Special Notice

*= Required Field Special Notice

SUBJECT* Olympus Endoscopy Monitor Installation for the John D. Dingell VA Medical Center in Detroit, MI

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 48105-2303

SOLICITATION NUMBER* 36C25026Q0845

RESPONSE DATE/TIME/ZONE 08-11-2026 15:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 99 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* Q505

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 10

LTC. Charles S. Kettles VAMC

2215 Fuller Road

Ann Arbor MI 48105-2303

POINT OF CONTACT*

Contract Specialist

Cierra S. Joshua

Cierra.Joshua@va.gov

734-222-7154

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/detroit-health-care/

URL DESCRIPTION John D. Dingell Department of VA Medical Center

AGENCY CONTACT’S EMAIL ADDRESS Cierra.Joshua@va.gov

EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

Olympus Endoscopy Monitor Installation Services for the John D. Dingell Department of

Veterans Affairs Medical Center, Detroit, MI

This advertisement is not a solicitation for offers, nor is it a request for quotes.

The Department of Veterans Affairs (VA), John D. Dingell Veterans Affairs Medical Center

(VAMC), intends to award a firm fixed price contract for Olympus Endoscopy Monitor

Installation Services in support of the John D. Dingell Department of Veterans Affairs Medical

Center located at 4646 John R Street Detroit, MI 48201. The proposed NAICS Code is 811210, Electronic and Precision Equipment Repair and Maintenance ($34 Million Size Standard).

The Government intends, in accordance with FAR 6.302-1) (only one responsible source), to negotiate on a sole source basis with Olympus America Inc., 3500 Corporate PKWY Center

Valley, Pennsylvania 18034 for this requirement due to the current warranty requirements on covered equipment restricting third party installation.

A determination not to compete is solely within the discretion of the Government. Any response to this notice must show clear and convincing evidence that competition would be advantageous to the Government. Responses must be received NLT 1500 EST on 8/11/2026. E-mail responses will only be accepted. All responses must be e-mailed to Cierra.Joshua@va.gov.

Period of Performance: 4 days from date of Award

Responses must include: (1) Business Name, GSA contract number (if applicable) and Address;

(2) Point of Contact Name, Phone Number, and E-mail Address; (3) SAM UEID Number and NAICS code; (4) Business Size: are you SMALL or LARGE; and (5) Type of Business SERVICE- DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUB Zone, WOMEN-OWNED etc. 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. (6) Technical Capabilities that align with SOW and provide applicable certifications. (6) Official authorized vendor letter to perform maintenance on Olympus proprietary products

Prospective offerors shall respond to this Sources Sought no later than 3:00pm (Eastern), Tuesday, August 11, 2026. Send all replies to Cierra S. Joshua at Cierra.Joshua@va.gov. All responses shall include 36C25026Q0845 in the subject or body of the email.

Please review the attached Performance Work Statement (PWS).

PERFORMANCE WORK STATEMENT

ENDOSCOPY CABLING/MONITOR INSTALLATION

Section 1: General Information

1.1 General: This is a non-personal one-time service contract to perform the installation of upgraded cable and endoscope monitors for the John D. Dingell VA Medical Center (JDDVAMC)

Detroit, Michigan. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the

Government.

The JDDVAMC will provide the four (4) Olympus CV-1500 Video System monitors that are to be mounted in each of the Endoscopy suites within the Gastroenterology Section located in the main building.

Cabling and monitor installation include the appropriate hospital-grade construction barriers, any necessary modifications to walls, drop ceiling, access points, and the subsequent repair of such modifications. The Contractor will provide all necessary machines, tools, products, and replacement parts to complete the installation excepting the monitors provided by JDDVAMC.

1.2 Period of Performance: September 01-04, 2026 (tentative)

1.3 Place of Performance: John D. Dingell VA Medical Center Main Building, Rooms C3810, C3811, C3815, C3816

1.4 Hours of Operation: The one-time installation service as described herein will be required 8 hours each day, for a total of 4 consecutive days, between the hours of 0800 and 1630

Eastern Standard Time.

1.5 Work Schedule: Prior to commencing performance under this contract, the Contractor shall provide a proposed work schedule to the COR describing how the refit will be accomplished. All work shall be coordinated with the COR or designated representative to avoid disruptions or conflicts between the Government functions and the provision of service under this contract.

