Statement of Need 10-26-2026.docx

STATEMENT OF NEED

Brand Name Medical Equipment Repair Parts

1. Introduction The Army Medical Logistics Command’s (AMLC), Medical Maintenance Management Directorate (M3D) mission is to develop, tailor, acquire, deliver, and sustain medical materiel capabilities and data to build and enable health readiness. AMLC’s core competencies is focused on equipping and sustaining the medical forces globally. This includes ensuring medical maintenance supportability and training requirements, equipment reliability and maintainability, and maintenance repair and services of medical equipment and technologies.

1.1. Background

1.1.1. The U.S. Army Health Contracting Activity (USAHCA) on behalf of AMLC has recurring requirements for brand name new (not used or refurbished) medical equipment repair parts. AMLC’s Medical Maintenance Operations Division (MMOD) provides sustainment and depot-level maintenance support to the standard and selects nonstandard medical materiel to all Army components authorized Department of Defense (DoD) activities and other federal agencies. The MMOD is comprised of the locations listed:

Hill Air Force Base (AFB), UT; Medical Maintenance Operations at Sierra Army Depot, CA; MMOD Tobyhanna Army Depot, PA; MMOD Tracy Army Depot, CA; Medical Maintenance Operations at Joint Base Lewis-McChord, WA; Medical Maintenance Operations at Fort Hood, TX; Medical Maintenance Operations at Fort Bragg, NC; Medical Maintenance Operations at Fort Carson, CO; and the Army Prepositioned Stock (APS) Site, Goose Creek, SC when the repair exceeds the deployed unit’s maintenance capability.

1.1.2. This Multiple Award (MA) Blanket Purchase Agreements (BPAs) will replace the existing two MA BPA’s when the ordering periods expire beginning in April 2027.

1.2. Scope

1.2.1 M3D requires the ability to procure all associated brand name medical equipment repair parts for the brand name piece of equipment that requires repair, refurbish, or maintenance at one (1) of three (3) AMLC depots. Attachment 1 – Medical Equipment List identifies 84 pieces of medical equipment by the National Item Identification Number (NIIN) and description which require brand name medical equipment repair parts should the equipment become inoperable. The 84 pieces of medical equipment represent approximately 67 Original Equipment Manufacturers (OEMs). Due to the volume of potential brand name medical equipment repairs parts required to repair, refurbish, and maintenance for the 84 pieces of medical equipment, the BPAs are established at the medical equipment level. Thus, any brand name medical equipment repair part to support repair of the 84 pieces of medical equipment will be within the scope of the BPAs. Table 1 provides examples of the medical equipment and the brand name medical equipment repair parts required under the MA BAs and are not all inclusive. Table 1 does provide a representative list of the types of medical equipment and manufacturers for which brand name medical equipment repair parts are required.

Table 1: Examples of Medical Equipment and Brand Name Medical Equipment Repair Parts

01-464-9828

Weber Scientific

INCUBATOR, BATERIOLOG

3055-70

101-1000

Wire Shelf (10-140)

P2131

P2131-1-0034

Valve, Camber Vent

000000-0135-487 Power Cord VII- H05VV- F3G1.5-C13W_6.0M GY

01-343-5636

INTUBATING FIBERSCOPE

ENF – P4

AR-P10

SCP-10 Adapter

1.3 Organization Conflicts of Interest

The Contractor shall perform a thorough comparative analysis of the potential new work against all current and previous work performed in support of the AMLC organization and provide a comprehensive Organizational Conflicts of Interest (OCI) Mitigation Plan if necessary. As subordinate command of AMLC, M3D has categorized all service/supply procurements into one of the following three (3) as defined below, for purpose of identifying, avoiding, or mitigating against OCIs in accordance with (IAW) FAR Subpart 9.5. These categories are defined as follows:

Category 1 - Program and/or Administrative Support. Services which, by their very nature, give the Contractor access to non-public procurement sensitive data about the contract requirements, other Contractors’ proprietary information, or put the Contractor in a position to influence the award decision on a contract in which they are participating. Services would be characterized as having access to Command Wide procurement sensitive information, or work that could likely have an influence over follow-on awards or contracts within subordinate directorates/Commands.

