Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* BD Alaris Infusion Pumps Preventative Maintenance Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25627Q0086

RESPONSE DATE/TIME/ZONE 10-30-2026 12:00pm CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* H265

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT* Contract Specialist Eugene Jackson Eugene.jackson2@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VAMC

2002 Holcombe Blvd Houston TX

POSTAL CODE 77030

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/ URL DESCRIPTION VA Homepage

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

1. Title: BD Alaris Infusion Pumps Preventative Maintenance Services)

2. Purpose: The Network Contracting Office (NCO) 16, located at Galleria Financial Center, 5075 Westheimer Rd, Ste 750, Houston, TX 77030, hereby issues the following Sources Sought to Request Information (RFI) with the intent of determining the contractor interest, capabilities, qualifications of potential businesses, nonmanufacturer rule compliance, Buy American Act compliance, Trade Agreement compliance and estimated industry pricing information for market research and estimated budgetary purpose to provide the preventative maintenance services.

Contractor shall provide all necessary labor, materials, supplies, equipment, and transportation to provide preventative maintenance services of the BD Alaris Pumps in accordance with the Draft SOW. This Sources Sought is published for market research purposes. This Sources Sought will be used to determine if a set-aside for any small business program is appropriate. Government anticipates competitive, firm fixed price task order if on a Federal Supply Schedule (FSS) or firm fixed price purchase order if “open market”. Please review this announcement, respond to questions below and review all attachments in their entirety.

Government requests that interested offerors complete all questions below, provide required documentation, descriptive literature and/or authorization letter as described below. The Government is in no way obligated to do business with or to enter any form of contract with any person, firm or other entity that receives or responds to this announcement.

3. Objective: To find qualified contractors with the capability to provide preventative maintenance services of the BD Alaris Pumps listed in the Draft SOW for the Michael E. DeBakey VA Medical Center located in Houston, TX.

4. Place of Performance:

Michael E DeBakey VA Medical Center 2002 Holcombe Blvd Houston, TX 77030

5. Responses Requested: The NCO 16 requires all the following information and questions answered 5a through 5i in this RFI/SS: Questions and information that are not provided shall be considered nonresponsive to the Request for Information and contractor shall not be considered as part of the market research.

a. Do you (contractor) possess the capability to meet the government requirements listed in the Draft SOW?

b. Do you (contractor) possess the capability to meet the government requirements of place of performance and distance (if applicable) from the Micheal E. Debakey VA Medical Center in the Draft SOW?

c. Do you (contractor) possess the capability to meet the government requirements Period of Performance and Schedule in of the Draft SOW?

d. Contractors shall provide their point(s) of contact name, address, telephone number, and email address; and the company's business size, and SAM Unique Entity Identification Number.

e. Is your company a small business, SDVOSB, VOSB, SDBs, HUBZone, or 8A concern? Please provide proof of qualifications.

f. Is your company considered small under the NAICS code 811210?

g. Do you (Contractor) have the ability to meet the requirements in SOW itself or will subcontracting be required for you to meet requirements in SOW?

h. Are you an authorized Service Provider? Provide evidence from original equipment manufacturer (OEM). Please indicate if you are the OEM. If not applicable for this requirement state N/A. If authorization is not required through the OEM, please provide proof of claim.

i. For the service required, Is your company available under any;

Government Wide Agency Contract (GWAC) General Services Administration Schedules (GSA) Veterans Affairs (VA) NAC Federal Supply Schedules Indefinite Delivery Indefinite Quantity (IDIQ) Blanket Purchase Agreement (BPA)

If so, please list the contract number for service.

6. Opportunity: The NCO 16, is seeking information from potential contractors on their ability to provide this service. THIS IS A SOURCES SOUGHT FOR REQUEST INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this Sources Sought in order to assist NCO 16 in determining potential levels of competition available in the industry. Contractor shall possess the capability to provide all requirements and objectives.

7. Instructions and Response Guidelines: Sources Sought responses are due by October 30, 2026, at 12:00 PM (CST) via email to eugene.jackson2@va.gov.

Telephone requests or inquiries will not be accepted.

