H365--RFI 3rd Party Inspection Services 2.0
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), National Acquisition Center (NAC), is conducting market research through this Sources Sought / Request for Information (RFI) to identify qualified and interested sources for High Tech Medical Equipment (HTME) Inspection Services. This RFI is not a solicitation and aims to help the VA determine the appropriate acquisition method and potential set-asides for a future contract. Responses are due by February 26, 2026, at 2:00 PM CST.
Scope of Work
The VA requires a continuous source for the inspection of newly installed HTME systems by Qualified Medical Physicists (QMPs). These services ensure equipment functions according to specifications and federal guidelines. Inspections will cover various medical equipment modalities, including CT scanners, MRI machines, mammography units, X-ray systems, and specialized labs, at VA Medical Centers (VAMCs) across the United States, its territories, and the federal district (CONUS and OCONUS). This effort specifically targets newly installed systems, not periodic inspections of already accepted equipment, and will be ordered on an as-needed basis via Task Orders.
Contract & Timeline
- Type: Sources Sought / Request for Information (RFI)
- Anticipated Contract Structure: One base ordering year with four one-year option periods for the future contract.
- Set-Aside: None specified; responses will inform potential small business set-asides.
- NAICS Code: 541380 (Professional and Technical Measuring and Testing and Control Instruments) with a $19 million size standard.
- Response Due: February 26, 2026, 2:00 PM CST
- Published: January 29, 2026
Submission Requirements
Interested contractors must submit a tailored capability statement (max 20 pages, single-spaced, 12-point font minimum) detailing their ability to provide the described inspection services. A cover page (not included in page limit) with company details (name, address, UEI, POC) is required. Additionally, contractors should provide information on past experience with similar VA contracts within the last three years, including contract details and POCs. A separate written response (max 5 pages) detailing company qualifications, workflow process, and business size/status is also required.
Special Requirements & Performance Standards
Inspectors must be Qualified Medical Physicists (QMPs) with specific board certifications or equivalent education and experience. A list of proposed QMPs with resumes/CVs must be submitted for approval. The contractor must submit an approved Quality Control Plan (QCP) with their initial quote. Performance standards include confirming inspection requests within 24 hours and submitting comprehensive inspection reports within 10 days of inspection or 30 days of Task Order award. Contractor personnel must adhere to VA facility regulations and will be escorted by VAMC personnel, with no access to patient records or VA information systems.
Contact Information
Submit responses via email to Tammi.Bryant@va.gov and Jonathan.Westergren@va.gov. All email correspondence must reference the RFI number and title. No phone calls will be accepted.