Category 2 – Program Management Support. Services which assist in planning and managing an organization’s activities and programs. These include, for example: requirements analysis, acquisition support, budget planning and management, business, process reengineering, program planning and execution support, and independent technical management support. Services would be characterized as having access to only Directorate or Subordinate Command level procurement sensitive information or work that would have little influence on follow-on requirements or requirements of other directorates/Subordinate Commands.

Category 3 - Product Support. Services or end items required to meet the mission requirements of the organization’s activities and programs. These include, for example: concept exploration and development, system design, system development and integration, COTS Procurement and integration, internal development testing, deployment, installation, operations, and maintenance. Services can be characterized as having little or no access to procurement sensitive information other than the immediate requirement and little chances of follow-on work that can be influenced by the immediate requirement.

1.3.1 The AMLC brand name medical equipment repair parts BPA is identified as OCI Category 3 – Product Support. The Contractor shall perform a thorough comparative analysis of the potential new supply effort against all current and previous supply efforts performed in support of AMLC and ascertain whether there is a possible conflict of interest. If there is a conflict of interest or the appearance of a conflict of interest, the Contractor shall provide (if necessary) an OCI Mitigation Plan as a means of preventing, avoiding, and mitigating each OCI identified.

2. General Requirement

2.1 Brand Name Medical Equipment Repair Parts. The Contractor shall furnish new (not used or refurbished) brand name medical equipment repair parts as defined in the CO-RFQ or by a designated GPC Ordering Officer from the date of award through the required delivery date. This MA BPA is for the purchase of brand name medical equipment repair parts required to fully restore the medical equipment identified in Attachment 1 to working order.

2.2 Delivery. The Call Orders placed against the BPAs will identify the delivery address for the required brand name medical equipment repair parts. Delivery is required to one (1) of the following locations (3) AMLC’s depots located at Hill Air Force Base (AFB), UT; Medical Maintenance Operations at Sierra Army Depot, CA; MMOD Tobyhanna Army Depot, PA; MMOD Tracy Army Depot, CA; Medical Maintenance Operations at Joint Base Lewis-McChord, WA; Medical Maintenance Operations at Fort Hood, TX; Medical Maintenance Operations at Fort Bragg, NC; Medical Maintenance Operations at Fort Carson, CO; and the Army Prepositioned Stock (APS) Site, Goose Creek, SC.

2.3 Ordering Periods.

2.4. Base BPA Administration and Management

The SoN provides two distinct activities and functions: (1) Base BPA activities and (2) Individual Call Order activities. The Contractor shall appoint a single point-of-contact with the overall responsibility for BPA management including all Call Orders.

2.4.1 Base BPA Management Activities

2.4.1.1 Government Management of the BPA. The Contracting Officer will have overall responsibility for administering the BPA. The Contracting Officer is the only person authorized to obligate the Government and make changes to the BPA. The Contracting Officer will manage BPA administration and performance delivery surveillance supported by the Contracting Officer’s Representative (COR).

2.4.1.2. The ordering period for the BPAs is for three (3) years. The Contracting Officer shall review at least annually the resultant BPAs in accordance with FAR 13.303-6, and, if necessary, update at that time to maintain awareness of changes in market conditions, sources of supply, and other pertinent factors that may warrant making new arrangements with different suppliers or modifying existing arrangements.

2.4.1.3. COR Appointment. The Contracting Officer will officially appoint (in writing) a COR to oversee the Base BPA and all awarded Call Orders. The Government’s BPA COR will have responsibility for:

(1) Ensuring evaluations are developed for performance of delivery for Call Orders.

(2) Providing advice and assistance in resolving any delivery issues that may arise from the award of the Call Orders.

(3) Initiating and coordinating global BPA changes such as changes in the paying office.

(4) Conducting other activities as specified in the COR appointment memorandum.

(5) Elevating to the Contracting Officer any problems that cannot be addressed by the COR.

2.4.1.4 Contractor Management of the BPA. The Contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The Contractor shall respond to Government requests for BPA actions in accordance with the request. The Contractor shall designate a single point-of-contact between the Government and the Contractor to oversee the Base BPA. The Contractor’s designated single point-of-contact shall be responsible for addressing BPA issues, quality issues, and overall, Contractor performance. This may include coordination with the Contracting Officer, Contract Specialist, and the COR to resolve any issues that may arise, trends relating to the Base BPA or proposed changes or modifications to the BPA.

