P11. Intent Sole Source - 36C25626Q0777.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Maintenance and Repair Service for Philips Medical Imaging Equipment

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0777

RESPONSE DATE/TIME/ZONE 05-18-2026 12:00 PM CENTRAL TIME,

CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16

5075 Westheimer Road, Suite 750

Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist

Caleb Parker caleb.parker@va.gov

DESCRIPTION

The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) intends to negotiate a Period of Performance, sole source, IDIQ contract with PHILIPS NORTH AMERICA LLC located at 22100 BOTHELL EVERETT HWY, BOTHELL, WA, 98021. United States of America. The VA, G.V. (Sonny) Montgomery VA Medical Center has a requirement to purchase Maintenance and Repair Service for Philips Medical Imaging Equipment. Reference the Statement of Work below for details. No phone calls will be accepted. The period of performance will be 10-01-2026 through 09- 30-2031.

This acquisition is in accordance with FAR 13.106-1(b)(1)(i): Only one source is capable of providing the services required at the level or quality required because the services are unique or highly specialized.

The proposed contractor; PHILIPS NORTH AMERICA LLC is currently the sole provider of Maintenance and Repair Service for Philips Medical Imaging Equipment within the United States, excluding territories. PHILIPS NORTH AMERICA LLC is the developer of Philips Medical Imaging Equipment.

NCO 16 intends to non-competitively award this requirement to LifeLine Software, Inc.on or about 10-01-2026. The North American Industry Classification Code (NAICS) is 811210, Analytical Laboratory Instrument Manufacturing with a size standard of $34 Million. This notice of intent to award a sole source contract is not a request for competitive proposals. Any interested party that believes it is capable of meeting the requirement described herein may identify their interest and capabilities in response to this notice. Only emailed responses will be considered. All responses shall be submitted to the attention of: Caleb Parker at caleb.parker@va no later than 12:00 PM CDT on 05- 18-2026.

Any response to this notice must show clear and convincing evidence, that competition would be advantageous to the Government. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted.

A determination by the Government not to compete the proposed procurement base upon responses to this notice is solely within the discretion of the Government.

Information received will be considered solely for determining whether to conduct a competitive procurement. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government will not pay for any information submitted as a result of this notice. This notice shall not be construed as an obligation on the part of the Government to acquire any products or services.

Statement of Work Service Plan/Agreement For

Philips Imaging Equipment and Systems G.V. (Sonny) Montgomery VAMC

Healthcare Technology Management Service 1500 East Woodrow Wilson Avenue

Jackson, Mississippi 39216

1. OBJECTIVE: The G.V. (Sonny) Montgomery Veterans Affairs Medical Center located in Jackson, MS requires the following services for the facility: Full-Service Plan/Agreement for Philips Medical imaging equipment and systems. The service plan/agreement being sought includes but is not limited to the following: 24-hour vendor support, parts needed for service, software upgrades and new software versions, and on-site corrective and preventative maintenance services.

2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government.

3. BACKGROUND: The facility utilizes Philips imaging modalities (DXR, R/F, CT, MR, Mobile X‑ray) and Philips Intellispace Cardiovascular/Intellibridge software in support of facility operations for the delivery of veteran patient care.

4. SCOPE OF SERVICES: The services needed (to include required Deliverables) are described below. The manufacturer of the device’s services needed is Philips. All work shall be performed in accordance with OEM, VA, Federal, and regulatory requirements.

1. Services must ONLY be performed by manufacturer-trained technicians who have current factory training on each specific device being serviced.

2. Contractor must provide evidence of equipment standards, traceability, and final device performance testing in accordance with all OEM procedural requirements.

3. Contractor must ensure all safety inspections comply with all applicable federal, state, and regulatory requirements, OEM standards, and all FDA alerts and recall actions.

4. Each technician must be OEM-certified on the specific device before performing any service or maintenance.

5. Contractor must provide evidence of recent attendance and successful completion of OEM factory training for all products covered.

6. Contractor must maintain continuous access to the most up-to-date OEM software versions, updates, and revisions for all covered devices.

7. Contractor must guarantee execution of all OEM service recommendations during every service event, including use of ONLY OEM-approved planned maintenance parts and repair parts.

8. Contractor must possess legal rights to proprietary OEM software and must provide all OEM-released software updates, patches, revisions, and corrections required to maintain system performance.

9. The service technician must have completed device-specific OEM training by an authorized manufacturer trainer prior to performing service on that device.

10. The contractor must maintain a minimum equipment up time of 95% for each covered asset. Preventive maintenance must strictly follow OEM maintenance intervals and procedures.

11. Contractor must perform all planned/preventive maintenance within the timeframe established by the facility and must coordinate schedules with HTM to minimize clinical disruption.

12. Contractor shall provide all OEM parts required for preventive and corrective maintenance at no additional cost to the facility. No refurbished, aftermarket, or non-OEM parts are permitted.

13. Contractor must respond to all calls for service within one business day. For covered assets requiring faster response, the contractor shall support the facility’s clinical needs through OEM remote triage and dispatch capabilities.

