Combined Synopsis/Solicitation
NX EQ Image Guided Surgical Navigation System (VA-26-00083972)
Department of Veterans Affairs
AI summaryOnly Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) can bid. The Department of Veterans Affairs (VA) Strategic Acquisition Center Frederick, for the Veterans Health Administration's Equipment Life Cycle Management program, wants one nationwide contract for image-guided surgical navigation systems and accessories. They must match the Medtronic Stealthstation S8 "or equal". The response due date is November 5, 2026, 12:00 PM Eastern. Terms are a 12-month base plus four 12-month options, with firm-fixed-price orders. More in the summary
AI summary Beta
This summary may miss requirements: 4 of 15 attachments weren't read (Attachment I_Questions_Government Response.xlsx, ATTACHMENT I_Template for Industry Questions_NX EQ Image-Guided Surgical Navigation System.xlsx and 2 more). Check the attachments on SAM.gov.
Only Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) can bid. The Department of Veterans Affairs (VA) Strategic Acquisition Center Frederick, for the Veterans Health Administration's Equipment Life Cycle Management program, wants one nationwide contract for image-guided surgical navigation systems and accessories. They must match the Medtronic Stealthstation S8 "or equal". The response due date is November 5, 2026, 12:00 PM Eastern. Terms are a 12-month base plus four 12-month options, with firm-fixed-price orders.
Who can bid (5)
- Must be a Service-Disabled Veteran-Owned Small Business (SDVOSB); the clause list calls it a total set-aside for certified SDVOSBs
- Resellers must be authorized distributors of the OEM, proven by a current OEM letter submitted with the proposal
- Signed VAAR 852.219-76 certificate on limitations on subcontracting for supplies and products, returned in full with the proposal
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- Equipment must be new OEM product (no refurbished, remanufactured or gray market items), FDA 510(k) approved, with at least a one-year manufacturer warranty
- Signed certification that the quoted equipment has no outstanding recalls or known safety issues, submitted with the proposal
How to submit: Email to the Contract Specialist (Alanna.Wilson@va.gov) and the Contracting Officer (Sara.Vickroy@va.gov), with 36C10X27R0004 in the subject line. What to include is under Full summary below. Check the solicitation's instructions on SAM.gov.
Things to watch (12)
From the version posted Oct 15, 2026.
- Serious: Set aside for SDVOSBs only. Only service-disabled veteran-owned small businesses can bid; other firms cannot send an offer.
- Serious: OEM letter is required or the offer is out. A reseller must send a current OEM letter naming it an authorized distributor. Without it, the offer is ineligible for award.
- Serious: Must meet every salient characteristic and return the table. Missing one required feature, or leaving out the completed Salient Characteristics Table, makes the offer Unacceptable and ineligible. Examples: 27-inch touchscreen, optical and EM tracking, FDA 510(k).
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- Serious: Subcontracting limits certificate must be completed in full. VAAR 852.219-76 must be signed and returned with the offer. An incomplete certificate means the offer is not considered. The clause list also cites the nonmanufacturer rule and limits on subcontracting.
- Worth checking: Deliveries include locations outside the continental U.S.. Winners must deliver to VA facilities in the continental United States and outside it. Delivery locations and dates come with each order, and the delivery time after an order is not set.
- Worth checking: Large catalog and no guaranteed volume. The offer must cover a complete solution across 79 line items, but quantities are estimates and the Government does not promise any purchases.
- Worth checking: Three past performance references and questionnaires. You must list three relevant contracts from the past three years, and each reference without a CPARS record must email a questionnaire by the response due date.
- Worth checking: 3% SLA fee built into prices, plus sales reporting. Every unit price must include the 3% fee. The winner sends quarterly sales reports and pays the fee to the Enterprise Procurement Office (EPO). Late payment is treated as a debt to the Government.
- Worth checking: Price schedule and some Q&A files attached but not read. The CLIN quantities and units are in Attachment A, and the Government's answers to industry questions are in Attachment I. Both were attached but not read here, so check them on SAM.gov.
- Minor: Email submission with strict file rules. Proposals go by email in four separate files. Zip files are blocked, and hyperlinks or embedded files are not reviewed.
- Minor: Late delivery damages and order limits. Late delivery costs $37.50 for each calendar day of delay. The contractor need not honor a single-item order over 100 each or an order over $850,000.00.
- Minor: Health information and VA security rules apply. Protected health information may be handled, so a Business Associate Agreement will be signed after award, and VA information security requirements apply.
Read from the notice and 11 attachments. 4 of 15 not read. Show which files.
