36C24727Q0009_1.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

VETERANS HEALTH ADMINISTRATION

Network Contracting Office (NCO) 7 2957 CLAIRMONT ROAD NE, Suite 1200 Atlanta GA 30329

POINT OF CONTACT*

Contract Specialist Jessica Cummings Jessica.Cummings3@va.gov

PLACE OF PERFORMANCE

ADDRESS

Central Alabama Veterans Health Care System

215 Perry Hill Road

Montgomery AL

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE

Bayer MEDRAD Injector Preventive Maintenance and Repair Services

1. Purpose The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 7, is conducting market research to identify qualified businesses capable of providing preventive maintenance and repair services for Government-owned Bayer MEDRAD injector systems located at the Central Alabama Veterans Health Care System.

This notice is issued solely for market research and acquisition planning purposes. It is not a solicitation or Request for Quote (RFQ) and does not constitute a commitment by the Government to issue a solicitation or make an award.

2. Requirement The anticipated requirement includes preventive maintenance and repair services for Bayer MEDRAD injector systems. Services include, but are not limited to:

1. Preventive maintenance inspections

1. Engineered Predictive Maintenance (EPM)

1. Calibration

1. Proprietary software updates

1. Operating system and cybersecurity updates

1. Corrective maintenance and repairs

1. Technical support

1. OEM replacement parts

1. Labor and travel

1. Services performed by appropriately trained and authorized personnel Interested firms shall review the attached Statement of Work (SOW) for the complete requirements.

3. Anticipated Period of Performance Base Year: October 1, 2026 – September 30, 2027 Option Year 1: October 1, 2027 – September 30, 2028 Option Year 2: October 1, 2028 – September 30, 2029

4. NAICS and PSC NAICS: 811210 – Electronic and Precision Equipment Repair and Maintenance PSC: J066 – Maintenance, Repair, and Rebuilding of Equipment – Instruments and Laboratory Equipment

5. Information Requested Interested firms shall provide a capability statement that includes:

1. Company name, address, UEI, and point of contact.

1. Business size under NAICS 811210.

1. Socioeconomic status, including SDVOSB, VOSB, WOSB, HUBZone, 8(a), or other small business status, as applicable.

1. Confirmation that the firm can meet all requirements of the attached SOW.

1. Experience providing preventive maintenance and repair services for Bayer MEDRAD injector systems.

1. Documentation demonstrating Bayer authorization or an established agreement that enables the firm to provide required proprietary software updates, calibration, OEM parts, technical support, and Bayer-authorized field service personnel.

1. A brief description of how the firm will perform the proprietary portions of the requirement.

1. Relevant past performance.

1. Confirmation that the firm intends to submit a quotation if a solicitation is issued.

6. Response Instructions Capability statements shall be submitted electronically to the Contracting Officer identified in the SAM.gov posting no later than:

August 19, 2026, at 12:00 PM Eastern Time.

Responses should be concise and contain sufficient information for the Government to determine the firm’s technical capability and capacity to perform the complete requirement.

7. Disclaimer This Sources Sought/RFI is for market research and planning purposes only. It is not a solicitation, and the Government will not reimburse respondents for costs associated with preparing or submitting a response.

Information received will be used to assist the Government in determining the appropriate acquisition strategy, including whether the requirement can be set aside for SDVOSBs, VOSBs, or other small business concerns.

STATEMENT OF WORK

B.1 EQUIPMENT:

Equipment serviced and maintained for the Department of Veterans Affairs Medical Center, Central Alabama Veterans Health Care System, 215 Perry Hill Road, Montgomery, Alabama 36109, and Central Alabama Veterans Health Care System, 2400 Hospital Road, Tuskegee, Alabama 36083.

Equipment:

B.1.2 DEFINITIONS/ACRONYMS:

A. Healthcare Technology Management (HTM) Staff Engineer (Jasmine McCloud) or designee, Building 4 Room GE117-004-MO, Telephone 334-272-4670 extension 34927, 215 Perry Hill Road, Montgomery, AL 36109 B. CO - Contracting Officer C. COR - Contracting Officer Representative.

D. PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions.

E. FSE - Field Service Engineer. This is a person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the Department of Veterans Affairs Medical Center premises.

F. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.

G. Acceptance Signature. VA employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

H. Authorization Signature. COR's signature; indicates COR accept work status as stated in ESR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. OSHA - Occupational Safety and Health Administration.

L. Joint Commission - Joint Commission on Accreditation of Healthcare Organizations.

M. FDA - Food and Drug Administration.

N. DVAMC - Department of Veterans Affairs Medical Center.

O. ISO 9001 – International Organization for Standardization standard.

P. Normal Working Hours - Monday through Friday, 8:00 a.m. - 4:30 p.m., excluding weekends and Federal Holidays.

B.1.3 CONFORMANCE STANDARDS:

Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, CDRH, Joint Commission, FDA, ISO 9001, and manufacturer specifications.

