36C25526Q0340_1 - Sources Sought.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Skyplate detector replacement | STL VAMC Jefferson Barracks

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

SOLICITATION NUMBER* 36C25526Q0340

RESPONSE DATE/TIME/ZONE 04-23-2026 1100 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SBA

PRODUCT SERVICE CODE* 6515

NAICS CODE* 339113

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15

3450 S 4th Street Trafficway

Leavenworth KS 66048

POINT OF CONTACT*

Contract Specialist

Ron Castle ronald.castle@va.gov

(913) 946-1107

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

VA St. Louis Healthcare System

Jefferson Barracks

1 Jefferson Barracks Dr.

St. Louis MO

POSTAL CODE 63125

DESCRIPTION

Skyplate Detector Replacement

THIS IS A REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposals abstracts, or quotations. The purpose of this RFI/Sources Sought Notice is for market research purposes only, to obtain information in regards availability of specified products, services, or a combination of both products and services, and to identify potential sources capable of providing products or performing services in accordance with the requirements below. Responses to this notice will be used by the Government to make appropriate acquisition decisions.

DISCLAIMER: This RFI/Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI/Sources Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI.

If a solicitation is issued it shall be announced at a later date and all interested parties must respond to that solicitation announcement separately from the response to this RFI/Sources sought notice. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.

Submission of price, delivery, other market information, or capabilities for planning purposes are authorized. However, responses to these notices are not offers and cannot be accepted by the Government to form a binding contract IAW FAR 15.201(e).

RESPONSES TO THIS NOTICE:

Responses to this notice must be submitted to Ronald Castle via email at ronald.castle@va.gov.

Telephone responses shall not be accepted.

Responses must be received no later than April 23rd, 2026, at 11:00am CST.

BASED ON THE BELOW REQUIREMENT PLEASE PROVIDE RESPONSES TO THE

FOLLOWING:

A. RESPONSES FOR ALL REQUIREMENT TYPES:

mailto:ronald.castle@va.gov

SOURCES SOUGHT NOTICE

REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT

1. Company Name:

2. Company Address:

3. SAMS UEI:

4. Company POC:

5. Phone Number:

6. EMAIL:

7. Is your company considered a small business IAW the NAICS identified in this RFI/Sources Sought Notice? If so, please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?

NAICS: 339113 NAICS SIZE STANDARD: 800 Employees

8. If your company is considered a large business, does your company have any authorized small business distributors/suppliers, service providers, and/or does your company sub-contract to small business concerns?

a. If so, please provide the company name, company POC, and small business status (if available):

9. Does your company have the required staffing, equipment, licenses, certification, and/or authorization letters to provide the products and/or services for this sources sought?

10. Is your company an authorized distributor/supplier and/or service provider (or equivalent) of the products and/or services identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

11. Does your company currently hold a Federal Supply Schedule (FSS) contract with GSA, the VA National Acquisition Center (NAC), or NASA SEWP; or does your company hold a contract with the VA Strategic Acquisition Center (SAC); or have any other federal contract that can be utilized to procure the products and/or services identified in this sources sought?

a. If so, please provide the name of the agency, contract number, contract start date, and contract end date.

b. Are the products and/or services identified in this sources sought available on the contract/agreement schedule? Please explain if all or part of the deliverables of this sources sought are available by the contract/agreement schedule.

12. Please submit a capabilities statement that provides clear, compelling, and convincing evidence that your company can meet the requirements outlined in this sources sought.

13. COMMENTS: Please provide recommendations that may be pertinent to the improvement of the Statement of Requirements and potential solicitation.

