NX EQ Sterilizer Unit Low Temperature (VA-26-00033650)

Solicitation / RFP / RFQ

This document contains solicitation provisions (Section D) for the procurement of a Low Temperature Sterilizer. It outlines various representations and certifications required from offerors.

• Representations and Certifications: Offerors must complete and submit representations regarding:

  • Prohibition on contracting with inverted domestic corporations (52.209-2).
  • Responsibility matters, including debarment, suspension, convictions, and delinquent taxes (52.209-5).
  • Information regarding responsibility matters, including past Federal contracts and grants over $10M, and proceedings in FAPIIS (52.209-7).
  • Delinquent tax liability or felony conviction (52.209-11).
  • Trade Agreements Act compliance (52.225-6).
  • Security prohibitions and exclusions, including covered telecommunications equipment/services, FASCSA orders, Sudan, and Iran (52.240-90).

• Commercial Products/Services Instructions (52.212-1):

  • Proposals are due May 28, 2026, by 12:00 PM ET via email to Levi.Russin@va.gov and Jessica.Smith32@va.gov.
  • Proposals must include five volumes: Technical, Past Performance, Veterans Preference, Price, and Offer/Amendments/Certifications & Representations.
  • Technical volume must address salient characteristics and include a completed Salient Characteristics Chart.
  • Only original, new equipment from authorized distributors (with OEM letter) is acceptable.
  • Past performance requires submission of Attachment F and potentially Past Performance Questionnaires (PPQs).
  • Veterans Preference requires specific certifications for SDVOSB/VOSB offerors or proposed subcontractors.
  • Price volume requires completion of Attachment A, with attention to volume discounts and rounding.
  • Volume V must include signed offer sheets, acknowledgments of amendments, and required certifications.

• Evaluation Approach (52.212-2): Award will be made to the responsible offeror representing the best value, considering Technical, Past Performance, Veterans Preference, and Price, in descending order of importance. Technical is significantly more important than Past Performance, which is slightly more important than Veterans Preference. Non-price factors combined are significantly more important than price. All salient characteristics must be met for eligibility.

• The Government contemplates award of a Firm Fixed Price Requirements contract (52.216-1).

• Proposal Due Date: May 28, 2026, 12:00 PM ET.

• Submission Method: Email to Contract Specialist Levi.Russin@va.gov and Contracting Officer Jessica.Smith32@va.gov.

• Evaluation Factors: Technical, Past Performance, Veterans Preference, Price (in descending order of importance).

• Questions Deadline: May 14, 2026, 12:00 PM EST, in writing to Levi.Russin@va.gov and Jessica.Smith32@va.gov.

• Specific requirements for Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB) are detailed under the Veterans Preference section.

• HUBZone small business concerns may receive a 10 percent evaluation preference.

• NAICS code: 339113, Size Standard: 800 employees (or 500 for non-manufacturers).

• This document incorporates numerous FAR and VAAR provisions by reference (52.252-1).

• Offerors are cautioned against submitting late proposals.

• Use of hyperlinks is prohibited in proposals.

• All proprietary information must be clearly marked.

Form / Attachment / Pricing Sheet

This document contains contract clauses that will be incorporated by reference into the resulting contract. It outlines various requirements and stipulations that bidders must adhere to if awarded the contract.

