Combined Synopsis/Solicitation
NX EQ Image Guided Surgical Navigation System (VA-26-00083972)
Department of Veterans Affairs · Sol. 36C10X27R0004
Due in 25 daysSDVOSB
Track this notice by email. We'll email you if it's amended or awarded, and a week and two days before responses are due.
AI summary Beta
Some details weren't available to this summary, so it may miss requirements. Check the attachments on SAM.gov.
The VA Enterprise Procurement Office wants a single national contract for Medtronic Stealthstation S8 image-guided surgical navigation systems (or an equal) and related accessories, software and O-arm items, delivered to VA medical centers across the U.S. and overseas. It is a fixed-price requirements contract for 1 base year plus 4 option years, set aside for service-disabled veteran-owned small businesses. Proposals are due November 5, 2026 by email.
Watch out for
- OEM authorization letter is a gate. Unless you are the manufacturer, you need a fresh letter from Medtronic (or the maker of the equal product) naming you an authorized reseller, and without it your proposal is ineligible.
OEM letter must be submitted with proposal.
- Must meet every salient characteristic. A brand-name-or-equal buy tied to the Medtronic Stealthstation S8 with 79 line items means an equal product that misses any one characteristic is thrown out.
All the minimum salient characteristics listed in the solicitation must be met to be considered eligible for award.
- Fee, reports and free services reduce margin. A 3% SLA fee must be built into every price and remitted quarterly, with sales reports every month and quarter.
This SLA Fee shall be imbedded in the awarded contract/agreement price(s)
- Included installation and training. Installation, setup, clinical and biomedical engineer training and data integration are bundled into the price and done by manufacturer-trained staff.
At no additional cost, and as configured at the time of acquisition, Customer will be
- Health data and VA security duties. Protected health information may be handled, so a Business Associate Agreement and VA information-security rules apply, including reporting suspected incidents within one hour.
The Contractor will adhere to the requirements set forth within the BAA
- Late delivery damages. You owe $37.50 per calendar day for late delivery, though delivery dates are only set in individual orders.
liquidated damages of $37.50 per calendar day of delay
- No guaranteed volume. Quantities are estimates only, so sales depend on VA medical centers placing orders.
The Government does not guarantee any volume of purchases through a contract.
- Email submission with strict format rules. Proposals go by email in four separate files with no zips or hyperlinks, and late or non-compliant pages may not be evaluated.
Do not compress (zip) Proposal files.
Read from the notice and 9 attachments. 3 not read in full.
- 36C10X27R0004.pdf
- 36C10X27R0004_1.docx
- ATTACHMENT D - SOLICITATION PROVISIONS_NX EQ Image-Guided Surgical Navigation System.pdf
- ATTACHMENT J_Security Appendix C_VA Handbook_6500_6.pdf
- ATTACHMENT H - CERTIFICATION OF RECALL OR SAFETY ISSUES_NX EQ Image-Guided Surgical Navigation System.docx
- ATTACHMENT G - PAST PERFORMANCE REFERENCE_NX EQ Image-Guided Surgical Navigation System.docx
- ATTACHMENT C - CONTRACT CLAUSES_NX EQ Image-Guided Surgical Navigation System.pdf
- ATTACHMENT B - PRODUCT DESCRIPTION_NX EQ Image-Guided Surgical Navigation System.pdf
- ATTACHMENT F - PAST PERFORMANCE QUESTIONNAIRE_NX EQ Image-Guided Surgical Navigation System.docx
- ATTACHMENT I_Template for Industry Questions_NX EQ Image-Guided Surgical Navigation System.xlsx: spreadsheet: not read yet
- ATTACHMENT A - PRICE COST SCHEDULE_NX EQ Image-Guided Surgical Navigation System.xlsx: spreadsheet: not read yet
- ATTACHMENT E -QUARTERLY SALES REPORTING TOOL_NX EQ Image-Guided Surgical Navigation System.xlsx: spreadsheet: not read yet
Full brief
What they want
- Supply new OEM Medtronic Stealthstation S8 navigation systems or an equal that meets all listed salient (must-have) characteristics
- Provide a complete solution with all accessories needed for full function, covering about 79 line items (carts, software, instruments, referencing sets, microscope interfaces, Autoguide and O-arm items)
- Deliver FOB destination to VA facilities as individual orders are placed by VA ordering officers
- Install and set up each system, train clinical staff and biomedical engineers, and provide software updates at no extra cost
- Provide manufacturer warranty (at least one year), maintenance as the manufacturer prescribes, and product refresh and recall handling
- Build a 3% Service Level Agreement (SLA) fee into every price, and send monthly and quarterly sales reports
- Contract type
- Firm-fixed-price requirements contract (single award) with fixed-price delivery orders, under FAR Part 12 and Part 15
- Period of performance
- 1 base year (12 months) + 4 option years (12 months each); total not to exceed 5 years
- Place of performance
- Nationwide: VA medical centers and facilities in the continental U.S. and outside the continental U.S. (OCONUS), as named in each order
- How they'll choose
- Best value tradeoff among Technical, Past Performance and Price. Proposals that miss any salient characteristic are rated Unacceptable and cannot win. The VA may award without discussions.
