SOURCES SOUGHT NOTICE 36C25626Q0471.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Endoscope and Bronchoscope Lease, Preventative Maintenance and Repair Service Agreement (Brand Name or Equal)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0471

RESPONSE DATE/TIME/ZONE 03-09-2026 15:00 CENTRAL TIME,

CHICAGO, USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* W065

NAICS CODE* 532490

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Alexandria Veterans Healthcare System

2495 Shreveport Highway Pineville LA

POSTAL CODE 71360

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION Sources Sought Notice: 36C25626Q0471

DESCRIPTION

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A

REQUEST FOR QUOTE, PROPOSAL, OR BID

The purpose of this sources sought notice is to identify potential sources which will aid in defining the procurement strategy for example set-aside, sole source, unrestricted of a solicitation the VA intends on issuing in the near future. Please review the attached document for more details on this requirement.

See attached 36C25626Q0471 and Scope of Work

Description: The Department of Veterans Affairs (VA), Alexandria Veterans Healthcare Systems in Pineville, LA is seeking information from potential vendors on their ability to provide Endoscope and Bronchoscope (Brand Name or Equal) Lease, Preventative and Repair Services for use at Alexandria VAMC. The Contractor shall furnish full leasing, preventative maintenance and repair services including preventive maintenance inspections (Includes Telephone & On-Site Service), for Endoscope (GI) scopes and scope related equipment/ accessories for non-personal services as listed in the attachment.

THIS IS A SOURCES SOUGHT NOTICE ONLY. Small Business Concerns are encouraged to provide responses to the description/service in order to assist the Alexandria VAMC in determining potential levels of competition and general market pricing available in the industry.

Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. THIS SOURCES SOUGHT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE QUOTES. The VA will NOT be responsible for any costs incurred by interested parties in responding to this sources sought notice. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

Responses are due by 3:00 P.M. (Central Time), on March 9, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format or Portable Document Format (PDF) via email to jeneice.matthews@va.gov the subject line shall read: Sources Sought 36C25626Q0471 Endoscope and Bronchoscope (Brand Name or Equal)Lease, Preventative and Repair Services Alexandria VAMC. NO SOLICITATION EXISTS AT THIS TIME. All interested parties shall submit clear and convincing documentation demonstrating their capability to satisfy the requirement. Capability documentation should include general information and technical background describing in detail the prospective contractor's capability and experience that will demonstrate the ability to support the requirement. Information provided will be used solely by Alexandria VAMC as “Market Research” and will not be released outside of the Alexandria VAMC Purchasing and Contracting Team.

36C25626Q0471 Draft SOW 1

FY26- Lease agreement for scopes

STATEMENT OF WORK

SECTION C – DESCRIPTION/SPECIFICATIONS

1. SCOPE & EQUIPMENT

Endoscope and Bronchoscope Lease, Preventative and Repair Services

Contractor shall provide full leasing, preventative maintenance and repair services including preventive maintenance inspections (Includes Telephone & On-Site Service), for Endoscope (GI) scopes and scope related equipment/accessories. Ship To and Mark for: Alexandria Veterans Healthcare System, Pineville, La. 71360. The expected Period of Performance is a base of one (1) year, with two (2) additional 1-year options exercisable at the Government's discretion, for a total of 36 month agreement.

REQUIRED EQUIPMENT AND THEIR RELATED KEY CHARACTERISTICS:

Qty Model Key Characteristics 3 CV-1500 Video System Center 3 OFP-2 Flushing Pump 3 MAJ-1921 VISERA Elite Keyboard 3 MAJ-2426 12G-SDI cable 1.5M 3 MAJ-2429 12G-SDI cable 8.5M 3 MAJ-2015 3G-SI cable 3.0M 3 USB-3.5-10 CV-1500 – Provation Trigger Cable 10ft.