Public Information will not be provided and shall be utilized to the full extent possible.

The subject line shall read: 36C25627Q0086 - Sources Sought – BD Alaris Pump Preventative Maintenance – Houston, TX. NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 5(a) - 5(i).

Please provide the information you deem relevant to respond to the specific inquiries of the Sources Sought.

Information provided will be used solely by NCO 16 as "market research" and will not be released outside of the NCO 16 Purchasing and Contract Team.

This Sources Sought notice does not constitute a Request for Proposal (RFP), Invitation for Bid (IFB), or Request for Quotation (RFQ), and it is not to be construed as a commitment by the Government to enter into a contract, nor will the Government pay for the information submitted in response to this request. All information contained in this Sources Sought is preliminary as well as subject to modification and is in no way binding on the Government.

In accordance with FAR 15.101(c)(2), responses to this notice are not offers and cannot be accepted by the U.S.

Government to form a binding contract. If a solicitation is released, it will be synopsized on Contracting Opportunities (https://beta.sam.gov/) website or GSA e-buy. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this Sources Sought, or future RFP/RFQ.

8. Contact Information:

Contract Specialist, Eugene Jackson Email address: eugene.jackson2@va.gov Your responses to this notice are appreciated.

THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE QUOTES/PROPOSALS; however, any firm that believes it can meet the requirements may provide answers, responses and give written notification prior to the response due date and time. Supporting evidence and responses must be furnished in enough detail to demonstrate the ability to perform the requirements.

Draft Statement of Work

1. Purpose

The purpose of this Statement of Work (SOW) is to define requirements for annual onsite preventative maintenance service for BD Alaris Infusion Pumps and modules at the Michael E. DeBakey VA Medical Center. This service is intended to maintain device safety, reliability, and performance in accordance with manufacturer specifications.

2. Scope of Work

The contractor shall provide preventative maintenance services for the following BD Alaris equipment (2,074 units):

- Alaris PC Units (8015): 531 units

- Alaris Pump Modules (8100): 1,384 units

- Alaris Syringe Modules (8110): 2 units

- Alaris ETCO2 Modules (8300): 78 units

- Alaris PCA Modules (8120): 79 units

All preventive maintenance must be performed onsite at the Michael E. DeBakey VA Medical Center in designated Biomedical Engineering workspaces. Contractor will be responsible for retrieving devices from the clinical units and returning the devices to the clinical units with assistance from Biomed.

3. Requirements

3.1 Conformance Standards

Contract service shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following most current published standards/ specifications/regulations:

Manufacturer’s specifications, Association for the Advancement of Medical Instrumentation (AAMI), Joint Commission for the Accreditation of Healthcare Organizations (JCAHO), National Fire Protection Agency 99 (NFPA-99), Center for Device and Radiological Health (CDRH), Original Equipment Manufacturer (OEM), American Hospital Association (AHA), Institute of Electrical And Electronic Engineers (IEEE), Underwriters Laboratories (UL) ,Occupational Safety and Health Administration (OSHA), College of American Pathologists (CAP), American College of Radiology (ACR), VAMC standard operating procedures, and any other Federal, State, and Local regulations pertaining to the equipment listed for this contract.

3.2 Personnel

A. All maintenance work shall be performed by certified biomedical technicians.

B. OEM (BD) training is preferred but not strictly required. However, all technicians must:

- Strictly follow OEM-compliant protocols for preventative maintenance.

- Use calibrated analyzers for flow and volume verification, ensuring measurement accuracy according to manufacturer standards.

- Utilize and reference BD Learning Academy training materials for all servicing and maintenance activities.

- Technicians must provide evidence of relevant certification, calibration records for equipment used, and proof of completion or familiarity with BD Learning Academy training upon request.

3.3 Service Procedures

A. Technicians will be responsible for retrieving all infusion pumps and modules from clinical units.

B. An equipment list including asset numbers, serial numbers, models, and locations will be provided.

C. Preventative maintenance shall be conducted in designated Biomed work areas as coordinated with

Biomedical Engineering staff.

