RFI 36C25926Q0833.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: Vyntus Maintenance 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 09/18/2026 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 Friday, September 18th, 2026. After reviewing the responses to this announcement, the Government may proceed with the acquisition, and a subsequent solicitation may be published.

SEE BELOW SOW FOR REQUITEMENTS SOW:

Statement of Work Vyntus Maintenance Contract

1. Purpose and Background The Department of Veterans Affairs, VA Eastern Colorado Health Care System, requires support for planned and unplanned maintenance to maintain equipment in the Pulmonary Department at the Rocky Mountain Regional VA Medical Center.

This requirement is needed to upkeep the Vyntus product lines, including Vyntus ONE, Vyntus BODY, SPIRO, and accessories. On-site and telephone support is necessary for equipment uptime and preventive maintenance. The equipment is coming off one-year warranty, so a contract is needed for sustainment. The Vyntus products are used for pulmonary function testing.

1. Scope of Work The contractor shall furnish all labor, supervision, personnel, parts, supplies, tools, test equipment, materials, travel, coordination, documentation, and incidentals necessary to perform the services described in this SOW.

The contractor shall provide phone and remote support by certified technical support specialists, parts and shipping costs, on-site service by certified engineers, annual system quality checks, and service reports after work is completed in accordance with the requirements stated in this SOW.

The requirements stated in this SOW control the services to be performed. Vendor service-plan descriptions apply only to the extent incorporated into the resulting contract or order and do not supersede this SOW.

1. Services, Systems, Equipment, and Minimum Requirements The contractor shall provide preventive and corrective maintenance for each Vyntus ONE, Vyntus BODY, SPIRO, and accessories (including attached bike) located at Rocky Mountain Regional VA Medical Center in Aurora, CO.

The minimum acceptable requirement is an annual quality check for required equipment during the month equipment was first in use and troubleshooting, diagnosing, and correcting unplanned/corrective maintenance. All work must be completed by a certified engineer.

Covered equipment/systems/services include:

The contractor is responsible only for equipment, systems, or services identified in the resulting contract or order.

Equipment, systems, serial numbers, asset numbers, locations, or coverage may not be added, removed, or substituted without written authorization from the Contracting Officer.

1. Place of Performance Performance shall take place at:

Department of Veterans Affairs VA Eastern Colorado Health Care System Rocky Mountain Regional VA Medical Center 1700 N. Wheeling Street Aurora, CO 80045

Specific work areas, departments, rooms, clinics, or remote locations shall be coordinated with the Government point of contact before work begins.

1. Hours of Performance / Coverage Normal hours of performance are Monday through Friday, 8:00 AM to 5:00 PM Mountain Time, excluding federal holidays, unless otherwise approved by the Government point of contact.

Federal holidays observed by VA include:

When a designated legal holiday falls on a Sunday, the following Monday will be observed. When a designated legal holiday falls on a Saturday, the preceding Friday is observed by Federal agencies.

1. Contractor Qualifications The contractor shall provide OEM Certified personnel who are trained, experienced, and capable of performing the services required by this SOW.

Personnel performing preventive maintenance and repair shall be trained and certified by manufacturer’s requirements.

1. Service Documentation and Reports The contractor shall provide a legible electronic service report for every scheduled or unscheduled service event.

Each service report shall include the following information:

a. Contractor name, contract/order number, service-call number, and name of the field service engineer.

b. Date and time of request, arrival, work start, work completion, equipment return to service, and total downtime during coverage hours.

c. VA asset identifier, site number, manufacturer, system name, model/material code, and serial number.

d. Problem reported, diagnostic findings, work performed, test results, software version changes, if any, and corrective action.

e. Parts and materials used, including part numbers, and identification of any noncovered item requiring separate authorization.

f. Preventive maintenance checklist and actual test values for preventive maintenance events.

g. Field service engineer signature and VA acceptance signature.

The contractor shall provide service history, preventive maintenance status, uptime data, and open service-call reports to the COR upon request. Records shall be submitted in an accessible electronic format.

1. Scheduled Services / Preventive Maintenance The contractor shall perform scheduled service and preventive maintenance on required equipment. Service will be completed at an annual frequency to comply with manufacturer guidance.

Within 30 calendar days after award, the contractor shall provide the COR and the Healthcare Technology Management (HTM) team a preventive maintenance schedule for the performance period. Updated schedules shall be provided within 30 calendar days after each exercised option period.

Preventive maintenance shall be completed within the applicable performance period unless an alternate date is approved by the COR or Government point of contact.

Preventive maintenance shall include the following:

a. Safety and performance inspections.

b. Cleaning, calibration, lubrication, diagnostics, and adjustment.

c. Replacement of worn, defective, or maintenance-required covered parts.

d. Inspection of wiring, cables, alarms, error logs, software/firmware status, or system performance indicators.

e. Verification that the system or equipment is returned to its intended operating condition.

f. Completion of required service documentation, checklists, test results, and reports.

