NX EQ A-dec Dental Delivery Units and Chairs (BNJ)

Solicitation / RFP / RFQ

This is a Request for Proposal (RFP) for a nationwide Requirements Contract for A-dec Dental Delivery Units and Chairs (BNJ) and associated ancillary items. The contract aims to provide dental equipment for the Veteran Health Administration (VHA) Equipment Life Cycle Management (ELCM) Program.

• Procurement of A-dec Dental Delivery Units and Chairs, including accessories, consumables, installation, training, proctoring, and maintenance services.

• The contract may be modified to add or remove items within the solicited product line, including replacement parts for discontinued items or new technology.

• Installation and setup of equipment, including hardware assembly, software configuration, and training for clinical staff and biomedical engineers.

• Software licenses for the intended purposes of the system.

• Preventative maintenance, repairs, and replacement by authorized technicians.

• Product refresh for obsolescent items, requiring contractor submission of detailed information for government evaluation.

• Procedures for product removal or recall due to defects or regulatory mandates.

• Contract Type: Requirements Contract

• Period of Performance: Base 12 months, with four 12-month option periods.

• Anticipated Award Date: TBD

• Effective Date: 14 or more days after award date.

• Questions Due: February 13, 2026, 11:59 AM EDT.

• Proposal Due: February 19, 2026, 11:59 AM EDT (Block 8).

• Offers must be submitted in accordance with FAR 52.212-1, 52.212-3, and 52.212-5.

• Invoices must be submitted electronically via Tungsten Network or X12 EDI format.

• Monthly and quarterly sales reporting is required using ATTACHMENT E – SALES REPORTING TOOL NX EQ.

• This acquisition is unrestricted.

• The solicitation number is 36C10G26R0007.

• The issuing office is the U.S. Department of Veterans Affairs, OPAL | Strategic Acquisition Center.

• Contact: Kimberly LeMieux (Kimberly.LeMieux@va.gov, 813-363-0671).

• Orders will be placed by designated VHA ELCM Ordering Officers.

• Delivery is FOB Destination.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a quarterly sales reporting tool. It appears to be a template or data collection mechanism for reporting sales figures related to "NX EQ A-dec Dental Delivery Units and Chairs." Bidders may need to use this tool or provide data in a similar format for reporting purposes if awarded a contract.

• The spreadsheet contains multiple sheets, including "Sheet2" and "FY26."
• "Sheet2" lists various VA facilities and their corresponding VISN (Veterans Integrated Service Network) numbers, along with numerical identifiers and product codes.
• The "FY26" sheet provides a template for reporting quarterly sales. It includes fields for:
  • Reporting Quarter (e.g., QTR FY 2026)
  • Line Item(s)
  • CLIN Number
  • Description/Salient Characteristics
  • Contract/Part Number
  • Price Inclusive of SLA Fee
  • VISN and FACILITY
  • Quantity Sold of Item (broken down by line item)
• It also includes fields for total quarterly quantity sold, total quantity sold of all items, total quarterly quantity sold x price, total quarterly sales inclusive of SLA, anticipated SLA, and total sales amount without SLA.

This document serves as a template for reporting sales data, likely for dental delivery units and chairs, on a quarterly basis for Fiscal Year 2026. Bidders should review this template to understand the specific data points and format required for sales reporting if they are successful in obtaining a contract related to these items. It may also indicate the types of products or equipment being procured.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire used by the Department of Veterans Affairs (VA) Strategic Acquisition Center (SAC) to gather feedback on offerors' past performance for Solicitation No. 36C10G26R0007, concerning NX A-dec Dental Delivery Units and Chairs. Offerors are instructed to send this questionnaire to references they have cited in their proposals.

• Offeror Information: Space to insert the Offeror's Name and Contract Number.
• Reference Information: Fields for the reference's name, title, organization, phone number, and email address.
• Contract Details: Information about the contract being referenced, including period of performance, total value, and whether options were exercised.
• Performance Assessment: Questions regarding the offeror's performance in Quality of Service, Cost Control, Timeliness of Performance, and Business Relations, using a rating scale from 1 (Unsatisfactory) to 3 (Excellent).
• Specific Contract Issues: Questions about whether a Show Cause Order, Stop Work Order, or Termination for Convenience, Cause, or Default was issued.
• Overall Satisfaction: A question asking if the reference would choose to work with the offeror again.
• Comments: Dedicated sections for references to provide detailed comments.

