6515-- NX EQ Scrub Dispensing System (Amendment 36C10X26Q0125 0001))

Amendment / Modification

This amendment (0001) to solicitation 36C10X26Q0125 provides answers to vendor questions and extends the response deadline.

• Response Date/Time: Extended to May 8th, 2026, 10:00 AM Eastern Time, New York, USA.

• Questions & Answers: The document includes detailed responses to numerous vendor questions regarding system-level evaluation, scalability, RFID, software capabilities, refill processes, configuration, compliance, ancillary products, and cybersecurity.

• The solicitation closing date has been extended to May 8th, 2026.

• No additional questions will be accepted.

• Vendors are encouraged to provide their strongest solicitation package, including details on operational workflows, system management, and additional capabilities beyond minimum requirements.

• Specific clarifications were provided on requirements such as offline mode, VA TRM approval (not required, but data handling outside VA servers must be explained), DoD ATO (not required), and the removal of certain salient characteristics (e.g., anti-pinch point mechanisms, audible/visual alarms).

• The government will consider additional operational and technical capabilities favorably.

• Optional software modules, mobile applications, RFID inventory tools, and laundry-interface components may be proposed with a quantity of zero and will be considered as part of the overall offered solution.

• Pricing for service of the scrubEx per unit and software is requested, and vendors may provide a line item for SERVICE for other devices utilizing the same software, as well as additional ancillary line items (e.g., firmware upgrades, equipment move requests).

Form / Attachment / Pricing Sheet

This document contains contract clauses that will be incorporated by reference into the resulting contract. It outlines mandatory disclosures, Service Level Agreement (SLA) fees, sales reporting requirements, liquidated damages, ordering procedures, order limitations, requirements contract details, option to extend terms, small business representations, and other standard FAR and VAAR clauses.

• Mandatory Written Disclosures (C.1): Requires electronic submission of disclosures to the VA OIG Hotline.
• SLA Fee and Quarterly Sales Reports (C.2): Establishes a 3.0% SLA fee to be embedded in prices. Requires quarterly sales reporting and remittance of SLA fees electronically via www.pay.gov.
• Liquidated Damages (C.3): Specifies liquidated damages of $37.50 per calendar day for failure to deliver or perform.
• Ordering and Limitations (C.4, C.5): Outlines procedures for issuing delivery/task orders and sets maximum order limitations ($750,000 for a combination of items, 100 each for a single item).
• Requirements Contract (C.6): Defines the contract as a requirements contract where quantities are estimates.
• Option to Extend (C.7): Allows the Government to extend the contract term, with a total duration not exceeding 5 years.
• Small Business Representations (C.8): Requires contractors to re-represent their size and socioeconomic status under certain conditions, particularly for long-term contracts or specific order types.
• Incorporated Clauses (C.9, C.10, C.11, C.12, C.13, C.14): Lists numerous FAR and VAAR clauses incorporated by reference, covering topics such as ethics, payment, taxes, inspection, packing, and compliance with Executive Orders. Specific VAAR clauses address equipment manuals, gray market/counterfeit items, and packing.

Bidders must carefully review all incorporated clauses to understand their contractual obligations, including reporting requirements, fee structures (SLA), limitations on orders, potential damages, and compliance mandates. The SLA fee must be included in pricing. Small businesses need to pay attention to re-representation requirements. The list of incorporated clauses provides a comprehensive overview of the regulatory and contractual framework for this opportunity.

Form / Attachment / Pricing Sheet

This document provides detailed instructions and requirements for contract administration, invoicing, and terms and conditions relevant to potential bidders for the NX EQ SCRUB DISPENSING SYSTEM opportunity. It outlines how payments will be processed, specifies electronic invoice submission methods, and details various contractual obligations and limitations.

