XENEX: Robot Cleaning and Disinfection Service Agreement (Base + 2 Option Years) Murfreesboro, Nashville, & Chattanooga VA Medical Centers

Solicitation / RFP / RFQ

This document is a solicitation (Solicitation Number: 36C24926Q0021) for maintenance services for Xenex Robots. The Department of Veterans Affairs (VA) Network Contracting Office 9 (NCO 9) is conducting market research to identify experienced businesses capable of providing this service. The requirement includes all personnel, equipment, supplies, transportation, tools, materials, and supervision necessary for the maintenance.

• Maintenance services for Xenex Robots.

• The contract period is a base of 2 years.

• The contract type is anticipated to be Firm-Fixed-Price.

• Period of Performance: Base 2 years, with a potential option to extend services for up to 6 months (as per FAR 52.217-8).

• POP Begin: 04-01-2026

• POP End: 03-31-2029

• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance)

• Size Standard: $34 million

• Offers must be submitted by 03-02-2026 at 12:00 PM CST.

• Submission Method: Email to william.blassingame@va.gov.

• The solicitation includes FAR clauses related to commercial products and services, including terms and conditions, disputes, and payment.

• Evaluation criteria are not detailed in this document, but standard FAR clauses for evaluation apply.

• This acquisition is currently listed as UNRESTRICTED.

• The document includes provisions related to small business concerns, HUBZone small business concerns, and price evaluation preferences for HUBZone concerns (FAR 52.219-4).

• The solicitation incorporates by reference numerous FAR and VAAR clauses covering various aspects of the contract, including but not limited to, inspection/acceptance, assignment, changes, disputes, invoicing, patent indemnity, risk of loss, taxes, termination, warranty, and compliance with laws.

• Offerors are cautioned that many clauses are incorporated by reference and their full text may be accessed electronically or upon request.

• The document also includes provisions related to security, prohibitions, and exclusions (e.g., covered telecommunications equipment, FASCSA orders, Iran sanctions, Sudan prohibitions).

• RFI attachments are referenced for further project descriptions, guidance, and requirements.

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

To provide base plus service contract for Xenex Robots, including emergency and regular maintenance, service reports, and necessary parts for repairs.

• Maintenance of Xenex Robots Light Strike™™+ Pulsed Xenon Broad Spectrum UV Robot.

• Replacement lamps and parts for maintenance and repairs by Customer's Xenex Certified Technician (XCT).

• Repair or replacement of the Robot by Xenex for manufacturing defects if XCT is not trained.

• Remote diagnostic and telemetry collection.

• Training reimbursement, certification, and re-certification of Customer's XCT.

• Assignment of an Account Executive for developing SOPs, facility configuration, and ongoing consultation.

• Software upgrades and 24/7 customer support.

• Predictive Maintenance (PM) monitoring and proactive notification.

• Monthly performance and compliance reports.

• Online operator training materials.

• Places of performance include: Alvin C. York VA Medical Center (Murfreesboro, TN), Nashville Campus (Nashville, TN), and Chattanooga CBOC (Chattanooga, TN).

• The document references a potential 3-year service agreement.

• Contractor must provide licensed and trained personnel in Tennessee.

• Contractor must obtain all necessary licenses and permits.

• Contractor must take precautions to protect persons and property.

• Contractor is responsible for employee injuries and damages to Government property.

• All areas serviced must be left clean, neat, and orderly.

• Contractors must possess and utilize necessary tools, equipment, and PPE compliant with OSHA.

• All instruments, test equipment, tools, and PPE must have current calibration and safety inspections.

• Contractor must arrange and pay for proper disposal of waste and debris.

• Contractor employees must have background checks completed.

• Contractor personnel must present a neat appearance and be easily recognized as contract employees (e.g., ID badges).

• Contractor employees must not consume alcohol or illegal drugs during working hours.

• Contractor must obtain all necessary licenses and/or permits.

• Contractor must maintain personal liability and property damage insurance.

• All work must be performed by certified trained technicians.

• All changes to the SOW must be authorized and approved through written correspondence from the COR.

• Interested parties must provide documentation demonstrating authorization from the equipment manufacturer to perform service and maintenance on Xenex equipment.

• Services completed in a timely and professional manner.

• Copy of the inspection document (field report) provided to the COR on the day of each performed inspection.

Sources Sought Notice

This notice is issued by the Department of Veterans Affairs, Network Contracting Office 9 (NCO 9) for market research. The purpose is to identify potential sources capable of performing onsite LightStrike Disinfection Robot warranty and services for the Nashville VA Medical Center and the Alvin C. York – Murfreesboro VA Medical Center. This is NOT a solicitation for proposals.

• Provide all personnel for onsite services related to LightStrike Disinfection Robot warranty and maintenance.

• Services are required for robots located at the Nashville VA Medical Center and the Alvin C. York – Murfreesboro VA Medical Center.

• Responding vendors must include a letter detailing authorization from the Original Equipment Manufacturer (OEM) for repairs and maintenance.

• NAICS Code: 811210

• Size Standard: $34 million

• Anticipated Period of Performance: Base + 2 Option Years (04/01/2026 - 03/31/2029)

• Interested parties should submit a capability statement and relevant information.

• Responses should not exceed 10 pages.

• Required information includes: a tailored capability statement, DUNS number, organization name, address, point of contact, and business size/type (SDVOSB/VOSB must be registered and CVE verified).

• Submissions should be in Microsoft Word or Adobe PDF format.

• Email responses to william.blassingame@va.gov with the subject line "Sources Sought Notice # 36C24926Q0021".

• Response Deadline: March 2, 2026, 12:00 p.m. CST.

• Respondents claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry.

• This notice does not obligate the Government to award a contract or pay for information provided.

• The Government reserves the right to use information provided for any purpose deemed necessary.

• No proprietary, classified, confidential, or sensitive information should be included in responses.