6515--VISN 8 Situate Detection System

This Statement of Need (SON) outlines the Veteran Integrated Service Network 8 (VISN 8) requirement to acquire the Medtronic Situate Detection System X. Currently relying on manual sponge counts, VISN 8 seeks this low-energy, radio frequency (RF)-based surgical safety device to automate the detection of tagged laparotomy sponges and reduce the risk of retained surgical items (RSIs). The system utilizes an automated, non-handheld body scanner pad placed beneath the patient alongside a handheld environmental scanner to locate tagged sponges within the patient and the surrounding operating room. Key operational requirements include standardized workflow guidance, scan verification prior to surgical closure, medical record integration, and comprehensive manufacturer support. Contract deliverables encompass timely system delivery, extensive user and technical training, on-site clinical support during early implementation, preventive maintenance, and 24/7 technical assistance. The system will be distributed across eleven VISN 8 delivery locations throughout Florida, including facilities in Miami, Tampa, Orlando, Bay Pines, Gainesville, and West Palm Beach. Finally, the contractor must adhere to strict VA security requirements. This includes safeguarding sensitive VA information, maintaining data encryption (FIPS 140-2 validated), permitting government security audits, and implementing compliant data destruction protocols upon contract completion. No other commercially available system was identified during market research that satisfies all of the government's minimum clinical and operational requirements.

The Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), has issued a Special Notice of Intent to award a sole-source, firm-fixed-price contract to Covidien Sales LLC. This acquisition is for the procurement, installation, training, and annual maintenance of the Medtronic Situate™ Detection System X—including the Situate Console X, Body Scanner Lite, Room Scanner X, and a Complete Care Service Plan—for VISN 8 medical centers. The proposed contract includes a 12-month base period and four 12-month option periods. The system must meet specific operational requirements, including automated non-handheld under-patient RF scanning, handheld environmental RF scanning, workflow guidance, scan verification, and medical record documentation. While the Government acknowledges other manufacturers produce retained surgical item prevention technologies, market research indicated that only Covidien's system satisfies all minimum requirements simultaneously without modification. Although this is not a Request for Quotations (RFQ) or Request for Proposals (RFP), other responsible sources believing they can meet these requirements may submit a capability statement. Submissions must include detailed technical specifications, FDA clearance, scanning methodologies, preventive maintenance capabilities, and an OEM Authorization Letter. Capability statements will be evaluated solely to determine if a competitive procurement is appropriate. Responses must be emailed to Contracting Officer Todd Pappas at todd.pappas@va.gov by July 24, 2026, at 12:00 PM EST.