• Contract Administration: Identifies key government points of contact (Contracting Officer, Contract Specialist, Deputy Program Manager, COR) and the TBD contractor contact.
• Remittance Address: States that payment will be made via Electronic Funds Transfer (EFT) through the System for Award Management (SAM).
• Invoicing: Mandates monthly electronic invoice submission to the Veterans Affairs Financial Services Center (VAFSC) within 30 days of delivery and acceptance, in accordance with VAAR Clause 852.232-72.
• Electronic Invoice Submission: Requires submission through Tungsten Network or X12 EDI formats. Facsimile, email, and scanned documents are not acceptable. Contact information for Tungsten and the FSC e-invoice program is provided.
• Terms and Conditions: Includes clauses on the vendor's obligation to supply items, the government's right to evaluate replacement items, the extent of government obligation (only for authorized purchases), and purchase/ordering limitations based on FAR 52.216-19. It also clarifies that estimated quantities in Attachment A are not guaranteed.
• Individuals Authorized to Purchase: Specifies that orders are placed by designated VA Government Ordering Officers (OOs) appointed by the Strategic Acquisition Center (SAC) Contracting Officer. OOs administer orders within the contract scope; deviations require written SAC CO approval. Orders must be fully funded and submitted via the NEC Order Portal.
• Delivery Tickets: Outlines requirements for delivery tickets/shipping labels, including supplier name, contract number, itemized list, quantity, unit price, and date of delivery. An order confirmation is required within four working days, and tracking information must be provided.
• Reporting: Mandates monthly and quarterly reporting using ATTACHMENT E – REPORTING TOOL – NX EQ SCRUB DISPENSING SYSTEM, submitted electronically to specified points of contact.
• Acknowledgment of Amendments: A section for offerors to acknowledge receipt of solicitation amendments.

This document is critical for bidders to understand the administrative and financial processes, contractual obligations, reporting requirements, and ordering procedures. It details how invoices must be submitted electronically, who is authorized to place orders, and the reporting cadence. Bidders must be prepared to comply with these administrative and contractual terms to be considered for award and to receive payment.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for a brand name or equal Scrub Dispensing System to be used by Veterans Health Administration (VHA) Medical Centers nationwide. The system is intended to dispense clean scrubs and receive soiled scrubs, utilizing management software for tracking and inventory. The goal is to reduce inventory shrinkage, simplify scrub access, and improve laundering and inventory management.

• Product: Scrub Dispensing System, including dispensers, receivers, and management software. May be standalone or combination units.

• Functionality: Dispense laundered scrubs, receive soiled scrubs, track usage and inventory, restrict access to authorized users.

• Configurations: Must offer configurations for small, medium, and large scrub set capacities.

• Technical Specs: Maximum unit height of 79", web-based distribution software, limited storage of Personally Identifiable Information (PII).

• Brand Name or Equal: Offers must meet the salient characteristics of the IPA® ScrubEX System. Vendors must provide descriptive literature and clearly identify make/model for "equal" products.

• Specific Items: Includes dispensers (SE-20003), receivers (SE-20093), combination units (SE-23003, SE-26003), web-based software (SE-1150-SC), installation, training, and maintenance services.

• Contract Type: Single award Requirements contract.

• Period of Performance: One 12-month base year with four 12-month option years.

• Delivery: FOB destination.

• Orders: Firm-Fixed Price Orders will be placed in writing.

• Submission: Quotes are due via email by May 04, 2026, 10:00 AM EST.

• Evaluation: Based on FAR Part 12.6, including provisions 52.212-1, 52.212-2, and 52.212-4. Evaluation criteria are detailed in an attached addendum.

• Salient Characteristics Chart: Vendors must complete and submit a chart detailing how their proposed product meets the specified salient characteristics, referencing page numbers in their technical literature. Failure to submit this chart may result in disqualification.

• No Negotiations: The Government reserves the right to award without negotiations.

• Set-Aside: This procurement is exclusively set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Registration: All interested quoters must be registered in the System for Award Management (SAM).

• NAICS Code: 339112 (Surgical and Medical Instrument Manufacturing)

• PSC Code: 6515 (Medical and Surgical Instruments, Equipment, and Supplies)

• Size Standard: 800 employees.

• Questions Due: April 23, 2026, 10:00 AM EST.

• Attachments: Includes Price Cost Schedule, Contract Administration, Clauses, Provisions, Reporting Tool, and Past Performance documents.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet serving as a Price and Cost Schedule for the "NX EQ SCRUB DISPENSING SYSTEM" opportunity. It details the CLINs, part numbers, item descriptions, units of measure, estimated quantities for base and option years, and provides fields for vendors to propose unit prices, SLAs, and total prices.

