6515--Duodenoscope Image Controller (VA-26-00031984)

Other / Unclassified

This document is a Sole Source Justification for Other Than Full and Open Competition, executed by the Department of Veterans Affairs (VA) Strategic Acquisition Center (SAC) for the Veterans Health Administration (VHA). It justifies a non-competitive award to Veterans Healthcare Supply Solutions (VHSS), a certified Service-Disabled Veteran-Owned Small Business (SDVOSB), for the procurement of EXALT™ Model D Duodenoscope Image Controllers.

• Procurement Type: Sole Source, non-competitive.
• Contracting Activity: Strategic Acquisition Center (SAC) on behalf of VHA.
• Awardee: Veterans Healthcare Supply Solutions (VHSS).
• Product: EXALT™ Model D Duodenoscope Image Controllers, manufactured by Boston Scientific.
• Justification: VHSS is the sole authorized distributor of these proprietary controllers, which are essential for operating the VA's existing inventory of EXALT Model D duodenoscopes. No other manufacturer produces a compatible controller, making substitution technically infeasible and operationally disruptive.
• Contract Details: A firm-fixed-price requirements contract is intended. The total estimated value includes a 12-month base period plus four 12-month option periods.
• Statutory Authority: 41 U.S.C. 1901 (Simplified Acquisition Procedures).
• Market Research: A Request for Information (RFI) was posted, and sources sought were published, but no responses were received from other potential sources. Boston Scientific confirmed VHSS as their sole authorized distributor.
• Competition: The VA will continue market research to identify future opportunities for competition.

Other / Unclassified

This document is a Justification and Approval (J&A) for a sole-source award. It details the Department of Veterans Affairs, Strategic Acquisition Center's decision to award contract number 36C10G26D0011 to VETERANS HEALTHCARE SUPPLY SOLUTIONS, INC for Boston Scientific EXALT Model D Duodenoscope Image Controllers.

This J&A provides critical information for potential bidders by:

• Identifying the Awardee: VETERANS HEALTHCARE SUPPLY SOLUTIONS, INC (UEI: TLTXKMLQEYU9) has been awarded the contract.
• Specifying the Product: The contract is for Boston Scientific EXALT Model D Duodenoscope Image Controllers.
• Outlining the Contract Period: The performance period includes one 12-month base period starting June 1, 2026, and four 12-month option periods.
• Stating the Total Value: The total estimated contract value, including the base period and all options, is $5,555,372.20.
• Citing Authority: The award is made under FAR 13.5 - Simplified Procedures for One Source.

This information is relevant for vendors interested in this specific medical equipment or those tracking awards made under simplified procedures.

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for the nationwide procurement of Boston Scientific EXALT Model D Duodenoscope Image Controllers, including accessories, consumables, and warranties. The Department of Veterans Affairs (VA) intends to award a single Requirements Contract with Firm Fixed Price (FFP) orders to support nationwide delivery requirements.

• The specific item required is the Boston Scientific EXALT Model D Duodenoscope Image Controller, part number M00542430. Only the Original Equipment Manufacturer (OEM) item is acceptable; no substitutes, equivalents, refurbished units, gray-market items, or products in development will be considered.

• All items must be new and include the OEM warranty.

• If quoting as an authorized distributor, a valid OEM authorization letter, dated within 30 days of quote submission and valid for the contract's performance period, is required.

• Quoters must provide product literature for each CLIN (e.g., technical specifications, product brochures) prior to the contract effective date.

• The contract will have a 12-month base period and four 12-month option periods.

• The contract is a Requirements Contract.

• The Service Level Agreement (SLA) fee is 3.0% and must be included in all line-item pricing.

• Questions Due Date: April 15, 2026, 10:00 AM Eastern.

• Quote Due Date: To be identified in the SAM.gov Combined Synopsis/Solicitation announcement.

• Submission Method: All submissions and questions must be via email to the Contracting Officer at Anthony.Zibolski@va.gov, with "36C10X26Q0119" in the subject line.

• Format: Quotes must be submitted in five volumes: Technical, Price, and Offer, Amendments, Certifications & Representations. Hyperlinks, embedded files, ZIP files, or external file-sharing platforms are not permitted.

