Ceiling Mounted Exam Lights

Solicitation / RFP / RFQ

This is a Request for Quotation (RFQ) for the replacement of 18 pre-existing Chromophare D300 ceiling-mounted exam lights, or equal, in the Emergency Department (ED) exam rooms at the VA Philadelphia Medical Center (VAPHI). The procurement includes the de-installation of current exam lights and the purchase and installation of new ones.

• De-installation of existing ceiling-mounted exam lights.

• Verification of structural support.

• Provision and complete installation of new ceiling-mounted exam light replacement equipment.

• Collaboration with VAPHI Facilities for electrical requirements.

• Provision of necessary labor, structural, steel work, and electrical components.

• Cable pulling by certified technicians.

• Fulfillment of VHA Directive 7715, Safety and Health Drug Construction, and VA recognized health care accreditation standards, including infection control efforts, pre-construction risk assessments (PCRA), and infection control risk assessments (ICRA).

• The new exam lights must be ceiling-mounted, weigh no more than 9kg, have adjustable intensity with at least 5 levels, a maximum of 10 LED bulbs, a minimum light intensity of 80 klux at 1m, a minimum 36in vertical adjustment, power supply 100-240 V (AC), two arms for motion, and a minimum horizontal arm length of 30in.

• The new lights must be compatible with the existing mounting plate (schematics provided).

• A minimum one-year warranty for all parts and associated fees is required.

• Contract Type: Not explicitly stated, but indicated as a commercial product/service acquisition.

• Period of Performance: Delivery is required within 90 Days ARO (After Receipt of Order).

• Estimated Value: Not stated.

• Submission Deadline: March 27, 2026, by 1:00 PM EST.

• Submission Method: Email to mcdaniel.brayboy@va.gov.

• Questions Deadline: March 17, 2026, by 11:00 AM.

• Evaluation: Lowest Priced Technically Acceptable (LPTA) basis. Award will be made to the responsible lowest-priced, technically acceptable quoter.

• Offer Validity: Prices must be held firm for 30 calendar days from the offer due date.

• The acquisition is listed as "UNRESTRICTED OR SET ASIDE: Small Business" with NAICS code 339113 and a size standard of 750 employees. Specific set-aside details are not fully elaborated in the provided sections.

• Offerors must include delivery lead time, Vendor's UEI#, Manufacturer Part and Stock Numbers in their quotes.

• All sections highlighted in the solicitation must be completed.

• The document includes numerous FAR and VAAR clauses related to contract terms, Buy American, electronic submissions, administrative contracting, rejected goods, and offeror representations and certifications.

Form / Attachment / Pricing Sheet

This document, "Attachment A - List of ED Exam Lights .xlsx", provides a detailed inventory of existing exam lights. Bidders should use this information to understand the current state of equipment, which may be relevant for potential replacement, maintenance, or upgrade requirements associated with the opportunity.

• Asset Tag
• Asset Manufacturer (e.g., BERCHTOLD)
• Asset Model Name (e.g., CHROMOPHARE D300)
• Serial Number
• Asset Type (e.g., LIGHTS: EXAM: CEILING-MOUNTED)
• Installation Date
• Facility Location (e.g., Philadelphia, PA)
• Last Known Location within facility
• Asset Age (in years)

This attachment lists specific exam lights, including their model, manufacturer, installation date, and location. This data is crucial for bidders to assess the scope of potential work related to these assets, such as repair, replacement, or servicing. Understanding the age and type of existing equipment can inform proposals regarding lifecycle management, compatibility, and logistical considerations.