36C10X26Q0162.docx

Sources Sought Notice Sources Sought Notice – VA OIT AED Services 36C10X26Q0162

GENERAL INFORMATION

Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick MD 21703

POINT OF CONTACT*

Thomas Evans Contract Specialist Thomas.Evans3@va.gov 202-823-7729

PLACE OF PERFORMANCE

See PWS for list of sites

POSTAL CODE

COUNTRY

DESCRIPTION

DISCLAIMER

This Sources Sought is issued solely for market research and planning purposes. It does not constitute a Request for Quotation (RFQ) or Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. No reimbursement will be made for any costs associated with providing information in response to this notice.

The Government reserves the right to cancel this notice at any time and is not obligated to provide feedback to respondents. Information received in response to this notice may be used to shape the acquisition strategy, including the set-aside determination, for any resulting solicitation.

All responses must be submitted electronically to the Point of Contact listed above by the response deadline. Telephone inquiries will not be accepted.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a Sources Sought only. The purpose of this Source Sought is to gain knowledge of potential qualified sources and their size classification relative to NAICS 334510 (size standard 1,250 employees). Responses to this Sources Sought will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought, a solicitation announcement may be published. Responses to this Sources Sought synopsis are not considered adequate responses for a solicitation announcement.

REQUESTED INFORMATION

Interested firms are requested to submit the following information via email to the Point of Contact listed above, no later than 5/21/2026, 5:00 PM EST:

1. Company Name, Address, and Point of Contact (name, phone, email)

2. Business Size and Socioeconomic Status — Indicate all that apply:

o Large Business o Small Business o Service-Disabled Veteran-Owned Small Business (SDVOSB) o Veteran-Owned Small Business (VOSB) o Woman-Owned Small Business (WOSB) o HUBZone Small Business o 8(a) Certified Small Business

3. SAM.gov Registration Status — Confirm whether your firm is currently registered and active in SAM.gov (www.sam.gov) under NAICS code 334510.

4. SBA Certification Status — If claiming SDVOSB or VOSB status, confirm whether your firm is currently certified in the SBA Certification Database (www.certify.sba.gov).

5. Capability Statement — Provide a brief statement (no more than two pages) describing your firm's ability to perform the requirement described in the draft PWS, below, to include:

· Geographic capability to perform work at all listed sites in the draft PWS.

· Breadth of expertise/competency in servicing Zoll brand AED devices.

· Interest in proposing on a future solicitation for this work.

· Any feedback or suggestions that you deem appropriate.

The following Statement of Work describes the minimum technical requirements for this effort. Interested vendors should review these requirements when preparing their capability statements.

PERFORMANCE WORK STATEMENT

Automated External Defibrillator Maintenance and Support

1. BACKGROUND

The Department of Veterans Affairs (VA), Office of Information Technology (OIT), Space and Facilities Management (SFM) is responsible for Public Access Defibrillator (PAD) program for (10) OIT managed facilities. SFM has a requirement to provide medical program oversight, emergency management services notification/registration, prescriptions, monthly AED inspection, consumable supplies, and maintenance for the (28) AED devices deployed at these facilities.

2. SCOPE OF WORK

The purpose of this procurement is to engage a contractor with the necessary expertise to provide medical program oversight, emergency management services (EMS) notification/registration, prescriptions, monthly AED inspection, consumable supplies, technical support, and maintenance for the (28) AED devices deployed at facilities listed in section 5. (Place of Performance).

3. CONTRACT TYPE

This is a firm fixed price contract.

4. PERIOD OF PERFORMANCE

The period of performance for this contract must be for one, 12-month base year and 4 option periods.

Base Period: TBD Option Period 1: TBD Option Period 2: TBD Option Period 3: TBD Option Period 4: TBD

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). If required, the CO may designate the Contractor to work during holidays and weekends.

There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five (5) are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

5. PLACE OF PERFORMANCE

The tasks under this PWS shall be performed at the following locations.

6. TRAVEL

Travel reimbursement is not authorized under this contract.

7. TASK STATEMENT

Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship.

Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions.

7.1. CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of this TO effort. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the TO. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP.

Deliverable - Contractor Project Management Plan

7.2. MEDICAL PROGRAM OVERSIGHT

The contractor shall provide OIT SFM with medical direction and oversight, from a licensed medical physician, of all AED devices provided under this SOW to ensure that all regulatory and statutory requirements are met.

The Contractor shall provide a medical direction and oversight program that includes the following services:

· AED Medical Prescriptions – The contractor shall provide medical prescriptions from a physician licensed to issue the medical prescriptions required for each AED devices provided under this SOW in accordance with the FDA classification of AEDs as Class III medical devices. Prescriptions shall be provided electronically to the COR and SFM within (30) days of award and renewed annually on or before the stated expiration date.

