Hamilton Ventilators Maintenance Service for NMCP Portsmouth, VA
Closed Solicitation Posted
- Solicitation number
- HT940626QE007
- Agency
-
Defense Health Agency
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 811210 Electronic and Precision Equipment Repair and Maintenance
- Place of performance
- Portsmouth, Virginia 23708, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Health Agency is seeking a Firm Fixed Price service contract for comprehensive maintenance of Hamilton Ventilators at Naval Medical Center Portsmouth, Virginia. The contract requires an Original Equipment Manufacturer (OEM) authorized dealer to provide phone, text, and email technical support; annual preventive maintenance with a 24-hour response time; emergency on-site repair services; and full coverage of parts, labor, travel, replacement consoles, hardware, and software updates. Offerors will be evaluated using a lowest price technically acceptable (LPTA) methodology across three primary factors: Price (highest importance), Technical Capability, and Past Performance, with technical capability and past performance combined weighted at 50 percent of total evaluation criteria. All written questions and clarification requests must be submitted by January 16, 2026, at 2:00 PM Eastern Standard Time, and completed proposals are due by February 4, 2026, at 12:00 PM Eastern Standard Time. The government has posted Questions and Answers updates as of January 21 and January 27, 2026, to assist potential offerors in preparing their submissions.
The contract is set aside for Women-Owned Small Businesses (WOSB) and is classified under NAICS code 811219 with a corresponding size standard for that classification. The base contract period runs from February 18, 2026, through February 17, 2027, with four optional one-year extension periods available through February 17, 2031, for a maximum total contract duration of five years. Services will be performed at Naval Medical Center Portsmouth, specifically within the Respiratory, ICU, NICU, ER, and PICU departments during normal working hours (8:00 AM to 4:00 PM, Monday through Friday, excluding Federal holidays). The maintenance scope includes annual preventive maintenance to be completed by October 15 each year and emergency repair services available throughout the contract period. No specific budget range has been disclosed in the solicitation materials.
Notice text
3 versions
Update #3 · Latest ·
Updated: 27 Jan 2026 Questions and Answers uploaded for review
Updated: 21 Jan 2026 Questions and Answers uploaded for review.
Defense Health Agency (DHA) has a requirement for a Firm Fixed Price (FFP) service contract in accordance with FAR Part 12, Commercial Items and FAR Part 13, Simplified Acquisition Procedures for Hamilton Ventilators Maintenance Service located within the Respiratory, ICU, NICU, ER and PICU departments of Naval Medical Center Portsmouth (NMCP) Portsmouth, VA.
The Government seeks a ventilators service contract to include access to technicians via phone, text, or email, technical phone support during procedures, on-site preventive maintenance once every 12 months, and as needed on-site emergency service and repair for malfunctioning equipment. Service will include full coverage on parts/travel/labor charges, full coverage on replacement consoles/parts, hardware and all software updates, shipping to ensure parts are available to on-site technicians during service and maintenance, and a 24-hour response time for preventative maintenance.
To be considered for this requirement, please respond with a completed quote following the guidelines in Attachment I and II. Offerors may request clarification of any part of the solicitation or performance work statement. No verbal requests for information will be accepted by the Contract Specialist. Offeror’s questions or clarifications must be submitted to the Contract Specialist in writing via email: Cynthia Scharnowske, cynthia.e.scharnowske.civ@health.mil and Carol Uebelacker, carol.e.uebelacker.civ@health.mil. All questions and/or clarifications must be received by January 16, 2026, at 2pm Eastern Standard Time.
Q&A:
1. Could you please provide the last preventive maintenance dates for these ventilators? This information will help us determine an appropriate maintenance schedule within your October deadline requirement.
Preventive maintenance for the C6 has been completed DEC2025 Operational verification JUN2025 C1 annual maintenance was completed MAY2025 Operational verification NOV2025 G5 annual maintenance completed MAR 2025 Operational verification SEP2025 T1 annual maintenance completed MAR 2025 Operational verification SEP2025
2. The scope of work mentions "facilities" - would the Government permit us to transport equipment to our nearby Richmond facility for servicing? This approach could potentially improve efficiency and quality control.
Facilities meaning if a ventilator or ventilators happened to be at another government facility that is not the Portsmouth hospital that falls under the hospital maintenance umbrella the contractor will travel to that facility to perform the required maintenance. Do not believe it means that we can transport the equipment to another facility to perform maintenance for something that does not apply to their territory or umbrella of maintenance as it’s not something that they usually maintain.
3. Regarding battery replacements: Could you confirm if battery replacements are to be included in our pricing? If so, what are your expectations regarding replacement frequency over the base plus four-year contract period?
I believe the contract covers parts and labor which would include battery replacement.
4. The scope indicates annual maintenance, but Hamilton typically recommends semi-annual service for these models. Could you clarify if you require one annual comprehensive service or two semi-annual services (one being a full PM and one being a functional check)?