B. RESPONSES FOR PRODUCTS (I.E. SUPPLIES AND EQUIPMENT)

1. Is your company the manufacturer of the product(s) identified in this sources sought?

IF NOT:

a. Is the manufacturer of the products identified in this sources sought considered to be a small business concern IAW the NAICS Size standard for this sources sought.

b. Is your company primarily engaged in retail or wholesale trade for the products identified in this sources sought?

c. Is your company an authorized distributor/supplier (or equivalent) of the products identified in this sources sought? NOTE: Please provide authorization letters and/or agreements from manufacturer.

d. Non-Manufacturer rule compliance: If Applicable, please confirm that your company complies with the Non-Manufacturer rule in that:

1. The products your company provides are manufactured by a small business.

2. The total number of employees at your company does not exceed 500.

3. Your company is primarily engaged in the retail or wholesale of the products identified in this sources sought.

4. Your company takes ownership/possession of the products in a manner consistent with industry standards.

2. Does your company offer comparable products other than the brand identified in this sources sought?

IF SO:

a. Do the products your company provide meet or exceed the salient characteristics of the brand identified in this sources sought in terms of functions to be performed;

performance requirements; and/or essential physical characteristics?

b. Please provide a factual comparison of your company’s alternate products and explain how those products can provide equal or better value to the Government when compared to the brand identified in this sources sought.

3. Are the products your company provides in response to this sources sought considered Commercial Off the Shelf (COTS) items IAW FAR 2.101 “Commercial Items”?

4. What is the delivery/lead time of the products your company provides?

5. Are there scaled delivery/lead times with greater quantities? Please elaborate.

6. What is the current life cycle of the products your company provides?

7. Are there any maintenance requirements/recommendations associated with the products your company provides in response to the sources sought? If so, please provide the recommended/required maintenance frequencies/schedule and estimated cost annual cost.

8. Does your company alter, modify, or change the products identified in this sources sought? If so, please identify how the products are altered, modified, or changed.

9. Are the products your company provides in response to this sources sought manufactured in the United States of America (USA) IAW FAR Part 25, FAR Clause 52.225.1, and FAR Provision 52.225-2?

If Not:

a. Please provide the name of the country where the products are manufactured.

b. Is the country where the product(s) are manufactured subject to any trade agreements with the United States of America IAW FAR Part 25?

SOURCES SOUGHT DISCRIPTION:

The Department of Veteran Affairs, Network Contracting Office 15 (NCO 15) is seeking sources that can provide dental furniture in accordance with (IAW) the below requirement and North American Industry Classification System (NAICS) code 339113 with a size standard of 800 employees.

REQUIREMENT:

STATEMENT OF WORK: Replacement of Skyplate Detector

I. General Information

(a) Service Agreement: The St. Louis VA Medical Center is requesting to establish a repair/replacement and installation contract for repair on the Philips Digital Diagnostic system. The facility is located at:

VA St. Louis Healthcare System Jefferson Barracks Division 1 Jefferson Barracks Drive St. Louis, MO 63125

(b) Scope of Work: The Contractor shall supply all labor, travel, materials, equipment, tools, supervision, and all incidentals required to complete on-site full-service corrective maintenance (repair) of the equipment identified in Section II, in accordance with

Manufacturer’s recommendations, Joint Commission standards, design specifications, and the specifications, terms, and conditions of this contract.

(c) Background: The Philips Digital Diagnost system is used to provide x-ray capabilities to Veterans in long term in-patient care at Jefferson Barracks. This procurement is to establish a service contract required to corrective maintenance service of the Skyplate detector, which is essential for the functionality of the Digital Diagnostic system. This contract is issued to ensure the continuous reliability of the equipment identified in the statement of work. The reliable and accurate operation of the equipment at all times, is considered critical to the health of patients.

(d) Performance Period: The Contractor shall begin the work required under this SOW commencing with the effective date of award, unless otherwise directed by the CO, and shall provide continuous service until the date of contract expiration. The contract would be for 1 year starting May 30, 2026 through May 9, 2027.

(e) Type of Contract: Firm-fixed-price

II. Equipment to be Serviced

The following equipment needs a replacement Skyplate detector to be installed and inspected for functionality before returning to service.

