36C24526Q0491.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VISN 5 | NCO 5

SUITE 275

849 INTERNATIONAL DRIVE

Baltimore MD 21201

POINT OF CONTACT*

CONTRACTING OFFICER

AMY WALTER

AMY.WALTER1@VA.GOV

NONE

NONE

NONE

PLACE OF PERFORMANCE

VISN 5 | NCO 5

ATTN: CONTRACTING OFFICER

849 INTERNATIONAL DRIVE

LINTHICUM MD

ADDITIONAL INFORMATION

Submission Instructions: Please send your capability statement by May 8, 2026, 1:00 PM EST, via email to Amy.Walter1@va.gov , Contracting Officer.

DESCRIPTION

SOURCES SOUGHT NOTICE | 36C24526Q0491

Subject: Calibration and Maintenance Services for Audiology Equipment NAICS Code: 811219 – Other Electronic and Precision Equipment Repair and Maintenance PSC: J065 – Maintenance, Repair, and Rebuilding of Equipment—Medical, Dental, and Veterinary Equipment and Supplies

DESCRIPTION:

This is a Sources Sought Notice ONLY. This notice is for market research purposes to identify capable businesses to provide calibration and maintenance services for audiology equipment at the WASHINGTON DC VA MEDICAL CENTER, Department of Veterans Affairs. No solicitation is available at this time. Responses to this notice will not result in a contract award and will not be considered as proposals or quotes.

Information Requested: Interested firms are invited to submit a brief capability statement demonstrating:

1. Relevant experience performing calibration and maintenance on audiology equipment within a healthcare environment.

2. Certifications and qualifications of technicians.

3. Availability to perform services at announcement location.

4. Business size and socioeconomic status (e.g., SDVOSB, VOSB, small business).

5. DUNS/CAGE Code and contact information.

Submission Instructions: Please send your capability statement by May 8, 2026, 1:00 PM EST, via email to Amy.Walter1@va.gov , Contracting Officer.

NOTE:

This notice is for planning purposes only and does not constitute a solicitation or a commitment by the Government. Responses may be used to determine the appropriate acquisition strategy for a future procurement.

SDVOSB/VOSB LIMITATIONS OF SUB-CONTRACTING

If your firm is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB) and is interested in this requirement, please address how your firm will comply with the applicable Limitations on Subcontracting (FAR 52.219-14 and/or VAAR 852.219-73/74 as applicable). Specifically:

· Describe how your business will ensure that at least 50% of the cost of contract performance incurred for personnel will be expended for employees of your own concern, as required by the limitations on subcontracting.

· If you intend to use subcontractors, explain which portions of the work (if any) will be subcontracted, the names of potential subcontractors (if known), and how you will ensure compliance with the subcontracting limitations.

Responses that do not address how the firm will meet the limitations on subcontracting may not be considered for potential set-aside decisions.

You can place this section directly after the “Information Requested” bullet points in your notice. Here's how it might look in context:

Information Requested: Interested firms are invited to submit a brief capability statement demonstrating:

1. Relevant experience performing calibration and maintenance on audiology equipment within a healthcare environment.

2. Certifications and qualifications of technicians.

3. Availability to perform services at announcement location.

4. Business size and socioeconomic status (e.g., SDVOSB, VOSB, small business).

5. DUNS/CAGE Code and contact information.

Additional Information for SDVOSB/VOSB Respondents:

If your firm is a Service-Disabled Veteran-Owned Small Business (SDVOSB) or Veteran-Owned Small Business (VOSB), please address how your company will comply with the limitations on subcontracting as specified in FAR 52.219-14 and/or applicable VAAR clauses, including how at least 50% of the cost of contract performance incurred for personnel will be expended for employees of the concern.

Only [certified] firms listed as verified on the Vendor Information Pages (VIP) [in the SBA certification] database [on the SBA VetCert portal at https://veterans.certify.sba.gov/ ](see subpart 819.70) will count towards SDVOSB and VOSB [subcontracting] goals [or towards any subcontract commitments].

SDVOSB/VOSB LIMITATIONS OF SUB-CONTRACTING

Vendor must be willing to certify and sign the following clause:

852.219-75 VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA Notice of Limitations on Subcontracting - Certificate of Compliance for Services and Construction (NOV 2022)

(a) Pursuant to 38 U.S.C. 8127(k)(2), the offeror certifies that -

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows: [Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) □ Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) □ General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73or VOSBs as set forth in 852.219-74. Any work that a similarly situated VIP-listed subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) □ Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not VIP-listed SDVOSBs as set forth in 852.219-73 or VOSBs as set forth in 852.219-74. Any work that a similarly situated subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(2) The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating section 1001 of title 18.

