6515--VISN 8 Situate Detection System

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Contract Opportunity

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THIS IS A REQUEST FOR INFORMATION NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Request for Information (RFI) is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), NCO 08- is conducting a market research survey to identify potential qualified sources capable of providing Sponge Detection System for The Department of Veterans Affairs, NCO 8, throughout twelve VISN 8 medical centers, at a firm fixed price.
BACKGROUND: VISN 8 currently does not utilize a lap sponge detection system other than manual sponge counts conducted by surgical staff. The absence of an automated detection solution increases the risk of human error and retained surgical items, which can compromise patient safety and lead to adverse events.

SCOPE OF REQUIREMENT
The Government requires an integrated retained surgical item (RSI) detection system that serves as an adjunct to established manual sponge counting procedures. The purpose of the system is to provide an independent method of detecting retained radiofrequency (RF)-tagged laparotomy sponges during operative procedures in order to enhance patient safety and reduce the potential for retained surgical items. The following items are manufactured by Medtronic (or equal, if applicable):
Situate Console X
Body Scanner Lite
Room Scanner X
Complete Care Service Plan for Situate System X Console

Key Salient Characteristics:
All components Made in the U.S.A.
Automated non-handheld RF scanning beneath the patient capable of detecting RF-tagged surgical sponges during operative procedures
A handheld environmental scanner capable of locating RF-tagged sponges within the operating room, including linens, waste containers, prep areas, and surrounding equipment
Workflow guidance that provides standardized prompts supporting consistent use of the system across multiple VISN 8 medical centers
Verification of completed scans prior to surgical closure
Documentation supporting incorporation of scan results into the patient's medical record
Manufacturer-supported software updates, preventive maintenance, technical support, replacement parts and complete care service plan throughout the contract period

Services Required:
Timely delivery of the Medtronic Situate Laparoscopic Detection System
Deliver comprehensive user training to all locations
Provide hands-on training sessions
Train biomedical engineering and technical support staff
Provide on site clinical support
Deliver ongoing clinical and technical support
Conduct preventive maintenance as per manufacturer standards
Supply required parts, consumables, and maintenance materials
Provide a comprehensive warranty covering system components, accessories, software, and workmanship for the agreed upon warranty period

RESPONSES MUST INCLUDE THE FOLLOWING INFORMATION:
Company Name, Address, Size Standard, UEI#, Cage Code
Description of your company's experience providing and installing institutional-grade mental health or behavioral health furniture of similar scope and complexity.
Identify whether you are a manufacturer, authorized dealer/distributor, or reseller of the specified products (Medtronic or equivalent).
If you intend to team or subcontract, identify your teaming partners and their roles.
Contract number (If on existing government contract that can be ordered off of)
Point of Contact name, phone number, and email address
*NOTE Acquisitions will only be set aside for SDVOSBs/VOSBs if two or more responses that meet the Non-manufacturer Rule are received with the required information listed above, by the due date specified below.
Responses are due to Todd Pappas at todd.pappas@va.gov by 12:00 PM EST on September 11, 2026. No submissions will be accepted after this date and time. This is a RFI Notice and submissions will be used for informational and planning purposes only. Respondents are solely responsible for all expenses associated with responding to this RFI.
Disclaimer and Important Notes: This RFI does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this RFI should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

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