3 3GDA Mini Converter 3 9100 AJA Medical Grade PSU- 5VDS, 5A 15 PCF-HQ190L Slim Colono w/ Dual Focus NBI

5 CF-EZ1500DL CF-EZ1500DL

8 GIF-EZ1500 GIF-EZ1500

2 GIF-XP190N Ultra-Slim Scope, 4-way, NBI

Contractor shall ensure all leased scopes are new or manufacturer-level refurbished and meet manufacturer specifications.

Note: Contract pricing is to include base year plus two years.

Special Shipping Instructions:

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. Contractor cannot make any changes to the delivery schedule at the request of Site POC. POC information listed at bottom.

All shipments, either single or multiple container deliveries, will bear the VA Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA PO number will indicate total number of containers for the complete shipment (ex. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

DRAFT

36C25626Q0471 Draft SOW 2

2. DEFINITIONS/ACRONYMS:

A. Biomedical Engineering – Supervisor or designee, .

B. CO – Contracting Officer. Government Agent authorized to affect contract, contract changes, and issue direction.

C. COR – Contracting Officer Technical Representative. Individual designated by the Contracting Officer to monitor contract performance, and coordinates performance efforts subject to authority limits designated. A designation letter identifying the COR for this project will be issued and signed by all parties prior to issuance of the NTP, or within ten

(10) calendar days of contract award.

D. PMI – Preventive Maintenance Inspection. Services that are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with (IAW) its original manufacturers intended design and functional capacity, with minimal incidence of malfunction or inoperative conditions.

E. FSE – Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services.

F. ESR – Vendor Engineering Service Report. The documentation/report of services rendered for each incidence of work performance under the terms and condition of the contract.

G. Acceptance Signature – Authorized Department of Veterans Affairs (DVA) employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending as stated in ESR.

H. Authorization Signature – COR’s signature; indicates COR accepts work status as stated in

ESR.

I. NFPA – National Fire Protection Association.

J. OEM- Original Equipment Manufacture.

K. ISO- Independent Service Organization.

L. PO- Purchase Order. The VA document that obligates funds. Include this number, as well as the contract number, on all correspondence.

M. AVAHCS- Alexandria Veterans Affairs Health Care System

3. CONFORMANCE STANDARDS:

36C25626Q0471 Draft SOW 3

Contractor shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99, OSHA, and the original equipment manufacturer’s performance standards and specifications.

4. HOURS OF COVERAGE:

A. Normal business hours of coverage are Monday through Friday from 8:00 a.m. to 4:30 p.m.

excluding Federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COR. Contractor's representative shall check in with Biomedical Engineering upon entering the facility, and shall sign in and out of the facility with Biomedical Engineering.

B. Preventive maintenance inspections will be performed annually. Coordinate with COR.

Inspections will be scheduled two weeks in advance with Biomedical Engineering.

C. Work performed outside the normal hours of coverage at the request of COR shall be billed at the prices listed in the schedule. Billing shall include service time plus travel, and exclude parts as they are included in the contract. Work performed outside normal hours of coverage at the request of FSE shall be considered service during normal hours of coverage.

D. Contractor shall ensure scopes are provided to Alexandria VAHCS within 7 days of contract award to have minimal lapse in patient care.

E. Federal Holidays observed by the Alexandria VHCS are:

New Years Day Labor Day Martin Luther King Day Columbus Day President’s Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

Or any other day specifically declared by the President of the United States to be a national holiday

5. UNSCHEDULED MAINTENANCE:

A. Contractor shall maintain the equipment in accordance with the Conformance Standards Section. The contractor shall provide repair services, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, etc., and maintaining the equipment including all intervening calls necessary between regular services and calibrations. All required parts should be furnished.

B. The CO, COR or designated alternate has the authority to approve/request a service call from the contractor.

C. Response Time: Contractor shall ensure scopes are returned to Alexandria VHCS 5 days after being received for any repairs or services.