Bidders must provide this questionnaire to their cited references. The completed questionnaires will be used by the VA SAC to evaluate the offeror's past performance, which is a critical factor in the proposal evaluation process. The deadline for returning the questionnaire is January 19, 2026, 11:59 AM EDT, to Kimberly.LeMieux@va.gov.

Justification and Approval for Other Than Full and Open Competition

This document justifies the use of "other than full and open competition" for the procurement of dental delivery units and chairs for the Department of Veterans Affairs (VA), Veterans Health Administration (VHA). The purpose is to obtain Head Contracting Activity approval for brand-name descriptions, utilizing FAR 6.103-1(d) and FAR subpart 16.5 procedures. The contract will have a twelve (12) month base period with four (4) twelve (12) month option periods.

The VA requires dental delivery units and chairs to examine and treat eligible inpatient and outpatient beneficiaries, many of whom have unique physical challenges, chronic conditions, severe disabilities, or mobility limitations. The equipment must be accessible, comfortable, and safe to ensure equitable, high-quality care.

Specific features highlighted include:

• Ergonomic design and superior patient comfort (A-dec 511 Dental Chair).

• Wide range of height adjustment, including a low base-down position (13.5 inches) for easier wheelchair transfers and reduced risk of falls.

• Smooth articulation to facilitate dental treatment for veterans with limited range of motion or other physical disabilities.

• Optimal ergonomic positioning for providers.

• Integrated Data Control System for controlling electrical and digital components, allowing plug-and-play integration of additional equipment.

• Integrated water pick-up tube for minimizing cross-contamination and supporting infection control.

• Compatibility with existing VA infrastructure (plumbing, electrical, cabinetry, handpieces).

• The Independent Government Cost Estimate (IGCE) is $45,802,190.20 (including all options).

• The period of performance is a twelve (12) month base period with four (4) twelve (12) month option periods.

• Market research was conducted from July 2024 – August 2025, including reviews of previous procurements, market surveys, and searches of open market and GSA Schedule contractors.

• A Request for Information (RFI) was published, seeking qualified sources for A-dec® Dental Delivery Units and Chairs or equal.

• The proposed action will be synopsized on the Federal Business Opportunities Webpage.

• Any proposals received will be considered.

• Salient characteristics for evaluation are listed for CLINs 1-6 and 7-40, with evaluation by Literature Review.

• This is a justification for "other than full and open competition."

• Market research indicated that the A-dec 500 series dental delivery units and chair is the only brand name that meets all the requirements of VHA.

• Vendors responding to the RFI included CME Corp., A-Dec, Fidelis, Midmark, and Pro-Alliance. A-Dec, Fidelis, and Pro-Alliance met the salient characteristics.

• The VA will continue to conduct market research to identify potential future competition.

• All future requirements will be handled on a case-by-case basis.

Solicitation / RFP / RFQ

This document provides addenda to FAR 52.212-1 Instructions to Offerors for a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside. The government anticipates awarding a Firm Fixed Price Requirements contract for A-dec Dental Delivery Units and Chairs.

• Offerors must provide sufficient technical documentation to demonstrate their ability to meet the requirements.

• All minimum salient characteristics listed in Attachment B must be met for eligibility.

• Only new, original equipment manufacturer (OEM) parts are acceptable; no remanufactured or "gray market" items.

• Distributors must provide a current, OEM-certified letter valid for the contract's life.

• Offerors must complete and return Attachment H (Certification of Recall or Safety Issues).

• Products must be covered by the manufacturer's warranty.

• Contract Type: Firm Fixed Price Requirements contract.

• Offer Firmness: Offers must be firm for at least 90 days from receipt.

• Intent to Propose: Submit via email to Kimberly.LeMieux@va.gov by the date specified on SF1449, Block 20.

• Questions: Submit via email to Kimberly.LeMieux@va.gov by the date specified on SF1449, Block 20. Combine questions into one Word document.

• Proposals: Submit via email to Kimberly.LeMieux@va.gov by the date/time specified on SF1449, Block 8. Offerors are encouraged to submit one working day prior to the deadline due to potential infrastructure delays.

• Format: Proposals must be clearly indexed and logically assembled into four volumes (Technical, Past Performance, Price, Offer/Amendments/Certifications). Specific file naming conventions and formatting requirements (page size, margins, font, spacing) are detailed.

