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EXPIRED Notice ID36C24526Q0558 Last UpdatedMay 21, 2026 6:30 PM

Xenon Headlight and Light Source Procurement | US. Department of Veterans Affairs

★ VETERANS AFFAIRS, DEPARTMENT OF › 245-NETWORK CONTRACT OFFICE 5 (36C245)
Washington
VETERANS AFFAIRS, DEPARTMENT OF
6515
Sources Sought
May 21, 2026
—
339112 – Miscellaneous Manufacturing
Unrestricted
June 2, 2026 1:00 PM

⚠ Important Legal Notice

This RFI is solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the Government. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the Government to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the Government does reserve the right to contact any respondent and/or respondent reference to obtain additional information. At this time, no solicitation exists; therefore, please do not request a copy of the solicitation. Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and any other acquisition decisions are to be determined.

Executive Summary

The U.S. Department of Veterans Affairs is procuring xenon headlights and light sources for surgical procedures. This is a firm-fixed price contract with a delivery requirement within 90 days from award.

Key Requirements (Verbatim Excerpts)

  • 5.1 Delivery.
  • Washington, DC 20422
  • Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).
  • Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.
  • Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.
  • Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.
  • Delivery is required within 90 days from award of the contract.
  • Contractor personnel s tool bags are subject to inspection.
  • 5.5 Inspection and Acceptance.
  • Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

⚠ Important Notice Details

Submission Requirements:

  • Please include descriptive literature demonstrating the product meets or exceeds the brand name product specified above.
  • Please provide any product solution or configuration so long as they are equivalent to the brand name product.
  • Responses can include any additional product that may be beneficial. These items must be clearly identified by brand name and part number.
  • PLEASE PROVIDE THE FOLLOWING ADDITIONAL INFORMATION: Full name and address of company.
  • DUNS number/ CAGE Code/ SAM UEI.
  • Business Size.
  • Manufacturer or Distributor.
  • If distributor, provide full name, business size, and address of manufacturer.
  • Country of Origin designation for all products.
  • Technical Literature that clearly shows product(s) are equivalent.
  • Any additional product solution or configuration that would be beneficial to the functionality of the product line identified.
  • Authorized Distributor Letter Certified by OEM with a current date.
  • Although not required, vendors responding to this Sources Sought may also submit a Capabilities Statement.

Response Deadline: June 2, 2026 1:00 PM

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Scope & Requirements

Contract Title: Headlight and Light Source for Surgical Procedures

Background: The Washington DC VA Medical Center has a requirement to purchase 5 light sources and 3 headlights. The facility needs to replace the light sources as 3 of 5 xenon light sources have been deemed unrepairable. The 3 unrepairable light sources have been turned-in, and the OR now only has 2 functioning xenon light sources. This equipment is essential as surgeons need adequate lighting to effectively complete surgical procedures.

Scope of Work: The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request.

Specifications:

  • UltraLite Pro Headlight w/ Premium Cable – Quantity: 3
  • MLX 300W Xenon Light Source – Quantity: 5
  • MLX Floor Stand – Quantity: 5

Delivery: All equipment shall be delivered to Washington DC VA Medical Center, 50 Irving St NW, Washington, DC 20422, ATTN: VHAWAS Equipment Committee. Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip). Delivery is required within 90 days from award of the contract.

Compliance & Qualifications

  • FAR 15.201(e)

How to Prepare Your Bid

  1. Ensure all products meet or exceed the specified brand name requirements and include descriptive literature.
  2. Document your ability to provide items through manufacturer-approved distribution channels.
  3. Prepare a detailed training plan for clinical staff/users as part of your proposal.
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