H365--RFI 3rd Party Inspection Services

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide the Department of Veterans Affairs (VA) with a continuous source for the inspection of newly installed High Tech Medical Equipment (HTME) systems by a Qualified Medical Physicist (QMP) to ensure they function according to specifications and federal guidelines.

• Provide inspection services by a QMP for various medical equipment modalities, including CT scanners, MRI machines, mammography units, X-ray systems, and specialized labs.

• Services are required for newly installed systems at VA Medical Centers (VAMCs) across the United States, its territories, and the federal district (CONUS and OCONUS).

• This contract is not for periodic inspections of already accepted equipment.

• Inspections will be ordered on an as-needed basis via Task Orders.

• Contractor must confirm inspection requests within 24 hours.

• Inspection reports must include all specified information and be submitted within 10 days of the inspection date, and within 30 days of the Task Order award date unless otherwise specified.

• Reports must meet specific criteria, including testing guidelines, equipment details, deficiencies, and verification of delivery.

• Contractor must adhere to an approved Quality Control Plan (QCP).

• Contractor must track customer complaints and resolve issues within seven calendar days.

• Performance Period: One base ordering year with four one-year option periods.

• Place of Performance: VA Medical Centers (VAMCs) within the United States, its territories, and the federal district.

• Inspectors must be Qualified Medical Physicists (QMP) with specific board certifications or equivalent education and experience.

• A list of proposed QMPs with resumes/CVs must be submitted for approval.

• Contractor must submit an approved Quality Control Plan (QCP) with their initial quote.

• Contractor personnel must display identification badges and adhere to VA facility regulations (no smoking, no weapons, parking restrictions).

• OEM proprietary information obtained during inspections must not be shared.

• Contractor personnel will not have access to patient records or VA information systems and will be escorted by VAMC personnel.

Request for Information (RFI)

The Department of Veterans Affairs (VA), National Acquisition Center (NAC), is conducting market research to identify qualified and interested sources for High Tech Medical Equipment (HTME) Inspection Services. This RFI is not a solicitation, and no contract will be awarded based on this notice. It aims to help the VA determine the appropriate acquisition method and potential set-asides.

• The primary requirement is for inspection services for High Tech Medical Equipment (HTME) Systems.

• A draft Performance Work Statement (PWS) is attached and comments/questions are welcomed.

• Interested contractors must submit a tailored capability statement (max 20 pages, single-spaced, 12-point font minimum).

• The capability statement should detail the contractor's ability to provide inspection services as described in the draft PWS.

• A cover page (not included in page limit) with company details (name, address, UEI, POC, etc.) is required.

• Responses are due by February 26, 2026, 2:00 PM CST.

• Submit responses via email to Tammi.Bryant@va.gov and Jonathan.Westergren@va.gov.

• NAICS Code 541380 (Professional and Technical Measuring and Testing and Control Instruments) applies, with a size standard of $19 million.

• The VA will use responses to determine if any set-aside for small businesses is appropriate.

• Contractors should provide information on past experience with similar VA contracts (within the last three years), including contract details, services provided, and POCs.

• A written response (max 5 pages) detailing company qualifications, workflow process, and business size/status is also required.

• One-on-one meetings with potential quoters may be held for further clarification.

• No phone calls will be accepted. All email correspondence must reference the RFI number and title.