P02.1 36C25027Q0005 - Sources Sought Notice.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

Network Contracting Office 10 24 Frank Lloyd Wright Drive Suite M2200 Ann Arbor MI 48105-9484

POINT OF CONTACT*

Contracting Officer Alexis S. Alexander Alexis.Alexander1@va.gov 734-222-7169

PLACE OF PERFORMANCE

2215 Fuller Rd.

Ann Arbor MI

ADDITIONAL INFORMATION

DESCRIPTION

This Sources Sought/Market Survey Notice is being conducted by LTC Charles S. Kettles VA Medical Center, 2215 Fuller Rd. Ann Arbor, MI 48105 to identify all sources that are capable of providing TrueBeam Linear accelerator and ARIA/Eclipse Services for the period of March 15, 2027 – March 14, 2032, at the discretion of the Government in strict accordance with all schedules, specifications, terms, conditions and provisions of any resulting contract.

SCOPE OF WORK:

The Contractor shall provide all parts, labor, application and technical phone support necessary to perform service and emergency repair on the ARIA Oncology Information System (OIS) (HIT0635), Eclipse Treatment Planning System (HIT0635), Truebeam Linear accelerator SN: H191314 and H192036, and the RGSC Respiratory Gating for Scanners (HGS2737). The equipment is located at the LTC Charles S. Kettles VA Medical Center (AAVAMC) 2215 Fuller Rd., Ann Arbor, MI 48105, and is in strict accordance with all schedules, specifications, terms, conditions and provisions of this contract. The equipment shall be maintained for operation and performance. The contractor shall be required to perform a wellness check of the current products before the service plan begins. The contractor shall provide all parts, labor, and materials needed because of this wellness check

PERFORMANCE REQUIREMENTS:

Contractor Responsibilities

· Provide all services as quoted, including preventive maintenance, repair, upgrades, training, and support for covered equipment and software.

· Ensure on-site emergency labor and remote access support are available as defined.

· Provide all necessary parts, including IT and treatment room components as covered.

· All services must meet vendor and VA standards, regulatory and accreditation requirements, and must not void equipment warranties.

Service Response and Uptime

· Emergency service calls shall receive a response in accordance with the service agreement.

· Uptime performance guarantees, where specified, shall be monitored and reported per contract terms (minimum 96% uptime for applicable systems).

Field Service Engineer Procedures

· Upon arrival at the LTC Charles S. Kettles VA Medical Center to perform any service, maintenance, repairs, or training, all Field Service Engineers (FSEs) shall:

· Report directly to the Healthcare Technology Management (HTM/Biomed) department and sign in prior to commencing any work on VA property.

· Obtain proper clearance and badges as required by facility policy.

· Follow all VA security, privacy, and infection control protocols.

· Upon completion of work:

· FSEs shall sign out with HTM/Biomed and provide a summary of services performed.

· An electronic copy of the detailed service report shall be sent within 24 hours of service completion to the Contracting Officer’s Representative (COR), Kara Szczepaniak, at Kara.Szczepaniak@va.gov and to VHAANNBiomedSVCRPRT@va.gov.

· Service report must include: equipment serviced, description of work performed, parts replaced, software versions or upgrades applied, date/time of service, and any recommendations or follow-up actions.

Training

· Contractor will provide refresher and upgrade training as specified (minimum one day for applicable systems).

Deliverables

· Preventive maintenance as scheduled (including documentation)

· All necessary repairs and parts replacements

· Software upgrades and associated training

· System performance and service reports

· Proof of completion for scheduled and unscheduled services

If this is a service your business can provide, respond to this Sources Sought by Wednesday, September 23, 2026; 12:00 P.M. Eastern time. Responses should include: (1) Business Name and Address (2) Point of Contact Name, Phone Number, and E-mail Address (3) SAM UEI and NAICS code (4) Business Size SMALL or LARGE (5) Type of Business SERVICE DISABLED VETERAN OWNED, VETERAN OWNED, 8A, HUBZone, WOMEN-OWNED etc. (6) Applicable GSA/FSS Contract Number (if applies). All businesses eligible to provide this service are encouraged to reply as this information may be used to determine potential set-asides for the above noted service. E-mail responses to: Alexis Alexander, at Alexis.Alexander1@va.gov. (Note: This is NOT A REQUEST FOR QUOTE or an announcement of a solicitation.)

Sources Sought Notice