B.1.4 HOURS OF COVERAGE:

A. Normal hours of coverage shall be Monday through Friday from 8:00 a.m. to 4:30 p.m., excluding weekends and federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR.

B. Preventive maintenance inspections are to be scheduled at least five days in advance with Contracting Officer Representative (COR). Coordination may be done by telephone.

C. Preventive maintenance inspections will be performed annually in November.

D. Federal Holidays observed by the DVAMC are: New Year’s Day, Labor Day, Martin Luther King Day, Columbus Day, President's Day, Juneteenth, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, Christmas Day.

B.1.5 UNSCHEDULED MAINTENANCE:

A. The contractor shall maintain the equipment in accordance with B.1.3, Conformance Standards. The contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished.

B. The CO, COR or designated alternate has the authority to approve/request a service call from the contractor.

C. Response Time: Contractor's FSE must respond with a telephone call to the COR and his/her designee within one (1) hour after receipt of telephoned notification 24 hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within eight (8) hours after receipt of notification and will proceed progressively to completion without undue delay.

For example, if hours of coverage are 8:00 a.m. to 4:30 p.m., an 8-hour response means, if a call is placed at 3:45 p.m. Monday, August 10, the FSE must start on-site service before 3:15 p.m. Tuesday, August 11, except when outside hours of coverage is authorized by the COR.

B.1.6 SCHEDULED MAINTENANCE:

A. The contractor shall perform annual PM Service in November to ensure that equipment listed in the schedule performs in accordance with B.1.3, Conformance Standards. The contractor shall provide and utilize procedures and checklists, with worksheet originals indicating work performed and actual values obtained (as applicable) and shall provide said documentation to the COR at the completion of the PM.

PM services shall include, but may not be limited to, the following:

1. Cleaning of equipment.

2. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of non-emergent nature.

5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

6. Inspecting, and replacing where indicated, tubing for wear and fraying.

7. Measuring, adjusting and calibrating as necessary.

8. Inspecting, and replacing where indicated, electrical wiring and cables for wear and fraying.

9. Inspecting and replacing where indicated, all mechanical components including, for mechanical integrity, safety, and performance.

10. Apply gummed label, dated & signed, certifying performance and safety to meet MFG'S published specifications as of that date.

11. Returning the equipment to the operating condition defined in B.1.3; Conformance Standards.

12. Providing documentation (worksheet) of services performed on each machine tested.

A. PM Services shall be performed in accordance with, and during the hours defined in, the preventive maintenance schedule established herein. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it’s agreed upon price, unless specifically stated in writing otherwise.

B. The contractor shall furnish documentation, including all measurements and calibration data.

C. The contractor shall furnish all backup documentation to ensure that the system is performing in accordance with B-3, Conformance Standards.

B.1.7 AUTHORIZED SERVICES:

Only services specified within the contract are authorized. Before performing any service or repair of a non-contract nature, the Contracting Officer or his/her designee must be advised of the reason for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. Contractor is cautioned that only the Contracting Officer or his/her designee may authorize additional services or repairs, and reimbursement will not be made unless this prior authorization is obtained.

B.1.8 PARTS:

The contract shall include all parts, software, components, and system(s) device(s) {display monitors, CPU’s, printers, UPS, etc. of the system(s)}. The contractor furnishes all parts; the parts shall be OEM parts to meet up-time requirements (consumables are not covered). The contractor should have ready access to unique and/or high mortality OEM replacement parts. All parts supplied shall be compatible with existing equipment. The contractor shall use new parts. Re-built parts or used parts, those removed from other equipment, shall not be installed without written approval by the COR.

B.1.9 WARRANY:

The contractor shall provide warranty on the integrity of workmanship, labor, parts, service, testing, repair, inspection, and certification. The warranty period shall be for 90 days after the repair, inspection, and/or certification.

B.1.10 SERVICE MANUALS:

The DVAMC shall not provide services manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO or COR upon request.

B.1.11 DOCUMENTATION/REPORTS:

The documentation will include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in B.1.3, Conformance Standards. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail:

A. Name of Contractor.

B. Name of FSE who performed services.

C. Contractor Service ESR Number/Log Number.

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

E. Description of Problem Reported by COR/User.

F. Identification of Equipment to be serviced: INV. ID number, Manufacture's name, Device Name, Model number, Serial number, and any other Manufacturer's identification numbers.

G. Itemized Description of Service Performed, including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action.

H. Total Cost to be billed.

I. Signatures:

1. FSE performing services described.

2. VA Employee who witnessed service described may initial said ESR, but only the COR has the authority to sign the ESR.

J. Equipment downtime.

K. VA Purchase Order Number.

L. Test equipment used shall be listed on service ticket of each device.

M. Provide separate service ticket for each device.

N. List all the test equipment used on the device on each service ticket to meet ISO 9001 standard.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE SERVICE IS COMPLETED!

