The Department of Veterans Affairs
Lebanon VA Medical Center
Sources Sought
THIS IS NOT A SOLICITATION ANNOUNCEMENT. THIS IS A REQUEST FOR INFORMATION ONLY. This Request for Information (RFI) is intended for information and planning purposes only at this time; and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs. Because this is a Request for Information announcement, no evaluation letters and/or results will be issued to the respondents. This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this Sources Sought notice. You will not be entitled to payment for direct or indirect costs that you incur in responding to this Sources Sought Notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response.
No solicitation exists. Therefore, do not request a copy of a solicitation.
VRLA Sealed, UPS12-400MR
INTRODUCTION/BACKGROUND:
The existing battery string for the Lebanon VAMC Radiology UPS is at its end-of-life and requires replacement to ensure optimal runtime and prevent critical equipment failure in the event of a power outage. In a crucial area like the Radiology department, this setup is standard and vital to protect sensitive imaging equipment, such as an MRI or CT Scanner to prevent data loss and allow for the safe completion of scans during a power failure..
OBJECTIVE:
The Department of Veterans Affairs, VISN 04, Lebanon VA Medical Center hereby referred to as the Lebanon VAMC, is requesting acquisition of the following:
Item Number
Description
Quantity
001
UPS12-400MR 12 Volt
40
EA
002
Installation, Testing/Calibration  and Off-site removal of batteries The contractor must provide this information with this Sources Sought.
1
EA
003
Delivery/Shipping
1
EA
MAJOR REQUIREMENTS:
The Contractor/Vendor must complete the following tasks to meet the needs of this acquisition:
Salient Characteristics for Forty (40), VRLA Sealed, UPS12-400MR to include the following:
10 year design life at 25 C
Absorbent Glass Mat (AGM) technology for efficient gas recombination of up to 99% and freedom from electrolyte maintenance.
UL Recognized Flame- arresting vents in each Cell for safety and long life.
Flame retardant polypropylene case and cover compliant with UL94V-2
Thermally welded case-to-cover bond to eliminate leakage.
Can be operated in any orientation. Upright, side, or end mounting recommended.
Not restricted for air transport Complies with IATA/ICAO Special Provisions A67.
Not restricted for surface transport Classified as non-hazardous material as Related to DOT-CFR Title 49 parts 171-189.
Not restricted for water transport - Classified as non-hazardous material per IMDG Amendment 27.
Voltage: 12
AH 20 hr: 103
Weight lbs: 75.8
Weight kg: 34.4
Cells per Unit: 6
Max Discharge Current (AMPS): 800
Short Circuit Current: 5100
Ohms Impedance 60 Hz: .0025
Warranty: All equipment and materials must come with a standard three-year manufacturer(s) warranty. Warranty must begin after installation of equipment and completion of tests.
Delivery/Installation:
The contractor shall deliver and install all equipment required under this SON by November 1, 2026, unless otherwise directed by the Contracting Officer. Access to an unloading dock may not be available. A lift gate at destination is required.
The contractor shall coordinate a kick-off meeting regarding delivery and installation with the facility POC within 21 calendar days of contract award.
The contractor shall provide 72-hour notice prior to required delivery date to the facility POC. The Government requires this notice to ensure a Government-appointed subject matter expert and logistics personnel will be available at the site upon delivery.
The contractor must provide all labor, materials, tools, equipment, and supervision needed to prepare for and complete the installation of the equipment in the space determined by the Government.
Test and Acceptance: The contractor must test all equipment after installation. The Government will formally accept the equipment once installation and successful testing have been completed and approved in writing by the Government s appointed POC or subject matter expert.
For this requirement, the contractor shall provide services for the following Uninterruptible Power Supply (UPS) system:
Manufacturer: C & D Technologies
Model Number: VRLA Sealed, UPS12-400MR
Following the installation of the new batteries, the contractor is required to conduct a full functional test of the VRLA Sealed, UPS12-400MR UPS system to verify proper operation, voltage outputs, and battery backup capabilities.