• Mandatory Written Disclosures (C.1): Requires electronic reporting of certain disclosures to the VA OIG via their hotline.
• Service Level Agreement (SLA) Fee and Quarterly Sales Reports (C.2): Details a 3.0% SLA fee that must be embedded in pricing. Contractors must submit quarterly sales reports and remit SLA fees electronically via www.pay.gov. Failure to comply may result in contract debt and other remedies.
• Liquidated Damages (C.3): Specifies liquidated damages of $37.50 per calendar day for delayed delivery or performance of supplies/services.
• Ordering (C.4): Outlines that supplies and services will be ordered via delivery or task orders issued during the contract period.
• Order Limitations (C.5): Sets minimum and maximum order limitations. The minimum order is not specified, but maximums include single items not exceeding 100 each, or a combination of items not exceeding $750,000.00.
• Requirements Contract (C.6): Defines this as a requirements contract where quantities are estimates, and all Government requirements will be ordered from the contractor.
• Option to Extend (C.7): Allows the Government to extend the contract term, not to exceed 5 years total duration.
• Postaward Small Business Program Rerepresentation (C.8): Requires contractors to rerepresent their size and socioeconomic status under specific conditions, such as mergers, acquisitions, or at specified intervals for long-term contracts.
• Addressing DEI Discrimination (C.9): Prohibits racially discriminatory Diversity, Equity, and Inclusion (DEI) activities and requires reporting of any violations.
• Clauses Incorporated by Reference (C.10): Lists numerous FAR and VAAR clauses incorporated by reference, providing links for full text access.
• Equipment Operation and Maintenance Manuals (C.11): Requires contractors to provide operation, installation, and maintenance manuals for technical equipment.
• Gray Market and Counterfeit Items (C.12): Prohibits the provision of used, refurbished, remanufactured, or counterfeit items. Vendors must be authorized OEMs, dealers, distributors, or resellers.
• Delivery Location (C.13): Specifies that deliveries will be to various VHA locations identified in each order.
• Packing for Domestic Shipment (C.14): Requires materials to be packed to ensure acceptance by common carriers and safe delivery.

This document is critical for understanding the contractual obligations, financial terms (SLA fee), reporting requirements, performance expectations, and compliance mandates. Bidders must review these clauses carefully to assess their ability to meet all requirements and to accurately price their proposals. Particular attention should be paid to the SLA fee, sales reporting, order limitations, and the prohibition of gray market/counterfeit items.

Form / Attachment / Pricing Sheet

This document is a pricing and cost schedule for the opportunity, specifically detailing line items for Steris V-PRO MAX 2 sterilizers and related services. Bidders are expected to use this sheet to propose pricing for the listed CLINs.

• CLINs (Contract Line Item Numbers): A list of specific items and services required, such as sterilizer units, specialty cycles, installation, deinstallation, and various maintenance/service contracts (e.g., Deep-Vacuum Pump Service, Total Care Connect, Labor Care, Preventive Care, Training Programs).
• Part Numbers and Brand Names: Specifies the Steris brand and associated part numbers for each CLIN.
• Estimated Quantities: Provides estimated quantities required per year for each CLIN over a 5-year period.
• Proposed Manufacturer and Part Number: Fields for bidders to enter their proposed manufacturer and part number if offering an equivalent.
• Pricing Columns: Includes fields for proposed unit price (Base Year and Option Year 1-4), SLA (Service Level Agreement) percentage, and total price per CLIN per year.
• Total Evaluated Price: Columns for calculating the total evaluated price based on estimated quantities and proposed pricing.
• Instructions: Bidders are instructed to complete all "blue" highlighted cells. Offerors proposing equivalent products must provide manufacturer and description details. Blank rows are provided for ancillary items.

This pricing sheet is critical for bidders to understand the specific items and services being procured, the estimated quantities, and the format required for submitting their price proposals. It directly impacts the cost component of their bid and requires careful completion to ensure compliance and accurate cost estimation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (Request for Proposal - RFP) for a single award Requirements contract for Sterilizer: Low Temperature: Gaseous Plasma, specifically the STERIS Corporation brand name or equal NX EQ Low Temperature Sterilizer and accessories. The Veterans Health Administration (VHA) Equipment Life Cycle Management (ELCM) Program is procuring these units for VA-wide use.

• The core requirement is for Vaporized Hydrogen Peroxide (H2O2) Sterilizers used for low-temperature sterilization of heat-sensitive medical devices.