• CLINs (Contract Line Item Numbers): Identifies specific items or services.
• Part Numbers & Brand Names: Specifies the items, including "scrubEx®" branded products and potential equivalents.
• Item Descriptions: Provides details on the products, such as dispensers, receivers, software, installation services, and disposal fees.
• Estimated Quantities: Outlines the anticipated quantities for each CLIN across the base year and four option years.
• Pricing Fields: Includes columns for "Proposed Unit Price," "SLA (3%)," and "Total Price (Unit Price plus SLA)" for each contract year. Vendors are required to complete these fields, particularly those highlighted in yellow.
• Total Evaluated Price: Columns are provided to calculate the total evaluated price per year and overall.
• Instructions: Vendors are instructed to complete yellow-highlighted spaces, propose equivalent products with manufacturer details if applicable, and indicate "N/A," "None," or "Zero (0)" for CLINs not proposed. Proposed items must align with the technical volume.

This attachment is critical for bidders to understand the specific items being procured, their estimated quantities over the contract period, and the required pricing structure. Bidders must use this sheet to submit their pricing proposals, ensuring alignment with technical specifications and contract requirements. The "Total Evaluated Price" columns will be used for evaluation purposes.

Form / Attachment / Pricing Sheet

This document is Attachment G, a Past Performance Questionnaire, for Solicitation No. 36C10X26Q0125 concerning the NX EQ SCRUB DISPENSING SYSTEM. Its purpose is to collect feedback from references provided by offerors regarding their past performance.

• Offeror Information: Space to insert the Offeror's Name and Contract Number.
• Reference Information: Fields for the reference's name, title, phone number, email, organization, contract period of performance, total contract value, and whether options were exercised.
• Contract Details: Prompts for a brief description of services/commodities provided, and whether Show Cause, Stop Work, or Termination orders were issued.
• Rating Guidelines: Defines ratings (1: Unsatisfactory, 2: Satisfactory, 3: Excellent) for Quality of Service, Cost Control, Timeliness of Performance, and Business Relations.
• Offeror Evaluation: Sections for the reference to rate the offeror in each category, provide comments, and indicate overall satisfaction and willingness to work with the offeror again.

Offerors must provide this questionnaire to their references. The references will complete and return it to the VA Strategic Acquisition Center (SAC) by May 4, 2026, at 10:00 AM EST. The completed questionnaires will be used by the VA to assess the offeror's past performance as part of the proposal evaluation for the NX EQ SCRUB DISPENSING SYSTEM solicitation.

Solicitation / RFP / RFQ

This document contains solicitation provisions (Section D) for the procurement of an NX EQ Scrub Dispensing System. It outlines various certifications, representations, and instructions for offerors.

• Certifications and Representations: Offerors must certify their status regarding inverted domestic corporations, debarment, suspension, proposed debarment, civil judgments, criminal convictions, federal tax liabilities, and contract terminations for default (FAR 52.209-2, 52.209-5, FAR 52.209-10, FAR 52.225-6).

• Responsibility Matters: Information regarding past responsibility matters must be provided, including any criminal convictions, civil judgments, or administrative proceedings within the last five years (FAR 52.209-7).

• Product Requirements: Only Original Equipment Manufacturer (OEM) or equal parts are acceptable. New equipment is required; no remanufactured, used/refurbished, or "gray market" items. Products in development are not acceptable. All items must be covered by the manufacturer's warranty.

• Distributor Requirements: Distributors must be authorized by the OEM, evidenced by a current, signed OEM letter submitted with the quote.

• Technical Evaluation: Descriptive literature must be provided to demonstrate compliance with Salient Characteristics (SCs) listed in the Combined Synopsis/Solicitation. Offers failing to meet all SCs will be rated "Unacceptable."

• Past Performance: Offerors must complete Attachment F, listing three contracts/orders for nationwide delivery of SCRUB DISPENSING SYSTEM within the past three years. CPARS/PPIRS reports or Past Performance Questionnaires (PPQs) are required.

• Pricing: Volume discounts are expected. Unit prices and total prices must be presented with two decimal places. The Service Level Agreement (SLA) Fee of 3.0% must be embedded in all offered prices.