(b) The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c) The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d) Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror's bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:

Printed Title of Signee:

Signature:

Date:

Company Name and Address:

(End of clause) VENDORS MUST BE PREPARED TO BREAKDOWN COSTS TO SHOW HOW YOUR BUSINESS MEETS THE SDVOSB/VOSB LIMITATIONS OF SUBCONTRACTING.

Sources Sought Notice: 36C24526Q0491

Compliance with 51% Limitation on Subcontracting — [Audiology Calibrations Support Contract] Background:

The Department of Veterans Affairs (VA) is conducting market research to identify qualified Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small Businesses (VOSB) that are capable of fulfilling the requirements for [describe project/services/supplies]. We are seeking feedback from potential vendors regarding their ability to comply with the 51% Limitation on Subcontracting requirement, as specified in FAR 52.219-27 and FAR 52.219-29 (and corresponding VAAR clauses).

Instructions:

Interested firms are requested to provide a written response addressing the items below. Please provide as much detail and supporting information as possible to demonstrate how your company would comply with the limitation on subcontracting if awarded the contract.

1. Direct Labor/Personnel Effort

· Briefly describe how your firm would ensure that at least 51% of the contract cost attributable to personnel, or labor hours, would be expended for employees of your firm.

· Provide general estimates or descriptions of your typical staffing plans for similar contracts.

· Do you intend to self-perform this effort?

· If you are located outside the immediate area, how will you self-perform?

· Or, do you intend to subcontract work under this contract?

· If you intend to subcontract work under this contract, how will you ensure compliance with the limitations on subcontracting?

2. Materials & Supplies (If Applicable)

· If applicable to this procurement (e.g., supply contracts), explain how your firm would meet the requirement that at least 51% of the cost of supplies (excluding the cost of materials for construction contracts) would be provided by your firm.

3. Subcontractor Roles and Percentages

· Explain your approach to subcontracting, including anticipated roles of any subcontractors and the estimated percentage of contract value they would perform.

4. Work Performance Breakdown

· For the scope outlined in this notice, describe which portions would likely be performed by your firm versus subcontractors.

5. NAICS Code Limitation Clarification

· Reference the NAICS code you believe applies to this work and describe any unique calculations or limitations involved.

6. Certification and Attestation

· Provide a statement indicating your acknowledgement of, and intent to comply with, the 51% limitation on subcontracting as required by federal regulations.

Sample Table Format (for illustrative purposes):

Direct Labor (Hours/Cost)

Materials/Supplies

Overall Contract Value

Submission Instructions:

Please submit your response to Amy.Walter1@va.gov by [1:00 PM EST]. This is a sources sought notice only and does not obligate the Government to issue a solicitation or award a contract. Your response will help inform our acquisition strategy.

Point of Contact:

[Amy.Walter1@va.gov] [Contracting Officer] [Veterans’ Health Affairs]

STATEMENT OF WORK

Audiology Calibrations Support Contract [688-26-3-078-0075]

A. GENERAL

Scope of Services:

The purpose of this requirement is to provide support for Audiology calibrations at Washington DC VAMC. The Contractor must provide all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to perform service and maintenance. Contractor must provide certifications of calibrations for each unit with the serial number of the unit on the calibration certificate. Contractor must provide proof of training and credentials to appropriately complete this work. This work is to be done in the designated calibration month. The vendor must replace parts and adjust as needed to ensure the devices are calibrated. The cost of parts and labor will not exceed the amount quoted.

Location:

Washington DC VA Medical Center, 50 Irving Street NW, Washington, DC 20422

Charlotte Hall CBOC, 3 Notch Road Charlotte Hall, MD 20622

Montgomery County CBOC, 15810 Gaither Drive, Shady Grove Development Park Suite 130 Gaithersburg MD, 20877

Southern Prince George's County CBOC , 5801 Allentown Road Suites 104 and 106 Camp Springs, MD 20746

Fort Belvoir, VA Outpatient Clinic, 9300 Dewitt Loop, Fort Belvoir, VA 22060

B. WORK HOURS

a. Hours of Operation: Normal business hours are Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays. Should the Contractor require work afterhours, the Contractor must arrange in advance with the Contracting Officer’s Representative (COR OR FEDERAL POC).

b. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

c. National Holidays: The holidays observed by the Federal Government are: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday. Contractor may work on holidays with prior communication and coordination.