B.1.12 SPECIAL CONTRACT REUIREMENTS:

CONTRACTOR SUBMITTALS: The Contractor will furnish a copy of its preventive maintenance/certification inspection procedures for each model of device which will be used during the preventive maintenance/calibration inspection services of this contract to the Contracting Officer Representative (COR). These preventive maintenance/certification inspection procedures are required by the Government as a condition of the facility’s Joint Commission accreditation and must be received before any invoice can be certified for payment.

B.1.13 REPORTING REQUIREMENTS:

The contractor shall be required to report to the HTM Staff Engineer or designee. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR (s). The FSE shall be required to log out with the HTM Staff Engineer or designee, and submit the ESR (s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable a signed, authorized, copy of the ESR will be sent to the contractor after the work can be reviewed (if request or noted on the ESR).

B.1.14 PAYMENT:

Invoices will be paid in arrears on a semi-annual basis.

Invoice at the end of March and at the end of September.

Invoices shall be line itemized.

NOTE: Payment of invoices may be delayed if the appropriate documentation/reports are not properly completed and submitted to the HTM Staff Engineer as required.

B.1.15 REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery notify the CO and COR, in writing, of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract.

The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

B.1.16 ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

B.1.17 CONDITION OF EQUIPMENT:

The contractor accepts responsibility for the equipment described in the schedule "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

B.1.18 BIDDER’S QUALIFICATIONS:

The Bidder is required to submit sufficient evidence of adequate equipment, facilities, personnel and necessary experience to establish responsibility and integrity to meet the requirements of this contract. Any bidder, who does not have adequate experience, personnel and/or equipment, in the opinion of the Contracting Officer, will be rejected. To assist in this determination, offeror is required to furnish the following information:

A. Number of years experience performing the type of services indicated within:

B. Number of personnel regularly employed on a full-time basis:

C. Bidders who have not previously provided the same or similar type services at this Medical Center are required to furnish for evaluation purposes, the names, addresses and telephone numbers of three (3) companies for whom exact services have been furnished.

D. Provide certification that contractor has manufacturer updated maintenance software, manuals, and parts.

B.1.19 COMPETENCY OF PERSONNELSERVICING EQUIPMENT:

A. Each respondent shall have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized manufacturer training programs within the last two years, for the equipment identified in the equipment schedule, and annual refresher course. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on equipment listed.

C. The FSEs shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the DVAMC. The CO may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any DVAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the DVAMC equipment.

D. Subcontractor will not be used under this contract.

B.1.20 TEST EQUIPMENT:

Test equipment shall meet ISO 9001 standards.

Prior to commencement of work on this contract, the contractor shall provide the DVAMC with a copy of the current calibration certification of all test equipment which is to be used by the contractor on DVAMC's equipment. This certification shall also be provided on a periodic basis when requested by the DVAMC. Test equipment calibration shall be traceable to a national standard.

B.1.21 IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS:

The Contractor's FSE shall wear visible identification at all times while on the premises of the DVAMC. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the DVAMC Police Service. The DVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the DVAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

B.1.22 Obtaining a VA IDENTIFICATION Badge:

Within the first month of the service contract, the contractor’s service technician(s) to arrange with the HTM Staff Engineer to obtain identification badge. The process requires contractor’s service technician(s) to bring two (2) valid forms of identification, completion of VA Form 0711, fingerprints, photograph, and possible background check. The process of receiving the Identification badge takes 2-4 weeks.

B.1.23 INSURANCE:

A. Worker compensation and employer's liability. Contractors are required to comply with applicable Federal and State Worker Compensation and Occupational Disease Statutes.

B. General Liability. Contractors are required to have Bodily Injury Liability insurance coverage written on the comprehensive form of policy of at least $500,000 per occurrence.

C. Property Damage Liability. Contractors are required to have Property Damage Liability insurance coverage of at least $500,000.

D. Medical Liability. Contractors are required to have Indemnification and Medical Liability insurance coverage of at least $1,000,000.

B.1.24 PERFORMANCE REQUIREMENTS SUMMARY:

A. SUMMARY TABLE:

Factor No.

Performance Indicator

Performance Standard Method – Type of Surveillance

INCENTIVE/

DISINCENTIVE

(Max of 10%) Deduction Amount on each late testing, preventive maintenance and/or certification on the certification billing.

(Max of 10%) Deduction Amount on each late documentation on the certification billing.

B. Performance Requirements Summary Method of Application:

The Contractor is required to perform all the work specified in the performance work statement. If the contractor fails to perform a specific element of the work, payments for the task in question will be subject to reductions as specified. Any amount deducted for deviation from the required performance will be reflected in an amount commensurate with the task.

B.1.25 DISCONTINUANCE OF SERVICE:

The Government reserves the right to terminate service on a particular device(s) meeting replacement criteria upon thirty (30) days written notice to the Contractor.

B.1.26 FAILING TO RESPOND:

Failure to perform any of the services set forth in this contract will be considered for invoking provisions of Default.

Sources Sought Notice