7510--Document Scanners

Solicitation / RFP / RFQ

This solicitation is for the procurement of document scanners for the C. W. Bill Young VA Medical Center in Bay Pines, Florida. The purpose is to increase productivity and address a backlog in scanning patient medical records, including community care exams and records from other VA facilities.

• Procurement of brand name or equal document scanners (RICOH fi-8950 or equivalent).

• Equipment must meet specific physical and performance characteristics, including ADF, duplex scanning, specific scanning speeds (A4 Landscape/Portrait), optical resolution (min 600 dpi), and output resolution (50-600 dpi).

• Scanners must connect to VA workstations and VA VISTA software.

• Standard manufacturer industry warranty is required; extended warranties are not accepted.

• Anticipated contract type: Firm-Fixed Price.

• Delivery Schedule: All items to be delivered after receipt of purchase order, with a specific delivery date by 07/31/2026.

• Contract Period: Base POP 05-04-2026 to 07-31-2026.

• Solicitation Number: 36C24826Q0609.

• Offer Due Date: May 21, 2026, 2:00 PM EDT.

• Submission Method: Electronic via email to william.penhallegon@va.gov. Quotes must include UEI, SDVOSB certification, and items listed in the addendum to FAR 52.212-1.

• Evaluation Factors: Technical (functionality and performance), Price, and Past Performance.

• Questions Deadline: May 15, 2026, 2:00 PM EST.

• This acquisition is a total set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• Offerors must be registered in SAM and certified as an SDVOSB in the SBA Veteran Small Business Certification (VetCert) database.

• NAICS Code: 339940 (Office Supplies Manufacturing), Size Standard: 750 Employees.

• The solicitation will be available on or about May 11, 2026, on www.SAM.gov.

• The document incorporates numerous FAR and VAAR clauses, including those related to Buy American, security, and small business programs.

Sources Sought / Market Research

This notice is for informational and planning purposes only, issued by the Department of Veterans Affairs, Network Contracting Office 8 (NCO 8). It aims to conduct market research and gather information from qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) regarding a potential requirement for document scanners. This is not a solicitation, and no bids or offers are requested at this time.

The C. W. Bill Young (Bay Pines) VAHCS has a need for document scanners to increase productivity and reduce a scanning backlog within the Business Office Service, Medical Records Scanning section. The scanners will be used to scan patient medical records, including Community Care exams and records from other VA facilities, which are crucial for patient care. The government is seeking brand name or equal equipment that meets or exceeds the specifications of the RICOH fi-8950 model.

• Feeder: ADF (Automatic Document Feeder)/Manual Feed, Duplex

• Scanning Speed (A4 Landscape, 200/300 dpi): Simplex: 150 ppm; Duplex: 300 ipm

• Scanning Speed (A4 Portrait, 200/300 dpi): Simplex: 115 ppm

• Image Sensor: CIS x 2 (front x 1, back x 1)

• Light Source: RGB LED x 4 (front x 2, back x 2)

• Optical Resolution: 600 dpi

• Output Resolution: 50 to 600 dpi (adjustable), 1,200 dpi (driver)

• Output Format: Color: 24-bit, Grayscale: 8-bit, Monochrome: 1-bit

• Document Size: Max 304.8 x 431.8 mm; Min 48 x 70 mm

• Warranty: Standard manufacturer industry warranty term required; extended warranties requiring advance payment are not accepted.

• Place of Performance: C.W. Bill Young VA Healthcare System, 10000 Bay Pines Blvd, Bay Pines, FL 33744, USA.

• Delivery: All items to be delivered after receipt of purchase order to the same address.

This Sources Sought is intended to determine if a SDVOSB set-aside is feasible. If insufficient SDVOSB responses are received, the requirement may be solicited as a Veteran-Owned Small Business (VOSB) or Small Business (SB) set-aside.

Interested SDVOSB, VOSB, and SB businesses should reply via email with their capability statement if they can provide the required service/product. Responses are accepted until April 30, 2026, at 2:00 PM Eastern Time.

• Contracting Officer: William Penhallegon
• Email: william.penhallegon@va.gov
• Phone: 727-398-6661 Ext 10082