36C25626Q0471 Draft SOW 4

6. PARTS:

The contractor has ready access to unique and/or high mortality replacement repair parts. All parts supplied shall be compatible with existing equipment. The contract shall include all repair parts. The contractor shall use only new or rebuilt parts, approved by the OEM, and shall not install used parts; those removed from another system without written COR approval.

7. UPDATES:

Contractor shall provide all hardware updates upon release at no additional cost to the Government throughout the life of the contract. Hardware updates are limited to those items which are commercially available (i.e. to ISOs) from the OEM and are provided by the OEM to their customers at no cost. Hardware/software update/upgrade installations shall be scheduled and performed at no additional charge to the Government.

8. DOCUMENTATION/REPORTS:

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices, required to maintain the equipment in accordance with conformance standards. Such documentation shall meet the guidelines as set forth in the conformance Standards Section. In addition, each ESR shall at a minimum document the following data legibly and in complete detail:

A. Name of Contractor

B. Name of FSE who performed services

C. Contractor Service ESR Number/Log Number

D. Date, Time (starting and ending), Equipment Downtime and Hours on Site for service call.

E. Alexandria VAHCS PO#(s) covering the call, if outside normal working hours.

F. Description of Problem Reported by COR/User.

G. Identification of Equipment to be serviced:

Equipment Inventory ID#, Manufacturer’s Name, Device Name, Model #, Serial #, and any other Manufacturer’s identification #s.

H. Itemized Description of Service Performed (including costs associated with after normal business working hours service), including:

Labor and Travel, Parts (with part #s), Materials and Circuit Location of problem/corrective action.

I. Total cost to be billed.

J. Signatures:

1. FSE performing services described.

36C25626Q0471 Draft SOW 5

2. DVA Employee who witnessed service described.

K. Equipment downtime.

NOTE: ANY ADDITIONAL CHARGES CLAIMED MUST BE APPROVED BY THE COR BEFORE

SERVICE IS COMPLETED.

9. REPORTING REQUIREMENTS:

For all on-site service, the contractor shall be required to report to Biomedical Engineering to log in during normal business hours, Monday through Friday. This check-in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(S). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(S) to the COR. All ESRs shall be submitted to the equipment user for an “acceptance signature” and to the COR for an “authorization signature”. If the COR is unavailable, a signed, authorized copy of the ESR shall be sent to the contractor after the work can be reviewed (if requested or noted on the ESR.)

10. PAYMENT:

Invoices shall be submitted quarterly in arrears. Invoice shall have contract number and purchase order identified as well as period of services. Any hourly rate charges shall be itemized as a separate line item with total cost, on the invoice. Failure to submit a proper invoice shall cause payment delay. Each invoice must be provided in triplicate.

Invoices shall be submitted to:

VA FSC

P.O. Box 149971 Austin, TX 78714

11.(a) PRICING SCHEDULE:

CLIN DESC QUANTITY UNIT

0001 Scope Lease 6 MO

0002 Maintenance and Repair 6 MO

0003 Annual Property Tax 1 YR

1001 Scope Lease 12 MO

1002 Maintenance and Repair 12 MO 1003 Annual Property Tax 1 YR

36C25626Q0471 Draft SOW 6

O

2001 Scope Lease 12 MO 2002 Maintenance and Repair 12 MO

2003 Annual Property Tax 1 YR

3001 Scope Lease 6 MO

3002 Maintenance and Repair 6 MO

12. ADDITIONAL CHARGES:

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.

13. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:

The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in or repairs required to the scheduled equipment, which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make the necessary repairs.

This contract does not include labor or materials for service lines and fittings, equipment not set forth on this schedule, or operating problems related to environmental conditions, e.g. electrical, steam, water, and/or ventilation that does not comply with equipment specifications. This also applies to improper operation of the equipment by operating personnel.