14. The contractor shall provide remote diagnostic support only in compliance with VA cybersecurity requirements, including VAAR 852.239‑70, VA Handbook 6500, and VA Handbook 6500.6.

15. Contractor must provide 12‑month advance notice of EOL/EOSL for any covered system or component and propose mitigation/replacement options and maintain coverage through the end of the active period of performance unless the asset is decommissioned.

16. Contractor must sign into and out of the HTM shop vendor sign-in sheet upon arrival to and departure from the facility.

17. Contractor must provide detailed service documentation within 48 hours of any maintenance event as defined in Section 10 Deliverables.

18. The equipment to be covered under this contract is listed below in Table A:

Asset Name Plan Options EOL/EOS L Serial EE/MX

DigitalDiagnost

4.1 High

Performance (Site 65963187)

Support

Tube + 2 Detectors;

Wireless/Sky Plate

12/31/20

1500022

EE64937

DigitalDiagnost

4.1 High

Performance (Site 73623138)

Support

Tube + 2 Detectors;

Wireless/Sky Plate

12/31/20

1800020

MX1777534

DigitalDiagnost

4.1 High

Performance (Site 73623479)

Support

Tube + 2 Detectors;

Wireless/Sky Plate

12/31/20

1800016

MX1764778

DigitalDiagnost 4.1

Chest/Emergen cy (Site

65963206)

Support

Tube + 1 Detector;

Wireless/Sky Plate

12/31/20

3430480

EE60238

CombiDiagnost R90 (Site

76218512) Primary Wireless/Sky

Plate 12/31/20

1000005

MX2059426

Ingenuity Core 128 CT (Site 73634713)

Protecti on

Tube Coverage N/A 320476 586

MX1719902

SmartPath to dStream 1.5T

MR (Sites 75567179 / 75567180)

Protecti on

Chiller Coverage

12/31/20 28-2030 9001 586

EE33902

SmartPath to dStream 1.5T

MR (Site 81914059)

Support Supplemental

PM

12/31/20 29 21665 586

EE41936

MobileDiagnost wDR Release 2 (Site 95135567)

Support Tube;

Motor+Gener ator Batteries

N/A 2141037

MX2646677

MobileDiagnost wDR Release 2

Support Tube;

Motor+Gener

N/A 2141037

MX2646670

(Site 95135563) ator Batteries

MobileDiagnost wDR Release 2 (Site 95135564)

Support Tube;

Motor+Gener ator Batteries

N/A 2141038

MX2646680

IntelliSpace CardioVascular

(ISCV R4.X)

(Site 87486270)

Essenti al SMA

FIT4249 PDF

Import N/A N/A N/A

IntelliSpace CardioVascular

(ISCV R4.X)

(Site 80295144)

Essenti al SMA

FIT4249

EMR/HIS

Launch;

NITE331

Starter Pack

N/A N/A N/A

IntelliBridge Enterprise CV

(Site 78574318)

Essenti al SMA

HL7 ADT;

HL7 Orders;

DICOM MWL;

Timeline Interface

N/A N/A N/A

Philips Service Agreement Types and Definitions

Philips offers several service agreement levels for imaging equipment. The following definitions apply to this contract and may be used by the Government to interpret coverage levels, validate service performance, and clarify service expectations:

1. RightFit Support (Second Response Service Plan)

a. Philips provides corrective maintenance labor and travel after the facility’s

Clinical Engineer performs first-response troubleshooting.

b. Includes OEM diagnostic software, service documentation access, and remote technical support.

c. On-site response goal: within 4 hours during coverage hours.

d. Planned Maintenance (PM) is not included unless purchased as a supplemental option.

e. Offers preferential scheduling and reduced after-hours rates.

2. RightFit Primary Service Plan

a. Provides OEM-performed planned maintenance during standard hours

(typically M–F 8:00–17:00).

b. Includes OEM safety checks, calibrations, image-quality testing, and performance verification.

c. Includes Field Change Orders (FCOs) for mandatory safety, reliability, and performance updates.

d. Includes lifecycle benefits such as discounted OEM accessories (e.g., 5% or 15% off select catalog items depending on system type).

3. RightFit Protection Service Plan

a. Provides comprehensive corrective and preventive maintenance, including

OEM labor and travel.

b. Covers strategic components such as:

• X-ray tubes

• Detectors

• MR coils

• CT tubes (where listed)

• Other system-critical OEM parts

c. Includes OEM remote service, remote proactive monitoring, and system performance reporting when connected to Philips Remote Services.

4. RightFit Support A / RightFit Protection A (specialized MR plans)

a. Targeted for MRI systems upgraded with SmartPath to dStream.

b. Includes remote clinical applications support, OEM software enhancements, and OEM 24×7 technical support (depending on plan tier).

c. Protection A includes OEM part coverage for major MR subsystems.