Additionally, as part of the technical proposal, responders must submit documented proof of previous experience, certifications, or past performance in successfully installing, maintaining, and testing this exact UPS model to be considered for this award.
All hardware will be installed and operational in accordance with manufacturer s specifications and Lebanon VAMC Information Technology (IT) requirements.
CONTRACTOR RESPONSIBILITIES:
The contractor is responsible for the following:
Qualified Personnel: The contractor must provide qualified personnel to perform the installation. Contractor personnel must undergo checks through Symplr®. This check requires contractor personnel to register in the facility s badging kiosk upon entrance to the facility. To access the kiosk, a REAL ID is required. Contractor personnel who do not have a REAL ID and do not pass the checks provided by Symplr® will be removed from the facility. A Government-issued PIV card is not required.
System and Software Testing: Prior to Government acceptance, the contractor must test and confirm functionality of all systems and software after installation.
Waste Disposal: The contractor is responsible for the proper disposal of all waste and debris generated from installation activities. The contractor must remove and dispose of all waste materials related to installation of the equipment from the installation location. The contractor shall remove the old batteries from the site facility.
Contractor Property: The contractor is responsible for securing all its materials, equipment, property, and tools while on Government property or in the Government facility. The Government is not liable for any lost or stolen items that are not properly secured.
POINT OF CONTACT (POC):
The identified POC and technical representative for this acquisition is:
Name: Jacqueline E Ober
Phone Number: 717-272-6621 x5829
Email: Jacqueline.Ober@va.gov
"No Government personnel, other than the Contracting Officer, have the authority to change or alter these requirements. The COR shall clarify technical points or supply relevant technical information, but no requirements in this scope of work may be altered as a sole result of such verbal clarification."
REPORTS/DELIVERABLES:
Delivery confirmation of equipment and commodities will be made through the Logistics Department of the VAMC Lebanon (595). This will include documentation of receipt and assignment of a facility based EE number for identification and tracking purposes.
Delivery confirmation of non-equipment/ commodities acquisitions is the responsibility of the receiving Facility and/ or Service.
REQUEST FOR INFORMATION INSTRUCTIONS:
The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned above.
Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, UEI Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 335910 (size standard of 1250 employees). Please answer the following questions:
Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
Is your company considered small under the NAICS code identified under this RFI?
Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above?
If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule IAW 13 CFR 121.406(b) Nonmanufacturers.
Does your company exceed 500 employees;
Primarily engaged in retail or wholesale trade and normally sells the type of item being supplied;
Take ownership or possession of the item(s) with its personnel, equipment or facilities in a manner consistent with industry practice;
Obtained an individual or class waiver?
If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).
If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job.
Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number.
If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract?
General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.
Please submit your capabilities in regard to the salient characteristics detailed above and any information pertaining to equal to items to establish capabilities for planning purposes?
Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.
Please provide your UEI number.
This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Telephone responses will not be accepted. Responses must be received via e-mail to Doretha.Jordan@va.gov no later than, 16:30 PM Eastern Standard Time (EST) on October 07, 2026. This notice will help the VA in determining available potential sources only. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Specialist, Doretha Jordan. Questions or responses will include the Source Sought number in the subject line.
All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore they will not be considered for a contract award.
Any interested business concern must submit a no longer than 10-page capability statement addressing its ability to meet the requirements listed above to Capability Statement shall include a statement regarding how the business concern is engaged in wholesale trade and normally sells the item being supplied and how the business concern will take ownership of the items being delivered. Vendors shall also provide certification, evidence that they are an authorized distributor of the Original Equipment Manufacturer.
If a solicitation is issued, information will be posted on the SAM web site for all qualified interested parties at a later date and interested parties must respond to the solicitation to be considered for award. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information. Information will only be accepted in writing by e-mail to Contracting Officer at Doretha.Jordan@va.gov.
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