EE# Manufacturer Model Location 201320 Philips

Digital Diagnostic Jefferson Barracks

III. Services to be Provided

The contractor shall provide corrective maintenance on the equipment outlined above in Section II.

(a) Summary of Services

a. Replacement of the Skyplate detector

b. Installation of new Skyplate detector

c. Inspecting Digital Diagnostic system for functionality

d. Providing a service report of completed work

(b) Corrective Maintenance

a. The Contractor, COR, and Biomedical Engineering staff shall maintain the equipment in accordance with Section B.4 (g) Conformance Standards. Contractor shall provide unlimited telephone technical support and all required parts.

b. Only the CO, COR, or designated alternate has the authority to approve/request a corrective maintenance service call to the Contractor. CO or COR authorization for any work must be received prior to performance of work or payment will not be authorized.

c. Corrective maintenance service calls are unlimited and incur no charge for other than normal working hours.

d. Technicians responding for emergency corrective maintenance service must report to the COR, Biomed Supervisor, or designee (after hours). Upon completion of service/repair, the technician shall again report to that person.

(c) Parts

The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment and adhere to the Buy American Act. The contract shall include all parts except -if applicable - those parts specifically listed as being EXCLUDED. The Contractor shall use only new Original Equipment Manufacturer (OEM) or OEM-approved parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. Parts removed from another system, rebuilt and/or used, shall not be installed without specific approval by the COR. All defective parts replaced become the property of the Contractor, unless otherwise specified by the COR or Alt COR.

Consumables are excluded.

(d) Service Manuals/Tools/Equipment

a. The VA shall not provide tools, test equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its Field Service Engineer (FSE) 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 manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

b. The Contractor shall provide the COR and the Biomedical Engineering Shop Supervisor copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair.

c. Copies of the latest version(s) of all documentation and licensing agreements, which shall include operation, service, and diagnostic software. The COR shall have access to the same operation, service, diagnostic software, and documentation as the OEM's FSE. Contractor shall provide to the COR OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. shall be provided within 30 days of award in either hard copy or electronic format. Any future service bulletins generated during the contract period shall be provided to the COR within 30 days of receipt in either hard copy or electronic format.

(e) Services Not Covered by Contract

CO is the only individual with the authorization to approve any work outside the scope of this contract. The Contractor shall provide a quote for any work that is outside the scope of the contract and the CO will evaluate the price and if applicable, the CO will negotiate with the Contractor. If the CO and the Contractor agree on pricing and it is approved to add the new scope to the contract there will be a subsequent modification awarded to add the new scope.

(f) Removal of Equipment

Approval from the COR must be obtained before removing any equipment from the VA Medical Facility. No transportation charges will be allowed for either the repair person or equipment to or from the Contractors facility. The Contractor will be responsible for all damage or loss of equipment. A loaner of the same type and functionality of the equipment removed, if required, shall be furnished, installed, and made fully operational by the contractor without additional cost.

IV. Competency of Contractor Personnel

a. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall have an established business, with an office and established/hired full-time staff. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs.

b. “Fully Qualified" is based upon training and experience in the field. For training, the FSE(s) must have successfully completed a formal OEM Certified (or equivalent) training program for all equipment to be maintained and all equipment to be utilized in the performance of the contract. The preferred experience of the FSE(s) is a minimum of two years in the installation, calibration, maintenance, and repair of the specific equipment identified in Section II.

c. If subcontractor(s) are used, they must meet the same competency standards as

Contractor personnel and be preapproved by the CO. The Contractor shall submit any proposed change in subcontractor(s) to the CO for approval or disapproval.

d. The CO and/or the COR or Alt COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on equipment.

V. Condition of Equipment

All equipment is currently fully operational per required standards as set forth by the manufacturer. A list of standards may be provided upon request during solicitation.