- 36C10X27R0004_1.docx (read)
- 36C10X27R0004 0001_1.docx (read)
- 36C10X27R0004 0001.pdf (read)
- 36C10X27R0004.pdf (read)
- ATTACHMENT D - SOLICITATION PROVISIONS_NX EQ Image-Guided Surgical Navigation System.pdf (read)
- ATTACHMENT J_Security Appendix C_VA Handbook_6500_6.pdf (read)
- ATTACHMENT H - CERTIFICATION OF RECALL OR SAFETY ISSUES_NX EQ Image-Guided Surgical Navigation System.docx (read)
- ATTACHMENT G - PAST PERFORMANCE REFERENCE_NX EQ Image-Guided Surgical Navigation System.docx (read)
- ATTACHMENT C - CONTRACT CLAUSES_NX EQ Image-Guided Surgical Navigation System.pdf (read)
- ATTACHMENT B - PRODUCT DESCRIPTION_NX EQ Image-Guided Surgical Navigation System.pdf (read)
- ATTACHMENT F - PAST PERFORMANCE QUESTIONNAIRE_NX EQ Image-Guided Surgical Navigation System.docx (read)
- Attachment I_Questions_Government Response.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- ATTACHMENT I_Template for Industry Questions_NX EQ Image-Guided Surgical Navigation System.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- ATTACHMENT A - PRICE COST SCHEDULE_NX EQ Image-Guided Surgical Navigation System.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
- ATTACHMENT E -QUARTERLY SALES REPORTING TOOL_NX EQ Image-Guided Surgical Navigation System.xlsx: not read (the AI doesn't read this file type yet): open it on SAM.gov
Full summary
What they want
- Supply new original equipment manufacturer (OEM) image-guided surgical navigation systems that meet the salient characteristics (required features) in Attachment B, with Medtronic Stealthstation S8 or equal products
- Cover the 79 line items listed in Attachment B: main and camera carts, cranial, spine and ear-nose-throat software, instrument sets, microscope interfaces, Stealth Autoguide parts and O-arm items
- Offer a complete solution with every accessory needed for full function; extra items you add go on the price schedule at quantity zero
- Deliver free on board (FOB) destination to VA facilities, with delivery locations and dates set in each order
- Install and set up each system at no added cost, including training for clinical staff and biomedical engineers, and give free software updates
- Provide manufacturer warranty, maintenance, repair and replacement, and fix or replace any recalled product at no cost to the Government
- Send monthly and quarterly sales reports, and pay a 3% service level agreement (SLA) fee that is built into your prices
- Contract type
- Single-award, firm-fixed-price (FFP: one set price per item) requirements contract; the Government orders only what it needs, on delivery orders
- Period of performance
- 1 base year (12 months) + four 12-month option years; total contract duration, including any extension, not to exceed 5 years
- Place of performance
- Nationwide: deliveries go to VA medical centers and facilities in the Continental United States (CONUS) and Outside the Continental United States (OCONUS)
- Estimated value
- Not stated
- How they'll choose
- Best value: the Government weighs Technical, Past Performance and Price, and may pay more for a stronger non-price offer. Every salient characteristic must be met or the offer is rated Unacceptable.
- Offers due
- November 5, 2026, 12:00 PM Eastern
- How to submit
- Email to the Contract Specialist (Alanna.Wilson@va.gov) and the Contracting Officer (Sara.Vickroy@va.gov), with 36C10X27R0004 in the subject line
What they'll judge offers on
- Technical (most important): descriptive literature checked against the salient characteristics, then rated on sub-factors: (1) Safety, (2) Design, (3) Diagnostic Tools and Imaging Techniques, (4) Quality/Construction
- Past Performance: three recent, relevant contracts or orders (within the last three years), rated from CPARS records or Past Performance Questionnaires; no relevant history is rated neutral
- Price: total of every line item, with option years, at the estimated quantities, including the 3% SLA fee, checked for fair and reasonable pricing
What to include when you submit
- Send four separate volumes: I Technical (Your Company Name - Technical.pdf), II Past Performance (PastPerformance.pdf), III Price (Price.xlsx), IV Offer, Amendments, and Certifications & Representations (OfrRep.pdf).
- Do not zip files. Do not use hyperlinks or embedded files. Number pages and put company name, date and solicitation number in each header or footer. Each volume should go in one email.
- Volume I: descriptive literature and the completed Salient Characteristics Table from Attachment B, showing where each characteristic is met. No pricing here.
- Volume I: include a current OEM letter proving you are an authorized distributor or reseller, valid for the life of the contract. Any equal product must be named by brand and make or model, with literature.
- Volume II: complete Attachment G with three relevant contracts or orders from the past three years or in progress, for enterprise-wide delivery of equipment. Show whether CPARS records exist.