C. PERIOD OF PERFORMANCE

D. EQUIPMENT

E. SPECIFICATIONS

a. Preventative Maintenance

i. This contract must include all preventative maintenance of the equipment according to manufacturer’s recommendations/procedures in the equipment manual.

ii. All tasks in the manufacturer’s procedures must be completed at the manufacturer’s listed frequencies.

iii. The maintenance must include:

iv. PMs will be accomplished in accordance with the Original Equipment Manufacturer (OEM) recommendations.

b. Parts/Materials/Tools/Labor

i. All parts and materials to complete the maintenance must be included as a part of this contract

ii. Contractor must provide their own tools to complete the maintenance.

iii. All labor (including travel) to complete the maintenance is included in the contract.

iv. Contractor must use OEM certified parts and service. Use of refurbished parts have to be approved in writing by Biomedical Engineering prior to use.

v. Engineer/technicians must be OEM trained on all equipment included in agreement.

c. Updates/Patching

i. Contractor must complete available updates to the software at the discretion of Biomedical Engineering.

ii. Contractor must complete all patching according to manufacturer’s specifications.

d. Response Time

i. Contractor must respond to trouble phone calls within thirty minutes.

ii. The minimum standard response time for dispatch will be no later than the following workday after notification of equipment malfunction.

e. Check in/Out

i. Contractor personnel arriving on-site to perform work must report to the Biomedical Engineering Department.

ii. Contractor personnel must sign in using the department’s vendor sign in sheet, filling out all required information.

iii. Contractor personnel’s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure.

iv. Contractor personnel must sign out upon completion of visit.

v. Prior to departure, Contractor personnel are required to, at a minimum, verbally report any issues with the equipment to the Biomedical Engineering department, especially noting if the system is still down or not fully repaired.

vi. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

vii. Parking. It is the responsibility of the Contractor to park in the appropriate designated parking areas.

f. Reporting

i. Contractor must provide a copy of the service report, complete with test data, to the VHAWASHTM@VA.GOV within three business days after completion of any services.

ii. Service reports must include identifying information about the equipment, all services provided during the service visit, any issues found during the visit, the technician/engineer names of the personnel performing work, and the date service was provided.

g. Remote Support

i. The Contractor must provide a telephone line available 24/7/365 for technical support. Contractor must also provide a phone number for VA staff to call to dispatch Contractor field service engineers/technicians.

ii. If remote support via site-to-site virtual private network (VPN) is required, Contractor must work with the COR OR FEDERAL POC and the facility Information Security Officer (ISO) to meet the requirements prior to connection. A National Site to Site MOU/ISA is the preferred way to complete this connection.

h. Patient Health Information

i. The Contractor must safeguard patient health information.

ii. The Contractor must report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information.

iii. Contractor must note remove any hard drives, storage devices, or anything containing patient health information from the site.

i. Contractor Requirements

i. All Contractor personnel performing services on the equipment must have factory training and experience in the maintenance and repair of the equipment.

ii. Contractor must provide copies of training certificates for the Contractor personnel performing work on-site upon the request of the Government.

iii. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site.

j. Safety and Security

i. Contractor must follow all Occupational Safety and Health Administration (OSHA) laws and regulations. The Contractor is responsible for reporting any hazards they come across to their point of contact.

ii. Contractor must follow all local procedures concerning infection control. Should the Contractor be unsure of the requirements, the COR OR FEDERAL POC can provide the specific information and procedures.

iii. Contractor personnel must wear visible identification at all times while on VA property. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials.

iv. Property Damage

1. The contractor must take all necessary precautions to prevent damage to any Government property.

2. The contractor must report any damages immediately and must be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken.

3. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the Government, upon approval of the Contracting Officer.

v. Chemical Use

1. Prior to performance of any work, the Contractor will be required to furnish the Contracting Officer with the trade names (if any) and chemical names of all chemicals to be used, along with a label showing contents, the use strength of the chemical as applied, and the antidote thereto.

2. Contractor must furnish the same information each time a change is made to the chemicals or products used in the performance of this contract.

3. This information is required for emergency treatment in the event of ingestion or and/or contact with the material by humans.

k. Quality Assurance

i. End-users, Biomedical Engineering, and/or the contract COR OR FEDERAL POC must perform system verification tests to ensure the system is fully functional following service/repairs.

ii. Issues with the quality of the Contractor’s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution.

iii. Documentation with be completed in the Government systems.

l. Invoicing/Payment

i. Noncontract Charges: The contractor must not perform any service that will result in additional charges without prior approval from the Contracting Officer.

ii. Payment: Payment will be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the equipment covered, the contract number and/or assigned purchase order number. The invoice must include the corrected payment address.

m. Guarantee: The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days.

n. Prior Inspection of the Equipment: Potential contractors may, at their own expense, inspect equipment covered by this solicitation (ref 52.237-1 SITE VISIT). Arrangements must be made in advance with Biomedical Engineering.

o. Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform.

Sources Sought Notice