• Evaluation: Award will be based on Technical Acceptability, Responsibility, and Price Reasonableness. Technical Factor is significantly more important than Price. Quotes will be evaluated on an acceptable/unacceptable basis for technical factors.

• This acquisition is UNRESTRICTED.

• NAICS Code: 339112, Size Standard: 1000 Employees.

• The VA is seeking volume discounts.

• Offerors must hold prices for 90 calendar days from the quote submission date.

• Amendments will be posted to SAM.gov only.

Form / Attachment / Pricing Sheet

This document is a template provided for industry partners to submit questions to the Contracting Officer (CO) regarding the solicitation (RFQ 36C10X26Q0119).

• The template is structured with columns for:
  • Item Number
  • RFQ Section (A, B, C, D, E)
  • Document (e.g., PWS, RFQ Attachment A, Quote Submission Instructions)
  • RFQ Page
  • Paragraph/Section
  • Question for Contracting Officer
• It includes an example row demonstrating how to fill out the form.

Bidders should use this template to formally submit any questions they have about the solicitation documents or requirements. This ensures questions are organized and provided to the CO in the expected format, facilitating clear communication and potential clarifications.

Form / Attachment / Pricing Sheet

This document is a pricing and cost schedule for the opportunity. Bidders are required to complete the highlighted sections, specifically the "Proposed Unit Price" and associated SLA (Service Level Agreement) for each CLIN (Contract Line Item Number) across the Base Year and Option Years.

• CLIN 1: Details the "EXALT CONTROLLER" item from manufacturer Boston Scientific (Part Number: M00542430).
• Unit of Measure: Each (EA).
• Estimated Quantities: 20 units for the Base Year and each of the four Option Years.
• Pricing Columns: Bidders must provide proposed unit prices, 3% SLA, and total prices for each year. Columns for "Commercial Price" and "Contractor Part Number" are also present.
• Total Evaluated Price: Columns are provided for the government to calculate the total evaluated price per year and overall.
• Instructions: Bidders must complete all yellow-highlighted spaces. Equivalent products require manufacturer, description, and part number details. "N/A," "None," or "Zero (0)" should be used for CLINs not being proposed. Pricing must align with the technical volume.

This sheet is critical for bidders to provide their pricing for the specified items. Accurate completion is required for proposal submission and will be used in the evaluation process. Bidders must ensure all calculations are correct and that proposed items match their technical submissions.

Form / Attachment / Pricing Sheet

This Excel file, "ATTACHMENT C_Sales Reporting Tool_36C10X26Q0119.xlsx", appears to be a template or tool for sales reporting related to the FY 2026 contract period. It is intended to capture sales data across various VA healthcare facilities and networks.

• Sheet 1 (Sheet2): Contains numerical data that likely represents quantities or codes associated with different facilities and VISNs (Veterans Integrated Service Networks).
• Sheet 2 (Sales Report): This sheet provides a structured template for reporting sales. It includes fields for:
  • Contractor Name
  • Contract Number
  • Reporting Quarter (FY 2026)
  • Line Item(s) / CLIN/SLIN
  • Description/Salient Characteristics
  • Contract/Part Number
  • Price Inclusive of SLA Fee
  • VISN and Facility Name/ID
  • Quantity Sold of Item (for 22 line items)
  • Various summary totals for quantities and sales amounts.
• The document lists numerous VA facilities organized by VISN, indicating where sales data should be reported.

Bidders may need to use this tool or a similar format to report sales data as required by the contract. Understanding the structure and the specific data points requested (e.g., quantity sold, pricing, SLA fees) is crucial for compliance with contract reporting obligations. The detailed breakdown by VISN and facility highlights the extensive network of VA healthcare locations relevant to this opportunity.

Form / Attachment / Pricing Sheet

This document, titled "PRODUCT DESCRIPTION," provides detailed specifications for the Boston Scientific EXALT Controller, a non-expendable equipment item identified for a potential VA-wide contract. It outlines the product's role in surgical procedures and its compatibility with existing VA contracts.

