36C26226Q1145.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

Department of Veterans Affairs NCO 22 - Network Contracting 4135 S. Power Road Mesa AZ 85212

POINT OF CONTACT*

Contract Specialist Jessica Brooks jessica.brooks3@va.gov 480-466-7940

PLACE OF PERFORMANCE

Phoenix VA Healthcare System

650 E. Indian School Road

Phoenix AZ

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Siemens Syngo.via Service Contract

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. 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 Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Phoenix VA Health Care System located at 650 E. Indian School Road, Phoenix, AZ 85202 is seeking a potential qualified contractor that can provide Siemens Syngo.via Service.

Important information: 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. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 ($34 Million Dollars).

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) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Dynamic Small Business Search located at https://dsbs.sba.gov/.

All interested Offerors should submit information by e-mail: by e-mail to jessica.brooks3@va.gov.

All information submissions to be marked Attn: Jessica Brooks, Contract Specialist and should be received no later than 16:00 MST on July 23, 2026.

1. Contract Title: Siemens Syngo Service Contract

2. Place of Performance: Phoenix Veterans Affairs Health Care System (PVAHCS) Delivery of services shall be coordinated through the Biomedical Engineering located at:

Phoenix VA Health Care System.

650 E. Indian School Rd.

Phoenix, AZ 85012

3. Period of Performance: Base Year: 8/17/2026 - 8/16/2027

4. Contract Type: Firm-Fixed Price

5. Background:

The Radiology Department has three separate Syngo servers that were purchased as part of the CT (644-B38048), MRI (644-B20006), and PET/MR (644-B38049) systems. These legacy servers all need to be replaced as they are running on unapproved versions of Windows operating system. This requirement would consolidate the three servers into a single VM and upgrade the software.

6. Purpose:

The Phoenix VA Health Care System (PVAHCS) requires a service agreement to install, configure, and maintain Siemens Syngo software on a virtual machine (VM).

7. Required Services A. The Contractor shall provide the following licenses for Siemens Syngo software for Computed Tomography (CT), Magnet Resonance (MR), and Molecular Imaging (MI). The licenses should allow for (3) concurrent users.

B. The Contractor shall perform a turnkey installation and configuration for Siemens Syngo software on a pre-existing VM.

i. The Agency will provide server hardware and network connections.

ii. The Contractor shall be responsible for the installation and configuration from start to finish on the VM and clients.

iii. Installation and configuration may be completed on-site or remotely, as necessary.

iv. The Contractor shall thoroughly test the application for connectivity and functionality.

C. The Contractor shall train users on Siemens Syngo software for Computed Tomography (CT), Magnet Resonance (MR), and Molecular Imaging (MI)

i. The Contractor shall be capable of providing Clinical training and IT Admin training.

ii. The Contractor shall provide 48 days (or 384 hours) of training. Training shall take place Monday-Friday, 8:00am-5:00pm Arizona Local Time, excluding federal holidays.

iii. The Contractor shall conduct training virtually and in-person as requested by the end user. Virtual training shall be conducted in 2-hour increments. On-site training shall be conducted in 16-hour increments.

iv. The Contractor shall train no more than (6) end users per day.

D. The Contractor shall maintain Siemens Syngo software for Computed Tomography (CT), Magnet Resonance (MR), and Molecular Imaging (MI).

i. Coverage period: Monday-Friday, 8:00am-5:00pm Arizona Local Time, excluding federal holidays

ii. Phone response: 1 hour

iii. On-site response: 8 hours

iv. Safety checks

v. Planned maintenance

vi. Quality assurance

vii. Updates

viii. Labor

ix. Travel

x. Remote services

a. Technical phone support

b. Application hotline phone support

c. Smart remote services E. The Contractor shall notify the COR to schedule a time and their intent to come on-site.

F. The Contractor shall verify that the equipment that was serviced is fully functional before checking out.

G. The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see paragraph 4.

H. The Contract shall inform the COR prior to adding or removal of equipment along with providing documentation for both equipment added or removed.

I. The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR.

J. Service technicians shall be certified on/by Siemens Healthcare equipment to perform any services/maintenance on the enclosed specified equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award.

K. Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer.

L. Payment: Payment shall be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice shall include the correct payment address.

M. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site at PVAHCS.

N. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform.

8. Deliverables Filed Service Reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and shall contain the following information:

A. Date(s) and time period of service.

B. Complete description of equipment serviced including model number and serial number.

C. Complete description of equipment services performed including upgrades, updates and software changes made.

D. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable.

E. A statement of the complaint that initiated the service call.

F. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.

9. Security:

A. Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

B. The contractor shall have physical administrative access to the equipment included in this contract that capture and process ePHI. The Contractor shall have access to ePHI while performing scheduled and unscheduled maintenance.

C. The Contractor shall have remote access to the equipment included in this contract that capture and process ePHI. The remote access is secured with a site-to-site VPN connection.

D. A national Interconnection Agreement or Memorandum of Understanding MOU/ISA between contractor and the VA shall be on file prior to award. Contractor shall ensure currency of MOU/ISA. The standard operating procedure (SOP) and a template for a MOU-ISA are located on the Information Protection Risk Management (IPRM) Portal and can be provided to the contractor.