1.6 Main Hospital, Building 100, 3rd floor, yellow tower, rooms C3810, C3811, C3815, C3816.

1.7 Type of Contract: The Government will award a Firm Fixed Price (FFP) contract.

1.8 Contract Changes: Additional equipment, supplies, or time required by unforeseen changes or complications with the project must be documented by a written contract modification. If the Contractor receives a request from VA personnel directing or requesting work that the contractor believes is not within the terms of the PWS or the contract, then the Contractor must notify the Contracting Officer’s

Representative (COR) and the Contracting Officer of the request. The only person that has the authority to modify the terms of the contract or request work for which compensation will be provided is a Contracting Officer.

1.9 Invoicing: All invoices from the Contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to the website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.

Section 2: Definitions & Acronyms

2.1 Definitions:

Contractor. A supplier or vendor awarded a contract to provide specific supplies or service to the

Government. The term used in this contract refers to the prime.

Contracting Officer (CO). A person with the authority to enter into, administers, and/or terminates contracts and makes related findings. The Contracting Officer is the only individual who has the authority to contractually bind the Government.

Contracting Officer’s Representative (COR). The person has been designated as the authorized representative of the Contracting Officer acting within the limits of his/her authority. This individual shall not be authorized to award, agree to, or sign any contract or modification thereto, or in any way to obligate the payment of money by the Government. The COR advises the

Contracting Officer on matters relating to this contract, verifies completion of the work, certifies invoices related to completed work, and ensures compliance with all provisions of the contract.

Corrective Action. Action taken by the Contractor to correct a deficiency and identify the cause(s) of the deficiency.

Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

2.2 Acronyms:

CBI Compliance and Business Integrity

COR Contracting Officer’s Representative

EPA Environmental Protection Agency

FFP Firm-Fixed Price

ID Identification

IT Information Technology

OSHA Occupational Safety and Health Agency

PWS Performance Work Statement

QASP Quality Assurance Surveillance Plan

VA Veterans Affairs

Section 3: Government Furnished Property, Equipment, and Services

3.1 Government Furnished Equipment and Supplies:

1. The Government will provide the four (4) Olympus CV-1500 Video System monitors to be installed and mounted by the Contractor.

http://www.tungsten-network.com/US/en/veterans-affairs/ http://www.fsc.va.gov/einvoice.asp

3.2 Contractor Use of VAMC Equipment and Supplies:

1. The Contractor personnel will only use the provided monitors at the point of the installation and mounting process.

Section 4: Contractor Furnished Items and Services

4.1 Tools and Equipment:

1. The Contractor shall provide all tools, equipment, and specialized products necessary to satisfy the contract in accordance with all applicable laws and regulations. The Contractor shall ensure all work meets performance standards specified in this Performance Work Statement (PWS) and referenced documents.

2. The Contractor shall also provide the necessary cables, fittings, and hardware necessary to satisfy this PWS. The cost of these materials shall be included in the FFP quote provided by the

Contractor.

4.2 Services:

1. The Contractor shall provide all personnel necessary to assure that all services are in accordance with the contract and all applicable laws and regulations. The Contractor shall ensure all work meets performance standards specified in this PWS and referenced documents.

Section 5: Specific Tasks

5.1 Assessment and Preparation:

1. Contractor personnel shall clear adequate workspace such that risk of damaging endoscopy equipment, surfaces, and fixtures is minimized. This may include removing equipment from the space, floor coverings, and draping of installed equipment.

2. Contractor personnel shall isolate the workspace from adjacent patient treatment areas using the appropriate restricted access barrier as prescribed by applicable national, local, and facility standards.

3. Estimated duration: 2 hours.

5.2 3G Cable Removal and Disposal:

1. Contractor personnel shall locate, uninstall, and remove existing 3G optic cable from the endoscopy suite.

2. Contractor personnel shall be permitted to remove drop ceiling tiles in order to gain access to the existing 3G optic cables.

3. Contractor personnel shall not be permitted to demolish or physically modify walls, floors, or permanently installed medical equipment unless authorized in advance by the Contracting

Officer.

4. Estimated duration: 2 hours.

5.3 12G Cable and Endoscopy Monitor Installation:

1. Contractor personnel shall install new 12G cable in the same space from which the 3G cable was removed.

2. Contractor personnel shall not be permitted to demolish or physically modify walls, floors, or permanently installed medical equipment unless authorized in advance by the Contracting

Officer. Exception: Mounting hardware used to support the attachment of the monitor boom to the wall.

3. Estimated duration: 3 hours.

5.4 Testing and Site Cleanup:

1. Contractor personnel shall perform the appropriate electrical and functionality tests to ensure proper installation of components.

2. Contractor personnel shall replace all drop ceiling tiles, remove all dust and debris, and disassemble protective measures and restricted access barrier.

