Solicitation
NX EQ Monitors_Physio_Neurology_Intraop_EEG (VA-26-00045643)
Department of Veterans Affairs · Sol. 36C10X26R0062
Due in 8 daysSDVOSB
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The VA (Strategic Acquisition Center Frederick) wants one national contract for Natus brand-name-or-equal EEG (brain-wave recording) systems and accessories for VA medical facilities. It is set aside for service-disabled veteran-owned small businesses. The term is one base year plus four option years, with firm-fixed-price orders delivered to VA sites; offers are due 16 Oct 2026 by email.
Watch out for
- OEM authorization letter required. Unless you are the manufacturer, you need a signed, dated letter from the OEM (Natus for the brand-name items) naming you an authorized distributor, or the offer is ineligible.
Any proposal received without an OEM letter meeting the requirements will be ineligible for award.
- Must meet every salient characteristic. Missing any one of the 14 characteristics, or leaving out the completed chart, gets the offer rated unacceptable with no further consideration.
All the minimum SCs listed in the solicitation must be met to be considered eligible for award.
- Reseller rules and subcontracting limits. As an SDVOSB reseller you must follow the nonmanufacturer rule and the 50% subcontracting limit; the VA says a class waiver exists for this NAICS code but you must certify compliance.
Currently, there is an existing Nonmanufacturer Rule Class Waiver for NAICS 334510
- Large price schedule, not provided here. You must quote all 104 line items on Attachment A, which was not available in this text, so quantities and total size cannot be judged.
provide a quote for all Contract Line-Item Numbers (CLINs) listed in
- No guaranteed volume and pricing pressure. Quantities are estimates only, prices are fixed for the contract, and the VA asks for volume discounts and prices at least as good as your best customers.
The quantities of supplies or services specified in the Schedule are estimates only and are not purchased by this contract.
- Conflicting due dates in the documents. Attachment D and the original notice say October 7, 2026, but Amendment 0002 moves the deadline to October 16, 2026; confirm before you submit.
The deadline for submissions of offers is extended to Friday, October 16, 2026 at 12:00pm ET.
- Funding clause ends September 30, 2026. A standard clause says funds are not presently available beyond September 30, 2026, so orders depend on later appropriations.
Funds are not presently available for performance under this contract beyond September 30, 2026.
- 3% VA fee and frequent sales reporting. You must build a 3% service fee into every price, report sales monthly and quarterly, and remit the fee through pay.gov.
The current SLA which applies to this contract action is 3.0%.
- Liquidated damages for late delivery. You owe $37.50 per calendar day of delay in place of actual damages.
liquidated damages of $37.50 per calendar day of delay
- Inconsistent NAICS code and size standard. The notice uses NAICS 334510 with a 1,250 employee size standard, but one provision lists NAICS 339113 and 800 employees; confirm which applies.
(b)(1) The North American Industry Classification System (NAICS) code for this acquisition is 339113
Read from the notice and 12 attachments. 5 not read in full.
- SF30 36C10X26R0062 0002.pdf
- 36C10X26R0062_2.pdf
- 36C10X26R0062.pdf
- SF30 36C10X26R0062 0001.pdf
- 36C10X26R0062_1.docx
- 36C10X26R0062 Vendor Questions.pdf
- 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING-CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS -DEVIATION.docx
- ATTACHMENT D - SOLICITATION PROVISIONS - NX EQ EEG SYSTEMS.docx
- ATTACHMENT F - PAST PERFORMANCE REFERENCES - NX EQ EEG SYSTEMS.pdf
- ATTACHMENT J - CERTIFICATION OF RECALL OR SAFETY ISSUES - NX EQ EEG SYSTEMS.docx
- ATTACHMENT C - CONTRACT CLAUSES - NX EQ EEG SYSTEMS.docx
- ATTACHMENT B - CONTRACT ADMINISTRATION - NX EQ EEG SYSTEMS.docx
- ATTACHMENT H - RFQ QUESTIONS - NX EQ EEG SYSTEMS.xlsx: spreadsheet: not read yet
- ATTACHMENT A - PRICE COST SCHEDULE - NX EQ EEG SYSTEMS.xlsx: spreadsheet: not read yet
- ATTACHMENT G - PAST PERFORMANCE QUESTIONAIRE - NX EQ EEG SYSTEMS.docx: over the file limit for one brief
- APPENDIX C - NX EQ EEG SYSTEMS.docx: over the file limit for one brief
- ATTACHMENT E - QUARTERLY SALES REPORT - NX EQ EEG SYSTEMS.xlsx: spreadsheet: not read yet
Full brief
What they want
- Supply Natus EEG systems and accessories, or equal products, across 104 listed line items (software, amplifiers, cameras, monitors, computers, ambulatory kits, upgrades)
- Show that any 'equal' product meets all 14 salient characteristics, with descriptive literature
- Include installation (CLIN 0103) and training (CLIN 0104) as listed line items
- Deliver new equipment FOB destination to VA sites in the continental U.S. and overseas, as each order directs
- Provide at least a one-year warranty and an extended service plan option
- Build the 3% VA service fee into prices and send monthly and quarterly sales reports
- Contract type
- Single-award firm-fixed-price requirements contract; firm-fixed-price delivery orders under FAR subpart 16.5
- Period of performance
- One 12-month base year plus four 12-month option years (5 years total)
- Place of performance
- Nationwide. Deliveries go to VHA facilities in the continental U.S. (CONUS) and outside it (OCONUS), FOB destination, as each order specifies.