• Evaluation Factors: Technical, Past Performance, and Price. Technical is significantly more important than Past Performance, which is slightly more important than Price. Non-price factors combined are significantly more important than price.

• Best Value: Award will be made to the responsible offeror whose proposal represents the best value, considering technical merit, past performance, and price. Award may be made without discussions.

• This acquisition is a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must be registered as an SDVOSB concern in SAM.

• Distributors must be authorized by the OEM.

• No pricing is to be included in Volume I (Technical).

• Volume II requires completion of Attachment G (Past Performance Reference) and potentially Attachment F (Past Performance Questionnaire).

• Volume III requires completion of Attachment A (Price/Cost Schedule), including a 3% SLA fee embedded in all line item prices.

• Volume IV requires specific certifications and representations, including FAR 52.212-3, FAR 52.209-7, FAR 52.225-2, and VA NOTICE OF LIMITATIONS ON SUBCONTRACTING.

• Offeror-imposed terms deviating from the solicitation may render the proposal unacceptable.

• All questions must be submitted in writing; no calls will be accepted.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT C - CONTRACT CLAUSES," outlines various contractual clauses that will be incorporated into the resulting contract. It details mandatory disclosures, service level agreements, liquidated damages, ordering procedures, order limitations, requirements, contract extensions, small business representations, incorporated clauses, equipment operation and maintenance manuals, gray market and counterfeit item prohibitions, set-aside requirements for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs), limitations on subcontracting, compliance with Executive Orders, and packing instructions.

• Mandatory Written Disclosures (C.1): Requires electronic reporting to the VA OIG Hotline for FAR clause 52.203-13.
• Service Level Agreement (SLA) Fee (C.2): A 3.0% SLA fee must be embedded in all offered prices and remitted quarterly based on sales reports. Quarterly sales reports are mandatory.
• Liquidated Damages (C.3): Specifies liquidated damages of $37.50 per calendar day for late delivery or performance.
• Ordering and Limitations (C.4, C.5, C.6): Defines how orders will be issued, minimum/maximum order limitations (e.g., single item max 100 each, combined items max $750,000), and the nature of a Requirements contract.
• Option to Extend (C.7): The Government may extend the contract for up to 5 years total, with a preliminary notice requirement.
• Small Business Rerepresentation (C.8): Contractors must periodically rerepresent their small business status, especially for long-term contracts or specific order types.
• Incorporated Clauses (C.9): Lists numerous FAR and VAAR clauses incorporated by reference, accessible online.
• Equipment Manuals (C.10): Requires operation and maintenance manuals for specified equipment.
• Gray Market/Counterfeit Items (C.11): Prohibits used, refurbished, or counterfeit supplies; requires vendors to be OEM authorized dealers/distributors.
• SDVOSB Set-Aside (C.12, C.13): This contract is a total set-aside for certified SDVOSBs. Strict adherence to limitations on subcontracting (LOS) for services (50%), supplies (50%), and construction (85% or 75%) is required. Non-manufacturers must supply products from domestic small businesses.
• Executive Order 13899 (C.14): Requires compliance with Combating Anti-Semitism.
• Packing (C.15): Standard requirements for domestic shipment packing.

This attachment is critical for understanding the contractual obligations, financial terms (SLA fee), performance expectations, limitations, and specific set-aside requirements (SDVOSB). Bidders must ensure their pricing includes the SLA fee, they can meet order limitations, and they comply with all incorporated clauses, particularly those related to SDVOSB status and subcontracting limitations. Failure to comply with these clauses can lead to penalties or ineligibility.

Solicitation / RFP / RFQ

This document describes the Department of Veterans Affairs (VA) requirement for A-dec® brand name Non-Expendable Equipment (NX EQ) Dental Delivery Units and Chairs. The VA intends to establish a national single Requirements contract for these products, which are used in dental clinics to facilitate examination, treatment, and minor surgical procedures. The contract will have a base period of 12 months with four 12-month option periods.

• Product: A-dec® Dental Delivery Units and Chairs, including specific models and components listed in the Contract Line Items (CLINs).

