Sources Sought Notice - Scope Repair.pdf

PDF 231 KB Posted Sep 18, 2025

Attached to: J065--FY26 SERVICES | Base+4 | Scope Repair | 528
Solicitation number: 36C24225Q1072
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 2

About this file

Written by GovTribe AI · Sep 18, 2025

This Sources Sought Notice is for endoscope repair services for the Buffalo VA Medical Center, issued by the Department of Veterans Affairs Network Contracting Office 2. The anticipated contract is a Fixed-Price, Indefinite Delivery Vehicle for repairing a comprehensive list of endoscopes from manufacturers including Olympus, Boston Scientific, Stryker, Procept Biorobotics, Verathon, Karl Storz, Pentax, Terumo, and Arthrex, covering various types such as respiratory tract, urinary tract, subcutaneous tunnel, and endoscopic telescopes.

Key requirements include having Field Service Engineers with at least two years of experience and formal training from the original equipment manufacturer, providing loaner equipment within 8 business hours, completing minor repairs within 2 business days and major repairs within 5 business days, and submitting detailed service reports. Interested contractors must email a capability statement to Jamie Boyar by 3:00 PM EST on September 25, 2025, specifying their ability to provide loaner equipment and meet turn-around times. The solicitation number is 36C24225Q1072, with performance to occur at 3495 Bailey Avenue in Buffalo, New York, using NAICS code 811210 and Product Service Code J065.

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Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* FY26 SERVICES | Base+4 | Scope Repair | 528

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 14215

SOLICITATION NUMBER* 36C24225Q1072

RESPONSE DATE/TIME/ZONE 09-25-2025 15:00 EASTERN TIME, NEW YORK,

USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office (NCO) 2

3495 Bailey Avenue

Building 3, 2nd floor

Buffalo NY 14215

POINT OF CONTACT*

Contract Specialist

Jamie Boyar jamie.boyar@va.gov

(716) 862-7895

PLACE OF PERFORMANCE

ADDRESS 3495 Bailey Ave

Buffalo New York

POSTAL CODE 14215

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

SOURCES SOUGHT NOTICE

This is a SOURCES SOUGHT NOTICE only. This is not a request for formal proposals or quotes. No formal solicitation documents exist at this time. This request is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this notice will be treated as information only. No entitlement to payment of direct or indirect costs or changes by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information.

PURPOSE AND OBJECTIVES:

The intent of this notice is to identify capable sources interested in providing ENDOSCOPE REPAIR SERVICES for the Buffalo VA Medical Center located at 3495 Bailey Ave, Buffalo, NY 14215. The anticipated contract action is expected to be a Fixed – Price, Indefinite Delivery Vehicle.

All responsible sources who believe they can furnish the service described in this notice may submit a capability statement clearly establishing an ability to provide the required service in the place of performance by emailing Jamie.Boyar@va.gov with details regarding your firms capability no later than 3:00PM EST on September 25, 2025. Additionally, responses must specify whether loaners can be provided during repairs as well if the required turn-around time can be met. It is the responsibility of respondents to provide sufficient information.

BRIEF DESCRIPTION OF REQUIREMENT:

QUALIFICATIONS:

All work shall be performed in accordance with this service requirement and shall be performed by a qualified Field Service Engineer (FSE). A qualified FSE shall be defined as an individual who has successfully completed a formalized training program of the equipment the individual shall service and has a minimum of two years of experience with respect to scheduled and unscheduled preventive and remedial maintenance of the endoscopic instruments that individual shall service. Acceptable FSE training can be provided either by the original equipment manufacturer or through an internal training program. If the required training has been provided through an internal training program, the contractor shall provide documentation of the contents and format of their internal training program, so that a determination can be made whether it is acceptable. An acceptable training program shall be defined as an established ongoing training program that includes a formal method of evaluating a technician’s competency/ proficiency and the individual(s) in charge of training shall be Original Equipment Manufacturer (OEM) certified on all endoscopes to be serviced. The Contractor shall provide written assurance to the competency of their personnel and a list of credentials of approved FSE(s) for each make and model the Contractor services at the VA. The Contracting Officer (CO) and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VA equipment.

mailto:Jamie.Boyar@va.gov

SERVICES TO BE PROVIDED

REPAIRS:

A. The contractor shall be able to service all endoscopes listed in this solicitation.

B. All the equipment being repaired shall be transported in appropriate protective containers or packaging that shall limit the possibility of damage to the scope while away from the hospital. Equipment shall be picked up and dropped off on site by contractor personnel, the use of third-party couriers is not acceptable. Acceptable transport containers shall be defined as the following:

1. Pentax endoscopes shall be transported in the appropriate Pentax endoscope case based on the serial number of the Pentax endoscope.

2. All other endoscopes, at a minimum the packaging for transport shall consist of a foam interior that tightly keeps the scope in place along with a hard exterior (at a minimum, cardboard). This packaging shall sufficiently protect the scope from any and all damage if it is accidentally dropped.

C. The Contractor shall provide loaner equipment to the VA within 8 business hours of notification. The Contractor at no additional cost shall furnish a loaner of the same type of equipment to the Government as determined acceptable by VA clinicians. Loaned equipment shall be equal to or superior to equipment removed from the facility. Loaned equipment shall remain at the VA facility until the repaired scope has been returned, and the repair has been validated.

D. Equipment shall be repaired to fully functional condition as soon as possible. In general, minor repairs should be completed within two (2) business days and major repairs should be completed within five (5) business days. All repairs shall be performed by qualified FSE. All completed repairs shall be verified by the Buffalo VA Medical Center biomedical Department prior to acceptance.