- Volume II: if a reference has no CPARS record, have it email a completed Past Performance Questionnaire (Attachment F) to the Contracting Officer and Contract Specialist by the response due date.
- Volume II: major subcontractor experience (20% or more of the total effort) may be added; list the prime first, then each major subcontractor in alphabetical order.
- Volume III: complete Attachment A (Price Cost Schedule) for the base year and all option years. Use two decimal places, with unit price times quantity equal to total, and include the 3% SLA fee in every unit price.
- Volume III: any equal product named in Volume I must appear and match on the price schedule.
- Volume IV: signed offer sheet on letterhead with solicitation number, amendment acknowledgment, name, address and phone, tax ID number, UEI and CAGE code, and a contact for orders.
- Volume IV: include an authorized distributor letter from the OEM dated within the past 30 days, valid for the whole contract, plus the signed VAAR 852.219-76 certification.
- Volume IV: complete the representations at FAR 52.209-2, 52.209-5, 52.209-7, 52.209-11, 52.229-11, 52.225-6 and 52.219-28, and the Attachment H certification of no outstanding recalls or safety issues.
- Volume IV: hold prices firm for 90 calendar days from the date proposals are due, and state how far you agree with all solicitation terms.
- Email questions only on the Attachment I template; no phone calls are accepted.
After award, you must have
- A signed Business Associate Agreement (BAA) for protected health information will be set up with the VHA Privacy Office after award From 36C10X27R0004.pdf:
Once awarded, Contractor and Contracting Officer will collaborate…
Current contractor
No incumbent is named. The Government says the Medtronic Stealthstation S8 line is the product the contract is built around, and equal products are allowed. The Government's estimate is not given.
Not in the notice text
- Attached but not read: Attachment A (price schedule with CLIN quantities and units), Attachment E (quarterly sales reporting tool), Attachment I (industry questions template) and Attachment I (Government answers to questions in Amendment 0001).
- Quantities and units of issue for the 79 line items are only on Attachment A, so they are not shown here.
- The Government's estimate or total value is not stated.
- Delivery locations, delivery dates and the number of days after receipt of order are not set; the text says they come with each order.
- Attachment B lists salient characteristics SC 1 to SC 6 and SC 8 to SC 10, with no SC 7 shown.
Eligibility and how to respond
- Only service-disabled veteran-owned small businesses (SDVOSBs) certified through SBA's VetCert can bid as the prime contractor. Not certified through VetCert yet? Apply on VetCert (SBA), or start with the SDVOSB guide. More open service-disabled veteran-owned set-asides under NAICS 334510
- How to submit, from the AI summary: Email to the Contract Specialist (Alanna.Wilson@va.gov) and the Contracting Officer (Sara.Vickroy@va.gov), with 36C10X27R0004 in the subject line. Check it in the notice before you send anything.
Notice details
- Posted
- Oct 15, 2026
- Notice type
- Combined Synopsis/Solicitation
- Office
- Sac Frederick (36C10X), MD
- Product/service code
- 6515 · Medical and Surgical Instruments, Equipment, and Supplies
- Business type
- Medical & healthcare (FedReady's grouping, from NAICS 334510)
- Versions
2 versions have been posted, newest first.
- Oct 15, 2026 · Amendment 0001 (this version)Due Nov 5, 2026
- Oct 8, 2026 · Combined Synopsis/SolicitationDue Nov 5, 2026
- Attachments
Past awards and competition
Who has won work like this before, the likely incumbent, and what similar contracts paid, from USAspending.gov.
Before you respond
- How to respond to a solicitation (8 steps)
- How to read a government solicitation
- How to price a government contract
- Open SDVOSB set-aside contracts
Terms on this notice: Solicitation, SDVOSB (service-disabled veteran-owned small business), Set-aside
Full notice text from SAM.gov
This is a combined synopsis/solicitation for commercial products prepared in accordance with FAR part 12. This announcement constitutes the only solicitation. Proposals are being requested and a separate written solicitation will not be issued. Solicitation number 36C10X27R0004 is issued as a Request for Proposals (RFP) for Image-Guided Surgical Navigation Systems. This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. Line Items: Refer to ATTACHMENT A - PRICE COST SCHEDULE_NX EQ Image-Guided Surgical Navigation System for CLINs, quantities, and units of measure. Description of Requirements: Offerors shall provide NX EQ Image-Guided Surgical Navigation Systems that meet the salient characteristics listed in ATTACHMENT B PRODUCT DESCRIPTION. Only new OEM equipment is acceptable. No refurbished, remanufactured, or gray market items will be considered. Delivery and Acceptance: Delivery is FOB Destination. Specific delivery locations and dates will be identified in individual orders issued under the contract.
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