• Salient Characteristics:

  • CLINs 1-6: Chairs and Delivery Units must support a 500 lbs. patient weight, lower to 13.5 inches, have an integrated water source pickup tube, accommodate right/left-handed providers, swivel at least 60 degrees, and feature multi-position armrests for wheelchair accessibility.
  • CLINs 7-40: Must have antimicrobial silicone waterlines, a minimum of 5+ holder positions, accommodate an integrated ultrasonic system, and feature a digital touchpad for chair position, handpiece control, air venting, and ultrasonic scaler power.
  • CLINs 41-53: Must include an integrated LED dental light with a touchless sensor option, auto turn-on, at least two intensity settings, and a cure-safe mode.

• Special Considerations: Equipment must accommodate veterans with mobility impairments and complex medical needs, requiring superior support, easy transfer options, and stability.

• Requirement Type: Sole Source (FAR 6.103-1) due to unique/highly specialized nature of the supplies.

• Period of Performance: 1 base year with four 1-year option periods.

• Vendors must propose products that meet all salient characteristics.

• Proposed products must be listed in the Vendor's pricing volume (Attachment A).

• Ancillary products essential to the solution should be listed with a quantity of zero.

• Evaluation will be based on a Literature Review against the specified salient characteristics.

• This requirement is being procured as a sole source.

• The document includes a detailed list of Contract Line Items (CLINs) with corresponding A-dec® part numbers and descriptions for chairs, delivery systems, lighting, stools, and installation/de-installation services.

Form / Attachment / Pricing Sheet

This document is a mandatory certification form for bidders responding to Solicitation Number 36C10G26R0007 for NX EQ A-dec Dental Delivery Units and Chairs. It requires companies to certify that the medical equipment they are quoting has no outstanding recalls or known safety issues, and complies with all relevant regulations and standards.

• Company Unique Entity Identifier (UEI): To be filled in by the company.
• Certification Statement: A declaration that the quoted medical equipment meets specific safety and compliance criteria.
• Authorized Representative Details: Fields for Name, Title, Signature, and Date of the company representative signing the certification.

Bidders must complete and sign this form accurately. Failure to provide truthful information may lead to disqualification from the solicitation process. This form must be submitted along with the company's quote.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT G - PAST PERFORMANCE REFERENCE - NX EQ A-dec Dental Delivery Units and Chairs," is a template for bidders to provide past performance references related to the solicitation "36C10G26R0007." It is designed to collect detailed information about previous contracts or subcontracts performed by the offeror or companies they have worked with.

The form includes sections for:

• Offeror Name
• Company who performed the work
• Relationship to Offeror (Offeror or Subcontractor)
• Role on the Contract (Prime or Subcontractor)
• Contracting Organization
• Contract / Task Order Number
• Contract Type
• Total Awarded Price/Cost
• Final or Projected Final Total Price/Cost
• Delivery Date / Period of Performance
• Contracting Officer's and Program Manager's contact information
• NAICS Code
• CPARS/PPIRS Completion status
• Description of the Requirement (work performed and relevance)
• Performance details (issues, corrective actions, results)

Bidders must complete this form for each relevant past performance reference they wish to submit. The information provided will be used by the government to assess the offeror's demonstrated capability and experience in performing similar work, which is a critical factor in the evaluation of proposals. The form explicitly states, "No record of relevant or recent past performance." Bidders are instructed to email completed forms to Kimberly.LeMieux@va.gov by January 19, 2026, at 11:59 am EDT.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a detailed price and cost schedule for dental equipment and related services. It outlines the CLINs, item descriptions, quantities, and pricing structure for the opportunity.

• CLINs (Contract Line Item Numbers): A comprehensive list of individual items and services.
• Item Descriptions: Specific dental equipment such as chairs, upholstery, delivery systems, lighting, stools, and installation/de-installation services.
• Estimated Quantities: Quantities are provided for a Base Year and four Option Years.
• Pricing Columns: Includes fields for Commercial Price, Proposed Unit Price (Base and Option Years), SLA (Service Level Agreement) percentages, and Total Price calculations.
• Delivery Days ARO: Specifies the required delivery timeframe after receipt of order.
• Total Evaluated Price: Columns for calculating the total evaluated price per year and overall.
• Instructions: Notes indicate that vendors are to complete all "yellow" highlighted spaces and define ARO (Delivery Days After Receipt of Order).

This pricing sheet is critical for bidders to understand the specific items and quantities required, and to formulate their price proposals. Bidders must complete the designated fields to submit a compliant offer. The estimated quantities and pricing structure will directly impact the total evaluated price of their proposal.