COTS) item—

(1) Means any item of supply (including construction material) that is–

(i) A commercial product (as defined in paragraph (1) of the definition of “commercial product” at Federal Acquisition Regulation (FAR) 2.101).

(ii) Sold in substantial quantities in the commercial marketplace; and

(iii) Offered to the Government, under a contract or subcontract at any tier, without modification, in the same form in which it is sold in the commercial marketplace; and

(2) Does not include bulk cargo, as defined in 46 U.S.C.40102(4), such as agricultural products and petroleum products.

Component means an article, material, or supply incorporated directly into an end product.

Cost of components means—

(1) For components purchased by the Contractor, the acquisition cost, including transportation costs to the place of incorporation into the end product (whether or not such costs are paid to a domestic firm), and any applicable duty (whether or not a duty-free entry certificate is issued); or

(2) For components manufactured by the Contractor, all costs associated with the manufacture of the component, including transportation costs as described in paragraph (1) of this definition, plus allocable overhead costs, but excluding profit. Cost of components does not include any costs associated with the manufacture of the end product.

Critical component means a component that is mined, produced, or manufactured in the United States and deemed critical to the U.S. supply chain. The list of critical components is at FAR 25.105 .

Domestic end product means—

(1) For an end product that does not consist wholly or predominantly of iron or steel or a combination of both-

(i) An unmanufactured end product mined or produced in the United States.

(ii) An end product manufactured in the United States, if-

(A) The cost of its components mined, produced, or manufactured in the United States exceeds 60 percent of the cost of all its components, except that the percentage will be 65 percent for items delivered in calendar years 2024 through 2028 and 75 percent for items delivered starting in calendar year 2029. Components of foreign origin of the same class or kind as those that the agency determines are not mined, produced, or manufactured in sufficient and reasonably available commercial quantities of satisfactory quality are treated as domestic. Components of unknown origin are treated as foreign. Scrap generated, collected, and prepared for processing in the United States is considered domestic; or

(B) The end product is a COTS item; or

(2) For an end product that consists wholly or predominantly of iron or steel or a combination of both, an end product manufactured in the United States, if the cost of foreign iron and steel constitutes less than 5 percent of the cost of all the components used in the end product. The cost of foreign iron and steel includes but is not limited to the cost of foreign iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the end product and a good faith estimate of the cost of all foreign iron or steel components excluding COTS fasteners. Iron or steel components of unknown origin are treated as foreign. If the end product contains multiple components, the cost of all the materials used in such end product is calculated in accordance with the definition of "cost of components".

End product means those articles, materials, and supplies to be acquired under the contract for public use.

Fastener means a hardware device that mechanically joins or affixes two or more objects together. Examples of fasteners are nuts, bolts, pins, rivets, nails, clips, and screws.

Foreign end product means an end product other than a domestic end product.

Foreign iron and steel means iron or steel products not produced in the United States. Produced in the United States means that all manufacturing processes of the iron or steel must take place in the United States, from the initial melting stage through the application of coatings, except metallurgical processes involving refinement of steel additives. The origin of the elements of the iron or steel is not relevant to the determination of whether it is domestic or foreign.

Predominantly of iron or steel or a combination of both means that the cost of the iron and steel content exceeds 50 percent of the total cost of all its components. The cost of iron and steel is the cost of the iron or steel mill products (such as bar, billet, slab, wire, plate, or sheet), castings, or forgings utilized in the manufacture of the product and a good faith estimate of the cost of iron or steel components excluding COTS fasteners.

Steel means an alloy that includes at least 50 percent iron, between 0.02 and 2 percent carbon, and may include other elements.

United States means the 50 States, the District of Columbia, and outlying areas.

(b) 41 U.S.C. chapter 83, Buy American, provides a preference for domestic end products for supplies acquired for use in the United States. In accordance with 41 U.S.C. 1907, the domestic content test of the Buy American statute is waived for an end product that is a COTS item (see 12.505(a)(1)), except that for an end product that consists wholly or predominantly of iron or steel or a combination of both, the domestic content test is applied only to the iron and steel content of the end product, excluding COTS fasteners.

(c) Offerors may obtain from the Contracting Officer a list of foreign articles that the Contracting Officer will treat as domestic for this contract.

(d) The Contractor shall deliver only domestic end products except to the extent that it specified delivery of foreign end products in the provision of the solicitation entitled "Buy American Certificate."

(End of clause)

FAR 52.225-2 BUY AMERICAN CERTIFICATE (OCT 2022)

(a)

(1) The Offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a domestic end product and that each domestic end product listed in paragraph (c) of this provision contains a critical component.

(2) The Offeror shall list as foreign end products those end products manufactured in the United States that do not qualify as domestic end products. For those foreign end products that do not consist wholly or predominantly of iron or steel or a combination of both, the Offeror shall also indicate whether these foreign end products exceed 55 percent domestic content, except for those that are COTS items. If the percentage of the domestic content is unknown, select “no”.

(3) The Offeror shall separately list the line item numbers of domestic end products that contain a critical component (see FAR 25.105).

(4) The terms “commercially available off-the-shelf (COTS) item,” “critical component,” "domestic end product," "end product," and "foreign end product" are defined in the clause of this solicitation entitled "Buy American-Supplies."

(b)Foreign End Products:

(b)[List as necessary]

(c) Domestic end products containing a critical component:

Line-Item No. ___ [List as necessary]

(d) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation.

(End of provision)

52.252-2, Clauses Incorporated by Reference (Feb 1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html http://www.va.gov/oal/library/vaar/

The following FAR clauses are incorporated by reference:

The following VAAR clauses are to be incorporated by reference:

52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following FAR provisions are to be incorporated by reference:

The following FAR provisions are to be incorporated by reference:

FAR 52.219-27 - Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside.

The following VAAR provisions are to be incorporated by reference:

(xiv) The Defense Priorities and Allocations System (DPAS) does not apply.

(xv) Date and Time offers are due to luther.dickens@va.gov by 3:00pm MST, May 20th, 2026.

(xvi) Name and email of the individual to contact for information regarding the solicitation:

Luther Dickens luther.dickens@va.gov

Attachment:

Certificate of Compliance