The Department of Veterans Affairs (VA) Long Beach Healthcare System, Long Beach VA Healthcare System is seeking sources capable of providing computerized linen and scrub management equipment for storage of and maintaining the inventory of scrubs and lines (IPA s ScrubEX 2.0 LV or Equal). Installation and training will be required as well as Web-Based Management Software and updated server: IPA Model Info: Line Qty MFR Model # Description 0001 2 SE-20003 scrubEx 2.0 LV Dispenser w/ Touchscreen 0002 2 SE-20093 scrubEx 2.0 LV Remote Receiver w/ Touchscreen 0004 1 SE-2817 Pre-Installation, Installation, start-up, and training (Base First System) 0005 3 SE-2802 Pre-Installation, Installation, start-up, and training (Additional Unit/Each) 0006 1 SE-2808 Customer Server Update All equipments must work with and compatible with Clearview software, and ATO & TRM approved. Large Volume Scrub Dispenser w/Touchscreen Mechanical Steel Vending Cabinet with web-based tracking technology Standard electrical plug. Holds 128 sets of clean scrub suits. Restricts access to scrub suits only authorized users. Utilizes a credit system to receive clean scrubs and requires return of soiled scrubs to add back to available credits for each authorized individual. Each internal slot holds a set of scrubs (pants and top) or one jacket. Machines must not move the scrub/linen internally to prevent potential failure points or jamming Dispense clean scrub sets to authorized users in less than 5 seconds Machines must be filled with designated VA staff with VA owned scrubs. Dispenser must be placed separately from soiled receiver unit. Large Volume Remote Receiver, Packer, w/Touchscreen Mechanical Steel Soiled Scrub Collection Cabinet with web-based tracking technology Standard electrical plug. Capacity of 140 soiled scrubs with two (2) large doors to facilitate the removal of soiled scrubs. Restricts access to scrub suits only authorized users. Utilizes a credit system to receive clean scrubs and requires return of soiled scrubs to add back to available credits for each authorized individual. Must be able to identify that both pieces (top and pant) of soiled scrub suits are returned. Must take an internal digital picture of each deposit to ensure that only scrub suits are returned to the machine. Must be able to be placed in a location separate from clean dispensing cabinet. DELIVERY Contractor shall deliver all equipment to the VA Long Beach VA Health System, 5901 East 7th Street, CA 90822 on TBD. INSTALLATION The contractor shall be responsible for complete installation. Facility must drill the holes for the bracket mounting system, Installation to be completed by the contractor shall take place during normal working hours as stated in Paragraph VIII unless otherwise agreed upon with COTR. Installation work shall be scheduled with the COTR who will be responsible for coordinating the work described herein. If site prep is required by the VA, this work will be coordinated between the contractor and the COTR. Install all equipment to manufacturer s specifications maintaining Federal and Local safety standards Installation must be completed by End of this contract. All work shall be completed between 8:00 a.m. and 4:30 p.m. Monday Friday. All federal holidays, excluded. If there is an operational conflict with installation, night or weekend installation may be required The contractor shall remove all related shipping debris and clean up any construction associated with delivery and installation of the specified items. The packing materials will be placed in the facility provided with the dumpster. Additional Requirement: Must accommodate at least one RJ45 (Registered Jack 45) data port. Must support Port 443 to connect to outbound access to internet for server communications. Must support Port 4477 (TCP/UDP) for machines to be compatible to other units. Must be compatible with power requirement of 120 VAC, 60Hz, & 3 Amp. The machine must be able to provide real time fill percentage levels & alerts. We must equip software that supports users (surgeons and nurses) with dispensing & receiving of clean scrubs and equipment management. Must support AORN best practice recommendations for scrub suit attire. Each internal slot must hold a set of scrubs (pants and top) or one jacket. Machines must not have moving mechanism such as rotating drums moving scrubs to the access doors) to move the scrub/linen internally to prevent potential failure points or jamming. Must have a minimum dispense time of 5 seconds or less/a set of scrub or a jacket. INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: SITE VISIT: Not applicable. SUBMISSION OF OFFERS: Quotes shall be received no later than Tuesday, July 29, 2025, 1:00 p.m. EDT. NO EXTRA TIME WILL BE GIVEN. All quotes must be electronically sent to sam.choo@va.gov. Please reference RFQ 36C26225Q1175 in the subject line. Files should be sent in PDF format and no larger than 10MB or they will be automatically rejected by the server. Vendor shall expect a confirmation e-mail indicating offer was successfully received by the Government. The Government is not responsible for rejected e-mails that exceed the mail capacity. Telephone and fax responses shall NOT be accepted. All offerors must be registered in www.sam.gov to do business with the Government. Ensure your registration is correct, current and has not expired. Vendor must include the SAM UEI number on their quote. Also, for SDVOSB and VOSB verification, please confirm your business is registered with the U.S Small Business Administration at https://veterans.certify.sba.gov/. SUBMISSION OF QUESTIONS: All questions must be received by Wednesday, July 23, 2025, by 1:00 pm EDT. All questions submitted for this solicitation must be electronically sent to sam.choo@va.gov with RFQ 36C26225Q1175 Question in the subject line. Questions received after the stated date and time may be addressed at the discretion of the Contracting Officer. DISCUSSIONS WITH OFFERORS: The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror's initial offer should contain the offeror's best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be in the best interest of the Government. The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. SUBMISSION OF REQUIRED DOCUMENTS: Submission of Required Documents listed herein is a condition precedent to award of a contract. In general, LIMIT your response to no more than ten (10) type written pages with a 11pt font-size and Arial font-type, including, at a minimum, the following documentation: SF1449 a. Complete 30a, b and c; Signature, Print Name & Title of Signer, Date Signed B.3; Unit Price, Amount E.3 E.12 E.13 SF30 Amendments (If Amendments are issued) a. Complete15a, b and c; Signature, Print Name & Title of Signer, Date Signed Other documents required in accordance with guidance provided in the Additional Submissions section below (LOS, etc). *Electronic Signatures and Dates are acceptable. (or acknowledge via email) 2. Quote Submission: The contractors shall email electronic portable document format(.pdf) or Microsoft Excel (.xls) format. The quote shall be valid for 60 days. 3. ***Additional Submissions: Offeror must be an authorized dealer, authorized distributor or authorized reseller for the proposed supplies at the time quotes are due. Offeror must submit, WITH ITS QUOTE, an authorization letter or other documents from the OEM demonstrating its authorized status that is dated no more than 90 days prior to the date established in this solicitation as the Submission of Offers deadline. *F.O. B is Destination, shipping cost must be included in item prices. 4. Submissions can be sent in multiple emails to avoid computer system email size limitation. Quotes submitted by any other method will not be considered. All proprietary information should be clearly marked. The use of hyperlinks in quotes is prohibited. Late quotes will not be accepted for evaluation unless determined to be in the best interest of the Government. The contractor is responsible for confirming the Government s receipt of the contractor s quote.
