36C24426Q0138.docx

SUBJECT*

Stryker Neptune Rovers PM | Erie, PA VAMC

GENERAL INFORMATION

Network Contracting Office 4

1010 Delafield Rd Pittsburgh, PA 15215

POINT OF CONTACT*

Arlene Albrite Contract Specialist arlene.albrite@va.gov N/A

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

NOTICE OF INTENT TO AWARD SOLE SOURCE: Department of Veterans Affairs (VA) Regional Procurement Office East (RPOE), Network Contracting Office 4 (NCO 4) intends to award a sole source contract with Stryker Corporation. They are located at 1941 Stryker Way, Portage, MI 49024.

The PM&R of the rovers is requested by the Erie VA Medical Center located at 135 East 38th Street, Erie, PA 16504-1559. Stryker shall provide preventive maintenance and repairs for the Stryker Neptune 3 Rovers and docking station. The rovers are a proprietary design, therefore another firm would not be familiar with the rationale of the design; not be able to accurately address Request for Information (RFI’s); or accurately maintain this equipment, which is critical for proper patient care, as well as a sound product. The period of performance will include a base period of one-year and four one-year option periods.

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

Responses must include following information:

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. Information provided will not be returned.

Responses are due by Monday, December 15, 2025, at 10:00 AM (EST). No submissions will be accepted after this date and time. Responses shall be submitted via email to arlene.albrite@va.gov.

The NAICS code for this acquisition is 811210 and the standard size is $34M.

Special Notice Special Notice

Special Notice

Statement of Work

Title: Preventive Maintenance (PM) & Full Service for Stryker Neptune Rovers and Docking Station

Location: Erie, PA Veteran Affairs Medical Center (VAMC),135 E. 38th Street, Erie, PA 16504

Equipment:

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Device Type: Aspirators: Surgical MFGR: Stryker Model: Neptune 3 Rover Serial#: 1907805313

Device Type: Aspirators: Surgical MFGR: Stryker Model: Neptune 3 Rover Serial#: 1907343493

EE#: 28805

Location: VA Erie – Surgical Device Type: Aspirators: Surgical MFGR: Stryker Model: Neptune 3 Rover Serial#: 1906632623

Device Type: Waste Disposal MFGR: Stryker Model: Neptune 2 Docker Serial#: 0831502393 Location: VA Erie – Surgical

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Contractor Qualifications: Contractors must be regularly established in the service called for and who, in the judgement of the Contracting Officer (CO), are financially responsible. Contractor shall provide a certificate verifying that the vendor has received training on the Stryker Neptune systems and are qualified to perform both preventive and corrective maintenance. Proof of training and technical competency from the OEM (Stryker) must be submitted within one (1) week after award of the contract.

Inspection of Equipment Prior to Service Initiation: The Contractor shall perform an initial site visit to the Erie, PA VAMC to inspect the Stryker Neptune systems prior to performing any maintenance services or repair. This inspection shall include a verification of model numbers, condition, function, hardware/software configuration, and serial numbers. Once Contractor signs the Contract, this acceptance to service the equipment in its “as-is” condition, unless otherwise documented, indicates Contractors’ acceptance. If a unit is found to be non-functional or in unacceptable condition, the Contractor shall notify Biomedical Engineering (Biomed) point of contact (POC) immediately.

Service: Service shall consist of, but is not limited to technical inspections, cleaning, lubricating, adjusting, calibrating, testing, replacing parts, and replacing batteries as needed, troubleshooting, repairing, updating of software, and loaner equipment and travel or zone charges without additional cost to the government and maintaining the equipment in first class operating condition. All services shall be performed using tools and test equipment certified for calibration in accordance with the manufacturer’s standards.

Preventative maintenance for the Stryker Neptune Rovers systems shall be performed semi-annually in accordance with the original equipment manufacturer (OEM) recommendations. The Contractor shall coordinate each inspection with the Biomed POC to ensure access and availability of equipment. Services must not be performed more than two (2) weeks before or after the scheduled service month unless approved in writing by the Biomed POC. The Contractor will confirm the date of the preventive maintenance inspection 48 hours prior to the date of the planned visit.

All services will be coordinated through the Biomed POC and must obtain approval before performing any service or using any parts or supplies that are not covered under the contract. Services will be performed between the hours of 8:00am and 4:30pm, Monday through Friday, unless otherwise approved by an authorized VAMC employee.

These VAMC employees are authorized to call for services and emergency repairs:

No additional charges for repair or replacement will be accepted without prior written approval from Contracting Officer.

Reports: Upon completion of the preventative maintenance, the Contractor's representative shall provide a copy of the report to the Biomed POC or no later than 1 week after the completion of the preventative maintenance and/or repair. The service report shall include: 1.) Date of service 2.) Equipment serviced 3.) Description of actions taken 4.) Parts replaced 5.) Any deficiencies or recommendations 6.) Copies of all related performance data, diagnostic reports, and test results validating equipment functionality.

