36C25926Q0101.docx

SUBJECT*

Trumpf and Allen Table Maintenance Services

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist Thomas Parsons thomas.parsons2@va.gov 918-577-3532

PLACE OF PERFORMANCE

Salt Lake City VA Health Care System

George E. Wahlen VA Medical Center

500 Foothill Drive

Salt Lake City UT

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

SOURCES SOUGHT SYNOPSIS ONLY

1. The Department of Veterans Affairs, Network Contracting Office 19, is seeking potential sources for an agreement to provide Trumpf and Allen OR Tables Maintenance Services, for the Salt Lake City VAMC, Salt Lake City, UT. See the attached Statement of Work (SOW) for more details.

2. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (HUBZone, 8(a), small, small disadvantage, service-disabled veteran owned small business, veteran owned small business or large business) relative to NAICS 811210 - Electronic and Precision Equipment Repair and Maintenance ($34 Million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After reviewing the responses to this Sources Sought synopsis, a solicitation announcement may be published on Contract Opportunities or GSA. Responses to this Sources Sought synopsis are not considered adequate responses to the solicitation announcement.

3. Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) located at https://sam.gov. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses who respond must be registered with the U.S Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.

4. This is a Sources Sought announcement ONLY and is NOT a request for proposals or quotes.

5. This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the VA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to thomas.parsons2@va.gov on or before November 26, 2025, by 12:00 pm CST.

6. In response to this announcement, please provide the following information:

Business Size Information (select all that apply):

Company Name:

GSA/FSS contract number: (If Applicable)

SAM Unique Entity ID Number:

Is the product manufactured in the USA?

Address:

If not, please list country of origin.

Contact Name:

Is the product Buy America Act Compliant?

Phone Number:

Is the product TAA compliant?

Email:

STATEMENT OF WORK (SOW)

Trumpf and Allen OR Tables Service Agreement

Place and Period of Performance:

· VA Salt Lake City Healthcare System

· Period of Performance: The Period of Performance is for one base year with (4) one-year options:

Background:

· The SLCVA acquired one Trumpf TruSystem 7000DV O.R. table in 2017. The surgical department uses these tables during surgery. The integrated Table Motion enables the da Vinci® 5™ Surgical System to connect to Trumpf Medical‘s TruSystem™ 7000dV OR Table so that a patient can be dynamically positioned while the surgeon operates. This device has reached the end of its warranty and requires a service contract.

· The SLCVA acquired two Allen Medical Advance Surgical Tables in 2018. The Allen Advance Table is a specialist table for complex surgical procedures. It offers radiolucency through the whole working length of the table. For surgeries that require the patient to be re-positioned from supine to prone or vice versa whilst still anesthetized, it rotates through 360°. These devices have reached the end of their warranty. This request is for a service contract to include both devices.

Scope:

· The contractor shall provide preventative maintenance, replacement of broken-down parts, service reports, and telephone support for the Trumpf TruSystem unit and for the two Allen Medical Advance Surgical Table units listed within this statement of work, detailed below, for the listed Hill-Rom equipment located within the VA Salt Lake Health Care System. All services shall be provided in accordance with the specifications, terms and conditions contained herein.

Table A: Equipment models, EEs, serials, and locations that must be included in this agreement.

Specific Tasks:

Task 1 – Preventative Maintenance:

· The vendor shall provide Preventative Maintenance to the specifications of the OEM manual within the first two weeks of the month of May for both the Trusystem 7000DV and Advance systems. This will include PM required parts, system verification, alignment, and adjustments for the equipment listed in Table A. This is provided by the vendor at no additional customer cost than what is agreed upon in this contract.

Subtask 1 – Inspection and Calibration:

· The vendor shall inspect and calibrate the Equipment listed in Table A in accordance with OEM policies and procedures for performing preventative maintenance in effect at the time the Services are performed.

Subtask 2 – Firmware/Software updates

· Should the system need firmware/software updates during its scheduled PM, the vendor will perform the updates and ensure details of these updates are reflected in their service reports.

Task 2 – Corrective Maintenance:

· Corrective Maintenance requests will come from notifications of Biomed Staff to the vendor’s preferred contract/ticketing method that a Covered Device became inoperative due to a breakdown of a part, Vendor will provide an OEM replacement part if the vendor determines in its sole judgment, such part has failed under proper use. The vendor shall have the right to inspect the Covered Devices to determine optional conditions prior to providing any Services with respect to such Covered Devices. If the device is not repairable on-site the vendor can coordinate a loaner and sent non-repairable part to the nearest service depot.

Task 3 – Telephone Support:

· The vendor shall only provide on-site Services if the vendor is unable to provide Services via telephone. On-site Services will be rendered with a response time not to exceed two business days after the problem has been diagnosed and attempted to have been resolved via telephone and shall be rendered Monday through Friday, during the hours of from 8:00 a.m. to 5:00 p.m.

Definitions/Acronyms:

· Biomedical Engineering - Supervisor or COR designee

· CO - Contracting Officer.

· COR - Contracting Officer's Representative.

· 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 operative conditions. Service shall consist of calibration and testing in accordance with the manufacturer’s latest established service procedures to ensure operation of equipment within manufacturers or VA’s performance specifications, whichever is the most rigorous. PM includes cleaning, inspecting, lubricating and testing all equipment. All equipment shall be operated at least one complete operating cycle at the end of each PM.

· CM – Corrective Maintenance. Maintenance tasks that are undertaken to identify, isolate and repair a fault to restore equipment, a machine or a system to an operational condition so it can perform its intended function. Services may include troubleshooting, disassembly, adjustment, repair, part replacement, realignment, and operational verification to manufacturers or VA’s performance specifications, whichever is most rigorous.

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

· ESR - Vendor Engineering Service Report. Documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

· Acceptance Signature - VAMC employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

· Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.

· NFPA - National Fire Protection Association.

· CDRH - Center for Devices and Radiological Health.

· \VAMC - Department of Veterans Affairs Medical Center

· OEM - Original Equipment Manufacturer

Performance Monitoring:

· Performance monitoring will be conducted by the COR and subsequent necessary Biomed staff to certify that work was done in accordance with this contract. This work will be conducted via two ways.

· Vendor will need to report to Biomed any time they come on site to check in. This may include obtaining appropriate contractor ID badges from Police. This ensures we are aware of you on site and performing work. For more information on this monitoring step see section 9.5 Reporting Requirements

· Service Reports will be asked to be given by the vendor to list all work completed during the reporting period, as well as work scheduled for the upcoming period. This will ensure that timely progress is made by the vendor. Please see section 8.3 Service Report documentation.

Other Pertinent Information or Special Considerations:

Records Management Language for Contracts Required:

a) 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:

b) 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.

c) 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.

d) 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.

e) 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.

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

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

h) 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.

i) 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.].

j) 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.

k) 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.

Packaging, Packing and Shipping Instructions:

· All deliveries shall be scheduled and occur from 7:00 a.m. to 3:30 p.m. MST, Monday through Friday, excluding Federal Holidays. Deliveries to all locations (SLC VAMC and CBOCS) can be scheduled by contacting SLC VAMC’s Warehouse/Receiving team or Biomed team via phone or email. Regardless of whom is contacted the other party, Warehouse/Receiving or Biomed, must be informed via email of the date/time window in which the delivery was agreed upon with either party. Tracking number of package is to be included.

· Warehouse Contact:

· 801-582-1565 x1060, vhaslclogisticsaus@va.gov

· Biomed Contact:

· 801-582-1565 x1005, vhaslcbiomed@va.gov Service Report Requirements:

· The documentation must be provided in a timely manner. Timely manners is not to exceed 72 hours post service. This documentation will include equipment downtime and detailed descriptions of the preventative maintenance procedures performed, including replaced parts, prices required to maintain the equipment in accordance with conformance standards, and any firmware/software upgrades performed. Such documentation shall meet the guidelines as set forth in the Conformance Standards. In addition, each ESR must at a minimum document the following data legibly and in complete detail:

· Name of Contractor

· Name of FSE who performed services.

