Sources Sought Notice - Ceiling Mounted Exam Lights 642 - 36C24426Q0251.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJE

CT*

Ceiling-Mounted Exam Lights

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 19104

SOLICITATION NUMBER* 36C24426Q0251

RESPONSE DATE/TIME/ZONE 02-10-2026 1:00 PM EASTERN TIME, NEW

YORK, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6530

NAICS CODE* 339113

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 4

3900 Woodland Ave

Philadelphia, PA 19104

POINT OF CONTACT* Contract Specialist

McDaniel Brayboy III mcdaniel.brayboy@va.gov

916-841-7834

PLACE OF PERFORMANCE

ADDRESS Philadelphia VA Medical Center

3900 Woodland Ave

Philadelphia PA

POSTAL CODE 19104

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A SOURCES SOUGHT NOTICE ONLY. This Sources Sought Notice is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Sources Sought announcement, no evaluation letters and/or results will be issued to the respondents. No solicitation exists. Therefore, do not request a copy of a solicitation.

The Department of Veterans Affairs (VA), VISN 4, Network Contracting Office 4 (NCO 4), is seeking information and potential qualified sources capable of providing Ceiling Mounted Exam Lights. The lights will be delivered to the Philadelphia VA Medical Center, located in Philadelphia, PA 19104.

1. Background

Exam lights assist clinical staff during medical examinations by illuminating body surfaces and cavities.

Their specialized lighting provides clinicians with an accurate view of the body reducing errors of diagnosis. There are several types of exam lights: ceiling-mounted, floor standing, and wall-mounted.

Ceiling-mounted lights are designed to suspend from ceiling providing an increased range of motion, while also minimizing space concerns.

The current fleet of ceiling-mounted exam lights located within the Emergency Department (ED) at the Philadelphia VA Medical Center (VAPHI) are approaching their end-of-life cycle due to degradation experienced from normal usage throughout their lifespan. The ED utilizes this equipment during patient examinations to assess a patient’s condition, perform diagnostics, and carry out treatment plans. To prevent further equipment failures and minimize impacts to patient care, these ceiling-mounted exam lights require replacement.

2. Project Scope

This procurement covers the replacement of the 18 pre-existing Chromophare D300 exam lights located in the ED exam rooms at VAPHI. This will include the de-installation of the current exam lights as well as the purchase and installation of new ceiling-mounted exam lights. The inventory of the existing ceiling lights is listed in Attachment A. The current inventory includes 17 exam lights, as one unit has been turned in as of October 2025. The Emergency department still requires 18 exam lights to be installed.

The Contractor is responsible for the below minimum services:

- De-installation of existing ceiling-mounted exam lights

- Verification of structural support

- Provision of new Ceiling-mounted exam light replacement equipment

- Complete installation of procured replacement equipment

- Collaboration with VAPHI Facilities department for validation of electrical requirements

- Provision of any necessary labor, structural, steel work, and electrical components needed for the system to function safely o Any cable pulling required for the equipment will be installed by certified technicians only

- Fulfillment of VHA Directive 7715, Safety and Health Drug Construction and VA recognized health care accreditation standards. This includes infection control efforts, the pre-construction risk assessments (PCRA) and infection control risk assessments (ICRA).

Note: this does not include all requirements, but the basic requirements required for each installation of exam light.

Technical Requirements The exam light should:

be ceiling-mounted weigh no more than 9kg including power supply provide controls to adjust light intensity at a minimum of 5 different intensity levels have a maximum of 10 LED light bulbs have a minimum light intensity of 80 klux at a distance of 1m perform a minimum of 36in vertical adjustment power supply voltage 100 - 240 V (AC) have two arms to support increased range of motion: spring arm and horizontal arm minimum length of horizontal arm is 30in compatible with mounting plate for current existing exam lights. See figure 1 listed below for schematics of existing mounting plate:

Figure 1: Schematics of existing exam light mounting plate within Emergency Department at VAPHI

3. Installation Requirements Construction, installation, testing, and Go-live will be completed by contractor. Upon contract award, the contractor must provide a project manager point of contact for kick-off to the Contracting Officer Representative (COR). Contractor will work with Biomed and Facilities electrical representatives to validate electrical requirements. During installation, the Contractor must meet the occupational safety and health requirements as well as adhere to the VHA Directive 7715 for Safety and Health During Construction. The contractor will work with Biomedical Engineering staff to provide any additional documentation required.