• Offerors must provide equipment that meets specific Salient Characteristics (SCs) detailed in the solicitation, particularly for the STERIS Corporation® V-Pro Max 2 Sterilizer and its accessories (CLINs 0001-0032).

• Offerors must demonstrate the ability to meet all requirements and provide a quote for all listed CLINs.

• For "equal" products, offerors must provide descriptions reflecting salient characteristics, brand name, make/model, and descriptive literature.

• New equipment only; no remanufactured or "gray market" items.

• Distributors must be authorized by the Original Equipment Manufacturer (OEM).

• Offerors must complete and include the Salient Characteristics (SCs) Chart with their submission, indicating where compliance can be found.

• Contract Type: Single award Requirements contract with firm-fixed priced (FFP) delivery orders.

• Period of Performance: One 12-month base year with four 12-month option years.

• Delivery: Free on Board (FOB) destination.

• Offers are due via email by 12:00 PM ET on May 28, 2026, to Levi.Russin@va.gov and Jessica.Smith32@va.gov.

• Questions are due via email by 12:00 PM ET on May 14, 2026, to the same email addresses.

• Evaluation criteria are detailed in ATTACHMENT D, including a literature review against SCs.

• The government reserves the right to award without discussions.

• NAICS Code: 339113 (Surgical Appliance and Supplies Manufacturing) with a size standard of 800 employees.

• Procurement is issued as full and open competition.

• All interested Offerors must be registered in the System for Award Management (SAM).

• This solicitation is issued under the agency's implementation of the FAR Overhaul, with adopted agency class deviations.

• Attachments include PRICE COST SCHEDULE, CONTRACT ADMINISTRATION, CONTRACT CLAUSES, SOLICITATION PROVISIONS, QUARTERLY SALES REPORT, PAST PERFORMANCE REFERENCES, and PAST PERFORMANCE QUESTIONNAIRE.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet intended for bidders to submit questions to the Contracting Officer (CO) regarding the Request for Quotation (RFQ).

• The spreadsheet contains a "Questions for CO" sheet.
• It includes columns for "Item," "RFQ Section," "Document," "RFQ Page," "paragraph/section," and "Question for Contracting Officer."
• Bidders are instructed to "Insert Company Name Here" and "Describe Question Here."
• It provides space for up to 23 numbered questions.

This attachment serves as the official mechanism for bidders to seek clarification on the RFQ and its associated documents (e.g., PWS, RFQ Attachment A, Quote Submission Instructions). Bidders should use this form to submit any questions they have to ensure a clear understanding of the requirements before preparing their quotes.

Form / Attachment / Pricing Sheet

This document is Attachment G, a Past Performance Questionnaire, for Solicitation No. 36C10X26R0011 concerning the NX EQ Low Temperature Sterilizer. Its purpose is to collect feedback from references provided by offerors regarding their past performance.

• Offeror Information: Fields for Offeror Name and Contract Number.
• Reference Information: Sections for the reference's name, title, phone number, email, organization, contract period of performance, total contract value, and whether options were exercised.
• Contract Details: Questions regarding the existence of Show Cause Orders, Stop Work Orders, or Terminations for Convenience, Cause, or Default.
• Service Description: A field for a brief description of services/commodities provided under the contract.
• Offeror Evaluation: A rating system (1-3: Unsatisfactory, Satisfactory, Excellent) for Quality of Service, Cost Control, Timeliness of Performance, and Business Relations, with space for comments.
• Overall Satisfaction: A question asking if the reference would work with the offeror again.

Offerors must provide up to five references from the past three years. These references will complete this questionnaire. The completed questionnaires will be used by the VA Strategic Acquisition Center (SAC) to evaluate the offeror's past performance. Offerors should ensure their provided references are aware of this requirement and can provide positive feedback. The completed questionnaire must be emailed to Levi.Russin@va.gov no later than June 3, 2026, at 12:00 PM ET.