3. Estimated duration: 1 hour.

*Estimated Total Duration: 8 hours.

*Contractor personnel shall repeat this order of events each day, for four (4) days, in one (1) suite per day.

5.5 Contractor Personnel:

1. The Contractor or representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problem areas.

After normal duty hours, the Contractor or representative shall be available within 3 hours.

2. The Contractor’s employees shall be fluent in English and shall be able to read, write, speak, understand, and communicate effectively in English.

3. Prior to beginning performance under this contract, the Contractor shall provide the following:

a. List of employees who will provide services under this contract

b. List of shift supervisors

4. The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel.

5. The Contractor shall not consume food, snacks, drinks, or tobacco products except during specified break periods in appropriate designated break areas only.

6. The Contractor is responsible for compliance with all appropriate Joint Commission record keeping requirements.

7. The Contractor shall also be responsible for adhering to all requirements under the Privacy Act due to the possibility that confidential medical record information may be accessible and/or visible to the Contractor employees during performance of their duties. The Contractor shall obtain a signed “Confidentiality Certificate: from each employee prior to allowing them to start work under this contract. The Contractor shall keep a copy of confidentiality certificate on site for inspection purposes.

8. The Contractor is not required to have physical examination prior to work on this contract;

however, the Contractor is expected to be in good physical health and able to work in patient care areas without risk to the patients. The Contractor shall not be assigned to this contract if not in good physical health or pose a risk to patients. The Contractor who acquires a communicable illness shall not perform service under the contract and shall be free of illness before returning to work.

5.3 Building Security:

1. The Contractor shall schedule the project to be completed during the regular operating hours of the Endoscopy Section (0700-1800). As such, Contractor personnel will not require keys to be issued for after-hours access.

5.4 Safety:

1. The Contractor shall display warning signs that have been approved by the COR in all areas where construction operations may cause traffic obstruction or personnel hazard.

2. The Contractor must comply with National Fire Protection Association 101 Life Safety Code of

2015.

5.5 Contractor’s Attire and Identification:

1. Contractor personnel shall wear a standard construction type uniform which is easily recognizable and clearly distinguishes them as the “Contractor.” Standard construction type uniform is defined as a brightly colored or reflective shirt or vest with the Contractor’s name or logo obviously displayed, and appropriate work pants of denim or other durable material. Contractor personnel shall wear appropriate protective footwear in accordance with applicable Occupational Safety and

Health Administration (OSHA) standards.

2. Contractor personnel shall wear on the front of the uniform, clearly readable name identification

(ID) logo identifying the Contractor’s and employee’s names. The Government will issue ID cards to the Contractor after background checks have been completed. The Contractor shall obtain “Visitors’ Badges” during the interim period via VA Police or Human Resource

Department.

3. Contractor personnel’s attire and presentation shall be appropriate per industry standard.

5.6 Fire Prevention and Emergency Procedures:

1. The Contractor shall take such safety precautions as necessary to protect the lives and health of occupants of the buildings.

2. Any hazardous incidents created by the Contractor shall be corrected immediately.

3. The Contractor shall comply with applicable Federal, State, Local and facility safety and fire regulations and codes which are in effect at the beginning of the contract period. The Contractor shall keep abreast of and comply with changes in these regulations and codes applicable to the contract.

4. The Contractor shall follow applicable facility policies concerning fire and/or disaster events.

5. The Contractor shall display warning/caution signage provided by the VA in all areas where operations may cause traffic obstruction or personnel hazard.

5.7 Interference to Normal Function:

1. The Contractor shall delay or interrupt their work at any time to avoid interference with patient care procedures and the normal function of the facility, including utility services, fire protection systems, and passage of facility patients, personnel, equipment, and carts.

5.7 Damage and Equipment Loss:

1. The Contractor shall report damages or disfigurement of Government-owned furnishings, fixtures, equipment, and architectural or building structures to the COR immediately. The

Contractor shall provide a written report of any damage or disfigurement to items to the COR or designated representative within 24 hours. The Government will not be responsible for the

Contractor’s equipment or belongings that are lost, stolen, or damaged.

2. Contractor personnel shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation.

3. The Contractor shall use reasonable care or be liable for the cost of repairs and/or replacement of damages to Government-owned equipment, fixtures, furnishings, grounds, and architectural or building structures.

Section 6: Quality Assurance Surveillance Plan

To evaluate Contractor performance and ensure quality of work provided by the Contractor, the

COR will conduct daily inspections to assess project progress under the terms of the contract. The inspection will be conducted at the end of each day to verify the work is in congruence with the schedule detailed within the contract.