NX EQ Scalp Cooling Systems
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) Strategic Acquisition Center (SAC) is conducting market research through a Sources Sought Notice to identify qualified sources for Scalp Cooling Systems. The VA seeks brand name or equal Paxman Coolers Ltd. systems and associated equipment for VHA's Non-Expendable Equipment National Program. The intent is to award a single Requirements Contract with Firm-Fixed Price (FFP) orders. Responses are due January 29, 2026, at 9:00 AM EST.
Scope of Work
The requirement is for Scalp Cooling Systems designed to cool the scalp to prevent/reduce hair loss during chemotherapy. These systems will be delivered to VA medical centers and facilities across the Continental United States (CONUS) and Outside the Continental United States (OCONUS). Key salient characteristics include FDA approval for chemotherapy-induced alopecia, maintaining coolant between +26°F and +25°F, continuous monitoring with alarms, operation on 100-110V 50 Hz or 100-120V 60 Hz power, lockable swivel casters, multiple cooling cap sizes, and a standard one-year warranty with extended options. Contract Line Items (CLINs) considered include single and dual cap system units, various cap kit sizes, and extended warranty/annual service options.
Contract & Timeline
- Type: Sources Sought Notice (market research only). Anticipated award: Single award Requirements Contract with Firm-Fixed Price (FFP) orders.
- Period of Performance: One 12-month base period with four 12-month option periods.
- Set-Aside: None specified for this Sources Sought. Market research aims to identify qualified sources, including potential small business participation.
- Response Due: January 29, 2026, at 9:00 AM EST.
- Published: January 13, 2026.
Submission & Evaluation
Vendors must submit responses via email to Trevor.Mason@va.gov and Sara.Vickroy@va.gov. Required information includes company name, address, DUNS/CAGE code, business size, manufacturer/distributor details, country of origin, ability to provide uninterrupted supply, technical literature demonstrating salient characteristics, and any beneficial additional products. An Authorized Distributor Letter is required if applicable. A capabilities statement is highly encouraged, specifically addressing questions in the notice. This is for planning purposes only; no solicitation is currently available.
Eligibility / Set-Aside Considerations
- NAICS Code: 339112 – Surgical and Medical Instrument Manufacturing (Size Standard: 1,000 employees).
- Registration: Vendors must be registered in SAM.gov and certified with the appropriate NAICS code.
- SDVOSB/VOSB: Must be verified in the Small Business Search (SBS) database.
Additional Notes
This notice is for planning purposes only and does not constitute a commitment to award a contract. The Government is not obligated to acknowledge receipt or provide feedback.