SOURCES SOUGHT NOTICE.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* CT Contrast Injector Maintenance Services – Marion VAMC

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 66048

REQUIREMENT NUMBER* 36C255-26-AP-0365

RESPONSE DATE/TIME/ZONE 10-27-2026 11:00AM CENTRAL TIME, CHICAGO, USA

RECOVERY ACT FUNDS N

SET-ASIDE TBD

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 15 3450 S 4th Street Trafficway Leavenworth KS 66048

POINT OF CONTACT* Teresa Cabanting

PLACE OF PERFORMANCE

ADDRESS Marion VAMC 2401 West Main Street

Marion, IL 62959

POSTAL CODE 65201

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS teresa.cabanting@va.gov mailto:teresa.cabanting@va.gov

DESCRIPTION

THIS IS A SOURCES SOUGHT

DISCLAIMER

This Sources Sought Notice is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this Sources

Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought Notice.

The submission of pricing, capabilities for planning purposes, and other market information is highly encouraged and allowed under this Sources Sought Notice.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. The purpose of this Sources Sought Notice is to gain knowledge of potential qualified sources and their size classification relative to

NAICS 811210 Electronic and Precision Equipment Repair and Maintenance.

Responses to this Sources Sought Notice will be used by the Government to make appropriate acquisition decisions and after reviewing the responses to this Sources

Sought Notice, a solicitation announcement may be published. Responses to this

Sources Sought Notice are not considered adequate responses for a solicitation announcement.

The information identified below is intended to be descriptive, not restrictive, and to indicate the quality of the supplies that will be satisfactory. It is the responsibility of the interested source to demonstrate to the Government that the interested parties can provide the supplies that fulfill the required specifications and/or the authority from the manufacturer to distribute the supplies.

If you are interested and are capable of providing the sought-out services, please provide the requested information indicated below in #1 thru 4. Response to this

Sources Sought Notice shall include:

Company name, address, point of contact, UEI, and size of business in addition to the following questions:

1. Is your company considered small under the NAICS code 811210 identified under this Sources Sought Notice? (If so, provide the small business identifier, e.g., SDVOSB, VOSB, WOSB etc.)

2. Provide the www.SAM.gov Unique Entity ID (UEI) number.

3. Does your company have a Federal Supply Schedule (FSS) contract with GSA, VA NAC, or any other Federal contract, that can be utilized to procure the requirement listed above? If so, please provide the contract number.

4. Does your company have an Authorized to Provide Services letter from a manufacturer? If so, please provide a copy.

Please submit your capabilities that show clear, compelling, and convincing evidence that you can provide the requirement described in the following Statement of Requirements.

Responses to this notice shall be submitted via E-mail are due on or before October

27, 2026, by 11:00 a.m. Central and sent to Teresa Cabanting at teresa.cabanting@va.gov. Send all questions to Teresa Cabanting at teresa.cabanting@va.gov.

Telephone responses or questions will not be accepted.

If a solicitation is issued it will be announced, at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

Responses to this Sources Sought Notice are not a request to be added to a prospective offerors list nor to receive a copy of a solicitation. It is not incumbent upon the Contract Specialist to constantly update any vendor about the procurement course of action that will be taken. It is incumbent upon the vendor to watch all public places for any solicitations that may be posted, e.g., www.sam.gov.

The Department of Veterans Affairs (VA), VISN 15 Network Contracting Office, is seeking sources that can provide the following:

STATEMENT OF WORK

1. Equipment & Locations

The Marion VA Medical Center and Evansville VA Health Care Center are in need of maintenance services that cover the Bayer Medrad Stellant FLEX CT contrast injector systems and associated Certegra workstation platform components installed in their

Imaging Departments.

http://www.sam.gov/ http://www.sam.gov/

The covered devices include:

Facility Device Serial Number Modality/Location

Evansville VA HCC Stellant FLEX 122035 CT

Marion VAMC (CT 1) Stellant FLEX 121306 CT

Marion VAMC (CT 2) Stellant FLEX 100521 CT

2. Scope of Services

The Contractor will furnish all labor, supervision, Original Equipment Manufacturer

(OEM) approved tools, OEM certified parts, consumables as required, calibration and test equipment, software, documentation, transportation, and incidentals necessary to provide full OEM service for the Contrast Injectors listed in Section 1 of this document.

Services include annual preventive maintenance (PM) per OEM specifications and procedures, corrective maintenance/repairs, OEM software maintenance and updates for the injector controllers and Certegra workstation platform, cybersecurity hardening consistent with VA directives, and recertification of systems after service.

3. Qualifications

All work will be performed by OEM trained and certified field service personnel qualified on Bayer Medrad Stellant FLEX injectors and Certegra workstation platform. The

Contractor will provide evidence of training, certification, and competency upon request by the Government facility Point of Contact (POC). Subcontractors, if used, must meet the same qualification requirements and be pre‑approved by the Government facility

POC.