5. Wireless/SkyPlate & Detector Battery Full Coverage Bundles

a. Covers accidental drops for wireless detectors (SkyPlate/WPD).

b. Includes unlimited OEM replacement of detector batteries.

c. Excludes intentional damage, liquid ingress, and cleaning with non-approved chemicals (per OEM IFU).

6. X-Ray Tube and Detector Coverage Add-Ons

a. Coverage varies by model (e.g., 1 detector or 2 detectors).

b. Includes OEM part and associated labor to replace covered components.

c. Required for comprehensive DXR and R/F room coverage.

7. Motor & Generator Battery Coverage (MobileDiagnost)

a. OEM replacement of all mobile X-ray system drive/generator batteries.

b. Ensures batteries meet original equipment performance standards.

8. IntelliSpace CardioVascular (ISCV) – Essential SMA with Hardware Support

a. Includes OEM technical support, software updates, and hardware support for purchased components.

b. Provides interface and workflow-related modules such as:

• PDF Import Tool

• EMR/HIS context launch

• HL7 ADT / HL7 Orders

• DICOM Modality Worklist

• Formatted Output modules

c. Includes remote software escalation and remote clinical application support.

9. IntelliBridge Enterprise CV – Essential SMA with Hardware Support

a. Provides enterprise interoperability components, including:

• CV Solutions Core License

• Echo Theme License

• HL7 routing interfaces

• DICOM conversion utilities

b. Includes OEM upgrades, support, and remote service.

5. PLACE OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at the G.V. (Sonny) Montgomery VAMC at 1500 East Woodrow Wilson Avenue Jackson, Mississippi, 39216.

6. PERIOD OF PERFORMANCE: The expected period of performance for services executed under the final contract for this acquisition is the following:

Base Year: 10/1/2026 thru 09/30/2027

Option Year One: 10/01/2027 thru 09/30/2028 Option Year Two: 10/01/2028 thru 09/30/2029 Option Year Three: 10/01/2029 thru 09/30/2030

Option Year Four: 10/01/2030 thru 09/30/2031

Option years may or may not be exercised based on the needs of (and at the discretion of) the U.S. Government.

7. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative in HTM before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below.

New Year’s Day January 1 Martin Luther King‘s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays (that could Any other day specifically declared to be a occur) national holiday (per Federal Statute, Executive Order, or by the President’s Proclamation).

An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented.

8. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED “CORE

COMPETENCIES”:

Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully execute the services described herein. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active.

9. KEY PERSONNEL

During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Statement of Work and covered by the final contract. This Key Personnel person must have sufficient knowledge to be able to respond to technical questions by the government.

10. DELIVERABLES:

Required Deliverables

DELIVERABLE #1:

Service Reports (Corrective Maintenance) Within 48 Hours:

Issue description, troubleshooting steps, parts used, OEM part numbers, calibration and test results, return-to-service time, technician name, and OEM certification status.

DELIVERABLE #2:

Preventive Maintenance (PM) Reports:

OEM PM checklist, safety testing results, image quality results, calibration outputs, pass/fail status, corrective actions, PM completion date, and next-due date.

DELIVERABLE #3:

Remote Support Activity Logs (If Remote Services Used):

Session timestamps, actions taken, patches applied, configuration changes, and resolution status.

DELIVERABLE #4:

Software Update / Patch Documentation:

Version number, update purpose, validation tests performed, installation date, and downtime required.

DELIVERABLE #5:

Parts Usage Summary (Monthly or Upon Request):

All parts used, part numbers, quantities, serial-tracked components (detectors, SkyPlates, X-ray tubes).

DELIVERABLE #6:

PM/CM Schedule & Forecast (Quarterly):

Rolling 12-month PM schedule, recommended part replacements, projected system reliability risks.

DELIVERABLE #7:

Compliance Deliverables (Regulatory):

OEM safety notices, field change orders, FDA recall compliance documentation, and proof of completion.

DELIVERABLE #8:

Check-In / Check-Out Records:

Arrival time, departure time, work performed, HTM sign-off documentation.

DELIVERABLE #9:

Asset Status Change Reports:

Required when system is non-operational >24 hours, placed offline, or waiting on OEM back-ordered parts.

DELIVERABLE #10:

End-of-Life (EOL/EOSL) Notifications:

12-month advance notice, OEM verification, and mitigation recommendations.

DELIVERABLE #11:

Annual Summary Report:

Summary of PMs, CMs, uptime averages, major failures, part usage, and improvement recommendations

11. RECORDS MANAGEMENT

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 management 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 management 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. GVSM 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 GVSM VAMC 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 GVSM VAMC. 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 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.

Contractor personnel shall sign VA Form 10-0708 “Employee Clearance from Indebtedness” before resigning or termination from Contractor working for GVSM VAMC Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to GVSM 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 contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA 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. TMS(Talent Management System) course VA 4192704 : “Records Management for Everyone”.

7. Flow-down of requirements to subcontractors

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

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

12. OTHER REQUIREMENTS:

12.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times.

While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel.

12.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor.

12.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the

Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor.

12.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed.