6525--MAR 2026 Equipment Only Consolidation

Other / Unclassified

This memorandum outlines the process for training on delivery orders, specifically detailing how applications training will be handled in conjunction with equipment purchases. It clarifies that off-site training for specific roles (Biomed, Physician, Physicist) will be removed from the Delivery Order (DO) award. The process requires customers to submit training requests at the time of need, including the names of attendees and course dates. The HTME will process these requests as modifications to the DO, covering only the tuition costs. Travel expenses will be managed at the facility level. A certificate of completion is required for vendor payment.

This document is relevant to bidders as it clarifies the process for awarding and managing training associated with equipment purchases. It specifies that training costs (tuition) will be handled via modifications to the DO, and that travel expenses are separate. Bidders should note the requirement for customers to submit training requests with attendee details and the need for a completion certificate for payment.

Form / Attachment

This document, VA Directive 6550 Appendix A, is a form to be completed for all procurements of network-connected medical devices and non-network-connected medical devices that store sensitive information. For client/server systems, a separate Appendix A is required for each the client and the medical server.

The form collects detailed information about the device, including:

• Equipment Category, Manufacturer, Model, NSI Number, Application Name and Software Version
• Network Service (VISN), Facility Name and Number
• Points of Contact (Manufacturer and Biomedical Engineering)
• Device Type (Discrete, Software, Client, Application Server)
• Device Description and communication protocols
• Operating System details and support status
• Wireless network connection capabilities and FIPS compliance
• Enterprise Risk Analysis (ERA) status and numbers (including MedMod ERA)
• Patching, logging, auditing, and antivirus capabilities
• Support for external systems like Cerner or EHRM
• Encryption methods and compliance with security standards (FIPS)
• Data storage, purging, and external data sharing policies
• Cloud platform approval and FedRAMP status
• Connectivity requirements (external, remote access)
• IP address usage and IPv6 support
• Server specifications (if applicable)
• Use of Java, machine learning/AI, and vulnerability scanning
• Digital signature compliance
• Backup and HL7 interface details
• EHRM/Cerner interface approval status

This form is critical for bidders to understand the specific technical, security, and compliance requirements for medical devices being procured. It outlines the necessary information that must be provided to demonstrate a device's suitability and compliance with VA security directives. Completing this form accurately is essential for a successful bid, as it directly impacts the evaluation of the device's security posture and integration capabilities within the VA network.

Other / Unclassified

This document outlines the "MAR 2026 Equipment Only Consolidation Schedule," detailing key dates and milestones for an upcoming procurement. It specifies the timeline for requirements submission, pre-solicitation notice, request for offers (RFO), vendor questions, response publication, offer submission, technical evaluations, and the goal for awarding delivery orders.

This schedule is critical for potential bidders as it provides estimated dates for major procurement activities. Key dates include:

• 04/15/2026: Publish Pre-Solicitation Notice
• 04/22/2026: Post Requirements and Request for Offers (RFO)
• 05/13/2026: Vendors to submit Equipment Questions to NAC
• 06/03/2026: NAC Published Responses to Vendor Questions via Amendment
• 07/01/2026: Vendors to Submit Offers to NAC
• 11/03/2026: Goal to Award Delivery Orders

Bidders should note that all dates are estimates and subject to change. The Consolidation Manager is Teresa Rogofsky.

Solicitation / RFP / RFQ

This Request for Offers (RFO) solicits offers for the MAR 2026 Equipment Only Consolidation, conducted under FAR 16.505 – Ordering. The government intends to award orders without discussions, expecting offerors to submit their best terms initially. The procurement is limited to companies holding current contracts with the VA National Acquisition Center or the Defense Logistics Agency (DLA-TS) for the specified equipment types.

• Vendors must offer new equipment that meets or exceeds the technical and functional requirements.

• Offers must include individual product pricing; bottom-line pricing only will be rejected.

• "Upgrade" items imply a "forklift upgrade" (entire system replacement), with the replaced item treated as a trade-in.

• All offered products and services must be within the scope of the government's requirements.

• Specific documentation is required, including product brochures, CAD drawings, FIPS 140-2 certification, MDS2 form, OS Support Plans (especially for unsupported OS), technical specification sheets, and details on technical training.

• Resultant delivery orders are subject to the terms and conditions of the base contract.

• Offers must be honored for an acceptance period of no less than 180 days from the solicitation closing date.