VI. Conformance Standards

Contractor shall ensure that the equipment functions in conformance with the standards established by the manufacturer and Accrediting Organizations such as FDA, TJC, and VHA.

These standards may be provided on request during solicitation.

VII. Hours of Coverage

a. The Contractor will provide all non-emergent services within normal VA STL business hours (7:00 AM to 4:00 PM (CST) M-F).

b. All services shall be performed during these normal hours of coverage unless one of the following conditions exists:

i. The Contractor wishes to furnish services at a time that is outside of the normal hours of coverage, at no additional cost to the Government, the Contractor submits a request to the COR prior to the proposed start of the work, and the request is approved in writing by the COR before work has begun. Work performed outside the normal hours of coverage at the request of FSE/contractor shall be considered service performed during normal hours of coverage.

ii. Work performed outside the normal hours of coverage must be pre-approved by the CO, COR, or Alt COR. The Contractor will provide a written estimate of the charges prior to approval of the work.

c. The Contractor shall provide coverage 24 hours/day, 7 days/week and all holidays.

d. There will be no additional charge for time spent waiting at the site during or after the normal hours of coverage for delivery of parts.

e. Hardware/software update/upgrade installations shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

VIII. Federal Holidays Observed by the VA Medical Center

New Year’s Day, Martin Luther King, Jr. Day, President’s Day (Washington’s birthday), Memorial Day , Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day specifically designated by the President of the United States.

IX. Documentation/Reports

No later than seven (7) business days after the conclusion of any maintenance or repair the Contractor will provide to the COR or Alt COR a signed detailed service/inspection report listing all devices, all repairs for each device, parts used to maintain or repair the devices, and operating efficiency of the devices. The service/inspection report shall contain, at a minimum, the following information:

(a) Date and time of the technician’s arrival on station.

(b) Type, model, and serial number(s) of all equipment on which maintenance was performed.

(c) Total time spent performing maintenance (exclusive of any travel time).

(d) Detailed narrative description of work performed.

(e) Complete list of parts replaced.

(f) Comments as to the cause of the malfunction when applicable

(g) Date and time the repair/preventive maintenance was completed.

X. Security Requirements

Upon arrival at the VA Medical Center, all Contractor personnel shall be required to report to the VA Medical Center Police for a temporary ID and then to the COR for check-in. This check-in process is mandatory. When the service is completed, the personnel shall be required to check out with the COR or Biomedical Engineering Shop Supervisor.

XI. Exposure to Blood Borne or Infectious Material

There is a potential for exposure to blood borne or other infectious material with equipment throughout the medical centers. All maintenance persons must use the “Universal Precautions” (e.g., decontamination of medical equipment, wearing protective gloves, aprons, and goggles) during cleaning and maintenance/repair procedures.

XII. Test Equipment

The Contractor shall provide the COR or Alt COR with a copy of the current calibration certification of all test equipment which is to be used by the Contractor in the performance of this contract. Test equipment calibration shall be traceable to a national standard.

XIII. Identification, Parking, Smoking, and VA Regulations

a. Contractor’s personnel shall wear visible identification at all times while on the premises of the VA. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

b. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

c. 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 local district, state, or municipal court.

d. Smoking is prohibited inside all VA buildings.

XIV. Definitions/Acronyms

a. CO – Contracting Officer

b. COR – Contracting Officer’s Representative

c. ESR - Engineering Service Report - Documentation provided by the vendor of the services rendered for each incidence of work performance under the terms and conditions of the contract.

d. FSE - Field Service Engineer - A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the AVAHCS premises.

e. NFPA - National Fire Protection Association.

f. OEM – Original Equipment Manufacturer.

g. OSHA – Occupational Safety and Health Administration.

h. 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.

i. Unscheduled repairs – emergency services required to restore equipment to working condition outside normal hours of coverage.

j. UL – Underwriter’s Laboratories

XV. IT Security Requirements

VA information technology certification and accreditation requirements apply.

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.