· Certificate of Medical Oversight - The contractor shall provide a certificate of medical oversight which certifies the provision of medical oversight, prescription, and authorization for SFM to use the AED on a victim of sudden cardiac arrest. The certificate shall be inclusive of all (28) AED units. The certificate of medical oversight shall be provided electronically to the COR and SFM within (30) days of award and renewed annually on or before the stated expiration date.

· Post Event Support – Each time and AED is deployed and connected to an individual, the contractor shall provide post event support including the download and collection of post event data, counseling and debriefing for each occurrence of medical emergency use. Post event support shall be initiated within (7) days of an AED deployment.

· Post Event Documentation - Written documentation of all collected post event data and analysis shall be provided in an electronic format via email to the COR and SFM NLT (45) days after the event. Personally Identifiable Information (PII) of victims (name, age, sex, etc.) will not be shared with the contractor.

Deliverable:

- AED Medical Prescriptions

- Certificate of Medical Oversight

- Post Event Support

- Post Event Documentation

7.3. AED RESPONSE PROTOCOL

A written AED Response Protocol, outlining the requirements for proper deployment of the AED units, must be developed, and provided via email to the COR and SFM in an electronic format (Microsoft Word or PDF document).

The protocol must include at a minimum:

· Initial protocols for unresponsive victims

· Instructions on beginning AED response

· Instruction for removal and handling of transdermal patches that may interfere with AED response.

· Instruction for transferring care to EMS

· Post-use protocols

Deliverable:

Written AED Response Protocol

7.4. EMERGENCY MANAGEMENT SERVICE NOTIFICATION/ REGISTRATION

The contractor shall ensure that the PAD program is compliant with applicable protocols and regulations concerning Federal, State, and local AED laws required for the continued use of the AED devices.

The contractor shall provide regulatory support to complete and file all registrations, reporting requirements and supporting documentation with appropriate state and local EMS departments as required by law. EMS registration/notification for the existing (28) AED units was completed after their installation in 2022. The contractor will file registration/notification for any new AED units that are installed or any existing AED units that are relocated as required. Documentation of EMS notification/registration of any new or relocated AED units shall be provided via email to the COR and SFM within 15 days of installation or relocation.

Deliverable:

· Documentation of EMS notification/registration

7.5. MONTHLY AED INSPECTION/TESTING

The contractor shall conduct monthly inspection/testing of each AED device to verify they are in working order and capable of emergency deployment. The contractor shall assure that all AED supplies are current. Each inspection must include:

· Inspection of the AED cabinet to assure it has not been tampered with and the alarm is functional.

· Verification that the AED device is in working order and capable of deployment.

· Inspection of AED Pads and batteries to ensure they are current and not expired or expiring.

· Inspection of AED consumable supplies to confirm all are current, in sufficient quantity and have not expired.

· Completion of any required software upgrades for each unit.

Each instance of inspection/testing shall be recorded in a monthly report and provided to the COR and SFM in an electronic format, by the 7th calendar day of each month. One inspection of each AED device must occur in each calendar month. The report shall contain at a minimum:

· Facility Name

· AED Model

· Serial number

· Date of inspection/testing

· Name of inspector

· Status of unit

· Expiration date of installed pads

· Expiration date of battery

· Any inspection notes or comments

Any failures or deficiencies of an AED unit shall be reported to the COR and SFM within (24) hours of discovery. The unit must be taken out of service and a sign posted notifying staff that the unit is “out of service”. The contractor must coordinate with the AED manufacturer to diagnosis the AED failure and will coordinate any warranty analysis or repairs of the unit. If expired consumable supplies (AED batteries, pads, parts, and accessories kits) are discovered, the unit must be taken out of service, and the contractor shall provide replacement supplies within 7 working days.

Deliverables - Monthly AED Inspection Report (12 Annually)

7.6. CONSUMABLE SUPPLIES

The contractor shall provide replacement consumable supplies for each AED unit. Consumable supplies include, but are not limited to AED batteries, pads, parts, and accessories kits.

Initial Replacement

· All AED batteries will initially be replaced NLT (1) month prior to the expiration date noted in the AED Consumable Supply list.

· All AED pads will initially be replaced NLT (1) month prior to the expiration date noted in the AED Consumable Supply list.

Post Unit Deployment Replacement Supplies

· AED pad will be replaced after any deployment of an AED unit.

· Accessory kit components will be replaced after each instance of deployment of the AED unit.

· Supplies will be replaced NLT 7 days after an AED unit is deployed.

Adhoc Supply/Part Replacement

· All other AED parts will be replaced as needed to assure unit is good working condition at all times.

5- Year Supply Replacement

· All AED batteries will be replaced NLT (1) month prior to the expiration date noted in the AED Consumable Supply list. This is typically 5-years after the initial replacement.

· All AED pads will initially be replaced NLT (1) month prior to the expiration date noted in the AED Consumable Supply list. This is typically 5-years after the initial replacement.