• Product: Boston Scientific EXALT Controller
• Application: Used in high-resolution imaging and accessory devices for pancreaticobiliary stone and stricture management during surgical procedures on immunocompromised patients.
• Functionality: Powers and interfaces with the Boston Scientific Model D Duodenoscope (under contract 36C24123A0008), provides camera imaging, and controls scope light during ERCP procedures.
• Contract Line Item:
  • Manufacture: Boston Scientific
  • Part Number: M00542430
  • Description: EXALT CONTROLLER

This product description is crucial for bidders to understand the specific equipment being procured. It details the required product, its manufacturer, and part number, which is essential for accurately quoting or proposing on the opportunity. It also clarifies the product's intended use and its integration with other medical devices already under VA contract.

Solicitation / RFP / RFQ

This is a Combined Synopsis/Solicitation (RFQ) for the procurement of Boston Scientific EXALT Model D Duodenoscope Image Controllers (PN M00542430) by the Department of Veterans Affairs, Strategic Acquisition Center (SAC). The acquisition is being conducted under "Only One Responsible Source" authority (RFO FAR 6.103-1).

• Procurement of Boston Scientific EXALT Model D Duodenoscope Image Controllers (PN M00542430).

• Quoters must provide the specified image controller in accordance with ATTACHMENT B – PRODUCT DESCRIPTION.

• Authorized distributors must provide a valid OEM authorization letter.

• Delivery is FOB Destination. Specific delivery locations and dates will be identified in individual orders issued under the contract.

• This announcement constitutes the only solicitation; quotes are requested.

• A separate written solicitation will not be issued.

• All responsible sources may submit a quotation, which shall be considered by the agency.

• Response Date/Time/Zone: 04-22-2026 10:00 EASTERN TIME, NEW YORK, USA.

• The intended source is Veterans Healthcare Supply Solutions (VHSS), a Service-Disabled Veteran-Owned Small Business (SDVOSB).

• Competition is lacking because Boston Scientific is the Original Equipment Manufacturer (OEM), and VHSS is its sole authorized nationwide distributor. No other source can provide an item meeting the required OEM interoperability with VA’s existing EXALT Model D duodenoscope platform.

• This solicitation incorporates RFO-deviated provisions and clauses by reference. Full text is available at: https://www.acquisition.gov/far-overhaul and https://www.acquisition.gov/vaar.

• Refer to ATTACHMENT D_Price Cost Schedule_36C10X26Q0119 for line items, quantities, and units of measure.

• Referenced attachments include: A_RFQ, B_Product Description, C_Sales Reporting Tool, D_Price Cost Schedule, E_Template for Industry Questions.

Solicitation / RFP / RFQ

This is a pre-solicitation notice of proposed contract action for the Department of Veterans Affairs (VA), Strategic Acquisition Center (SAC). The VA intends to negotiate a non-competitive award for EXALT Model D Duodenoscope Image Controllers under simplified acquisition procedures (41 U.S.C. 1901).

• The primary requirement is for EXALT Model D Image Controllers.

• The EXALT Model D Image Controller (Part Number: M00542430) is manufactured exclusively by Boston Scientific.

• This controller is technically required to operate Government-owned EXALT Model D duodenoscopes.

• The controller and scope utilize proprietary hardware interfaces, firmware, illumination controls, and image-processing protocols that are not disclosed or licensed for third-party production.

• No alternative controllers or third-party video processors are interoperable with the EXALT Model D system, and substitution is infeasible.

• Veterans Healthcare Supply Solutions (VHSS) is the only authorized distributor and sole source capable of meeting the Government's requirement.

• The procurement is for a non-competitive award.

• The Product Service Code is 6515.

• The NAICS Code is 339112.

• This notice is not a request for competitive quotations or proposals.

• All responsible sources may submit a capability statement, which shall be considered by the agency.

• Response Date/Time/Zone: 04-03-2026 10:00 EASTERN TIME, NEW YORK, USA.

• No qualification requirements are associated with this procurement.

• One or more items are subject to the World Trade Organization Government Procurement Agreement and Free Trade Agreements.

• The contracting office is Strategic Acquisition Center - Frederick, Department of Veterans Affairs.

• The Contracting Officer is Anthony Zibolski (anthony.zibolski@va.gov, 240-215-0598).