D. Upon completion, equipment must be cleaned, labeled, and returned to its original clinical area.

E. While pumps are undergoing preventative maintenance, a set of spare units will be used to ensure continuity of patient care.

- The site (Michael E. DeBakey VA Medical Center) will be responsible for gathering spares of pump inventory as needed during the preventative maintenance period.

- The contractor shall coordinate closely with Biomedical Engineering to minimize service disruption and accommodate clinical needs.

F. Preventative maintenance shall adhere strictly to BD manufacturer guidelines and recommended procedures, including:

- Inspection and cleaning of hardware and module components

- Firmware check and update (if applicable)

- Functional testing and calibration

- Replacement of parts as required by manufacturer PM guidelines (excluding corrective repair or non-recommended repairs)

- Documentation of all PM activity in accordance with hospital and regulatory requirements G. There are eleven (11) CBOCs with BD Alaris devices requiring preventative maintenance services under this contract

- The contractor shall not be required to travel to CBOC locations; instead, pumps from these clinics will be transported via courier to the main Michael E. DeBakey VA Medical Center for preventative maintenance.

- The VA site is responsible for coordinating and arranging the safe transport of CBOC pumps to and from the main facility. The contractor will perform preventative maintenance on CBOC units in the same manner as all other pumps.

3.4 Scheduling and Coordination

A. Services should be performed during the VA normal business hours, 8:00 a.m. CT through 6:00 p.m.

CT, Monday through Friday, excluding Government holidays.

B. Preventive maintenance will be performed in accordance with the OEM standards. Contractor should coordinate with Biomedical Engineering and Clinical service for pump retrieval, workspace usage, and return schedule to minimize clinical impact. Preventive maintenance shall be performed during contract coverage at the specific time coordinated with the Clinical service and Biomedical Engineering staff.

NOTE: - Hardware/software update/upgrade installations that must be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it is detrimental to equipment up-time; to be determined by the COR).

C. Federal Holidays observed by the VAMC are:

- New Years' Day

- Martin Luther King Day

- Presidents' Day

- Memorial Day

- Juneteenth

- Independence Day

- Labor Day

- Columbus Day

- Veterans' Day

- Thanksgiving Day

- Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

- Any other day designated by Federal Statute

- Any other day designated by Executive Order

- Any other day designated by the President’s Proclamation

3.5 Documentation/Reports

- Provide detailed records for each unit serviced, including date, serial number, work performed, parts replaced, and technician name.

- All records must be provided in electronic format compatible with the hospital’s CMMS or equivalent tracking system.

4. Deliverables

A. Preventative maintenance of all listed devices as specified B. Complete documentation of work performed, compliant with TJC, OSHA, and VA requirements C. Return of pumps/modules to clinical areas in a timely manner

5. Exclusions

This contract covers preventative maintenance only; it does not include corrective repairs, parts beyond those recommended for routine PM, software upgrades (unless part of PM), or replacement of lost or irreparable devices.

6. Additional Charges

A. 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. Per Section 3.4: Hours of Coverage, all service/repairs will be performed during normal hours of coverage.

B. The Government shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., associated with work performed under this contract.

7. Reporting Required Services Beyond the Contract Scope:

The Contractor shall immediately, but no later than 24 (twenty-four) 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 covered 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.

8. Period of Performance

The preventative maintenance services shall be completed within the month of March. Completion must not exceed +/- 30 days of last inspected dated.

9. Condition of Equipment

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

B. The contractor may require parts to be purchased at an additional expense post assessment.

10. Identification, Parking, Smoking, and VA Regulations

All Contractor personnel shall always wear visible identification while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC and should only be done in designated smoking areas. 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.

11. Security and Privacy

All contractor personnel must comply with VA and facility-specific requirements regarding access, patient privacy, and sensitive data.

No patient information will be accessed or recorded during maintenance activities.

12. Acceptance Criteria

All devices must pass manufacturer PM checks and be operational upon return.

Documentation must be completed and submitted for approval by Biomedical Engineering.

13. Records Management

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer.

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Source: The National Archives Records Administration (NARA). http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

(End of Draft Statement of Work)