S02 RFI Scrub Dispensing System 36C10X26Q0056.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* NX EQ Scrub Dispensing System (VA-26-00041629)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 21703

SOLICITATION NUMBER* 36C10X26Q0056

RESPONSE DATE/TIME/ZONE 02-12-2026 0900 EASTERN TIME, NEW YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339112

CONTRACTING OFFICE ADDRESS Strategic Acquisition Center - Frederick

Department of Veterans Affairs

5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Contract Specialist Trevor Mason Trevor.Mason@va.gov 202-867-4351

PLACE OF PERFORMANCE

ADDRESS Nationwide

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/opal/sac/index.asp

URL DESCRIPTION VA | OALC | OPAL | SAC

AGENCY CONTACT’S EMAIL ADDRESS Trevor.Mason@va.gov EMAIL DESCRIPTION Trevor.Mason@va.gov

DESCRIPTION

1.0 DESCRIPTION

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The Department of Veterans Affairs’ (VA) Strategic Acquisition Center (SAC) is issuing this Sources Sought Notice in accordance with FAR part 10 as a means of conducting market research to identify qualified sources with the capability and the resources to meet the Veterans Health Administration’s (VHA) Non-Expendable Equipment National Program requirement for Scrub Dispensing Systems.

The SAC in conjunction with VHA is seeking a qualified source to supply brand name or equal identified IPA® ScrubEx Scrub Dispensing System and associated equipment on an agency-wide basis. VA intends to award a single Requirements Contract with Firm- Fixed Price (FFP) orders IAW FAR 16.503, Requirements Contract to a supplier of this equipment. Vendors will be required to deliver Scrub Dispensing Systems to VA medical centers and facilities in the Continental United States (CONUS) and Outside the Continental United States (OCONUS).

The anticipated period of performance is for one 12-month base period with four 12-month option periods from the date of award. However, the Government's decision as to whether to continue with the contract, upon annual review, will be based upon successful performance during each previous year and continued need.

The associated North American Industrial Classification System (NAICS) code for this procurement is 339112 – Surgical and Medical Instrument Manufacturing and the associated size standard is 1,000 employees.

The FAR Provision found at 52.204-7(b)(1) requires that “An Offeror is required to be registered in SAM when submitting an offer or quotation and at time of award.” You may access the SAM website at SAM.gov | Home. All offerors must be certified with the appropriate NAICS code on the SAM website. All SDVOSB/VOSB offerors must be verified in the Small Business Search (SBS) database at:

https://search.certifications.sba.gov/ at the time of submission.

Submissions for this “sources sought” shall be submitted by email no later than February 20, 2026, at 9:00am EST to all the following:

Trevor.Mason@va.gov Sara.Vickroy@va.gov

This notice is for planning purposes only and does not constitute a commitment on the part of the Government to award a contract, nor does the Government intend to pay for any information submitted as a result of this notice. This Sources Sought Notice is part of a continuous process for obtaining the latest information on the commercial status of https://www.sba.gov/sites/sbagov/files/2023-06/Table%20of%20Size%20Standards_Effective%20March%2017%2C%202023%20%282%29.pdf https://sam.gov/content/home https://search.certifications.sba.gov/ mailto:Trevor.Mason@va.gov mailto:Sara.Vickroy@va.gov the industry with respect to their current and near-term abilities. The information provided herein is subject to change and in no way binds the Government to solicit for, or award, a competitive contract. It is emphasized that this is a notice solely for planning and informational purposes. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this notice. There is no solicitation available at this time.

2.0 SCOPE OF WORK

The Veterans Health Administration (VHA) Non-Expendable Equipment National Program has identified the Scrub Dispensing Systems product line as a candidate for a VA-wide (otherwise referred to as “national”) single award Requirements contract.

Scrub Dispensing Systems are intended to be installed in areas of the facility where scrub uniforms are utilized. These systems consist of a dispenser in which authorized users can obtain scrubs, a receiver which users can return scrubs, and management software to track usage and inventory. Restricted access to scrubs and linens can reduce inventory shrinkage, simplify finding the correct size, and promote better management of laundering and inventory levels. Scrub dispensing systems may also improve operational efficiency and minimize resource costs.

The following Contract Line Items are being considered:

Contract Line

Items Manufacturer Part Number Description

0001 IPA SE-20003 scrubEx® 2.0 LV Dispenser w/ Touchscreen

IPA

SE-20093 scrubEx® 2.0 LV Remote Receiver w/ Touchscreen

0003 IPA SE-23003 scrubEx® 2.0 MV Dispenser/Receiver Unit w/ Touchscreen

0004 IPA SE-26003 scrubEx® 2.0 SV Dispenser/Receiver Unit w/ Touchscreen

0005 IPA SE-1150-SC Web-Based Management Software (scrubEx®/alEx®)

0006 IPA SE-2801 Pre-Installation, Installation, Start-Up, and Training (BASE First System)

0007 IPA SE-2802 Pre-Installation, Installation, Start-Up, and Training (Each Additional Unit)

0008 IPA SE-2817 Pre-Installation, Installation, Start-Up, and Training (BASE First System Existing Site)

0009 IPA SE-2808 Customer Server Update 0010 IPA SE-CLARIFY scrubEx New Software

0011 IPA SE-RECY Disposal fee of units 0012 IPA CC-LVD coverCare service for LV Dispenser 0013 IPA CC-LVR coverCare service for LV Receiver 0014 IPA CC-MV coverCare service for MV 0015 IPA CC-SV coverCare service for SV 0016 IPA CC-WEB coverCare service for software

The Department of Veterans Affairs (VA) is seeking vendors who can provide Scrub Dispensing Systems as listed above or equal commodities which meet all the following salient characteristics.

The Department of Veterans Affairs (VA) is seeking vendors who can provide IPA® ScrubEx Scrub Dispensing Systems or equal as listed above which meet all the following salient characteristics: Vendors may quote any product solution or configuration so long as they meet the salient characteristics. Products quoted in the technical volume must be captured on the Vendor’s pricing volume (Attachment A, Price Cost Schedule) of the solicitation. Vendors may quote any additional ancillary products which they deem to be essential to the functionality of the proposed solution; these items must be captured in the Vendor’s pricing volume with a quantity of zero.

CLIN’s 0001-0007 apply to the following SC’s:

SC # SALIENT CHARACTERISTICS METHOD OF EVALUATION

SC 1 Minimum of dispensing clean uniforms/scrubs to authorized users only

Literature Review

SC 2 Minimum capacity of 48 slots Literature Review

SC 3 Steel constructed cabinet with only 1 moving part or equivalent

Literature Review

SC 4 Web-based software hosted; No Patient Health Information and limited Personally Identifiable Information maintained

Literature Review

SC 5 Minimum 120 VAC, 60 Hz, 3 Amp Max electrical specifications

Literature Review

SC 6 Minimum installation requirement of 4” of clearance on either side of the machine and minimum 12” above the machine

Literature Review

SC 7 Minimum 1 year warranty service plan

Literature Review

SC 8 Maximum dimensions of 3 potential sizes:

52”Wx16.5”Dx78”H

Literature Review

SC 9 Cabinets will provide a dispenser and receiver at a minimum (can be 2 cabinets)

Literature Review

SC 10 Cabinets will use proximity, magnetic stripe or barcode for access and will utilize keypad access as backup at a minimum

Literature Review

SC 11 Extended warranty or service maintenance provided

Literature Review

SC 12 Must be FDA approved Literature Review

For each product (brand name and part number), the response must include descriptive literature demonstrating the product meets or exceeds the salient characteristics (SC) specified above.

The Government's intent is to include all ancillary items to ensure the equipment can function as designed by the OEM and as clinically required. Vendors are encouraged to provide any product solution or configuration so long as they meet the salient characteristics. Additionally, responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.

Responses to this Sources Sought Notice shall include the following:

1. Does vendor offer an annual service plan, Yes or No?

a. If Yes:

i. What does the plan cover?

ii. Does plan cover software updates only?

iii. Does the plan cover parts repair or replacement only?

iv. Does the plan cover both software and parts?

b. Vendor is requested to provide documentation that shows information on their service plan.

c. Is the service provided by the OEM or a subcontractor?

2. Full name and address of company

3. DUNS number/ CAGE Code/ SAM UIE

4. Business Size

5. Manufacturer or Distributor

a. If distributor provide full name, business size and address of manufacturer.

6. Country of Origin designation for all products

7. Ability to provide uninterrupted supply of products on a national scale

8. Technical Literature that clearly shows product(s) meet the identified salient characteristics and page numbers where each salient characteristic is met

9. Any additional product solution or configuration that would be beneficial to the clinical functionality of the product line identified.

Although not required, vendors responding to this Sources Sought are highly encouraged to submit a Capabilities Statement.

Contractors submitting capability statements in response to this RFI must specifically address the questions outlined above. Generic capability statements that do not directly pertain to this RFI will not be considered. Additionally, links requesting capability statements or further information will not be accessed. All responses must be submitted as an actual file attachment.