• Multi-unit discounts are encouraged and will be applied by equipment modality nationwide based on the total number of line items purchased.

• Vendor Questions Deadline: May 13, 2026, 11:59 PM CST.

• Vendor Offers Due Date: July 1, 2026, 11:59 PM CST.

• Goal to Award Delivery Orders: November 3, 2026, 11:59 PM CST.

• Responses must be submitted via Box upload, following a strict folder and file naming convention. CD-ROM, email, paper, or fax submissions will not be accepted.

• Evaluation will be based on "Availability of Required Features" and "Availability of Service." Award will be made to the offeror representing the best value, considering price and other factors, with non-price factors being significantly more important than price.

• Competition is limited to current contract holders with the VA National Acquisition Center or DLA-TS.

• Vendors must hold a valid contract vehicle at the time of offer submission and at the time of delivery order award.

• Failure to comply with submission instructions may result in offers being rejected or deemed ineligible for award.

• A detailed "Schedule of Requirements" spreadsheet is provided as an enclosure.

Form / Attachment / Pricing Sheet

This document is an Excel file containing various workup sheets (Equipment, Turnkey, Vendor Summary, ET, CO S23 Price Audit) related to RFQ# 36A79726Q0009. It serves as a template for vendors to complete pricing and quote information.

• Equipment Workup: A template for vendors to input list prices, discounts, and net prices for equipment items. Vendors are instructed to complete cells highlighted in yellow.
• Turnkey Workup: A template for vendors to provide pricing for extended installation and turnkey services, broken down by CSI divisions.
• Vendor Summary: A summary sheet consolidating equipment and turnkey service pricing, including subtotals and customer totals.
• ET Workup: A template for entering equipment and trade-in information, potentially for delivery orders.
• CO S23 Price Audit: A sheet for auditing quoted prices against a maximum allowable price, indicating if the quoted price is allowable.

This document is crucial for bidders as it provides the structure and fields required for submitting pricing information for the opportunity. Vendors must use these templates to detail their equipment costs, installation services, and overall pricing, ensuring compliance with the RFQ's pricing requirements.

Form / Attachment / Pricing Sheet

This document, "MAR 2026 EQ - Schedule of Line Items with QA Template.xlsx", provides a detailed schedule of equipment line items and a template for Quality Assurance (QA) responses. It is intended to outline the specific equipment requirements across various VA healthcare systems (VISNs) and stations, along with associated quantities. The QA template section is designed for government responses to vendor equipment questions.

• Schedule of Line Items Sheet: Lists specific equipment (e.g., XR PORT C ARM, XR US, NM BONE DEN, XR RAD, XR HYBRID, XR IR, XR MAMMO, NM SPECT CT) required at different VA stations across various VISNs.
• Quantities: Specifies the number of units for each equipment type at each location.
• Equipment PO: Unique purchase order identifier for each equipment item.
• QA Template Sheet: Provides a structure for vendors to ask questions about equipment and for the government to provide responses.

This document is crucial for potential bidders as it details the specific medical equipment the government intends to procure, including the types, quantities, and locations. Bidders should use this schedule to understand the scope of potential contracts, identify specific needs for their offerings, and prepare their proposals accordingly. The QA template highlights the process for addressing vendor inquiries regarding equipment specifications and requirements.

Solicitation / RFP / RFQ

This document is a solicitation (SF 1449) for commercial products and services. It outlines the acquisition details for "March 2026 Equipment Only Consolidation".

This solicitation references several attached documents that likely contain detailed requirements and schedules:

• MAR 2026 EQ Consolidation - RFO

• MAR 2026 Equipment Only Consolidation Schedule

• MAR 2026 EQ - Schedule of Line Items with QA Template

• 504B67001 - 589B63005

• 589B63006 - 646B362003

• 649B62004 - 5086B6002

• Vendor Folders

• Vendor Workup - 36A79726Q0009

• VA Directive 6550 - New Appendix A - published Jun. 2023

• Memorandum for Training

• The solicitation is issued by the Department of Veterans Affairs, National Acquisition Center.

• The offer due date is July 1, 2026, at 11:59 CDT.

• Standard solicitation clauses FAR 52.212-1, 52.212-4, and 52.212-5 are incorporated by reference or attached.

• Bidders are required to complete blocks 12, 17, 23, 24, & 30 of the SF 1449 form.

• The acquisition is marked as "UNRESTRICTED".

• NAICS code and Size Standard are to be determined.

• This solicitation incorporates by reference FAR 52.212-1 and 52.212-4. FAR 52.212-3 and 52.212-5 are attached. Addenda are or are not attached (indicated by checkmark).

• Payment will be made by EFT.

Presolicitation Notice

This notice announces the upcoming "MAR 2026 Equipment Only Consolidation" requirement. It serves as a presolicitation announcement to inform potential vendors about the government's intent to procure equipment.

• Solicitation Number: 36A79726Q0009

• Product Service Code: 6525

• NAICS Code: 334517

• Place of Performance: Hines, IL 60141

• Response Date/Time/Zone: July 1, 2026, 11:59 AM Central Time, Chicago, USA

• Archive: 90 days after the response date

• Contracting Office: Department of Veterans Affairs, National Acquisition Center

• Point of Contact: Teresa Rogofsky, Contracting Officer

• Email: Teresa.Rogofsky@va.gov

• Pre-Solicitation Notice - MAR 2026 EQ Only Consolidation

• MAR 2026 EQ - Schedule of Line Items with QA Template

Solicitation / RFP / RFQ

This is a pre-solicitation notice for the MAR 2026 Equipment Only Consolidation. The solicitation will be posted to SAM.gov.

This solicitation is only open to companies that currently hold a contract for the specified equipment types with either the VA National Acquisition Center (NAC), High Tech Medical Equipment Division, or the Defense Logistics Agency (DLA) Troop Support, under which the VA NAC has ordering authority.

• 03/31/2026: Requirements due to NAC

• 04/15/2026: Pre-Solicitation Notice Publish Date

• 04/22/2026: Requirements and Request for Offers (RFO) Post Date

• 05/13/2026: Vendor Equipment Questions Due to NAC (Use QA Template)

• 06/03/2026: NAC Publishes Responses to Vendor Questions (via Amendment)

• 07/01/2026: Vendor Offers Due to NAC

• 11/03/2026: Goal to Award Delivery Orders Dates are estimates and subject to change.

• Solicitation Phase (Post 04/15/2026 to Pre-Award): All communication, including requests for clarification, must be coordinated through the NAC Consolidation Coordinator, Teresa Rogofsky (Teresa.Rogofsky@va.gov).

• Evaluation Phase: Communication will be coordinated by a NAC Contracting Officer. Local/VISN Contracting Officers may assist with NAC Consolidation Coordinator approval. All communications with local/VISN COs must be provided to the NAC Coordinator.

• Vendor Presentations: May be required to clarify equipment features in quotes. Prices or features not quoted will not be discussed. Contracting Officers will control communications to ensure fairness.

• Post-Evaluation: NAC Contracting Officers will review technical evaluations. Communication during this time is through NAC Contracting Officers only.

• Status Inquiries: Vendors are asked not to contact the NAC or requesting VISN/Medical Center regarding status, as this will delay the process. Updates will be issued after NAC finalizes selections.

Vendors must use the provided QA template found in the Schedule of Line Items Excel file (second tab) for submitting questions.

Form / Attachment / Pricing Sheet

This document, "MAR 2026 EQ - Schedule of Line Items with QA Template.xlsx", provides a detailed schedule of equipment line items across various VA Health Care Networks (VISNs) and stations. It also includes a template for Quality Assurance (QA) responses.

Schedule of Line Items Sheet:

• Lists specific equipment by VISN, Station, Equipment PO, and Equipment Type.
• Includes quantities for each item.
• Notes that Row 2 is intentionally skipped, and requirements begin on Row 3.
• Examples of equipment include 'XR PORT C ARM', 'XR US', 'NM BONE DEN', 'XR RAD', 'XR HYBRID', 'NM SPECT CT', and 'XR MAMMO'.

QA Template Sheet:

• Provides a structure for vendors to respond to government equipment questions.
• Columns include EQUIPMENT PO, VISN, STATION, EQUIPMENT TYPE, VENDOR EQUIPMENT QUESTIONS, and GOVERNMENT EQUIPMENT RESPONSE.
• Instructs users to use a drop-down menu for Column A, which auto-populates Columns B, C, and D.

This spreadsheet is crucial for bidders to understand the specific equipment requirements, quantities, and locations across different VA facilities. The QA template indicates the type of technical and quality assurance information that may be required in response to the solicitation. Bidders should use this to identify potential opportunities and prepare detailed responses regarding equipment specifications and quality assurance.