Combined Synopsis/Solicitation
Critical Care Hospital Bed Rentals (Hill-Rom OR EQUAL)
Department of Veterans Affairs · Sol. 36C24827Q0025
Due in 12 days
AI summary Beta
The VA's James A. Haley Veterans Hospital in Tampa, Florida wants to rent Hill-Rom (or equal) hospital beds, therapy surfaces, trapezes and bariatric recliners for five years (one base year plus four option years, December 2026 to November 2031). The award goes to the lowest-priced offer that is technically acceptable. The beds must be delivered, serviced and swapped out around the clock, and companies that are not the manufacturer need a signed letter from the manufacturer.
Watch out for
- OEM authorization letter is a must-have. A reseller or rental company that is not the manufacturer and cannot get a signed OEM letter is ruled out, with no chance to fix it.
Failure to provide a compliant letter will result in a finding of non-responsibility and ineligibility for
- Very large fleet and 24/7 service. The price schedule lists up to thousands of units per type (for example 6,409 ICU-grade beds), and the contractor must deliver, pick up and replace equipment around the clock within 24 hours, which takes major inventory and staffing.
Equipment shall be delivered and/or retrieved 24/7/365 upon request including
- Lowest price wins. Under LPTA the cheapest technically acceptable price wins and there is no credit for better quality, so margins can be thin across five years of pricing.
adding the total price for all options to the total price for the
- Equal products judged pass/fail. If you offer an 'equal' bed instead of Hill-Rom, missing even one listed feature makes the quote Unacceptable and it is dropped.
Quotations that fail to meet either exact Brand Name/Model or
- Quantities are only maximums. The VA may order fewer units than listed, so the large quantities do not guarantee revenue.
Quantities listed in the Price Schedule are provided for evaluation/planning purposes only
- Contractor bears equipment damage cost. The contractor must replace rental equipment damaged during delivery, set-up or pick-up at its own cost, and must swap failed beds within 24 hours.
The Government shall not incur any cost for replacing equipment.
- Unclear pricing basis. Most CLINs are priced per 'EA' (each) while one is per day, and the schedule does not say whether the price is per day, month or year, so ask before pricing.
- Conflicting option 4 dates. Option 4 lines 4001 to 4004 run 12-01-2030 to 11-30-2031 but lines 4005 to 4009 show a different period, which could affect pricing.
POP Begin: 10-01-2030
- Conflicting question deadline. The questions deadline is 10:00 AM in the form and notice but 10:00 PM in the instructions, so send questions early.
later than 10-12-2026, at 10:00 PM EST
Read from the notice and 1 attachment.
- S02 Solicitation 36C24827Q0025 (Critical Care Hospital Bed Rental Services).pdf
Full brief
What they want
- Rent nine types of beds and surfaces (CLINs 0001-0009): Compella-type surgical beds, ICU-grade beds, air-fluidized therapy beds, a low-air-loss therapy surface and bariatric recliners, or equal products
- Deliver and pick up equipment 24/7/365 on request, including federal holidays, within 24 hours
- Maintain and repair rented equipment, and replace anything inoperable within 24 hours
- Support a bed and mattress management program, with certified biomedical technicians and OEM software support
- Clean and decontaminate equipment before delivery, tag it, and train hospital staff on request
- Give prompt notice of any product recall, safety alert or required modification
- Sell rented items at market price once the rental total would equal or exceed the equipment value
- Contract type
- Firm-fixed-price contract (combined synopsis/solicitation for commercial services). Quantities are not-to-exceed amounts ordered through delivery orders.
- Period of performance
- 1 base year plus 4 one-year options: December 1, 2026 to November 30, 2031. Option 4 lines 4005 to 4009 show different dates (10-01-2030 to 09-30-2031). A 6-month extension is also possible under FAR 52.217-8.
- Place of performance
- James A. Haley Veterans' Hospital, 13000 Bruce B. Downs Blvd., Tampa, FL 33612
- How they'll choose
- Lowest Price Technically Acceptable (LPTA). Technical is pass/fail, then the lowest total price wins; options are added to the base price. Past performance is not scored and is used only to judge whether the company is responsible.
