Surfacide Helios Triple Emitter UV-C System

Solicitation / RFP / RFQ

This solicitation is for the acquisition of three (3) brand-name Surfacide Helios+ Triple Emitter UVC Systems and accessories for the Department of Veterans Affairs, Corporal Michael J. Cresenz VA Medical Center, VISN 4. The purpose is to support the VA's mission of maintaining safe, hygienic, and infection-resistant healthcare environments by providing whole-room microbial reduction after manual cleaning. The system is an FDA-cleared Class II device.

• Three (3) Surfacide Helios+ Triple Emitter UVC Systems, each including:

  • 1 UV-C emitter
  • 2 safety motion sensors
  • 1 control tablet with LTE
  • 1 joiner with tablet holder
  • 1 joiner with tote bag
  • 1 Joby tripod

• 12 Months SURFcare Extended Software and Maintenance Support per emitter

• Freight/Shipping, Installation and Training

• Whole-room microbial reduction in unoccupied spaces after manual cleaning

• Effective reduction of high-priority pathogens (e.g., C. difficile, VRE, CRE, MRSA, MERS-CoV)

• Automated operation with quantifiable and consistent performance

• Multiple-emitter configuration to reduce shadowing

• Safe operation

• FDA-cleared Class II Medical Device

• Integration with existing VA infection prevention and environmental services workflows

• Comprehensive competency-based training and operator certification

• Standard Manufacturer's Warranty for the first year (Software Support, Cybersecurity, Licensing, Updates)

• Training and Program Support (Account Manager, ongoing training, customer service, analytics assessment, data archive, custom reports)

• Equipment Replacements (Emitter Exchange, Control Tablets, Safety Sensors, Lamp Replacement)

• Solicitation Number: 36C24426Q0646

• Offer Due Date: 06-12-2026, 16:00 EDT

• NAICS Code: 339113

• Size Standard: 800 Employees

• Contract type is not explicitly stated but implied to be a fixed-price contract for commercial items.

• Quotes must be submitted via email to olivia.mcdonald@va.gov.

• Offerors must quote all items identified in the Statement of Need to be considered responsive.

• Offerors must be registered in the System for Award Management (SAM).

• Evaluation will be based on Lowest Price Technically Acceptable (LPTA) in accordance with the Statement of Need.

• Key deadlines:

  • Questions Due: 06/05/26, 12:00 PM EST
  • Offer Due Date: 06/12/26, 16:00 EDT

• This acquisition is UNRESTRICTED.

• Vendors must read the solicitation in its entirety, including Section E, Instructions to Offerors.

• Failure to complete and provide all required documentation may result in offer elimination.

• Descriptive literature and an OEM authorization letter (if not the OEM) are required.

• Offerors must complete SF 1449 blocks as specified.

Justification for Single Source Award

This document justifies a single-source award for three (3) Surfacide® Helios+™™ Whole Room Microbial Reduction Systems for the Department of Veterans Affairs (VA), Veterans Integrated Service Network (VISN) 04, Corporal Michael J. Crescenz Department of Veterans Affairs Medical Center (CMCVAMC). The acquisition is for delivery, installation, and training, and will be awarded as a new firm-fixed-price contract under FAR 12. The systems are intended to support infection prevention, patient safety, and environmental disinfection across multiple clinical areas, ensuring regulatory-compliant microbial reduction.

• Procurement of three (3) Surfacide® Helios+™™ Whole Room Microbial Reduction Systems.

• Delivery, installation, and training associated with the system.

• Support infection prevention, patient safety, and environmental disinfection.

• The Surfacide Helios+ system is the only FDA-cleared Class II medical device for whole-room microbial reduction using continuous UV-C and multiple emitters (Product Code QXJ) that meets all VA performance, safety, and workflow criteria.

• Competing devices, such as Xenex LightStrike+, do not meet multiple salient characteristics required for VA clinical operations, including:

  • Inability to operate coordinated multi-emitter UV-C units as one unified system.
  • Inability to achieve whole-room microbial reduction in a single uninterrupted cycle.
  • Reliance on manual device repositioning between cycles.
  • Absence of a UV-C concentrator to overcome shadowing.
  • Lack of third-party safety certification (UL or ETL).

• These limitations in competing systems create operational, workflow, and safety challenges, making them unsuitable for the facility's clinical environment.

• Surfacide, LLC is the sole source manufacturer, and works with only one authorized Servide-Disabled Veteran Owned Small Business (SDVOSB) vendor for associated software, maintenance, and support.

• Conducted under FAR Part 10 and VAAR Part 810.

• Included review of FDA databases, GSA Advantage listings, SAM.gov registrations, and prior VA procurement history.

• Confirmed Surfacide, LLC as the sole source manufacturer and identified limitations of comparable systems.

• Purchase approved in accordance with RFO 6.103-1(d).