36C25725Q0633.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Tammy L Wilson Tammy.wilson5@va.gov 254-661-5372

PLACE OF PERFORMANCE

South Texas Veterans Health Care System

7400 Merton Minter

San Antonio TX

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811219 – $30M The Department of Veterans Affairs (VA), Network Contracting Office 17 (NCO 17) is seeking to identify any vendor capable of providing C-RAD services including repairs and hardware upgrades for the South Texas Health Care System, 7400 Merton Minter, San Antonio, TX 78229. Refer to the Statement of Work (SOW) for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the SOW.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 2:00 PM CST, June 16, 2025. All responses under this Sources Sought Notice must be emailed to Tammy.Wilson5@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 10 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.

Respondents claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov).

ALL SUBMISSIONS SHALL SHOW PROOF OF THE COUNTRY OF ORIGIN (MANUFACTURE).

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ **Country of Origin:______________________________________________________________

SOCIO-ECONOMIC STATUS:

SBA/VIP Verified SDVOSB: (Y / N) SBA/VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov) BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

C-RAD Software and Hardware Service Contract

STATEMENT OF WORK

Scope of Work:

Contractor shall provide telephone response and repair assistance to Biomedical Personnel within a thirty minute time frame, standard four (4) hour on-site response, 98 percent uptime guarantee, current software maintenance upgrades along with hardware upgrades to meet C-RAD and 21 CFR standards, and services to perform emergency repairs and preventive maintenance, calibration and/ replace defective parts for the C-RAD Camera Systems and Workstations located within the South Texas Veterans Health Care Systems.

Period of Performance: One-year base period with four 1-year optional renewals.

Service Locations:

Audie L. Murphy VA Hospital 7400 Merton Minter San Antonio, TX 78229 Radiation Oncology Clinic 9102 Floyd Curl Dr San Antonio, Texas 78240

Equipment List: The diagnostic imaging systems to be under service agreement.

1. MANUFACTURER: C-RAD

MODEL: Sentinel SERIAL #: 04-0334 “Main Laser” LOCATION: San Antonio VAMC

2. MANUFACTURER: C-RAD

MODEL #: Catalyst HD SERIAL #: 02-422 “Left Laser” LOCATION: San Antonio VAMC

3. MANUFACTURER: C-RAD

MODEL #: Catalyst HD SERIAL #: 02-421 “Right Laser” LOCATION: San Antonio VAMC

4. MANUFACTURER: C-RAD

MODEL #: Sentinel

SERIAL #: HY-002.04-0276

LOCATION: San Antonio VAMC

5. MANUFACTURER: C-RAD

MODEL #: Catalyst 4D Camera

SERIAL #: HZ-021.02-0021

LOCATION: San Antonio VAMC

6. MANUFACTURER: C-RAD

MODEL #: Catalyst 4D Camera

SERIAL #: HZ-021.02-0422

LOCATION: San Antonio VAMC

Conformance Standards:

All services provided under this contract must be performed in conformance with the Code of Federal Regulations Part 21, National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications.

Hours of Work:

1. Hours of work for preventative maintenance (PM) and Emergency Repairs shall be during normal business hours, Monday through Friday. This excludes federal holiday or as otherwise arranged with the Contracting Officer Representative (COR).

1. The eleven holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, president’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Juneteenth Veteran’s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.

1. The Contractor’s Field Service Engineers must report to the COR to apply for a Contractor’s Badge. If a contractor’s badge is not obtained, they must sign in at the Security Police Desk to obtain a one-day badge. Field Service Engineers must sign in at Biomedical Engineering Services and inform Biomedical Engineering personnel of their presents before work begins. Upon completion of work, the Field Service Engineer must report to Biomedical Engineering personnel and debrief them on the work accomplished. If they received a one-day badge from the Security Police, they must report back to the Security Police Desk to return the badge and sign out.

Preventive Maintenance:

1. The Contractor shall perform annual PM during the contract year as arranged with the COR for equipment covered under this contract during the month of April of each year. PM shall be performed in accordance with the published manuals and checklists for the equipment listed below. The Contractor shall utilize the Original Equipment Manufacturers (OEM’s) established procedures and checklists, (or Contractor-supplied equivalent satisfactory to the COR). A Field Service Report shall be supplied to the COR at the completion of each PM to include a detail check list of tasks performed. PMs shall include, but are not limited to, the following:

1. Inspection and cleaning of the hardware (all hardware components, e.g. scanner, remote control, cables, daily check device);

1. Replacement of damaged components;

1. Verification of the integration with the external systems;

1. System re-calibration and agreed software update installations;

1. Software archiving of patient data and patient database backup to external media (all patient data that has not been used for >4 weeks will be archived); and

1. The Contractor shall notify the COR 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).

1. All exceptions to the PM Inspection schedule shall be arranged and approved in advance with the Contracting Office.

Parts:

The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor shall stipulate 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. All software updates based upon original Operation System and Application configuration and hardware performance upgrades shall be available as part of this agreement. All parts necessary for the maintenance or repair of this equipment shall be furnished as part of this Service Agreement.

Documentation/Reports:

The Contractor shall submit a legible field service report within 3 working days, which shall include detailed descriptions of the preventive maintenance inspection and/or emergency repair services performed, including replaced parts.

Competency of Personnel Servicing Equipment:

1. The Contractor’s staff shall include a C-Rad trained “fully qualified” Field Service Engineer assigned to this area and a “fully qualified” Field Service Representative who shall serve as the backup.

1. “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 from C-RAD 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.

1. Personnel with any laptops, thumb drives or CD/DVD’s intended to be plugged in to the equipment shall have these devices scanned by Biomedical Engineering personnel for malware before they are plugged in to the systems. After repairs are completed, these systems shall be brought to Biomedical Engineering personnel to be scanned for possible patient personal health history.

Test Equipment:

Upon request of the COR or the Contracting Officer, the Contractor shall provide a 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.

Safety Requirements:

In the performance of this contract, the Contractor shall take such safety precautions as the Contracting Officer may determine to be reasonably necessary to protect the lives and health of occupants of the building. The Contracting Officer shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site, shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the Contracting Officer may issue an order stopping all or part of the work and hold the Contractor in default.

Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services in the application of complex adaptive system theory to health care organizations. The certification and accreditation requirements do not apply to this procurement nor is a security accreditation package required. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

Records Manager:

RECORDS MANAGEMENT:

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.

Sources Sought Notice