36C25026Q0009 - Sources Sought Notice.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

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

2215 Fuller Rd.

Ann Arbor MI

ADDITIONAL INFORMATION

DESCRIPTION

This Sources Sought/Market Survey Notice is being conducted by LTC Charles S. Kettles VA Medical Center, 2215 Fuller Rd., Ann Arbor, MI 48105 to identify all sources that are capable of providing Leica Equipment Preventative Maintenance and Services for the period of November 01, 2025 – October 31, 2026, at the discretion of the Government in strict accordance with all schedules, specifications, terms, conditions and provisions of any resulting contract.

The Contractor shall provide all parts, materials, labor, supervision, test equipment, technical manuals and transportation necessary to perform preventive maintenance and unlimited emergency repairs on the Government owned Leica Microsystems for pathology and the Leica Aperio ScanScope CS2 (software updates only) equipment detailed in Attachment A, located in Pathology & Laboratory Medicine at the VA Medical Center, 2215 Fuller Road, Ann Arbor, MI 48105 and Green Road Clinic, for the period of November 1, 2025 through October 31, 2026, with base plus one option years, in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. These requirements will persist in the future and option year are requested.

IV. PREVENTIVE MAINTENANCE:

Histology/Advanced Staining:

A. The Contractor shall perform annual preventive maintenance procedures during the contract year as arranged with the Contracting Officer Representative. Preventive maintenance procedures shall be in accordance with the published preventive maintenance manuals for the equipment listed in the schedule. The Contractor shall utilize the Original Equipment Manufacturer's established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the Contracting Officer Representative). A Field Service Report shall be supplied to the Contracting Officer Representative at the completion of each preventive maintenance procedure. Preventive maintenance procedures shall include, but is not limited to, the following:

1. Cleaning of equipment (not housekeeping).

2. Completing Original Equipment Manufacturer field service updates for operational and reliability engineering change notices.

3. Calibrating and lubricating the equipment.

4. Performing remedial maintenance of non-emergent nature.

5. Testing and replacing faulty and worn parts.

6. Inspecting/replacing electrical wiring and cables for wear and fraying.

7. Inspecting all mechanical components including, but not limited to; cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, and motors for mechanical integrity, safety, and performance to Original Equipment Manufacturer specifications.

8. Returning the equipment to operating condition defined in Original Equipment Manufacturer specifications.

9. Replacing any Original Equipment Manufacturer labels, decals, or warning tags that are not legible.

10. Providing documentation of services performed.

B. The Contractor shall notify the Contracting Officer of the existence or development of any defects in, or repairs to the equipment covered under this contract which the Contractor considers he/she is not responsible for under the terms of the contract (such as operator misuse).

C. All exceptions to the Preventive Maintenance Inspection schedule shall be arranged and approved in advance with the Contracting Officer.

Scan Scope Imaging:

This particular coverage for the Scan Scope does not include preventative maintenance, only software support.

V. EMERGENCY REPAIR SERVICE:

Histology/Advanced Staining:

A. Service shall consist of maintaining the equipment in accordance with the Conformance Standards Section (Section II). Repair service shall consist of replacing parts, calibration, cleaning, oiling, adjusting and maintaining the equipment except those services necessitated by accident, fire or abuse.

B. The Contracting Officer and Contracting Officer Representative have the authority to approve/request a service call from the Contractor.

C. Response Time: The Contractor's Technical Assistance Center will make a best effort to respond with a phone call to the Contracting Officer Representative within two (2) hour after receipt of notification in an effort to correct the problem by phone. If the problem can not be corrected by phone, the Field Service Engineer shall commence work (on-site physical response) within forty hours (40) hours (based on a standard 8 hour workday) after receipt of notification and shall proceed progressively to completion without undue delay.

Scan Scope Imaging:

This particular coverage for the Scan Scope does not include emergency corrective maintenance, only software support.

VI. PARTS:

Histology/Advanced Staining:

The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section (Section II). The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request.

Consumable items and accessories are excluded.

Scan Scope Imaging:

This particular coverage for the Scan Scope does not include parts, only software support.

VII. DOCUMENTATION/REPORTS:

The Contractor shall submit a legible field service report, which shall include detailed descriptions of the preventive maintenance inspection or emergency repair services performed, including replaced parts and estimated prices required for the service call. NOTE: Any additional charges to be claimed must have been approved by the Contracting Officer Representative before service was performed.

VIII. REPORTING REQUIREMENTS:

The Contractor shall be required to report to Biomedical Engineering Section, Rm. BB30, to obtain a contractor badge and to log in and out during normal business hours (8am – 4:30pm). On weekends, holidays, or outside of normal business hours, contractor shall obtain the contractor badge and log in and out with the VA Police, Rm. BB78. This check in and out is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report which will be submitted at the time of logging out.

IX. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup.

B. "Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives must have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers must have a minimum of one (1) year of experience providing preventive maintenance and emergency repair services on the same make and model of equipment covered under this contract.

C. Upon request, the contractor shall provide written assurance of the competency of their personnel by detailing a list of Field Service Representatives along with applicable training and years of service experience on the specific devices covered in this agreement.

TEST EQUIPMENT:

Histology/Advanced Staining:

Upon request of the Contracting Officer Representative or the Contracting Officer, the Contractor shall provide copy of the current Calibration Certification of all test equipment which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards.

Scan Scope Imaging:

This particular coverage for the Scan Scope does not require testing equipment, only software support.

If this is a service your business can provide, respond to this Sources Sought by Monday, August 06, 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.)

Sources Sought Notice