- How they'll choose
- Best value with three factors. Every salient characteristic must be met or the offer is rated unacceptable.
- Offers due
- October 16, 2026, 12:00 PM ET (extended by Amendment 0002; the original date was October 7, 2026)
- How to submit
- Email to Contract Specialist Levi.Russin@va.gov and Contracting Officer Jessica.Smith32@va.gov
- Page limits
- No page limits. Use 12-point Arial or Times New Roman on 8.5x11 pages; no hyperlinks or embedded documents; do not zip files.
What they'll judge offers on
- Technical (significantly more important than Past Performance), judged on Safety, Design, Performance, Quality/Construction, Support and Service Plan terms, and Warranty terms
- Past Performance (three references from the last three years; no record is rated neutral)
- Price (non-price factors combined are significantly more important than price; the 3% VA fee is included in evaluated price)
What to include when you submit
- Four separate volumes: I Technical (PDF), II Past Performance (PDF), III Price (Excel), IV Offer, Amendments, Certifications and Representations (signed PDF)
- Name files 'Your Company Name - Tech.pdf', 'PastPerformance.pdf', 'Price.xls' and 'OfrRep.pdf'
- Complete the highlighted Salient Characteristics chart with the page where each characteristic is shown
- Include the OEM authorized-distributor letter dated within 12 months of submission
- Complete Attachment A price schedule (all CLINs, prices rounded to two decimals, 3% fee included)
- Complete Attachment F (three past performance references) and send questionnaires to references if no CPARS/PPIRS report exists
- Sign and return VAAR 852.219-76 certificate, FAR 52.225-2 Buy American certificate and Attachment J recall and safety certification
- Include signed copies of Amendments 0001 and 0002
- Hold prices firm for 90 calendar days
- Send the email at least 24 hours early; late proposals may not be accepted. Questions closed on September 23, 2026.
You must have
- Total set-aside for SBA-certified service-disabled veteran-owned small businesses (SDVOSB)
This procurement action is issued as a total service-disabled veteran-owned small business
- Resellers need a current OEM letter naming them an authorized distributor, valid for the life of the contract
Any proposal received without an OEM letter meeting the requirements will be ineligible for award.
- Active SAM registration before submitting
All interested Offerors must be registered in the System for Award Management (SAM) prior to
- Limits on subcontracting: a non-manufacturer must supply a domestic small business's product unless the SBA waiver applies; other SDVOSB primes may not pay more than 50% to non-certified firms
the SDVOSB prime contractor will not pay more
- Signed VAAR 852.219-76 certificate of compliance; offers without it are not considered
The Government will not consider offers for award from offerors that do not provide the certification
- New OEM equipment only, covered by manufacturer warranty; no used, refurbished or gray market items
Only new equipment is acceptable; no remanufactured or "gray market" items.
- Products must be FDA cleared or 510(k) approved (salient characteristic 14)
FDA or 501(K) approved
- Signed certification of no outstanding recalls or safety issues, sent with the quote
Submit the completed form along with your quote.
Not in the notice text
- Estimated quantities and total contract value (Attachment A price schedule was not read)
- The middle of Attachment D was left out (about 3,500 characters of the technical evaluation approach)
- Attachments E (sales report form), G (past performance questionnaire), H (RFQ questions) and Appendix C were not provided
- Delivery lead time (the After Receipt of Order days are left blank in Attachment B)
- Whether a current contractor or contract exists for these items
- Attachment B still says 'Bariatric Patient Transfer Lifts' in its delivery paragraph; the VA's answer says this is an error and the intended text is EEG systems
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Key facts
- Response due
- Oct 16, 2026, 4:00 PM UTC
- Posted
- Oct 5, 2026
- Notice type
- Solicitation
- Solicitation
- 36C10X26R0062
- Agency
- Department of Veterans Affairs
- Office
- Sac Frederick (36C10X)
- Set-aside
- Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
- NAICS
- 334510
- Product/service code
- 6515
- Business type
- Electrical & electronic components
- Contracting contact
- Levi RussinLevi.Russin@va.gov
- Versions
- 3 (amended since first posted)
Full notice text from SAM.gov
See attached document: 36C10X26R0062 See attached document: SF30 36C10X26R0062 0002
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