36C25926Q0339.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting specialist Eric Adusei (CS) Eric.Adusei@va.gov 303-712-5782

PLACE OF PERFORMANCE

1700 North Wheeling Street

Aurora CO

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Description: TRU-D Service Agreement This is a REQUEST FOR INFORMATION/SOURCES SOUGHT ANNOUNCEMENT ONLY in support of the Rocky Mountain Regional VA Healthcare System located at 1700 North Wheeling Street. Aurora, CO 80045. Due 03/30/2026 at 14:00 MT. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this Sources Sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified vendors interested and capable of/to provide a quote.

Interested Vendors, please advise of 1) business size, and 2) point of contact information. To be considered as a small business for this scope the size standard for NAICS Code 811210 Electronic and Precision Equipment Repair and Maintenance is 34 million.

The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this Sources Sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach.

All offerors who provide goods or services to the United States Federal Government must have an active registration in the System for Award Management (SAM) at www.sam.gov.

Information is to be submitted by electronic delivery to eric.adusei@va.gov with the subject line “SOURCES SOUGHT” and shall be received no later than 14:00 Mountain time (MT) on Monday, March 30th, 2026. After reviewing the responses to this announcement, the Government may proceed with the acquisition, and a subsequent solicitation may be published.

SEE BELOW FOR REQUITEMENTS PWS:

Performance Work Statement (PWS)

1. Introduction The purpose of this specification is to provide Preventive Maintenance on the Tru-D® SmartUVC equipment located at the Rocky Mountain Regional Department of Veterans Affairs Medical Center in Aurora, CO. The contractor shall provide all necessary labor, transportation, and parts to ensure the proper functioning of the equipment.

2. Scope of Work The scope of this work includes the following:

· Preventive maintenance and service agreement for the specified Tru-D® SmartUVC equipment.

· Equipment covered under this agreement includes: TRU-D86, TRU-D299, TRU-D303, TRU-D304, TRU-D424, TRU-D425, TRU-D766, TRU-D767.

3. Work Requirements

· Onsite work shall be completed between the hours of 7:30 am - 4:00 pm, Monday through Sunday.

· The Tru-D® SmartUVC equipment is to be used for disinfecting patient rooms, offices, and exam rooms.

· The service agreement will provide on-call technical support available 24 hours per day, 7 days a week.

· Equipment must have a loaner unit onsite within 72 hours if factory service is required.

· Ipad Mini and Ipod door Guard backup must be available onsite 24 hours a day.

· Annual hospital site visits required for preventive maintenance, sensor calibration, and device tune-up.

· Comprehensive warranty to cover defects or workmanship.

· Complete bulb protection plan and replacement bulbs at the end of their life.

· Tru-D application upgrades will be provided as released.

· Continuous training and education for operators and managers.

· Devices will be back in service with onsite repair within 48 hours of reported issues.

4. Technology Requirements

· 24/7 availability of Tru-D® technicians via telephone and email.

· Access to the Tru-D® Web Portal for usage analytics:

· Password-protected access

· Customized dashboard with usage graphs and search features

· Permanent archive of data

· Access to the Outbreak Loaner Pool:

· 30-day no cost use of additional Tru-D device (shipping charges apply)

· Shipment within 72 hours of outbreak notification

· One outbreak loaner device annually

5. Warranty

· A comprehensive one-year warranty covering defects and workmanship.

· Service commitment includes:

· 24/7 technical support availability

· Response and resolution plan within 24 hours of service notification

· Device back in service within 48 hours with onsite repair

· Loaner unit onsite within 72 hours if required

· Annual hospital site visits for preventive maintenance, sensor calibration, and device tune-up

· Complete bulb protection plan and replacement bulbs at the end of their life

· Continuous training and education for operators and managers

6. Service Commitment

· 24/7 availability of Tru-D technicians via phone and email.

· Response and resolution plan within 24 hours of service notification.

· Device back in service within 48 hours with onsite repair.

· Loaner unit onsite within 72 hours if factory service is required.

· Controllers and Door Monitor backup clone onsite within 24 hours.

· Annual hospital site visit for preventive maintenance, sensor calibration, and device tune-up.

· Complete bulb protection plan and replacement bulbs at the end of their life.

· Tru-D App upgrades as released.

· Continuous training and education for operators and managers.

Quality Assurance Surveillance Plan (QASP)

1. Purpose The QASP outlines the methods used to monitor and evaluate the contractor’s performance in meeting the requirements of the Performance Work Statement (PWS).

2. Performance Requirements The following factors will be monitored to ensure compliance:

· Onsite work completion within specified hours.

· 24/7 availability of technical support.

· Loaner unit onsite within 72 hours if factory service is required.

· Annual hospital site visits for preventive maintenance, sensor calibration, and device tune-up.

· Device repairs completed within 48 hours of notification.

· Continuous training and education provided for operators and managers.

· Timely provision of replacement bulbs and app upgrades.

3. Standards Performance will be considered acceptable when the contractor:

· Completes work between 7:30 am and 4:00 pm (within the agreed-upon timeframe).

· Provides 24/7 technical support.

· Ensures loaner units are available within 72 hours when required.

· Conducts annual preventive maintenance visits.

· Completes onsite repairs within 48 hours of notification.

· Provides continuous training and education.

· Supplies replacement bulbs and application updates promptly.

4. Methods of Surveillance

· Periodic Inspections: VA representatives will perform random inspections to verify that preventive maintenance is being performed and service agreements are upheld.

· Performance Reviews: Quarterly reviews of service performance, including response times, resolution times, and overall satisfaction.

· Customer Feedback: Collection and analysis of feedback from facility staff regarding the quality of service provided.

5. Acceptable Quality Levels (AQL)

· Timeliness: 100% of preventive maintenance services performed within scheduled hours.

· Technical Support Availability: 100% availability of technical support 24/7.

· Loaner Equipment Provision: 100% compliance with providing loaner equipment within 72 hours.

· Repair Timeliness: 100% of devices repaired and back in service within 48 hours.

· Annual Preventive Maintenance Visits: 100% completion of annual site visits.

· Training and Education: Regular and comprehensive training is continuously provided.

6. Documentation The contractor shall maintain detailed records of all maintenance activities, repairs, training sessions, and equipment replacements. These records shall be provided to the VA upon request.

7. Discrepancies Any discrepancies in performance will be documented and reported immediately to the contractor for resolution. Persistent issues will be escalated and may result in penalties or termination of the contract.

By adhering to the requirements outlined in the PWS and QASP, the Rocky Mountain Regional Department of Veterans Affairs Medical Center ensures the continued functionality and reliability of the Tru-D® SmartUVC equipment.

Sources Sought Notice