J065--FY26: Draeger Anesthesia System Maintenance Sources Sought Only

Good day, SDVOSB s, VOSB s & SB's & LB s

This Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified businesses. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic status such as a SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSB s, the requirement may be solicited as a VOSB or a SB set aside in which case all interested parties responding shall be eligible to compete. If not enough qualified and capable small business responses are received, an unrestricted solicitation may occur in which instance all capable and qualified venders may respond from any socioeconomic category.

Please direct reply in the affirmative via email if you are interested and can provide the required product/service and proof of authorized servicing capabilities on the specific equipment listed for this requirement. Please provide your capability statement, I will accept responses for this Sources Sought until the 4th of November 2025 14:00 EDT, thanks.

1.General: The Department of Veterans Affairs, Bay Pines VA Healthcare System is soliciting a requirement for a comprehensive Draeger anesthesia devices maintenance and certification agreement for twenty-four (24) anesthesia machines. The Anesthesia Machine Preventative Maintenance (PM) and Certification agreement shall provide corrective and planned maintenance on six (6) Draeger Fabius TIRO anesthesia machines, eighteen (18) Draeger Persius A500 anesthesia machines, and sixty-nine (69) vaporizers.

2.SCOPE: The contractor shall furnish all labor, transportation, and parts needed to provide and meet VA acceptability standards for all repair, preventive, and inspection maintenance activities to ensure optimized uptime of Dräger anesthesia equipment listed below. The contractor shall maintain the equipment and assure its proper function to reduce equipment downtime.

The initial period of performance is from December 5, 2025, through December 4, 2026. This action shall be a firm-fixed price award one base year (1) and (2) option year periods. The Contractor shall include advanced pricing for each machine for each option period in their initial quote. Below is a list of equipment used at 10,000 Bay Pines BLVD., Bay Pines, FL 33744 for life-support during surgeries:

EE #

Model

Serial

51081

FABIUS TIRO

ARYE-0062

89133

FABIUS TIRO

ASDM-0118

90861

FABIUS TIRO

ASEH-0093

130809

FABIUS TIRO

ASLK-0148

174782

FABIUS TIRO

ASSL-0002

157900

PERSEUS A500

ASPL-0137

157901

PERSEUS A500

ASPL-0138

157902

PERSEUS A500

ASPL-0139

157903

PERSEUS A500

ASPL-0140

157904

PERSEUS A500

ASPL-0142

157905

PERSEUS A500

ASPM-0059

157906

PERSEUS A500

ASPM-0063

157907

PERSEUS A500

ASPM-0064

157908

PERSEUS A500

ASPM-0065

157909

PERSEUS A500

ASPM-0066

157910

PERSEUS A500

ASPM-0067

157911

PERSEUS A500

ASPM-0068

157912

PERSEUS A500

ASPM-0069

157913

PERSEUS A500

ASPM-0070

74576

D-VAPOR

ASBF-0172

88436

D-VAPOR

ASEC-0310

88438

D-VAPOR

ASEC-0312

88440

D-VAPOR

ASEC-0314

88441

D-VAPOR

ASEC-0315

88443

D-VAPOR

ASEC-0317

88444

D-VAPOR

ASEC-0318

88445

D-VAPOR

ASEC-0319

88446

D-VAPOR

ASEC-0320

88447

D-VAPOR

ASEC-0321

88448

D-VAPOR

ASEC-0322

88449

D-VAPOR

ASEC-0323

88450

D-VAPOR

ASEC-0324

88451

D-VAPOR

ASEC-0325

88452

D-VAPOR

ASEC-0326

88454

D-VAPOR

ASEC-0328

133704

D-VAPOR

ASMA-1453

158388

D-VAPOR

ASPL-0093

88410

VAPOR 2000

ASEC-0126

88411

VAPOR 2000

ASEC-0127

88416

VAPOR 2000

ASEC-0631

88418

VAPOR 2000

ASEC-0633

88419

VAPOR 2000

ASEC-0634

88420

VAPOR 2000

ASEC-0635

88421

VAPOR 2000

ASEC-0636

88422

VAPOR 2000

ASEC-0637

88423

VAPOR 2000

ASEC-0638

88424

VAPOR 2000

ASEC-0639

88425

VAPOR 2000

ASEC-0640

88426

VAPOR 2000

ASEC-0671

88427

VAPOR 2000

ASEC-0672

88428

VAPOR 2000

ASEC-0673

88430

VAPOR 2000

ASEC-0676

88431

VAPOR 2000

ASEC-0677

88433

VAPOR 2000

ASEC-0679

88435

VAPOR 2000

ASEC-0692

96452

VAPOR 2000

ARXC-0017

96453

VAPOR 2000

ARWB-1133

96455

VAPOR 2000

ARYD-0171

96457

VAPOR 2000

ARWD-0028

96458

VAPOR 2000

ARWB-1164

113046

VAPOR 2000

ASDM-0011

113047

VAPOR 2000

ASDM-0012

113048

VAPOR 2000

ASDM-0013

113049

VAPOR 2000

ASDM-0014

133705

VAPOR 2000

ASMA-0196

158386

VAPOR 2000

ASPL-0893

158387

VAPOR 2000

ASPL-0675

187329

VAPOR 2000

ASUE-0263

187330

VAPOR 2000

ASUE-0262

187331

VAPOR 2000

ASUE-0265

187332

VAPOR 2000

ASUE-0261

187333

VAPOR 2000

ASUE-0264

The following is a list of equipment used at 2489 Diplomat Parkway East, Cape Coral, FL 33909 for life-support during surgeries:

EE #

Model

Serial

182453

FABIUS TIRO

ASTL-0003

157917

PERSEUS A500

ASPL-0141

157915

PERSEUS A500

ASPM-0060

157914

PERSEUS A500

ASPM-0061

157916

PERSEUS A500

ASPM-0062

88437

D-VAPOR

ASEC-0311

88439

D-VAPOR

ASEC-0313

88442

D-VAPOR

ASEC-0316

88453

D-VAPOR

ASEC-0327

182458

D-VAPOR

ASTK-0101

88412

VAPOR 2000

ASEC-0128

88417

VAPOR 2000

ASEC-0632

88429

VAPOR 2000

ASEC-0674

88432

VAPOR 2000

ASEC-0678

88434

VAPOR 2000

ASEC-0680

98216

VAPOR 2000

ASDM-0127

98217

VAPOR 2000

ASDM-0126

98218

VAPOR 2000

ASDM-0137

182454

VAPOR 2000

ASTK-1050

182457

VAPOR 2000

ASTL-0215

3.GENERAL REQUIREMENTS: Service

The contractor shall provide only Draeger trained and certified field service engineers (FSE). The FSE shall be equipped with licensed Draeger maintenance utility software. All FSE maintenance shall be performed in accordance with current Draeger procedures and at Drager recommended frequencies.

All maintenance will be performed during extended VA business hours, 7:00 AM - 8:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer s Representative (COR) if such services are provided without additional charge to the government. Any overtime charges must be approved by the Contracting Officer if not included in the contract pricing schedule. COR must notify the Contracting Officer before authorizing overtime work.

The contractor shall provide emergency repair service 24 hours a day, 7 days a week.

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 Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request. Any charges for parts, manuals, tools, or software required to successfully complete repairs, scheduled maintenance, or certifications shall be included in this contract, and it s agreed upon price.

All removable media materials (laptop, DVD/CD, USB drive, etc.) need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work.

A. Parts

The Contractor shall provide all replacement parts required to complete repairs and maintenance. The contractor shall provide and install consumable items, such as sensors, at no additional cost to VA. All provided parts and software updates must be sourced from Draeger, meeting current manufacturer specifications. Parts removed (replaced) by the contractor become the property of the contractor.

B. Performance Standards

The COR will assure Contractor performance in accordance with (IAW) the Performance Standard Metrics. In an effort to minimize the performance management burden, the government shall use 100 percent inspection(s) as indicated below:

PERFORMANCE STANDARD METRICS

Requirement

Quality Standard

Action

Surveillance Method

1. Contractor provided and utilized procedures and checklists with worksheet originals indicating work performed and actual values obtained provided to the COR at the completion of maintenance.

100% compliance

Full payment to Contractor pending completion of this metric.

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

2. Provided documentation of service performed.

100% compliance

Full payment to Contractor pending completion of this metric.

Contractor notified immediately if non-compliance

3. Contractor electrical safety inspection at time of PM

100% compliance

Full payment to Contractor pending completion of this metric.

Contractor notified immediately if non-compliance

4. Equipment functions in conformance with latest Draeger specifications.

100% compliance

Full payment to Contractor pending completion of this metric.

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

4.Special Instructions

A. Contractor Check-in

The contractor's FSE will report to Biomedical Engineering, 1F122-100-BP or 2B191-CC-OPC, prior to performance of service. All FSEs will be fully credentialed and check in at the facility using the approved credentialing system, currently O.R. TRAX.

B. Documentation

At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, and the services performed, and parts replaced. The reports will be delivered electronically to Biomedical Engineering when work is complete.

5.Terms and Conditions: Inspection of Equipment

Any site visit must be coordinated in advance with COR or Biomedical Engineering, 727-398-6661 x15601, there will be no site visits prior to award.

6. CONTRACTOR EXPERIENCE REQUIREMENTS: Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon completion of all Draeger factory training for the model being services. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall make available written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer Representative (COR) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The 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. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

7. PRIVACY TRAINING AND CYBER SECURITY AWARENESS TRAINING: The contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.

Contractor may not have access to any VA sensitive information under this contract.

Contractor must be escorted at all times by VA staff or contractor must complete VA Privacy and Information Security Awareness and Rules of Behavior training.

8.Training Requirements:

1.Services must ONLY be performed by Draeger trained technicians, who have evidence of current factory training on the specific device being serviced (Draeger Ventilation, Anesthesia, Monitor, or Neonatal Device)

2.Must provide evidence of equipment standards and traceability and final device performance testing that follows and complies with all manufacturer procedural requirements.

3.Must guarantee that safety inspections performed will comply with all applicable federal, state and regulatory requirements, manufacturer standards, and meet FDA alerts and recall requirements.

4.Each technician must be certified on the applicable Draeger Ventilation Device prior to performing any service and/or maintenance on Draeger manufactured equipment.

5.Must provide evidence of recent attendance and successful completion of the Draeger Factory Training Seminars for each product serviced.

6.Must maintain continuous access to the Draeger Service Connect system, which provides all of the relevant and up-to-date Technical Documentation and information for each of the Draeger products serviced.

7.Must guarantee execution of all Manufacturer Service Recommendations during each service incident, including the use of ONLY manufacturer planned maintenance and repair parts. (Note: Failure to utilize original manufacturer parts may result in the improper operation of the equipment.)

8.Must possess the legal rights to propriety equipment diagnostic software. (Note: Failure to utilize the Propriety Software may result in the inability to identify equipment operating parameters and to accurately calibrate the equipment.)

9.The service technician must have completed training for each specific device by a Draeger Authorized Trainer prior to performing service on said device and provide proof of such prior to contract award.