36C25026Q0007 - Sources Sought Notice.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Varian Aria/Eclipse Truebeam Maintenance John D. Dingell VA Medical Center (Detroit, MI)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 48105

SOLICITATION NUMBER* 36C25026Q0007

RESPONSE DATE/TIME/ZONE 08-05-2025 15:00 EASTERN TIME, NEW YORK, USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Ann Arbor Healthcare System Network Contracting Office 10 2215 Fuller Road Ann Arbor MI 48105

POINT OF CONTACT*

Contracting Officer Alexis S. Alexander Alexis.Alexander1@va.gov 734-222-7169

PLACE OF PERFORMANCE

ADDRESS John D. Dingell VA Medical Center

4646 John R. St.

Detroit MI

POSTAL CODE 48201

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/detroit-health-care/locations/john-d-ding

URL DESCRIPTION John D. Dingell VA Medical Center AGENCY CONTACT’S EMAIL ADDRESS Alexis.Alexander1@va.gov EMAIL DESCRIPTION Alexis S. Alexander

DESCRIPTION

This Sources Sought/Market Survey Notice is being conducted by John D. Dingell VA Medical Center, 4646 John R. St., Detroit, MI 48201 to identify all sources that are capable of providing Varian Aria/Eclipse Truebeam Services for the period of February 19, 2026 – February 18, 2027, at the discretion of the Government in strict accordance with all schedules, specifications, terms, conditions and provisions of any resulting contract.

SCOPE OF WORK:

The Contractor shall provide all parts, labor, application and technical phone support necessary to perform service and emergency repair on the Truebeam Linear accelerator SN: 193947 and 1911582, the Eclipse calculation workstations and the Aria workstations (HIT3652), and RGSC (HGSA0CU). The equipment is located at the John D. Dingell VA Medical Center (VAMC) 4646 John R Street Detroit, MI 48201, and is in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The equipment shall be maintained for operation and performance. The contractor shall be required to perform a wellness check of the current products before the service plan begins. The contractor shall provide all parts, labor, and materials needed because of this wellness check

PERFORMANCE REQUIREMENTS:

a. The Contractor shall have all necessary supplies/parts, manuals and schematic drawings necessary to perform scheduled preventive maintenance service, emergency repair work and performance evaluation on the listed medical instrumentation.

b. Contract shall include all normal spare parts, supplies necessary for repair and maintenance. Contractor shall have access and readily available manufacturer's replacement parts.

c. Equipment placed under this service contract shall be in good operating condition.

d. Preventive maintenance shall be done during normal working hours, Monday through Friday from 8:00 a.m. to 9:00 p.m., excluding federal holidays, unless arranged with Biomed or Radiation Oncology.

e. Scheduled preventive maintenance cycles shall be completed within one working day; extensions beyond one working day require the approval of the Unit Supervisor and Chief, Biomedical Engineering department.

f. Preventive maintenance schedule shall be according to OEM specifications. This schedule shall be provided before the contract begins.

g. Unlimited emergency repair service shall be available on site, when necessary, Monday-Friday with a response time for emergencies within four (4) hours after the initial call placed by the COR or a delegate.

h. The Contractor's service personnel shall respond within one (1) hour to telephone request or emergency service to determine the scope of the problem and make recommendations including scheduling for on-site repairs, should it be determined that on-site repairs are required. The Contractor shall arrive the same working day to start repairs when the initial call is made before noon. If the Contractor is initially contacted after 12 noon, then the Contractor shall make every effort to arrive during the same day, or no later than start of the next working day.

i. Contractor shall supply remote diagnostic capability via telephone media.

This service shall provide the ability to remotely diagnose current or potential equipment repairs, provide software workarounds, and assistance to the technologists operating the equipment.

j. For each instrument system identified herein, the Contractor shall perform at a minimum those services as determined necessary by Biomedical Engineering and service supervisor. The using service specification on the listed medical instrument is based on:

• The equipment manufacturers recommended service and preventive maintenance procedures and schedules.

• The medical utilization of the instrument.

k. Performance verification shall be required after every preventive maintenance and emergency repair event. This verification procedure may include performance testing for accuracy and precision of the instrument. If any procedures were performed that would in any way affect the calibration status of the instrument, the results of performance testing shall conform to established performance criteria for the instrument.

l. Each maintenance or emergency repair event shall include inspection for internal and/or external causes of medical and electronic problems, including:

• Wear, misalignment, maladjustment, damage or other malfunctions with respect to the manufacturer specifications.

• Inspection for electrical safety and fire hazards.

• Cleaning and lubrication of equipment as required.

• Repair or replacement of all defective components necessary to conform to instrument specifications.

• Calibration or standardization of instruments required.

• Testing for proper operation of entire system and subsections.

• Document proper function and performance of instrument.

m. Contractor shall have necessary equipment, parts and supplies on site within eight (8) hours after initial emergency service call is placed. For scheduled maintenance service, the Contractor shall have all necessary equipment, parts and supplies on site at the start of the service call.

n. Any operating supplies necessary to perform service or repairs shall be provided by the Contractor at no cost to the Government. Should the Contractor need to use Government materials to effect emergency repairs, these materials shall be recorded to the field service report and replaced without cost within thirty

(30) days from completion of the service call.

o. Only new standard parts or reconditioned parts shall be furnished by the Contractor in effecting repairs. Parts supplied by the Contractor shall be installed by the Contractor.

p. Parts that must be replaced for maintenance objectives and emergency repairs shall carry standard commercial warranties of sixty (60) days, if FSE installs. Likewise, the repair work itself shall carry at least sixty (60) day's warranty, if FSE does the work.

q. All parts replaced within plan type coverage shall be identified by part number as shown on the schematics/parts list. Actual cost of parts shall be placed on service report but shall be billed as a no charge item on Contractor's invoice. All parts replaced, shall be new/exchange replacement parts, as suggested by the original manufacturer.

r. If performance does not conform to the contract specification, the Government will require the Contractor to perform the service again in order to conform to contract specifications, at no increase in the contract cost. When the defects in service cannot be corrected by re-performance, the Government may:

• Require the Contractor to call in a certified technical expert on the listed instrument.

• Specifically require the Contractor to call in a senior technical engineer from the manufacturer.

s. Repeated malfunctions of any systems component or subsection for more than five times within one month shall not be tolerated. The Contractor is responsible for repairing all faulty equipment and identifying the nature and cause if repeated failures. The Contractor in this situation shall either:

• Make repairs such that the identified problems are corrected to the extent that repeated failures are eliminated.

• Prove that the equipment is not faulty and that an external cause for the problem exists with recommendations for resolution.

If this is a service your business can provide, respond to this Sources Sought by Tuesday, August 05, 2025; 3:00 P.M. Eastern time. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) SAM UEI and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc. (6) Applicable GSA/FSS Contract Number (if applies). All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above noted service.

E-mail responses to: Alexis Alexander, at Alexis.Alexander1@va.gov. (Note: This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.)