Emergency repair: Emergency repairs are not part of this contract; however, emergency service work may be ordered on an as needed basis and must be authorized in advance by the Contracting Officer (CO) prior to any work being performed.

In the event that emergency service is required, the Contractor shall respond by telephone within two (2) hours after notification by an authorized Erie VAMC employee. A qualified service technician must arrive at the Erie, PA VAMC within twenty-four (24) hours to evaluate or initiate repair of the equipment. The Contractor may be required to work outside the normal operating hours including evenings and/or weekends for emergencies but shall not exceed a 40-hour work week. Upon acceptance of the contract, emergency service work will only be accepted if formally ordered by one of the authorized VAMC representatives identified in paragraph above under Services.

Any work not expressly approved in writing by one of the five authorized VAMC employees listed above and/or the VA Contracting Officer shall be considered unauthorized. The VA shall not be held liable for payment of services rendered without proper approval. All services must be performed in accordance with industry standards and good manufacturing practices.

Replacement Parts, Hardware Upgrades, and Software Upgrades: The Contractor shall use only new, OEM authorized standard parts (produced by the manufacturer of the equipment or equivalent approved by the manufacturer) for all repairs and or maintenance performed on the Neptune Rover and Docking Station equipment. Use of refurbished or non-OEM parts is strictly prohibited. All parts shall be of the current manufacturer and shall have full versatility with presently installed equipment. Contractor will maintain an adequate supply of parts and or loaner equipment so that no delays will occur in returning the equipment to operational status.

Any required software upgrades related to system functionality or manufacturer safety bulletins shall be performed under the scope of this contract. The Contractor shall notify Biomed in advance of any proposed software or hardware changes and provide user training. All such changes must be reviewed and approved by Biomed prior to implementation. Any parts or supplies not covered under this agreement most also receive prior approval from Biomed.

Payments: Payment to the Contractor shall be made monthly, in arrears, upon receipt of a properly prepared invoice. Payment for services shall be at the rates specified in the Price Schedule. All monthly invoices from the Contractor shall be electronically submitted through the Tungsten Network. Invoices must be approved by the VA Representative prior to payment release. Invoices without the required information will be rejected. Invoices must contain the following: name, title, and phone number of individual, Contractor’s billing address, invoice number and date, current purchase order number, and line-item number along with description, quantity, and price.

Privacy Training: VA Privacy Training for Personnel Without Access to VA Computer Systems or Direct Access or use of VA Sensitive Information (text version) must be completed by all Contractors and subcontractor employees assigned to VA accounts within one week after contract award and annually thereafter as long as contract is in place. A copy of the completed VHA Privacy Policy Training certificate(s) shall be provided to the Biomed POC one week after the award of contract.

Performance Measures: The Contractor’s performance will be evaluated for each contract year. Documentation will be maintained by Biomed on the Contractor’s compliance with the performance measurements. Failure to meet the performance requirements could result in the loss of future consideration for a contract. The performance measurements are:

1. The Contractor must perform the preventive maintenance inspections during the months scheduled according to the OEM recommendation with no deviation of more than two (2) weeks.

2. The Contractor will provide all preventive maintenance and repair documentation to the Biomed department no later than 1 week after the completion of the preventative maintenance and/or repair.

3. If Emergency repair services are requested, the Contractor shall respond by telephone within two (2) hours after notification by an authorized VAMC employee of an emergency repair for the contracted equipment. A service technician must arrive at the Medical Center within twenty-four (24) hours to evaluate or initiate repair.

Security Requirements:

Upon arrival, the Contractor and employees shall sign in with the Erie, PA VAMC Police and obtain a vendor/Contractor identification badge prior to performing any preventive maintenance inspections or repairing of the equipment. After obtaining a Contractor’s identification badge the Contractor shall notify Biomed to inform them of their presence on station. Upon leaving the facility, the Contractor and employees shall return the badge to the VA police and sign-out.

The Certification and Accreditation (authorization) (C&A) requirements do not apply. A Security Accreditation Package is not required.

Changes to Statement of Work:

Any changes to this SOW shall be authorized and approved only through written correspondence via formal modification issued by the CO. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor.

Period of Performance:

The period of performance shall be one base year of twelve months and four (4) twelve-month option years.

Base Year: 1/1/2026 – 12/31/2026 Option Year 1: 1/1/2027 – 12/31/2027 Option Year 2: 1/1/2028 – 12/31/2028 Option Year 3: 1/1/2029 – 12/31/2029 Option Year 4: 1/1/2030 – 12/31/2030

Records Management Requirements:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Veteran Affairs] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Veteran Affairs] or destroyed except for in accordance with the provisions of the Veteran Affairs records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Veteran Affairs]. The Veteran Affairs must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Veteran Affairs] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Veteran Affairs] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Veteran Affairs] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Veteran Affairs] information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Veteran Affairs]-provided records management training. The Contractor is responsible for confirming training has been completed according to Veteran Affairs policies, including initial training and any annual or refresher training.

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