6515--Xenon Headlight and Light Source
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA), specifically the 245-NETWORK CONTRACT OFFICE 5 (36C245), has issued a Sources Sought / Request for Information (RFI) for Xenon Headlights and Light Sources for surgical procedures at the Washington DC VA Medical Center. This RFI aims to gather information for the potential replacement of unrepairable xenon light sources, which are critical for effective surgical procedures. Responses are due by June 2, 2026, at 1:00 PM UTC.
Scope of Work
The requirement is for the procurement of:
- 3 UltraLite Pro Headlights w/ Premium Cable
- 5 MLX 300W Xenon Light Sources
- 5 MLX Floor Stands
The scope includes all necessary parts, materials, labor, software/licenses, resources, and training to fully implement and utilize the equipment. All items must be covered by a manufacturer's warranty and procured through manufacturer-approved distribution channels.
Key Requirements
- Equipment Specifications (Brand Name or Equal):
- UltraLite Pro Headlight: Adjustable headband, 9ft bifurcated cable.
- MLX 300W Xenon Light Source: 300W xenon bulb, temperature-sensing, stand-by button with auto-shutdown, 5% increment light intensity adjustment.
- MLX Floor Stand: Compatible with the light source.
- Delivery: Within 90 days from contract award to the Washington DC VA Medical Center (VAMC 688), 50 Irving St NW, Washington, DC 20422. Coordination with on-site POC and shipment tracking required.
- On-Site Procedures: Adherence to VA facility guidelines including COVID-19 screening, mask requirements, non-smoking policy, and checking in/out with Biomedical Engineering.
- Installation/Implementation: To be completed by certified personnel within the performance period, with the contractor responsible for PPE and preventing property damage.
- Training: Provision of training to clinical staff/users prior to or at installation, covering operations, set-up, user maintenance, safety, and troubleshooting.
- Documentation: Electronic copies of service reports, warranty information, Operator's Manuals, and complete technical service manuals (including schematics, diagnostics, parts lists) are required within 10 business days of work completion.
Submission Requirements
Interested vendors should provide:
- Descriptive literature demonstrating product equivalence to brand name.
- Any equivalent product solutions or configurations.
- Company details: Full name, address, DUNS/CAGE Code/SAM UEI, business size.
- Manufacturer or Distributor status (if distributor, provide manufacturer details).
- Country of Origin for all products.
- Technical literature clearly showing product equivalence.
- An Authorized Distributor Letter certified by the OEM with a current date.
- A Capabilities Statement is optional.
Contract & Timeline
- Opportunity Type: Sources Sought / Request for Information (RFI).
- Anticipated Contract Type: Firm-Fixed Priced Contract.
- Period of Performance: Delivery within 90 days from contract award.
- Response Due: June 2, 2026, at 1:00 PM UTC.
- Published Date: May 21, 2026.
Evaluation Factors (for future solicitation)
- Required Features
- Price
- Authorization Letter to Distribute
- Delivery Lead Times
Additional Notes
This RFI is for information and planning purposes only and does not constitute a solicitation or obligation. Responses are not considered offers. No solicitation currently exists, and any future procurement will be announced separately. The acquisition strategy, evaluation methodology, and contract type are subject to change.