Siemens Helium Intent to Sole Source Notice.docx

NOTICE OF INTENT TO AWARD SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that the Department of Veterans Affairs (VA) Regional Procurement Office East (RPOE), Network Contracting Office 4 (NCO 4) intends to award a sole source firm fixed price contract pursuant to FAR 6.103-2 Unusual and Compelling Urgency with Siemens Medical Solutions located at 51 Valley Stream Parkway, Malvern PA 19355 for a one time firm fixed price contract.

Emergency services are needed for the Siemens MRI machine at the Pittsburgh VA Medical Center. The system is currently out of service and requires helium replenishment to prevent magnet quenching.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES; however, any firm responsible that believes it can meet the requirement may give written notification and capability statements prior to the response due date and time. Vendors shall indicate if they are the direct supplier or service provider of the items and/or authorized reseller/distributor. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to fulfil the requirement and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant supply, and customer point of contact with corresponding telephone number and email address.

Responses must include the following information:

1. Company Name

2. SAM UEI Number

3. Company’s Address

4. Point of Contact Information (title, phone number and email address)

5. Business Size.

Response received will be evaluated; however, a determination by the Government not to compete the proposed procurement based on responses to this notice is solely within the discretion of the Government. The information provided will not be returned.

The North American Industry Classification System (NAICS) code for this procurement is 811210 Electronic and Precision Equipment Repair and Maintenance and the size standard is $34 Million.

Responses are due by 10:00 am (EST) on December 9, 2025. This will be the only notice regarding the Government's intent to solicit and award a contract to a single source to meet this requirement. Any responses received will only be considered to determine the marketplace for future procurements. The Government will not pay for information submitted. Inquiries will only be accepted via email to matthew.wright6@va.gov. Responses are due by 10:00 am (EST) on December 9, 2025.

Statement of Work

A. GENERAL GUIDANCE

1. Title: Siemens Emergency MRI Helium Fill VA Pittsburgh Healthcare System (VAPHS) Monroeville 421 Mall Circle Drive Monroeville, PA 15146-2207

2. Scope of Work: The vendor will complete the following:

a. Siemens Medical Solutions will report to the designated POC listed on the delivery schedule to schedule delivery of parts and service for the repair within 72 hours of award.

b. Siemens MRI, Helium Fill to Chiller in Monroeville:

i. The Biomedical Engineering Department at the VA Pittsburgh Healthcare System (VAPHS) is requesting service for the Siemens MRI system. It has been reported that the chiller needs to be filled with helium to ensure the magnet does not quench. The system has been taken out of service until the repair is completed. The device needs to be evaluated, repaired, and certified that it is safe for use on patients to be brought back into service. This is an imaging system that is used in Radiology to aid in treatment and diagnosis. A Field Service Engineer (FSE) will come onsite to complete an evaluation of the system and troubleshoot. If additional parts are needed to bring the device to fully operational status, the FSE will provide pricing of the parts to Biomedical Engineering and the Contracting Officer (CO). Full system operation is required prior to departure.

ii. FSE will provide a detailed service report on Siemens MRI system upon completion of work performed and provide copies to the designated POC.

3. Background: VAPHS has a Siemens MRI system. It requires immediate repair and services for any type of repair or calibration work.

4. Performance period:

a) The period of performance will be thirty days from award. If additional time is needed due to the nature of the repairs, contact the Contracting Officer for approval of an extension.

b) Services should be completed within 72 hours of receipt of the purchase order.

5. Type of Contract: Firm Fixed Price

B. GENERAL REQUIREMENTS

1. Contractor will respond to executed purchase order in person or via phone call during normal business hours, 7:30am – 4:30pm ET, excluding weekends and holidays.

2. Contractor shall notify Biomedical Engineering and the Police service when they arrive on site. Contractor will schedule ahead of time with Biomedical Engineering to perform this work.

C. DELIVERABLES

1. The contractor shall provide a record, either hard copy or electronic copy, detailing the work performed as outlined in Section A.2.

2. Draft copies of deliverables shall be provided to the Biomedical Engineering staff at VAPHS before the contractor leaves the facility at each visit. If a final copy can be provided at that time, then a draft copy is not necessary. Final copies must be provided within 5 business days of the time of each deliverable.

D. DOCUMENTATION/REPORTS

The documentation will include equipment down time and detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each electronic service report (ESR) must at a minimum, document the following data legibly and in complete detail:

1. Name of Contractor

2. Name of FSE who performed services.

3. Contractor Service ESR Number/Log Number.

4. Date, Time (starting and ending), Hours-On-Site for service call.

5. VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours.

6. Description of Problem Reported by the Pittsburgh VA Point of Contact (POC)/User.

7. Identification of Equipment to be serviced to include the following: Equipment ID # or EE# from the bar-code, Manufacturer's Name, Device Name, Model #, Serial #, and any other Manufacturer's identification numbers.

8. Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.

9. Total Cost to be billed.

10. Signatures from the following:

a. FSE performing services described.

b. VA Employee who witnessed service described.

11. Equipment downtime calculated in accordance with Conformance Standards.

Note: Any additional charges claimed must be approved by the CO in writing before service is started.

E. CONFORMANCE STANDARDS

Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM’s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.

F. TRAVEL

Work is to be performed at the University Drive Campus of VAPHS, all travel expenses are the responsibility of the Contractor.

G. CONTRACTOR EXPERIENCE REQUIREMENTS

Contractor shall be Original Equipment Manufacturer (OEM) trained.

H. CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

I. COVID-19:

1. Upon entering VAPHS, per CDC and federal regulations, all personnel must wear the required PPE while on-site; at a minimum this includes a surgical mask. PPE will not be provided by VAPHS.

J. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:

1. The contractor's FSE shall wear visible identification at all times while on the premises of VAPHS. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHS will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3. Smoking is prohibited inside any buildings and on premise at VAPHS. This covers all smoking and tobacco products, including but not limited to:

a. Cigarettes

b. Cigars

c. Pipes

d. Any other combustion of tobacco

e. Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

f. Chewing tobacco

4. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

K. CONTRACTOR PERSONNEL SECURITY REQUIREMENT

1. A compliant ID badge must be worn by Contractors at all times while on VA premises.

Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT.

2. All Contractors must receive Privacy training annually using one of the following methods:

• Complete “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/SecureAuth35/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The VA POC must ensure that all contractors are validated in the Protected Health Information (PHI) domain.

• Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the VA POC. Training must be completed prior to the performance of the contract and annually thereafter. Proof of training completion must be verified and tracked by the VA POC.

3. The Certification and Accreditation (authorization) (C&A) requirements do not apply.

A Security Accreditation Package is not required.