- Offers due
- 2026-11-05 12:00 PM Eastern (questions due 2026-10-14 9:00 AM Eastern)
- How to submit
- Email to Contract Specialist Alanna.Wilson@va.gov and Contracting Officer Sara.Vickroy@va.gov with 36C10X27R0004 in the subject line
What they'll judge offers on
- Technical (meeting all salient characteristics, then sub-factors: Safety, Design, Diagnostic Tools and Imaging Techniques, Quality/Construction)
- Past Performance (three relevant contracts from the last three years; neutral rating if none)
- Price (total of all CLINs across all periods, using estimated quantities, with the 3% SLA fee included)
What to include when you submit
- Four separate volumes: I Technical (PDF), II Past Performance (PDF), III Price (Excel .xlsx), IV Offer, Amendments, Certifications and Representations (PDF)
- Do not zip files and do not use hyperlinks or embedded files; the VA blocks .zip attachments
- Put no pricing in Volume I; each volume starts on its own page with company name, date and solicitation number in the header or footer
- Complete the Salient Characteristics table in Attachment B showing where in your proposal each one is met; a missing table means exclusion
- Fill in Attachment A (Price Cost Schedule) for base and all option years, with prices in two decimal places and the 3% SLA fee included
- Past performance: complete Attachment G with three references; have references send Attachment F questionnaires to the VA by the closing date if there is no CPARS record
- Volume IV needs the signed offer, the OEM authorized distributor letter dated within 30 days, the VAAR 852.219-76 certification, 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 recall certification
- Questions only on the Attachment I template, by email, no calls
- Hold prices firm for 90 days after the proposal due date
You must have
- Must be a service-disabled veteran-owned small business (SDVOSB); the contract is a total set-aside
This acquisition is set aside for Service-Disabled Veteran-Owned Small Businesses.
- Resellers must be an authorized distributor with a current OEM letter valid for the life of the contract; no letter means no award
OEM letter must be submitted with proposal.
- Offer new OEM equipment only; no refurbished, remanufactured or gray market items
Only new OEM equipment is acceptable.
- Equipment must be FDA 510(k) cleared and meet the other salient characteristics, including a 27-inch touchscreen, optical and EM tracking and VA health record interoperability
Must be FDA 510(k) Approved
- Sign a Business Associate Agreement (BAA) because protected health information may be handled
The Contractor will adhere to the requirements set forth within the BAA
- Return the VAAR 852.219-76 limitations on subcontracting certification in full, plus the responsibility and tax certifications
Complete and return provisions at FAR 52.209-2, FAR 52.209-5, FAR 52.209-7,
- Sign the certification of no outstanding recalls or known safety issues for the quoted equipment
Certification of No Outstanding Recalls or Safety Issues
- Products must be U.S.-made or from designated trade-agreement countries (Trade Agreements Certificate)
The Government will consider for award only offers of U.S.-made or designated country end products
- Active SAM.gov registration under NAICS 334510 (size standard 1,250 employees)
Not in the notice text
- Line-item quantities and the price schedule (Attachment A) were not provided, so contract size and the quantities used for price evaluation are unknown
- Attachment E (quarterly sales reporting tool) and Attachment I (questions template) were not readable
- No dollar value is stated for the contract
- Delivery dates and locations are set in each order; the days after receipt of order are undetermined
- Salient characteristic number 7 does not appear in the list, so check for an amendment or ask the contracting officer
- Part of the clause attachment (the gray market and counterfeit items clause) appears cut off in the text provided
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Key facts
- Response due
- Nov 5, 2026, 5:00 PM UTC
- Posted
- Oct 8, 2026
- Notice type
- Combined Synopsis/Solicitation
- Solicitation
- 36C10X27R0004
- 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
- Alanna WilsonAlanna.Wilson@va.gov202-316-4366
- Versions
- 2 (amended since first posted)
Before you respond
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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