2.4.1.4.1. The Contractor shall notify the Contracting Officer immediately if there is an appearance of any technical direction that is or may be outside the scope of the BPA. The Government will not reimburse the Contractor for any supplies the Contracting Officer or the GPC Ordering Officers did not authorize.

2.4.1.4.2. The Contractor shall notify the Contracting Officer in writing if there are any administrative changes to the Base BPA.

2.4.1.4.3 The Contractor shall immediately notify the Contracting Officer for clarification when a question arises regarding the authority of any person to act for the Contracting Officer under the BPA.

2.5. Call Order Administration and Management Activities

2.5.1 Government Management of the Call Order. The Contracting Officer will have overall responsibility for all Orders. The Contracting Officer is the only person authorized to obligate the Government and make changes to the Call Orders.

2.5.1.2 A Technical Point-of-Contact (TPOC) will be identified in each Call Order and will serve as the primary point-of-contact for all activities and issues that occur under each Call Order. The TPOC for the Call Order is responsible for:

(1) Serving as the primary TPOC for the Call Order, as required.

(2) Identifying the need for and sending Call Order modification requirements to the Contracting Officer, as required.

(3) Reviewing and accepting or rejecting all Contractor deliveries provided under the Call Order.

(4) Serving as the approval and disapproval authority for receiving reports and invoices.

(5) Conducting Call Order surveillance activities.

(6) Conducting other activities as specified in the Call Order.

(7) Elevating to COR any problems that cannot be adequately addressed by the Call Order COR.

2.5.1.3. Contractor Management of the Call Order. The Contractor shall establish processes and assign appropriate resources to effectively administer the Call Orders. The Contractor shall designate a single point-of-contact between the Government and the Contractor to oversee each Call Order. The Contractor’s designated single point-of-contact shall be responsible for addressing delivery delays, payment/invoicing concerns, quality issues, and any other performance issue for the particular Call Order. This may require coordination with the Contracting Officer, Contract Specialist, and the TPOC for resolution.

2.6 Subcontractor Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this BPA and shall be responsible and accountable for subcontractor performance. The prime Contractor will manage the supply requirement to ensure there are no OCI considerations. Contractors may add subcontractors to their team and notification must be sent to the Contracting Officer and COR within 30 days of the agreement.

2.7. Federal Holidays

The following Federal holidays are observed, and no supply deliveries shall occur on the dates specified. Any of the below holidays falling on a Saturday will be observed on the preceding Friday; holidays falling on a Sunday will be observed on the following Monday.

a. New Year’s Day, 1 January

b. Martin Luther King’s Birthday, 3rd Monday in January

c. President’s Day, 3rd Monday in February

d. Memorial Day, last Monday in May

e. Juneteenth National Independence Day, 19 June

f. Independence Day, 4 July

g. Labor Day, 1st Monday in September

h. Columbus Day, 2nd Monday in October

i. Veteran’s Day, 11 November

j. Thanksgiving Day, 4th Thursday in November

k. Christmas Day, 25 December

2.7.1. Deliveries will be accepted Monday through Friday, 7:00 AM to 4:30 PM, local time of the destination address.

3. Delivery Objectives The Contractor shall use F.O.B. Destination in accordance with FAR 52.247-34 to the Government’s authorized locations.

3.1. Objective 1: The Contractor shall provide new (not used or refurbished) brand name medical equipment repair parts as specified in the Call Order(s) awarded under the MA BPA.

3.1.1. All brand name medical equipment repair parts must be quality OEM Certified as specified in the BPA and Call Order. Brand name medical equipment repair parts must arrive undamaged and in the same condition as when shipped from the Contractor facility or the manufacturers facility. All packaging, warranty, and instructions must remain intact from the manufacturer.

3.1.2. The CO-RFQ will identify the required brand name medical equipment repair parts.

3.2. Objective 2: The Contractor shall ensure the Government receives 100% fulfillment of the required brand name equipment repair parts IAW the Required Delivery Date (RDD) specified in each Call Order awarded under this BPA.