The contractor shall use manufacturer procedures and record actual test values for work that requires testing or measurement.

1. Unscheduled Services / Corrective Maintenance The contractor shall provide unscheduled service and corrective maintenance as needed to diagnose equipment failures, troubleshoot reported issues, perform repairs, replace covered parts, provide technical escalation, and restore covered equipment or systems to operational condition.

Corrective maintenance includes the following:

a. Troubleshooting and diagnosis of reported issues.

b. Calibration, cleaning, adjustment, and repair.

c. Replacement of covered parts.

d. Software troubleshooting or support.

e. Remote technical support.

f. On-site service support.

g. Verification that the equipment or system has been returned to operational condition.

If the contractor determines that a repair or service is not covered, the contractor shall notify the COR and Contracting Officer before performing chargeable work. The notice shall identify the affected equipment, the reason the repair or service is not covered, the proposed corrective action, and the estimated price.

Chargeable work shall not begin unless authorized in writing by the Contracting Officer.

1. Response Requirements The contractor shall meet the response requirements included in the applicable service plan, awarded coverage, and this SOW.

Response requirements are as follows:

Response requirements apply during normal hours of coverage unless after-hours, weekend, emergency, or on-call support is expressly included in the resulting contract or order.

a. Initial technical response within 24 hours after receipt of a valid service request.

b. On-site response within 48 hours after receipt of a valid service request.

c. Remote technical support within 4 hours.

d. Escalation support within 12 hours, when the issue cannot be resolved through standard support.

The contractor shall provide the COR, service point of contact, or other designated Government representative a service-call number, estimated arrival time, status update, or other required communication when the service request is accepted.

Unscheduled maintenance visits shall be requested or authorized only by the COR, service point of contact, Contracting Officer, or other Government representative designated for the requirement.

When a required part is not immediately available, the contractor shall notify the COR or Government point of contact of the estimated delivery date and the interim plan to restore service.

1. Covered Parts, Support, and Software The contractor shall provide the labor, travel, parts, software support, remote support, technical support, and other coverage included in the applicable service plan, awarded coverage, and this SOW.

Coverage includes the following:

a. Labor and travel for covered scheduled and unscheduled service.

b. Covered replacement parts.

c. Remote technical support.

d. Software support, safety updates, performance updates, reliability updates, cybersecurity updates, or other manufacturer-provided updates.

e. Technical escalation support.

f. Other support or coverage expressly identified in the resulting contract or order.

Replacement parts shall be new OEM parts or manufacturer-approved equivalents that maintain the equipment’s form, fit, function, safety, and regulatory status.

Consumables, accessories, batteries, accidental damage, optional upgrades, major software upgrades, platform exchanges, or other excluded items are covered only when specifically included in the awarded service plan or order.

Chargeable work shall not begin unless authorized in writing by the Contracting Officer.

1. Inspection and Acceptance The COR or designated Government point of contact will inspect completed services by reviewing the service report, confirming completion of required testing, and verifying that the equipment, system, or service has been returned to the required operating condition.

VA signature on a service report documents receipt and initial acceptance of the service performed.

1. Access, Safety, Information Security, and Privacy Contractor personnel shall comply with VA identification, parking, smoking, safety, infection-control, and facility-access requirements. Personnel shall wear visible identification while on VA property.

Remote diagnostics, software support, or logical access to VA information systems requires prior VA approval and shall use VA-approved connections and security controls.

The contractor shall access only the information necessary to perform the work and shall not retain VA information except as authorized.

The contractor shall immediately report suspected security or privacy incidents to the COR and designated VA security officials.

1. Warranty, End-of-Life, and Equipment Changes Coverage for equipment that remains under manufacturer warranty shall begin only after the warranty expires unless concurrent coverage is specifically required and approved.

The contractor shall notify the COR and Contracting Officer at least 90 days before covered equipment becomes unsupported during the period of performance.

Equipment additions, removals, replacements, coverage changes, or price adjustments require a written contract modification issued by the Contracting Officer before they take effect.

1. Records Management

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Department of Veterans Affairs records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Department of Veterans Affairs contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Department of Veterans Affairs and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Department of Veterans Affairs or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Department of Veterans Affairs. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the resulting contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Department of Veterans Affairs control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the resulting contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Department of Veterans Affairs guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Department of Veterans Affairs policy.

8. The Contractor shall not create or maintain any records containing any non-public Department of Veterans Affairs information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The Department of Veterans Affairs owns the right to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Department of Veterans Affairs shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by RFO 52.227-11 through RFO 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take Department of Veterans Affairs-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this resulting contract, and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

Sources Sought Notice