· Contractor Service ESR Number/Log Number.

· Date, Time (starting and ending), Hours-On-Site for service call.

· VA Purchase Order Number(s) (if any) covering the call, if outside normal working hours.

· Description of Problem Reported by COR/User.

· Identification of Equipment to be serviced to include the following: Equipment ID #

· or EE#/MX#/Nuvolo# from the bar-code, Manufacturer's Name, Device Name, Model#, Serial #, and any other Manufacturer's identification numbers.

· Itemized Description of Service(s) Performed (including Costs associated with after normal working hour services), including Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed.

· Signatures from the following:

· FSE performing services described.

· VA Employee who witnessed service described.

· Equipment downtime calculated in accordance with Conformance Standards.

Service Manuals:

· The VAMC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's 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 data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

Reporting Requirements:

· The contractor shall report to Biomedical Engineering to "check-in" upon arrival and prior to performance of work under this contract. This check-in is mandatory and can be accomplished in person or by phone contact. Prior to arrival, please follow the following instructions:

· VA SLC Campus Map which details the location of the patient parking garage and main medical center entrance.

· Regarding the scheduled service date please call 801-582-1565 x1005 when you’re 30 minutes from the medical center.

· Please park your vehicle in the patient parking garage on the bottom level.

· Please re-call call 801-582-1565 x1005 once your vehicle is parked and then proceed to the medical center lobby.

a. The intended Biomedical Staff member will meet you in the main lobby to check in and take you to the equipment to be serviced.

· When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature." If the COR is unavailable, a signed accepted copy of the ESR will be sent to the COR within 5 business days of work completion.

· FAILURE TO COMPLY, EITHER IN WHOLE OR IN PART, WITH EITHER THE NOTIFICATION OR ESR REQUIREMENTS WILL BE DEEMED SIGNIFICANT NON-COMPLIANCE WITH THE CONTRACT AND MAY BE JUSTIFICATION FOR TERMINATION OF THE CONTRACT.

Condition of Equipment:

· The contractor accepts responsibility for the equipment described in Table A, 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.

Competency of Personnel Servicing Equipment:

· Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

· "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment identified in Table A. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to preventive maintenance on equipment identified in Table A.

· The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VAMC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or the COR specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the VAMC equipment.

Test Equipment:

· Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current calibration certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

Identification, Parking, Smoking, Cellular Phone use and VA Regulations:

· The contractor's FSE shall wear visible identification at all times 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-Security Service. 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. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

Risk Control:

Conformance Standards:

· Contractor shall provide services and material to ensure that the equipment functions in conformance with the latest requirements of NFPA-99, TJC, NEC, OSHA, HIPAA, Federal and VA security specifications and requirements as applicable. The equipment should be maintained such that it meets or exceeds the performance specifications as established in the OEM’s technical specifications. Additional performance specifications that exceed the OEM specifications shall be specified in writing by the VA.

Reporting Required Services Beyond the Contract Scope:

· The Contractor shall immediately, but no later than 24 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 scheduled 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.

Compliance with OSHA Bloodborne Pathogens Standard:

· The contractor shall comply with the Federal/California OSHA Bloodborne Pathogens Standard. The contractor shall:

· Have methods by which all employees are educated as to risks associated with bloodborne pathogens.

· Have policies and procedures that reduce the risk of employee exposure to bloodborne pathogens.

· Have mechanisms for employee counseling and treatment following exposure to bloodborne pathogens.

· Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, mouthpieces for the employee during performance of the contract.

Security Requirements:

· The C&A requirements do not apply, and a Security Accreditation Package is not required.

· There is no VA Sensitive information at risk from this service agreement.

END OF SOW