Labor All necessary labor must be included with the procurement of each ceiling-mounted exam light. The Contractor shall have available both standard weekday business hours and weekend hours due to impacts to patient care. Scheduling will be discussed with the Biomedical Engineering representative and coordinated with the Clinical end users. The flexibility of schedule is due to unpredictability of patient volume that can occur within the Emergency Department. The contractor must be able to work during times agreed upon by Biomedical and Clinical end users to minimize impacts to patient care.

4. Site Verification and Drawings Before issuance of a task order, the Contractor must complete a basic on-site verification of the current or future lighting system for any structural requirements. If found that extensive building infrastructure modifications are required, the in-house facility staff must verify construction needs before proceeding with the task order. This procurement includes no modification of building infrastructure.

5. Warranty

All equipment procured under this contract will have a minimum one-year warranty for all parts and associated fees (i.e., labor and shipping). Contractor may provide optional add-ons for extended coverage as desired.

6. Delivery Location

VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104

Prior to delivery, Contractor shall verify shipment with the designated Contracting Officer Representative (COR). Once confirmed, tracking information, quantity and estimated arrival shall be provided.

The Contractor must comply and provide all necessary verification and information to the VAMC. The Purchase Order information must be included on the shipment for proper receiving.

Failure to include Purchase Order information may result in the delivery being turned away. The delivery may be refused and require redelivery at no additional cost to the government.

7. Delivery Coordination

Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with COR once a ship date is established. The COR, Biomedical Engineering and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the COR. Failure of the coordinate shipment with COR, may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number.

8. Additional Charges or Modifications There will be no additional charge for time spent at the site during, or after the normal hours of coverage, awaiting the arrival of additional FSE and/or delivery of parts or installation. Any changes or modifications of schedule must be agreed upon by COR and evaluated for cost implications.

9. Influenza Vaccination

VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer’s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192.

10. Packaging Waste Management

Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash

11. Tuberculosis Prevention

Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year.

TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually.

RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR.

Please provide a signed memo stating that:

(number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days.

(number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater.

12. COVID-19: Coronavirus Disease Vaccination Program:

VHA Directive 1193 requires all health care personnel (HCP) to participate in the coronavirus disease vaccination program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1193. The contractor shall maintain the following documentation:

Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination.

Completed VA Form 10-263 if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification to the Contracting Officer’s Representative (COR) or designee that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1193.

13. Confidentiality and Nondisclosure

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

14. Identification, Parking, Smoking, Cellular Phone Use and VA Regulations

1. The contractor's FSE shall wear visible identification at all times while on the premises of VAPHI.

Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas.

Information on parking is available from the VA Police-Security Service. VAPHI will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3. Smoking is prohibited inside any buildings and on premises at VAPHI. This covers all smoking and tobacco products, including but not limited to:

a. Cigarettes

b. Cigars

c. Pipes

d. Any other combustion of tobacco

e. Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

f. Chewing tobacco

4. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

15. Contractor Personnel Security Requirements

Contractor may not have access to the VA network or any VA sensitive information under this contract.

Contractor-owned computer equipment, including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT.

The following language from VA Handbook 6500.6 is required in this contract:

1. Appendix C: Paragraphs #3a, #5h, #6a, #7a, #7d, #9(all)

All Contractors must receive Privacy training annually using one of the following methods:

1. Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or

Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain.

2. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the COR.

Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industry Classification code (NAICS) 339113, Surgical Appliance and Supplies Manufacturing. The Small Business Size Standard for this NAICS code is 750 employees.

Please answer the following questions:

(1) 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), Small Business (SB), Large Business, etc.)?

(2) Is your company considered small under the NAICS code identified under this notice?

(3) Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?

(4) Is the product you are providing information about made by a small business manufacturer or a large business?

(5) Is the product you are providing information about manufactured in the United States? If not, please provide the country where the unit is manufactured.

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

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

(8) If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.

(9) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.

(10) If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?

(11) 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.

(12) Please submit your capabilities regarding the salient characteristics detailed above to establish capabilities for planning purposes.

(13) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.

(14) Please provide your Unique Entity ID.

This Sources Sought Notice will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to mcdaniel.brayboy@va.gov no later than, 1:00 PM Eastern Standard Time (EST) on February 10, 2026.

This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contract Specialist, McDaniel Brayboy III.

All firms responding to this Sources Sought Notice are advised that their response is not a request for proposal, therefore will not be considered for a contract award.

If a solicitation is issued, information will be posted on the Contract Opportunities website for all qualified interested parties at a later date, and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Source Sought Notice. Information will only be accepted in writing by e-mail to Contract Specialist, McDaniel Brayboy III at mcdaniel.brayboy@va.gov

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. 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 notice.