6515--541-26-3-250-0496 - UltraSAFE Automatic Formalin Dispensing System Brand Name Only Small Business set-aside

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

DESCRIPTION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2023-01.

This solicitation is a Brand Name Only Small Business set-aside.

The associated North American Industrial Classification System (NAICS) code for this procurement is 333914. The FSC/PSC is 6515.

The NCO 10 for Cleveland VA Medical Center is seeking to purchase the UltraSAFE Unit:

Automatic Formalin Dispensing System for the Surgical Department. This solicitation closes on September 24, 2026 @ 16:00 PM. Quotes should be submitted to Kevin Peeples kevin.peeples@va.gov Please reference 36C25026Q1068

1. Contracting Officer s Representative (COR)

NA

2. CONTRACT TITLE:

UltraSAFE Unit: Automatic Formalin Dispensing System

3. BACKGROUND

The VA Northeast Ohio Healthcare System (VANEOHS) is requesting the purchase of Brand Name Only, UltraSafe formalin dispensing system to include all accessories included with purchase. This system will allow Cleveland VAMC to be compliant with VA guidelines and have the equipment to keep our veterans and OR staff safe in case of a Formalin spill. There have been issues with the current hood system and PPE being used and the new system will address all issues.

The Safety Department performed a walk-thru in the OR and a safety concern was raised by the safety department because of a lack of an Ultrasafe Formalin Dispenser. Not having this UltraSafe dispense could cause harm to patients/OR staff if Formalin spills and is not handled properly Cleveland VAMC is the only surgical facility in the VISN that does not have one.

4. SCOPE

Government market research and justification studies consistently indicate that the UltraSAFE system occupies a unique Brand Name Only operational niche. It regularly outcompetes alternative or manual methods due to a proprietary, fully enclosed ecosystem.

Proprietary Valve Technology: It utilizes custom buckets designed with a non-return quadricuspid safety valve, allowing automatic injection of formalin without letting toxic fumes escape.

Traceability Integration: Unlike generic chemical dispensers, it features built-in scales, barcode readers, and thermal printers to automate documentation, recording the exact tissue weight, time to fixation, and formalin volume.

Independent Infrastructure: Features built-in charcoal and HEPA filters, allowing it to function as a standalone unit without requiring expensive modifications to a facility's external HVAC or exhaust lines.

The Purchase of the UltraSAFE Unit will allow Cleveland VAMC OR department to be compliant with VA guidelines also have the equipment needed to keep our veterans and OR staff safe in case of a Formalin spill there have been issues with the hood system and PPE being used and this new system would address all those concerns.

5. Specific Tasks

UltraSafe is the only system that could meet all needs. It is a zero-formalin exposure it will fill .5L containers and print off labels with employee info and sample information. All the other manufacturers researched could not meet these needs. The item MUST have the following:

Fully ventilated enclosure

Have items automated by weight

Label print & LIMS Data

Zero operator Fume escape

UltraSafe is a proprietary system manufactured and exclusively supplied by Milestone Medical. UltraSafe is the only system that could meet all needs of a zero-formalin exposure system that prints off labels with employee and sample info and the entire operation is also fume-free.

Core Safety Characteristics:

Enclosed & Vented Chamber: The entire dispensing process happens inside an auto-locking, fully enclosed chamber equipped with charcoal and HEPA H14 filters. This design removes the need to hook the workstation into external building ventilation lines

Patented One-Way Valve Lids: Specimens are placed into custom buckets that seal immediately. The system uses an automatic injection nozzle that penetrates a special quadricuspid valve in the lid to inject the fluid, ensuring fumes cannot escape and preventing any backflow or spillages

Weight-Based Automated Dispensing: The unit features a built-in scale. It detects the weight of the biospecimen and automatically dispenses the perfect volume of formalin to match preset laboratory ratios (e.g., a 1:3 specimen-to-fixative ratio)

Data Logging & Traceability: A built-in barcode reader logs bucket IDs and case numbers. An integrated thermal printer automatically outputs detailed labels recording the specimen weight, exact formalin volume, and the precise time to fixation to maintain a strict chain of custody

6. Performance Monitoring

Biomedical Engineering staff will work with warehouse staff to ensure delivery and incoming inspection to determine fitness for use.

7. Security Requirements

The requirements do not apply; The contractor will not have access to VA sensitive information.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

There will be no government-Furnished equipment of information.

9. Other Pertinent Information or Special Considerations.

The requested equipment shall be interoperable/usable with current workflows and technology deployed and used within the clinical atmosphere and existing BX Microscopes and associated accessories.

a. Identification of Possible Follow-on Work.

NA

b. Identification of Potential Conflicts of Interest (COI).

NA

c. Identification of Non-Disclosure Requirements.

NA

d. Packaging, Packing and Shipping Instructions.

NA

e. Inspection and Acceptance Criteria.

Biomedical Engineering staff will work with warehouse staff to ensure delivery and incoming inspection to determine fitness for use.

10. Risk Control

The Surgical Service will follow any safety recommendations given by the vendor and Biomed for the equipment.

11. Place of Performance.

Delivery Location:

Louis Stokes Cleveland VA Medical Center

10701 East Boulevard

Cleveland, OH 44106

12. Period of Performance

NA

13. Delivery Schedule.

One time buy

SUBMISSION

Responses to this solicitation shall be submitted via email to kevin.peeples@va.gov. Telephone responses shall not be accepted. Responses must be received no later than September 24 2026, at 16:00 pm EST, (Eastern Standard Time).

CLAUSES

FAR Number

Title

Date

52.209-6

PROTECTING THE GOVERNMENT S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT

JAN 2025

52.212-4

CONTRACT TERMS AND CONDITIONS-- COMMERCIAL ITEMS

NOV 2023

52.222-90

ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS

APR 2026

52.232-33

PAYMENT BY ELECTRONIC FUNDS TRANSFER SYSTEM FOR AWARD MANAGEMENT

OCT 2018

52.252-2

CLAUSES INCORPORATED BY REFERENCE

FEB 1998

52.232-40

PROVIDING ACCELERATED PAYMENTS TO SMALL BUSINESS SUBCONTRACTORS

MAR 2023

52.233-1

DISPUTES

MAY 2014

52.233-3

PROTEST AFTER AWARD

AUG 1996

852.219-76

852.203-70

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (DEVIATION)

COMMERCIAL ADVERTISING

JAN 2023

MAY 2018

852.232-72

ELECTRONIC SUBMISSION OF PAYMENT REQUESTS

NOV 2018

852.237-70

CONTRACTOR RESPONSIBILITIES

OCT 2019

PROVISIONS

52.212-1

INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS

SEP 2023

52.212-2

EVALUATION--COMMERCIAL ITEMS

NOV 2021