- Offers due
- October 21, 2026 at 12:00 PM Eastern (questions due October 12, 2026; an amendment answering questions is planned for October 14, 2026)
- How to submit
- Email to LeTray Womble, Contracting Officer, at LeTray.Womble@va.gov, unless an amendment says otherwise. Questions also go to that email with the subject line 'Solicitation 36C24827Q0025 Questions - COMPANY NAME'.
What they'll judge offers on
- Technical (Acceptable or Unacceptable only: must meet the exact brand/model or the 'Equal' salient characteristics)
- Price (total evaluated price including the base year and all four option years)
What to include when you submit
- Submit two separate volumes: Volume I Technical and Volume II Price; not doing so may exclude the offer from award
- Volume I: confirm the exact brand name and part number will be rented, or show evidence of 'Equal' equipment for every line item using brochures, specification sheets or similar documents (include manufacturer brochure, specifications and warranty data)
- Volume II: price every CLIN with unit prices and extended amounts for the base year and all four option years, using Section B.3 of the SF 1449
- Fill in Section B.1 Contract Administration with company name, SAM UEI, address and point of contact name, phone and email
- Non-OEM offerors must include a current OEM Authorization Letter on OEM letterhead with the offer
- Offerors with no past performance may give up to three references for similar contracts from the past five years
- Complete the representations and certifications, including the responsibility matters provision 52.209-7 and the security prohibitions provision 52.240-90
- Sign and acknowledge any amendments, and keep prices firm for 60 calendar days after the due date
You must have
- No set-aside: open to all businesses
- Must be the equipment manufacturer (OEM) or be authorized by the OEM to rent and service the equipment
The Contractor shall be an Original Equipment Manufacturer (OEM) OR authorized by
- Non-manufacturers must submit a current, signed OEM Authorization Letter covering all proposed models
Non-OEM Offerors shall submit a current and valid OEM Authorization Letter with their offer.
- Valid and current Certified Biomedical Equipment Technician (CBET) certifications and licensure for the technicians who service the beds
Certified Biomedical Equipment Technicians (CBET) issued by an Accredited
- Insurance (workers' compensation and public liability under Florida law) with a signed certificate given to the Contracting Officer within 10 days after award
Contractor shall provide an original signed copy of Insurance Certification with
- Active SAM registration with a Unique Entity Identifier (UEI)
The Offeror’s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT)
- Beds must meet FDA entrapment guidelines, IEC 60601-2-38 labeling, NFPA-99 electrical safety and VA Safe Patient Handling requirements
Administration (FDA) Entrapment guidelines for all 7 zones.
Not in the notice text
- Whether there is a current rental contractor; none is named
- The estimated contract value or budget
- Whether CLIN prices are per day, per month or per rental term (the unit is 'EA' for most lines)
- Questions and answers that the planned amendment of October 14, 2026 will post
- The correct dates for Option 4 lines 4005 to 4009
- The Quality Assurance Surveillance Plan (QASP) and Contractor Management Plan details are referred to but not included
- Delivery order quantities, because the schedule gives only not-to-exceed amounts
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Key facts
- Response due
- Oct 21, 2026, 4:00 PM UTC
- Posted
- Oct 6, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C24827Q0025
- Agency
- Department of Veterans Affairs
- Office
- 248-Network Contract Office 8 (36C248)
- Set-aside
- No Set aside used
- NAICS
- 532490
- Product/service code
- W065
- Business type
- Equipment repair & maintenance
- Place of performance
- Tampa, FL, 33612
- Contracting contact
- letrayletray.womble@va.gov(813) 509-1707
Full notice text from SAM.gov
Solicitation 36C24827Q0025 (Critical Care Hospital Bed Rentals (Hill-Rom OR EQUAL) See attached Solicitation 36C24827Q0025 for details and instructions to Offerors. 10-06-2026: Solicitation 36C24827Q0025 issued. 10-12-2026: All solicitation questions due by 10:00AM EST. 10-14-2026: Amendment will be issued for the purpose of posting responses to all questions. 10-21-2026: All Offers due by 12:00PM EST.
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