4. Service Delivery Requirements

a) Repairs

• Service Hours: Normal VA business hours (08:00–16:30, Monday through

Friday, excluding Federal Holidays). Work outside normal hours requires prior

Government facility POC approval; overtime rates must be pre‑authorized.

• Response Time: Telephone triage within thirty (30) minutes of the service request; on‑site arrival within four (4) hours for urgent clinical outages when directed by the Government facility POC.

• Uptime Objective: Maintain injector availability suitable for continuous CT operations; Contractor will propose and meet service metrics that minimize exam delays and cancellations.

b) Remote Diagnostics & Secure Connectivity

Remote support will be provided through the VA‑approved Bayer site‑to‑site VPN and interconnection in accordance with the VA National MOU/ISA. Remote access (if available) is used for installation, diagnostics, patching, software updates, and maintenance activities on injector controllers and Certegra workstations. The Contractor will comply with all security controls, logging, and session documentation requirements.

c) Documentation & Records

For every service event, the Contractor will provide an electronic service report within two (2) business days containing: device name, serial number, facility location, date/time, technician name, work performed, parts used, software versions/patches applied, calibration results (as‑found/as‑left when applicable), and functional verification outcomes. Maintain OEM service tickets and certificates of re‑certification when required.

d) Preventive Maintenance (PM)

Perform PM at intervals and content defined by Bayer OEM specifications for

Stellant FLEX contrast injectors and Certegra workstation platform. PM will include the following:

Equipment Evaluation

• External Inspection

• Internal Inspection

• System Operation Evaluation

• Updated Servicing Info and Related IP's

System Cleaning

• External Cleaning

• Internal Cleaning

Certified Hardware Updates (if updates are available by OEM)

• Head Update

• Display Update

• Base Unit Update

• Options and Accessories Update

Corrective Maintenance (Replace worn parts during PM)

• Head Maintenance

• Display Maintenance

• Base Unit Maintenance

• Option and Accessories Maintenance

Software Updates

• Download Customer Protocols and Settings

• Run/Update Scripts and Software to most current OEM release

Equipment Calibration

• Pressure Calibration

• Volume and Flow Rate Calibration

• Automatic Functions and Docking Check and Calibration

Volume and Flow Diagnostics

• Provide Volume Accuracy results for Side A and Side B

Operation and Safety Check

• Upload Customer Protocols and Settings

• Electrical safety checks (as applicable), software/configuration validation, replacement of OEM‑specified wear items, and documentation of all test results and adjustments.

• Operational Performance Assessment

Scheduling

• Coordinate PM schedules with Government Imaging POC and Healthcare

Technology Management (HTM) to minimize impact on patient care. Provide at least ten (10) business days’ notice for planned PM.

e) Parts, Consumables, and Tools

Provide OEM parts and consumables necessary to restore equipment to manufacturer specifications. All parts will be new or OEM‑approved. Removed parts become the property of the Contractor unless otherwise directed by the

Government facility POC.

f) Software Maintenance & Updates

Provide OEM software maintenance for injector controllers and Certegra workstations, including security patches, firmware updates, and configuration corrections per OEM’s published processes. Maintain documentation of versions installed and patch dates.

5. Cybersecurity & Compliance

The Contractor will comply with VA directives and OEM documented cybersecurity controls for the Stellant FLEX/Certegra platform, including use of supported operating systems, validated patch processes, encryption of data at rest where applicable, and operation behind VA Medical Device Isolation Architecture (MDIA).

All remote access will be executed under the VA‑approved interconnection with appropriate encryption, monitoring, and audit logs.

6. Special Instructions

a) Contractor Check‑In and Site Access

Coordinate site visits in advance with Government facility Imaging POC or

Government Healthcare Technology Management Staff at (812) 465-6202 ext.

272535. The Contractor’s representative will report to Healthcare Technology

Management, room 3037-EHCC, prior to the performance of service.

b) Infection Control & Safety

Comply with facility infection‑control procedures, radiation‑area safety, and applicable Occupational Safety and Health Administration (OSHA) and National

Fire Protection Association (NFPA) requirements during service activities.

c) Shipping/Depot Services

If depot service is required for any components, the Contractor will coordinate shipping, provide loaner equipment when clinically necessary, and maintain chain‑of‑custody and data protection.

7. Acceptance, Deliverables, and Invoicing

Acceptance: The Government facility POC will accept service upon review of reports and verification that equipment meets OEM specifications. Deliverables include:

• Service reports,

• PM checklists/results,

• Calibration records,

• Re‑certification tickets, and

• Version/patch documentation.

Invoices will reference contract number, PO number, period of performance, and list serviced assets by serial number and location. Payment is contingent upon

Government facility POC approval.

8. Changes & Subcontracting

Changes: The Government may, within the scope of the contract, add or remove covered devices or adjust service scope via written modification in accordance with applicable contract clauses under Contractor Officer’s authority.

End of Statement of Work