E. The VA shall not provide service manuals or service diagnostic software to the Contractor. The Contractor shall obtain, have on file, and make available to its FSE(s), all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request. Any charges for parts, manuals, tools, or software required to successfully complete any service required shall be included within the scope of this task order and it’s agreed upon price.

F. At the conclusion of each repair the Contractor shall provide a written service report indicating:

1. Dates of service (including date received at the repair facility and date returned to the Government)

2. Make, model, serial number, and barcode/ID number of the equipment serviced

3. Name of FSE who performed the work

4. Hours worked

5. Description of the reported problem, the services performed, and parts replaced

6. If the repair is caused by damage or abuse this shall be specified in the report including a justification for this determination

7. At the end of each quarter the Contractor shall provide detailed history report of the repairs completed for that quarter

8. The contractor shall have an established formal quality control program implemented by OEM trained technician(s) for all of the endoscope models to be serviced to ensure repairs are done to OEM standards.

PARTS:

A. The Contractor shall provide all replacement parts required to keep equipment performing within the Original Equipment Manufacturer (OEM) specifications.

B. All parts shall meet or exceed manufacturer’s factory specifications to maintain compatibility with systems presently in place and with future performance/reliability upgrades.

C. Parts removed or replaced by the Contractor shall become property of the Contractor.

D. The Contractor shall provide documentation with their quote that they shall only utilize parts/materials/components that are equal to or exceed OEM specifications, quality and performance standards.

E. The parts/materials/components used shall not alter the effectiveness and validation sterilization/high level disinfection requirements in any way when the endoscope is reprocessed.

SCHEDULE:

A. All on-site work shall be scheduled in advance with VA.

New Year’s Day Martin Luther King’s Birthday

President’s Day

Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas

*To include any other day the President declares as a Federal Holiday.

SCOPE LIST:

Equipment Category: Manufacturer: Model:

ENDOSCOPES OLYMPUS AMERICA

INC

HD ENDOEYE LTF-

ENDOSCOPES OLYMPUS AMERICA

INC

HD ENDOEYE LTF-

ENDOSCOPES BOSTON SCIENTIFIC

CORP

FG-0703

ENDOSCOPES BOSTON SCIENTIFIC

CORP

FG-0703

ENDOSCOPES STRYKER ENDOSCOPY 502-743-030

ENDOSCOPES STRYKER ENDOSCOPY 502-110-010

ENDOSCOPES PROCEPT

BIOROBOTICS INC

AQUABEAM SC2000

ENDOSCOPES PROCEPT

BIOROBOTICS INC

AQUABEAM SC2000

ENDOSCOPES PROCEPT

BIOROBOTICS INC

AQUABEAM SC2000

ENDOSCOPES PROCEPT

BIOROBOTICS INC

AQUABEAM SC2000

ENDOSCOPES OLYMPUS AMERICA

INC

HD ENDOEYE LTF-

S190-5

ENDOSCOPES OLYMPUS AMERICA

INC

HD ENDOEYE LTF-

S190-5

ENDOSCOPES OLYMPUS AMERICA

INC

HD ENDOEYE LTF-

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11102CM

ENDOSCOPES:

RESPIRATORY TRACT

PENTAX MEDICAL CO EB19-J10

ENDOSCOPES:

RESPIRATORY TRACT

PENTAX MEDICAL CO EB19-J10

ENDOSCOPES:

RESPIRATORY TRACT

PENTAX MEDICAL CO EB19-J10

ENDOSCOPES:

RESPIRATORY TRACT

PENTAX MEDICAL CO EB19-J10

ENDOSCOPES:

RESPIRATORY TRACT

PENTAX MEDICAL CO EB19-J10

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE CORE

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE GO

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE GO

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE GO

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE GO

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11101CM

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11302BDX

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

VERATHON INC GLIDESCOPE AVL

ENDOSCOPES:

RESPIRATORY TRACT

KARL STORZ

ENDOSCOPY-AMERICA

INC

11301BNX

ENDOSCOPES:

SUBCUTANEOUS TUNNEL:

VESSEL ...

TERUMO

CARDIOVASCULAR

SYSTEMS CORP

MCENDO550

ENDOSCOPES: URINARY

TRACT

OLYMPUS AMERICA

INC

CYF-VH

ENDOSCOPES: URINARY

TRACT

OLYMPUS CORP CYF-5R

ENDOSCOPES: URINARY

TRACT

OLYMPUS AMERICA

INC

URF-P6

ENDOSCOPES: URINARY

TRACT

OLYMPUS AMERICA

INC.

CYF-5R

ENDOSCOPES: URINARY

TRACT

OLYMPUS AMERICA

INC.

CYF-5R

ENDOSCOPIC TELESCOPES ARTHREX INC AR-3350-2930

ENDOSCOPIC TELESCOPES STRYKER ENDOSCOPY 502-654-030

ENDOSCOPIC TELESCOPES STRYKER ENDOSCOPY 502-654-010

ENDOSCOPIC TELESCOPES STRYKER ENDOSCOPY 502-654-030

ENDOSCOPIC TELESCOPES STRYKER ENDOSCOPY 502-654-010

ENDOSCOPIC TELESCOPES KARL STORZ

ENDOSCOPY-AMERICA

INC

7200A

ENDOSCOPIC TELESCOPES CONMED HD5500

ENDOSCOPIC TELESCOPES ARTHREX INC AR-3350-2930

ENDOSCOPIC TELESCOPES ARTHREX INC AR-3350-2430

ENDOSCOPIC TELESCOPES ARTHREX INC AR-3350-2930

ENDOSCOPIC TELESCOPES KARL STORZ

ENDOSCOPY-AMERICA

INC

7230AA

ENDOSCOPIC TELESCOPES ARTHREX INC AR-3350-2430

ENDOSCOPIC TELESCOPES STRYKER ENDOSCOPY 502-937-010