• Contract Type: Firm Fixed Price Requirements contract.

• Submission Deadline: Quotes are due by May 4, 2026, 10:00 AM EST.

• Submission Method: Via email to Contract Specialist (Jalima.Jones@va.gov) and Contracting Officer (Sara.Vickroy@va.gov).

• Quote Structure: Must be submitted in four volumes: Technical Factors, Past Performance, Price, and Offer, Amendments, and Certifications & Representations. Each volume must be a separate PDF or Excel document.

• Evaluation Factors: Technical, Past Performance, and Price. Technical is significantly more important than Past Performance. Non-price factors are significantly more important than price. A minimum "Acceptable" rating for the Technical Factor is required.

• Questions Deadline: Written questions are due by April 23, 2026, 10:00 AM EST.

• Small Business: Information regarding small business status, WOSB, EDWOSB, SDVOSB, and HUBZone concerns is required (FAR 52.219-1).

• Buy American / Trade Agreements: Offerors must certify compliance with Buy American and Trade Agreements.

• Use of hyperlinks and embedded links in quotes is prohibited.

• Do not compress (zip) quote files.

• Late quotes may not be accepted.

• The Government recommends submitting quotes 24 hours prior to the deadline.

• Timeliness is determined by receipt date/time, not attempted transmission.

Form / Attachment / Pricing Sheet

This document is Attachment F, titled "Past Performance Reference," for Solicitation 36C10X26Q0125. It serves as a template for offerors to provide information about their past performance on relevant contracts.

• The template includes sections for up to three past performance references.
• For each reference, offerors must provide:
  • Offeror Name
  • Company who performed the work
  • Relationship to Offeror (Offeror or Subcontractor)
  • Role on the Contract (Prime or Subcontractor)
  • Contracting Organization Name
  • Contract / Task Order Number (including prime and subcontract numbers if applicable)
  • Contract Type
  • Total Awarded Price/Cost
  • Final or Projected Final Total Price/Cost
  • Delivery Date/Period of Performance
  • Contracting Officer's and Program Manager's contact information
  • NAICS Code
  • CPARS/PPIRS completion status
  • Description of the Requirement (concise explanation of work performed and relevance to the solicitation)
  • Performance details (including any issues, corrective actions, and results)

This attachment is crucial for bidders to document their relevant past performance. It guides them on the specific details required by the government to evaluate their experience and capability in relation to the solicitation's requirements. The template emphasizes the need for detailed descriptions of work performed and performance outcomes, including any challenges and resolutions.

Form / Attachment / Pricing Sheet

This Excel file, named 'ATTACHMENT E - REPORTING TOOL - NX EQ SCRUB DISPENSING SYSTEM.xlsx', appears to be a reporting tool or a data template related to the "NX EQ SCRUB DISPENSING SYSTEM". It contains structured data across two sheets: 'Sheet2' and 'Sheet 1'.

• Sheet2: This sheet contains numerical data organized in rows and columns, potentially representing quantities, codes, or metrics. It also includes a list of facility names and associated numbers, likely mapping to specific VA healthcare systems or networks (VISNs).
• Sheet 1: This sheet is formatted as a template for reporting, likely for contract performance or sales data. It includes fields for 'Contractor', 'Contract Number', 'Reporting Quarter', 'CLIN Number', 'Description/Salient Characteristics', 'Contract/Part Number', and 'Price Inclusive of SLA Fee'. It also lists VISNs and Facilities, with columns for 'Quantity Sold of Item' across 22 line items. Summary rows at the bottom include 'Total Quarterly Quantity Sold', 'Total Quantity Sold of All Items', 'Total Quarterly Quantity Sold x Price', 'Total Quarterly Sales inclusive of the SLA', 'Anticipated SLA', and 'Total Sales amount without the SLA'.

Bidders may need to use this template to report on sales, quantities, or other performance metrics related to the NX EQ SCRUB DISPENSING SYSTEM, particularly if it is part of a contract or future solicitation. The facility and VISN mapping in Sheet2 could be relevant for understanding the distribution or service areas associated with the system. The detailed reporting fields in Sheet 1 indicate specific data points that may be required for contract administration and performance tracking.