Form / Attachment / Pricing Sheet

This document is Attachment F, "Past Performance References." It is a template for offerors to provide details on their past performance on similar contracts. This information is used by the government to evaluate the offeror's ability to successfully perform the requirements of the current solicitation.

• Sections for up to three (3) past performance references.
• For each reference, bidders must provide:
  • Company name and relationship to the offeror (Prime, Subcontractor, Proposed Subcontractor).
  • Description of the work performed, specifically relating it to the current solicitation's requirements.
  • Name of the contracting organization.
  • Contract/Task Order Number.
  • Contract Type.
  • Total Awarded Price/Cost and Final or Projected Final Total Price/Cost.
  • Delivery date/Period of performance.
  • Contracting Officer's contact information.
  • Program Manager's contact information.
  • North American Industry Classification System (NAICS) Code.
  • Confirmation of CPARS/PPIRS completion (Yes/No).
  • A description of the requirement and how the work performed is relevant.
  • An explanation of any performance issues, corrective actions taken, and results.

Bidders must complete this form for each relevant past performance reference they wish to submit. The information provided will be a critical factor in the government's evaluation of the offeror's past performance. Failure to provide complete and relevant information may negatively impact the evaluation.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing quarterly sales report data, specifically for the NX EQ Low Temperature Sterilizer. It appears to be a template or a record of past sales performance, likely intended for reporting purposes related to a contract.

• The spreadsheet contains multiple sheets, including 'Sheet2' and 'Sheet3'.
• 'Sheet2' lists various VA facilities and VISN (Veterans Integrated Service Network) regions, along with corresponding item numbers and quantities sold.
• 'Sheet3' provides a more detailed breakdown, including columns for Contractor, Contract Number, CLIN Number, and "Quantity Sold of Item" across numerous line items and facilities. 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 the SLA," "Anticipated SLA," and "Total Sales amount without the SLA."
• The document specifies a "Reporting Quarter: __ QTR FY 2026" and lists numerous Contract Line Item Numbers (CLINs).

This document serves as a sales report, likely providing historical sales data for the specified equipment across various VA facilities. Bidders may use this information to understand past sales volumes, identify key locations or regions where the product has been utilized, and potentially gauge market demand or contract performance. It is crucial for understanding the scope and scale of potential future requirements related to this item.

Form / Attachment / Pricing Sheet

This document provides detailed instructions and requirements for contract administration, invoicing, and terms and conditions related to the opportunity. It outlines how contractors will be managed, paid, and what is expected regarding product changes and reporting.

• Contract Administration: Identifies points of contact for both the contractor (TBD) and the government (Contracting Officer Jessica Smith, Contract Specialist Levi Russin).
• Invoicing: Mandates electronic invoice submission via Tungsten or X12 EDI formats. Paper, facsimile, email, and scanned documents are not acceptable. Invoices are due within 30 days of delivery.
• Terms and Conditions: Covers contractor obligations for supplying items, the government's right to evaluate replacement items, purchase limitations, and the process for adding or removing items/technologies via contract modification. It also details authorized ordering officers and purchase card limitations.
• Delivery: Specifies inspection and acceptance at destination, FOB Destination shipping terms, and requirements for delivery tickets including itemized lists and quantity information.
• Reporting: Requires monthly and quarterly sales reports (Attachment E) to be submitted electronically to the Contracting Officer and Contract Specialist.
• Product Refresh/Recall: Outlines procedures for handling product updates or recalls, including notification requirements and information submission for evaluation.
• Data Rights: Clarifies that commercial license agreements will only apply if made an addendum and only to data rights provisions, superseding any conflicting terms with Federal law or the contract.

This document is crucial for understanding the administrative and operational aspects of the contract. Bidders must pay close attention to invoicing procedures, reporting requirements, and the processes for product changes, as non-compliance can lead to payment delays or contract issues. It also clarifies who is authorized to place orders and the limitations on those orders.