The Department of Veterans Affairs is seeking qualified contractors to provide a Panoramic Dental XR machine for the C.W. Bill Young VA Healthcare System located in Bay Pines, Florida. The procurement involves the storage, installation, testing, and training for two FDA-approved Panoramic XR systems along with supporting equipment, including a patient seat, all of which must meet specific technical specifications. This equipment is crucial for enhancing dental imaging capabilities within the VA healthcare system, ensuring high-quality care for veterans. Interested parties must respond to the Sources Sought notice by January 17, 2026, at 14:00, and can direct inquiries to Contract Specialist William Penhallegon at william.penhallegon@va.gov or by phone at 727-398-6661 Ext 10082.

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The Department of Veterans Affairs (VA) is issuing a Sources Sought Notice for a Panoramic Dental XR machine for the C.W. Bill Young VA Healthcare System in Bay Pines, FL. This notice is for informational and planning purposes only, specifically to conduct market research and determine the feasibility of a socio-economic set-aside (SDVOSB, VOSB, or SB). The contractor will be responsible for providing, storing, installing, testing, and training on two FDA-approved Panoramic XR systems and associated supporting equipment, including a patient seat. The equipment must meet specific technical specifications. Delivery will be post-award to the new clinic site, and installation requires coordination with VA personnel, compliance with VA security, and manufacturer-trained personnel. Onsite technical and operational training for clinicians, including competency assessments and preventative maintenance instruction, is required. The contractor must also provide a six-month labor warranty, a five-year upholstery warranty, and a ten-year equipment warranty.

Good day, SDVOSB s, VOSB s, SB s
This Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified SDVOSB businesses. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic status such as a SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSB s, the requirement may be solicited as a VOSB or a SB set aside in which case all interested parties responding shall be eligible to compete.
Please direct reply in the affirmative via email if you are interested and can provide the required service/product for this requirement. Please provide your capability statement, I will accept responses for this Sources Sought until the 17th of January 2026 14:00, thanks.
Bay Pines VA Dental Panoramic XR Equipment
Scope of Work:
The Contractor is to include the storage, installation, testing and training of the equipment. The dental lab will require the panoramic XR system with the associated supporting equipment and install. The Contractor shall provide all tools and equipment necessary to properly and safely perform the services set forth within this statement of work. This shall include, but is not limited, to all Personal Protective Equipment (PPE) which may be required for the work to be completed in a safe manner. The Contractor shall provide any equipment necessary for proper infection control measures during installation. The Contractor will also be responsible for storage, delivery, installation, testing and training of the new equipment delivered. The timeline for this requirement is expected for March 2026 but may change based on the construction timeline.
Equipment:
The following equipment shall be provided and installed by the Contractor in the space determined by the Government. All equipment installed by the Contractor shall be FDA approved for use, in new condition, and fully operational in accordance with manufacturer literature specifications. A minimum of two (2) copies of any associated operational and/or service manuals shall be provided for all equipment listed below as applicable:
Panoramic XR (qty 2)
Tube Voltage: 60 120 kV or equivalent
Frequency: 140 kHz or equivalent
Focal Spot: 0.3 to 0.7mm or equivalent
Image Field: 6.4 x 140 mm or equivalent
Modalities:
Full Panoramic
Segmented Panoramic
Bitewing
Maxillary Sinus
Lateral TMJ x 2 and x 4
Sinus
AP
PA
Lateral
Orthogonal Panoramic
Exposure Time 0.5 to 13s
3D Modality
Voxel Size 75 Âµm minimum or equivalent
Exams
Tooth/Teeth
Full, Upper, Lower Jaw
TMJ
Face
ENT
Upper Cervical Spine
Weight: 210 kg or equivalent
Face Scanning or equivalent
Supporting Equipment
Patient Seat
Delivery:
Confirmation of delivery location will be provided post-award. Delivery must be at the new clinic site and scheduled with the Point of Contact (POC) during the activation period of the clinic.
Delivery address and hours are Monday Friday (Excluding National Holidays), 8am 3:30pm:
Bay Pines VA Clinic
Building 112
10000 Bay Pines Blvd
Bay Pines, FL 33744
Installation:
After award all project implementation meetings, shall be coordinated with the POC who will communicate with clinical services, engineering service and the construction contractor. Installation and implementation dates are to be coordinated in advance with the POC.
All employees of the Contractor and subcontractors shall comply with VA security management program and obtain the permission of the VA police, be identified by project and employer, and restricted from unauthorized access.
All installation personnel shall be trained by the manufacturer on how to properly install the equipment. Resumes and certifications shall be submitted for review upon request by the Government.
All installation personnel shall be trained by the manufacturer on safe and proper Personal Protective Equipment (PPE) usage and general infection control regulations and requirements relevant to the work outlined in the Scope of Work.
The Contractor shall provide all labor, materials, tools, equipment etc. to prepare for and complete the installation of the equipment in the space determined by the Government.
The Contractor shall be responsible for the safe removal and disposal of all packing materials and related waste generated during installation.
Training:
The Contractor shall provide a comprehensive onsite training program for the operating clinicians. This training program shall include at the minimum the following sessions: (i) Technical Training and Operational Training. Training shall occur onsite during normal business hours, 7:00am-5pm, Monday through Friday. Competency assessments shall be provided with the training. Onsite training is to be scheduled in advance with the Bay Pines VA Healthcare System through the POC. Training shall cover detailed instruction regarding the preventative maintenance, troubleshooting, and general maintenance of the equipment.
Inspection and Acceptance
The Contractor shall conduct a joint inspection with the POC upon delivery of equipment. The Contractor shall test any connections to the medical gas system, electrical/ data components, plumbing with the POC. If there are issues with any items, the Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s). The POC shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.
Warranty:
The contractor shall provide a six-month labor warranty.
The contractor shall provide a five-year warranty for the upholstery.
The contractor will provide a ten-year warranty for the equipment.

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