E. Any and all ePHI shall be stored long-term in either VistA Imaging or a dedicated server.

F. A current national Business Associate Agreement between Contractor and the VA shall be on file prior to award. Contractor shall ensure currency of BAA.

G. Contractors who have access to protected health information (PHI) in the performance of their official duties or have access to VA systems shall take the Privacy and HIPAA Focused Training Web-Based Training. The official privacy training for VA employees (VA10203) is available from the TMS website at: https://www.tms.va.gov/SecureAuth35/.

H. The Contractor shall not remove any hard drives off station. All hard drives shall be turned in to the COR.

I. Records Management Language for Contracts. The following standard items relate to records generated in executing the contract:

i. 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.

ii. The Contractor shall treat all deliverables under the contract as 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.

iii. The 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.

iv. 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 by the Freedom of Information Act.

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

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

vii. The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor shall deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.

viii. The 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, mode of transmission, or state of completion.

ix. No disposition of documents shall 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 files and penalties imposed by 18 U.S.C. 2701. Records shall not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

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

K. Upon arrival at the facility, all contractor personnel shall check-in with a valid Driver License or Company ID to the Biomedical Engineering department. Prior to conducting services, the contractor shall be issued a visitor’s badge which shall be worn above the waist during the contractor’s visit.

L. The contractor shall return to the same location to sign out and turn-in issued visitors badge along with the documented service report (as described in Section 5. DELIVERABLES) for the service performed. The Biomedical Engineering department located in Building 1, Room 1163.

M. Signing in/out shall be during normal business hours: Monday – Friday 8:00 am to 5:00 pm Arizona Standard Time excluding Holidays, reference federal holiday link in paragraph 11.

N. Failure to sign in/out shall result in failure to perform.

O. No photography of VA premises is allowed without written permission of the Contracting Officer.

10. Risk Control:

The Contractor shall be escorted by the Agency. The Contractor shall require passes from the on-station Police Department.

11. Performance Monitoring:

The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

12. Removal of Equipment:

PVAHCS property may not be removed from the PVAHCS prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Hard drives and other storage media items may not leave VA property.

13. Guarantee The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days

14. Hours of Coverage:

A. Normal hours of coverage are Monday through Friday from 8:00 am to 5:00 pm Arizona Standard Time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR.

B. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed.

NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government.

C. Federal Holidays observed are located at the following link:

https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/

15. Identification, Parking, Smoking, and VA Regulations:

The Contractor's FSEs shall wear visible identification issued by PVAHCS Police Section at all times while on the premises of PVAHCS. 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. PVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at PVAHCS. 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.

16. Inventory Listing to be Supported

1609-1

Licenses:

syngo.CT Body Perfusion syngo.CT Bone Reading syngo.CT Cardiac Function syngo.CT Cardiac Function Enhancement syngo.CT Cardiac Function RVA syngo.CT Cardiac Planning syngo.CT CaScoring syngo.CT Colonography syngo.CT Colonography Advanced syngo.CT Colonography PEV syngo.CT Coronary Analysis syngo.CT DE Bone Marrow syngo.CT DE Brain Hemorrhage syngo.CT DE Calculi Characterization syngo.CT DE Direct Angio syngo.CT DE Gout syngo.CT DE Hardplaque Display syngo.CT DE Heart PBV syngo.CT DE Lung Analysis syngo.CT DE Monoenergetic Plus syngo.CT DE Virtual Unenhanced syngo.CT Dental syngo.CT Dynamic Angio syngo.CT Liver Analysis syngo.CT Lung CAD syngo.CT Myocardial Perfusion syngo.CT Neuro DSA syngo.CT Neuro DSA syngo.CT Neuro Perfusion syngo.CT Neuro Perfusion syngo.CT Onco Func.-Hepatic AEF syngo.CT Pulmo 3D syngo.CT Rapid Stent Planning syngo.CT Segmentation syngo.CT Segmentation syngo.CT TAVI Valve Pilot syngo.CT Vascular Analysis syngo.CT Vascular Autotracer syngo.CT vendor independent Rapid Results Technology

MI General syngo.MI Neuro DB Creation syngo.MI Neuro Subtraction syngo.MI Offline OncoBoard syngo.MI Segmentation syngo.MM Multi-Timepoint Evaluation syngo.MM Multi-Timepoint extension syngo.MM Therapy Interface syngo.MR 3D Lesion Segmentation syngo.MR Brain MR-Morphometry syngo.MR BreVis syngo.MR Cardiac 4D Ventricular Function syngo.MR Cardiac Flow syngo.MR Composing syngo.MR General (Engine) syngo.MR Neuro fMRI syngo.MR Neuro Perfusion syngo.MR Neuro Perfusion Mismatch syngo.MR Oncology syngo.MR OncoTrend syngo.MR Spectro CSI syngo.MR Spectro Extension syngo.MR Spectro Research syngo.MR Spectro SVS syngo.MR Tissue 4D syngo.MR Tractography syngo.MR Vascular Analysis syngo.NM Auto Lung 3D syngo.NM Organ Processing syngo.PET Amyloid Plaque syngo.PET DB Comparison syngo.PET Dynamic Analysis syngo.PET Striatal Analysis syngo.SPECT DB Comparison syngo.SPECT Striatal Analysis

Sources Sought Notice