Yes, correct there is one full-service software annual PM along with DMLSS self-populating six-month general inspection/ functional check.
Are your Hamilton ventilators currently operating with one internal battery, or with both internal batteries installed?
G5 ventilators have one battery
T1 ventilators have one battery but there are a few with two batteries
C6 ventilators have two batteries
C1 have one battery
Update #2 ·
Updated: 21 Jan 2026 Questions and Answers uploaded for review.
Defense Health Agency (DHA) has a requirement for a Firm Fixed Price (FFP) service contract in accordance with FAR Part 12, Commercial Items and FAR Part 13, Simplified Acquisition Procedures for Hamilton Ventilators Maintenance Service located within the Respiratory, ICU, NICU, ER and PICU departments of Naval Medical Center Portsmouth (NMCP) Portsmouth, VA.
The Government seeks a ventilators service contract to include access to technicians via phone, text, or email, technical phone support during procedures, on-site preventive maintenance once every 12 months, and as needed on-site emergency service and repair for malfunctioning equipment. Service will include full coverage on parts/travel/labor charges, full coverage on replacement consoles/parts, hardware and all software updates, shipping to ensure parts are available to on-site technicians during service and maintenance, and a 24-hour response time for preventative maintenance.
To be considered for this requirement, please respond with a completed quote following the guidelines in Attachment I and II. Offerors may request clarification of any part of the solicitation or performance work statement. No verbal requests for information will be accepted by the Contract Specialist. Offeror’s questions or clarifications must be submitted to the Contract Specialist in writing via email: Cynthia Scharnowske, cynthia.e.scharnowske.civ@health.mil and Carol Uebelacker, carol.e.uebelacker.civ@health.mil. All questions and/or clarifications must be received by January 16, 2026, at 2pm Eastern Standard Time.
Q&A:
1. Could you please provide the last preventive maintenance dates for these ventilators? This information will help us determine an appropriate maintenance schedule within your October deadline requirement.
Preventive maintenance for the C6 has been completed DEC2025 Operational verification JUN2025 C1 annual maintenance was completed MAY2025 Operational verification NOV2025 G5 annual maintenance completed MAR 2025 Operational verification SEP2025 T1 annual maintenance completed MAR 2025 Operational verification SEP2025
2. The scope of work mentions "facilities" - would the Government permit us to transport equipment to our nearby Richmond facility for servicing? This approach could potentially improve efficiency and quality control.
Facilities meaning if a ventilator or ventilators happened to be at another government facility that is not the Portsmouth hospital that falls under the hospital maintenance umbrella the contractor will travel to that facility to perform the required maintenance. Do not believe it means that we can transport the equipment to another facility to perform maintenance for something that does not apply to their territory or umbrella of maintenance as it’s not something that they usually maintain.
3. Regarding battery replacements: Could you confirm if battery replacements are to be included in our pricing? If so, what are your expectations regarding replacement frequency over the base plus four-year contract period?
I believe the contract covers parts and labor which would include battery replacement.
4. The scope indicates annual maintenance, but Hamilton typically recommends semi-annual service for these models. Could you clarify if you require one annual comprehensive service or two semi-annual services (one being a full PM and one being a functional check)?
Yes, correct there is one full-service software annual PM along with DMLSS self-populating six-month general inspection/ functional check.
Update #1 ·
Defense Health Agency (DHA) has a requirement for a Firm Fixed Price (FFP) service contract in accordance with FAR Part 12, Commercial Items and FAR Part 13, Simplified Acquisition Procedures for Hamilton Ventilators Maintenance Service located within the Respiratory, ICU, NICU, ER and PICU departments of Naval Medical Center Portsmouth (NMCP) Portsmouth, VA.
The Government seeks a ventilators service contract to include access to technicians via phone, text, or email, technical phone support during procedures, on-site preventive maintenance once every 12 months, and as needed on-site emergency service and repair for malfunctioning equipment. Service will include full coverage on parts/travel/labor charges, full coverage on replacement consoles/parts, hardware and all software updates, shipping to ensure parts are available to on-site technicians during service and maintenance, and a 24-hour response time for preventative maintenance.
To be considered for this requirement, please respond with a completed quote following the guidelines in Attachment I and II. Offerors may request clarification of any part of the solicitation or performance work statement. No verbal requests for information will be accepted by the Contract Specialist. Offeror’s questions or clarifications must be submitted to the Contract Specialist in writing via email: Cynthia Scharnowske, cynthia.e.scharnowske.civ@health.mil and Carol Uebelacker, carol.e.uebelacker.civ@health.mil. All questions and/or clarifications must be received by January 16, 2026, at 2pm Eastern Standard Time.
Files
| File | Type | Posted |
|---|---|---|
| Attachment II Addendum to 52.212-2 .docx | DOCX document | |
| Solicitation - HT940626QE007.pdf | ||
| Performance Work Statement (PWS).docx | DOCX document | |
| Attachment I Addendum to 52.212-1 .docx | DOCX document |
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