Repairs made by the contractor, which are the result of neglect or improper operation of the equipment by the medical center, will result in issuance of a separate purchase order by the Government. Contractor must obtain a purchase order in this respect prior to affecting such repairs. Contractor must notify the Biomedical Program Manager and/or his representative prior to this type of repair and secure a purchase order before proceeding further.

14. CONDITION OF EQUIPMENT:

36C25626Q0471 Draft SOW 7

The contractor accepts responsibility for the equipment listed in an “as is” condition. Failure to inspect the equipment prior to contract award will not relieve the contractor from performance of the requirements of this contract.

15. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT:

A. Each respondent must have an established business, with an office and full-time staff. The staff includes a “fully qualified” FSE and a “fully qualified” FSE who will serve as the backup.

B. “Fully Qualified” is based upon training and on experience in the field. For training, the

FSE(s) shall have successfully completed a training program, for the equipment listed in this SOW. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment listed in this SOW, or comparable to similar equipment. Evidence of said training shall be provided with your proposal (see PROPOSAL PREPARATION ADDENDUM).

16. TEST EQUIPMENT:

Prior to commencement of work on this contract, the contract awardee shall provide the Alexandria VHCS with a copy of the current calibration certification of all test equipment that is to be used by the contractor on Alexandria VHCS’s equipment, not later than ten (10) calendar days after contract award.

17. IDENTIFICATION & PARKING:

The contractor’s FSE’s shall wear visible company identification at all times while on the premises of the Alexandria VHCS. 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 Alexandria VHCS Police & Security Section.

18. PRIVACY INFORMATION: The contractor’s employee(s) will secure (in a sealed envelope) and relinquish any documentation found on the VA grounds (either by themselves or others) that contains sensitive patient and/or employee information (i.e. privacy information) to, VA Alexandria Veterans Health Care System Privacy Officer Please contact VA Privacy Officer within 60 minutes of finding or of receipt of such documents for instructions on what action to take on the documentation. If VA Privacy Officer cannot be immediately reached, the documentation will be secured in the Police Office until instructions are received from VA Privacy Officer.

19. CERTIFICATION AND ACCREDITATION OF CONTRACTOR’S IT SYSTEMS:

Certification and Accreditation of the Contractor’s IT System(s) does not apply and a Security Accreditation Package is not required as contractor’s employee will only be utilizing VA owned computers and computer systems.

36C25626Q0471 Draft SOW 8

20. ANNUAL TB TESTING: All contractor personnel providing on-site GE imaging systems maintenance at the GCVHCS are required to have an Annual TB Test accomplished at the Contractor’s expense. The contractor shall provide written certification of the TB testing on an annual basis and before any employees start work on this contract. New conversions to a positive PPD or new symptoms related to TB, if previously a positive PPD, must be reported to the VAGCVHCS Occupational Health Department within 10 working days. New hires shall provide certification of TB Testing before starting work at the GCVHCS.

21. PERFORMANCE REQUIREMENT SUMMARY

Performance Requirements Summary Matrix:

The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

Task ID Indicator & Paragraph

Number Standard

Acceptable Quality Level

Method of Surveillance Incentive

Scope maintenance

Scope repairs, Functions and Responsibilities;

complete repairs within time limits and provide detailed

FSR

Complete all required PWS tasks

100%

Periodic Inspection & Customer (facility occupant) Complaint

Exercise of Option Period(s);

Positive Past Performance

Training;

contractor supplies necessary training documentation completion

Complete all Contractor and Government Furnished Training prior to starting operations

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance

Personnel Requirements;

Ref. PWS Para.

Meet and complete necessary requirements

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance

36C25626Q0471 Draft SOW 9

Task ID Indicator & Paragraph

Number Standard

Acceptable Quality Level

Method of Surveillance Incentive

TB Testing;

contractor shall supply Tb testing documentation prior to commencing work

Contractor must have annual TB Test conducted

100% 100% Inspection

Exercise of Option Period(s);

Positive Past Performance