3.2.1. The fill rate is determined by the number of parts identified on the CO-RFQ. All proposed brand name medical equipment repair parts must be provided in the exact quantity specified in the CO-RFQ.

3.2.2. The successful Call Order Contractor shall all items F.O.B Designation, partial shipment is acceptable unless otherwise stated in the BPA Call Order.

3.2.3. If the Contractor is unable to ship 100% of the required supplies, thereby unable to meet the RDD, the Contractor must provide notification via email to the COR within 72 hours from the date of the Call Order. The notification shall include the Call Order number, the brand name medical the Contractor will not deliver by the RDD, and the new date for delivery of the repair parts.

3.3. Objective 3: The Contractor shall meet the standards specified in the CO RFQ for handling, packaging and shipping instructions of supplies to the Government authorized locations

3.3.1. The RDD proposed in the Contractor’s quote as required in the Call Order, and/or by the GPC Ordering official must be strictly adhered to. All brand name medical equipment repair parts must arrive by the RDD. The Contractor shall ensure shipments contain the “Mark for Instructions” on all shipments.

3.3.2. Shipment of the brand name medical equipment repair parts shall be IAW the Call Order. The Contractor shall ensure the Delivery Ticket is included with the shipment and is available to the receiving facility and personnel.

3.4. Delivery Tickets

All shipments made under the MA BAs shall be accompanied by a “Delivery Ticket” or sales slip as required by FAR 13.303-3(a)(5), and contain all following minimum information:

a. Name of supplier (manufacturer)

b. BPA number (W81K04-XX-A-XXXX)

c. Date of purchase

d. Call Order number (W81K04-XX-F-XXXX)

e. Itemized list of brand name medical equipment repair parts included in the shipment

f. Quantity, unit price, and extension of each item

g. Date of delivery or shipment.

4. Call Order Inspection and Acceptance

4.1. All shipments made under the MA BPAs shall be accompanied by the Delivery Ticket as stated in Section 3.4 of this SoN and is required for Inspection and Acceptance.

4.2. The Government shall provide certification of satisfaction upon receipt of the brand name medical equipment repair parts in accordance with the terms and conditions of the base BPA and all Call Orders. If the delivery fails to meet the specifications defined in the Call Order, the delivery will be returned to Contractor.

5. Deliverables

5.1. Contractor Monthly GPC Report (Deliverable 1)

The Contractor shall deliver a Monthly Government Purchase Card Report (GPC) via e-mail to the COR and Contract Specialist of all GPC Orders with in five (5) days after the close of the month. The reports shall include all GPC Orders placed from the first day of the month to the last day of the month. Reports shall reflect, at a minimum, the following information:

a. Unique Order Number and delivery location (i.e., Tobyhanna, PA, Tracy, CA, or Hill, UT).

b. Date of Order

c. Brand Name Medical Equipment Repair Part Description, Part Number, and Quantity

d. Total Dollar Amount of Each Order

e. Authorized Ordering Official’s name

5.2. Contractor Annual Report (Deliverable 2)

The Contractor shall deliver an annual report within 10 days after the anniversary date of the BPA to the COR and the Contract Specialist detailing all products (including both GPC Orders and Call Orders). Report shall reflect, at a minimum, the following information:

a. Unique Order Number and delivery location (i.e., Tobyhanna, PA, Tracy, CA, or Hill, UT).

b. Date of Order

c. Brand Name Medical Equipment Repair Part Description, Part Number, and Quantity

d. Total Dollar Amount of Each Order

e. Cumulative Total of all Orders Awarded

f. Order Delivery Date Versus Actual Delivery Date

6.0. Deliverables

The Contractor shall provide electronic copies of the deliverables identified in the Table 2 for the Base BPA Table 2: Base BPA Deliverables

5.1

5.2

Annual Report

7.0. Quality Assurance

The Government intends to utilize a Quality Assurance Surveillance Plan (QASP), reference Attachment 3, to monitor the quality of the Contractor’s performance. The oversight provided for in the order and in the QASP will help to ensure that delivery levels reach and maintain the required levels throughout the contract term. Further, the QASP provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required Performance Reports. The QASP will be finalized immediately following award, and a copy provided to the Contractor after award. The QASP is an evolving document and may be updated by the Government as necessary.