S02 Sources Sought RFI NX EQ Scalp Cooling Systems.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* NX EQ Scalp Cooling Systems-RFI

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 22408-2697

SOLICITATION NUMBER* 36C10G26Q0040

RESPONSE DATE/TIME/ZONE 01-29-2026 9:00AM EASTERN TIME, NEW YORK, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339112

CONTRACTING OFFICE ADDRESS U.S. Department of Veterans Affairs

OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

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 Scalp Cooling Systems.

The SAC in conjunction with VHA is seeking a qualified source to supply brand name or equal identified Paxman Coolers Ltd. Scalp Cooling Systems 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 Scalp Cooling 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 January 29, 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 Scalp Cooling Systems product line as a candidate for a VA-wide (otherwise referred to as “national”) single award Requirements contract.

Scalp Cooling Systems are designed to cool the scalp by circulating a cooled liquid through a cap worn by the patient for a period of time before, during, and after each chemotherapy treatment to aid in preventing and/or reducing hair loss. A second cap, made from neoprene (a type of artificial rubber), covers the cooling cap to hold it in place and keep the cold from escaping. Scalp Cooling Systems lower a patient's designated body part to a predetermined temperature by circulating liquid through hoses in close contact with the outside of the patient's body. These units consist of a central refrigerator system which pumps cooled liquid through hoses to other hoses contained inside a device in contact with the patient's body; most also feature temperature controls and alarms. This treatment, also referred to as scalp hypothermia, tightens up or constricts blood vessels in the scalp to reduce the effects of chemotherapy and its impact on hair follicle cells. The cold also decreases the activity of the hair follicles and makes them less attractive to chemotherapy, which targets rapidly dividing cells and, as a result, helps prevent and/or reduce hair loss at the scalp.

The following Contract Line Items are being considered:

Contract Line

Items Brand Part Number Description

0001 Paxman Coolers Ltd. PSCS1

Paxman™ Scalp Cooling Device (PSCS1) (Includes: Single cap system electronically operated refrigeration unit complete with power-cord, single coolant line with quick release coupling, adjustable single coolant support arm, touchscreen controller with LCD display, detachable single cap holder attachment, four (4) locking casters for interior movement for usage placement, and one year warranty.)

0002 Paxman Coolers Ltd. PSCS2

Paxman™ Scalp Cooling Device (PSCS2) (Includes: Dual cap system electronically operated refrigeration unit complete with power-cord, dual coolant lines with quick release couplings, adjustable dual coolant support arms, touchscreen controller with LCD display, detachable dual cap holder attachments, four (4) locking casters for interior movement for usage placement, and one year warranty.)

0003 Paxman Coolers Ltd. PaxKit-S

Paxman - Cap Kit - Small, 1/EA (Includes: Single patient use Small cap kit – inner cap and neoprene cap cover, forehead protection, spray bottle for scalp cooling hair preparation, Manta anti-breakage, ultra-gentle hairbrush, conditioner to be used during hair preparation, towel to dry the cap after treatment, and comprehensive patient education materials.)

0004 Paxman Coolers Ltd. PaxKit-M

Paxman - Cap Kit - Medium, 1/EA (Includes: Single patient use Medium cap kit – inner cap and neoprene cap cover, forehead protection, spray bottle for scalp cooling hair preparation, Manta anti-breakage, ultra-gentle hairbrush, conditioner to be used during hair preparation, towel to dry the cap after treatment, and comprehensive patient education materials.)

0005 Paxman Coolers Ltd. PaxKit-L

Paxman - Cap Kit - Large, 1/EA (Includes: Single patient use Large cap kit – inner cap and neoprene cap cover, forehead protection, spray bottle for scalp cooling hair preparation, Manta anti-breakage, ultra-gentle hairbrush, conditioner to be used during hair preparation, towel to dry the cap after treatment, and comprehensive patient education materials.)

0006 Paxman Coolers Ltd. PaxKit-SMED

Paxman - Cap Kit - Smedium, 1/EA (Includes: Single patient use Smedium cap kit – inner cap and neoprene cap cover, forehead protection, spray bottle for scalp cooling hair preparation, Manta anti-breakage, ultra-gentle hairbrush, conditioner to be used during hair preparation, towel to dry the cap after treatment, and comprehensive patient education materials.)

0007 Paxman Coolers Ltd. PaxAnnSvc-1YR

Extended Warranty / Annual Service and Maintenance - 1YR (PSCS1 or PSCS2 - CLIN 0001 and 0002) (Includes: Onsite Annual 21 Point Preventative Maintenance Service and Inspection for 12 months post initial 1 year warranty)

0008 Paxman Coolers Ltd. PaxAnnSvc-2YR

Extended Warranty / Annual Service and Maintenance - 2YR (PSCS1 or PSCS2 - CLIN 0001 and 0002) (Includes: Onsite Annual 21 Point Preventative Maintenance Service and Inspection for 24 months post initial 1 year warranty)

0009 Paxman Coolers Ltd. PaxAnnSvc-3YR

Extended Warranty / Annual Service and Maintenance - 3YR (PSCS1 or PSCS2 - CLIN 0001 and 0002) (Includes: Onsite Annual 21 Point Preventative Maintenance Service and Inspection for 36 months post initial 1 year warranty)

0010 Paxman Coolers Ltd. PaxAnnSvc-4YR

Extended Warranty / Annual Service and Maintenance - 4YR (PSCS1 or PSCS2 - CLIN 0001 and 0002) (Includes: Onsite Annual 21 Point Preventative Maintenance Service and Inspection for 48 months post initial 1 year warranty)

The Department of Veterans Affairs (VA) is seeking vendors who can provide Scalp Cooling 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 Paxman Coolers Ltd. Scalp Cooling Systems or equal as listed above which meet all the following salient characteristics listed below. 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

Must be FDA approved to reduce the likelihood of chemotherapy-induced alopecia (CIA)

Literature Review

SC 2

Must be capable of maintaining coolant between +26°F (-3.5°C) and +25°F (-4°C)

Literature Review

SC 3

Must be capable of continuously monitoring coolant flow rate and coolant temperature in-line with visual and audible alarms

Literature Review

SC 4

Must be capable of operating from 100-110V 50 Hz or 100-120 V 60 Hz single phase power

Literature Review

SC 5 Must include lockable swivel casters to support mobility Literature Review

SC 6 Must offer multiple Cooling Cap sizes Literature Review

SC 7

Must include standard one year warranty, offer options for an extended warranty, and annual preventative maintenance services

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.

10. Authorized Distributor Letter Certified by OEM with a current date.

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.