Deliverable:

· Initial Replacement AED Batteries (28)

· Initial Replacement AED Pads (28 Sets)

· Replacement AED Accessory Kit (Post Unit Deployment- Quantity to be determined)

· Replacement AED Pads (Post Unit Deployment- Quantity to be determined)

· Replacement AED Supplies/Parts (Adhoc)

· 5- Year Supply Replacement AED Batteries (28)

· 5- Year Supply Replacement AED Pads (28 Sets)

7.7. TECHNICAL SUPPORT/MAINTENANCE

The contractor shall provide technical and nonclinical emergency support during normal business hours, Monday thru Friday, 7:00 AM – 7:30 PM EST. Technical support is not required on Federal Holidays. The contractor shall ensure that all AED devices are maintained in working order and in compliance with all governing AED laws and regulations. Any deficiencies discovered on any of the AED devices shall be reported to COR and SFM within (24) hours of discovery.

The existing 28 AED devices are currently covered by the manufacturer’s warranty. The contractor must coordinate all diagnostic support and/or repairs directly with Zoll Technical Service/Customer Support. Mitigation of deficiencies shall be completed within (7) working days of discovery.

Zoll Technical Service and Customer Support Monday - Friday 8:30 a.m. to 6:00 p.m. EST 978 421-9655 Direct 800 348-9011 Toll-free (US) Email: techsupport@zoll.com

If an AED device is no longer under warranty and requires replacement, SFM will procure a replacement AED device. The contractor must activate the new AED device when received at the facility and place it into the existing cabinet to bring it into service. The contractor shall complete all required EMS notifications and provide all required maintenance/support for the device as outlined in this PWS.

The contractor shall provide written documentation of all service completed on each of the AED devices. This includes scheduled maintenance, supply replenishment, battery changes and any service completed to correct device deficiencies. Written service documentation shall be delivered to the COR NLT (10) days after service is completed.

Deliverable:

· 24/7 Technical Support/Maintenance

· Written Service Documentation

8. DELIVERY SCHEDULE

9. KEY PERSONNEL

Skilled experienced professional and/or technical personnel are essential for successful contractor accomplishment of the work to be performed under this effort. These are defined as individuals crucial to the successful performance of the orders issued and the programs being supported by those orders and are those persons identified as key personnel in accordance with solicitation requirements. The Contractor agrees that the key personnel shall not be removed, diverted, or replaced from work without prior notification of the CO. Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS, as well as those requirements outlined in Section 7.0. The Contractor must provide the following minimum qualifications.

· An individual/firm with at least 5 years of experience in the field of PAD program management.

· An individual/firm with knowledge and experience with the Zoll AED Plus.

The Contractor shall provide additional supporting evidence, through past performance, of experience, capability, and willingness to commit the resources necessary to plan, organize, and execute tasks in an expeditious and efficient manner.

The Contractor shall have full responsibility for their staff and shall make direct contact with COR, Project Manager, or Project Coordinator to ensure that all arrangements are mutually understood concerning logistical and/or technical requirements.

Substitution of Personnel: Any personnel the contractor offers as substitutes shall have the ability and qualifications, including educations and experience, equal to or better than the key personnel whose biography was submitted with the successful proposal. Requests to substitute personnel shall be provided to the CO for review and approval. All notification of substitutions in key personnel shall be submitted to the CO at least 15 calendar days prior to making and change in key personnel, to the maximum extent practicable. The notification shall be in writing and shall provide a detailed explanation of the circumstances necessitating the proposed substitution. The contractor shall submit a complete biography/resume for the proposed substitute, and any other information requested by the CO. The CO will evaluate such requests and promptly notify the contractor of approval or disapproval thereof in writing.

10. OTHER DIRECT COSTS

The contractor must provide all tools, supplies, materials, equipment, labor, supervision, transportation, and project management to complete the work described in this PWS.

11. GOVERNMENT- FURNISHED EQUIPMENT/ MATERIALS/ FACILITIES/ INFORMATION

SFM will provide the Contractor with the following information no later than 5 days after the Contractor award meeting (Documents will be provided electronically whenever possible).

· List of facility points of contact.

· Location and Serial numbers of each AED Unit

· Zoll AED Registrations and Warranties

· Safety Data Sheets

· Zoll AED Device Information

· Consumable Supply List

The contractor shall adhere to all VA security requirements for any VA issued equipment and all contractor personnel that will receive and utilize VA issued laptops shall sign a VA property loan form and all associated documentation prior to receiving the equipment. All VA policies related to networked computer use will apply.

Personal identification verification (PIV) cards shall be required for all contractor personnel with VA network access/accounts. Contractor personnel shall complete VA’s Privacy and Information Security Awareness and Rules of Behavior training before networked computer access will be granted.

Prior to the use of any Government-furnished equipment, the Contractor shall complete all mandatory training courses on the VA training site, currently the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If an individual does not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

The VA laptop computers must comply with all rules/requirements regarding patches and updates and must be returned to VA at the conclusion of the task order.

Submissions must be emailed to Thomas Evans at Thomas.Evans3@va.gov by the date/time listed on Page 1, above.

Sources Sought Notice