How to bid on Medical Laser Preventive Maintenance for the VA

What the VA is buying and why you should care

The Department of Veterans Affairs (VA) is looking for businesses that can provide preventive maintenance services for 10 medical lasers at the Wilmington VA Medical Center in Wilmington, Delaware. This is a sources-sought notice, meaning the VA is gathering information from potential vendors to help plan a future solicitation. If your company specializes in medical equipment maintenance, particularly for lasers, this is an opportunity to make the VA aware of your capabilities before a formal request for quotes is issued.

The specific lasers requiring service include various models from Lumenis, Oculight, Iridex, and Ellex. The service will involve performing preventive maintenance on all 10 listed lasers and coordinating with the facility's Biomedical Engineering team upon arrival and departure. This is a chance to establish a relationship with the VA for ongoing maintenance needs.

Key dates and what happens at the deadline

The deadline for submitting your company's information is August 17, 2026, at 4:00 PM Eastern Time. This is not a bid submission, but a response to a request for information (RFI).

At the deadline, the VA will stop accepting responses to this sources-sought notice. They will then review the information provided by interested businesses to inform their planning for a potential future solicitation. Simply responding to this notice does not guarantee a contract or mean you are automatically considered for a future solicitation; you will still need to respond to any subsequent formal announcements.

Who this opportunity suits

This opportunity is suitable for businesses specializing in electronic and precision equipment repair and maintenance, specifically those with experience in medical laser systems. The North American Industry Classification System (NAICS) code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance. The Product Service Code (PSC) is J065, Electronic and Precision Equipment Repair and Maintenance.

Firms with a proven track record of performing preventive maintenance on various medical laser models, particularly those listed in the solicitation, will be well-suited. You should be prepared to demonstrate relevant corporate experience with contract numbers, dollar amounts, performance periods, and customer contact information.

How to respond

To respond, you must email your company's information to Derek Chuff at [email protected]. Facsimile or telephonic responses will not be accepted. There will be no question and answer period for this sources-sought notice.

Your email response must include: your company name, SAM Unique Entity Identifier (UEI), company address, point of contact information (title, phone number, email address), and a description of your company's capability to meet this requirement. You must also provide supporting evidence of your ability to perform, including relevant corporate experience with contract numbers, total contract dollar amounts, contract periods of performance, details of services provided, and customer points of contact with phone numbers and email addresses. If applicable, include your GSA Federal Supply Schedule contract number or other relevant contract vehicle number.

Practical tips for preparing a competitive response

Ensure your company is registered with the System for Award Management (SAM) at sam.gov. This is a mandatory requirement for eligibility for any future government contracts. Verify that your SAM registration is active and up-to-date.

When detailing your corporate experience, be specific about the types of medical lasers you have serviced and the scope of preventive maintenance performed. Quantify your experience where possible, such as the number of lasers maintained or the duration of service agreements. Clearly link your past experience to the requirements outlined in this notice.

Proofread your submission carefully before emailing it. Ensure all requested information is included and accurately presented. A clear, concise, and well-organized response will make it easier for the VA to assess your capabilities.