J065--intent to sole source hill ROM servinity service agreement
Closed Special Notice Posted
- Solicitation number
- 36C24426Q0066
- Agency
-
Veterans Integrated Service Network 4
Veterans Health Administration, Department of Veterans Affairs
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 811210 Electronic and Precision Equipment Repair and Maintenance
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Network Contracting Office 04 has issued a Notice of Intent to Sole Source a service agreement with Hillrom for maintenance of medical equipment at the Erie VA Medical Center. This Special Notice, posted on October 28, 2025, indicates the agency's plan to negotiate directly with Hillrom rather than pursue competitive bidding. The procurement falls under NAICS code 811210 for Electronic and Precision Equipment Repair and Maintenance and is classified under PSC code J065 for maintenance and repair of medical equipment. The notice provides an opportunity for responsible sources to demonstrate their capability to meet stated performance requirements before the agency finalizes its sole-source procurement decision. The Contracting Officer for this opportunity is Thomas Cossentino, who will receive all submissions and inquiries related to this procurement.
The primary objective is to secure a comprehensive service agreement to provide Original Equipment Manufacturer certified labor, replacement parts, and maintenance services for 48 Centrella Smart+ Beds at the Erie VAMC, with services conforming to the Hillrom SERVinity Complete Protection program. Interested contractors must submit responses demonstrating capability by November 4, 2025, at 10:00 AM Eastern Time via email to thomas.cossentino@va.gov, with the ISS reference number 36C24426Q0066 included in the subject line. The anticipated contract structure includes a one-year base performance period followed by four one-year option periods, with key service requirements encompassing 24/7 technical support, on-site emergency response within 24 hours, routine repairs within two business days, and comprehensive equipment inspections. While this is presented as a sole-source intent, the notice welcomes submissions from responsible sources capable of meeting the technical and performance specifications outlined in the solicitation documentation. The Contracting Officer maintains sole discretion in determining the final procurement strategy based on responses received.
Notice text
Notice of Intent to Sole Source
The Department of Veterans Affairs, Network Contracting Office 04 (NCO4), intends to negotiate on a sole source basis with Hillrom in accordance with FAR 12.102(a).
The Erie VA Medical Center (Erie VAMC) requires a service agreement providing Original Equipment Manufacturer (OEM) certified labor, OEM replacement parts, tools, test equipment, travel, and shipping, required to perform annual preventative maintenance (PM) and corrective maintenance (CM) services for 48 Centrella Smart+ Beds at the Erie VAMC. Services shall conform to the Hillrom SERVinity Complete Protection program.
The anticipated contract will include a one-year base performance period, and four one-year option periods.
This Notice of Intent is not a request for competitive proposals. Responsible sources may identify their interest, accompanied by supporting literature that clearly demonstrates capability to meet the performance requirements detailed below, to the Contracting Officer no later than 11/04/2025 at 10:00 AM Eastern Time. All responses must be sent by email to the Contracting Officer, Thomas Cossentino, at thomas.cossentino@va.gov. Responses must include ISS 36C24426Q0066 in the subject line. Telephone responses or inquiries will not be accepted. Determination of procurement strategy based on responses to this notice is solely within the discretion of the Contracting Officer. The NAICS Code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance.
PERFORMANCE REQUIREMENTS:
Covered Equipment: Forty-eight (48) Hill-Rom Centrella Smart+ Beds with MAX surfaces and their Ready Connect modules. Exclusions: Any third-party accessories, consumables such as pads, batteries, bladders, and hoses.
Services shall conform to the Hill-Rom Complete Protection program and the following specific requirements:
Preventive Maintenance (PM): performed annually, in accordance with OEM specifications, technical service manuals, and ANSI/AAMI standards.
Corrective Maintenance (CM): On-call service, including emergency repairs, on-site labor, OEM parts replacement, and loaner provision if equipment cannot be repaired on-site.
Parts and Labor: All replacement parts shall be OEM authorized, new or remanufactured to OEM standard, and installed by certified service personnel. Substitutions require COR approval.
Remote Support: 24/7 remote technical support, remote diagnostics, firmware/software updates, asset tracking.
OEM Service Reports: Contract shall provide service history reports generated through Hill-Rom s Computerized Maintenance Management System (CMMS). Reports will document preventive and corrective maintenance performed and will be delivered in PDF to Biomedical Engineering.
Service Levels: Emergency response within 24 hours; Routine repairs within 2 business days
Specific Tasks:
Preventative Maintenance (PM)
The contractor shall perform annual PM on each covered Centrella Smart+ bed in accordance with Hill-Rom OEM service manuals. At a minimum, PM shall include the following tasks:
Inspect Internal Components (mattress)
Inspect air blowers, mattress bladders and hoses
Check the mattress interior for moisture or stains
Inspect Bed Movement Functions
Inspect brakes, steering, and 5th wheel
Verify powered drive system
Inspecting / Adjusting Movement Limits
Verify/adjust:
Trendelenburg
Auto Contour
Chair
Hi-Low
Head articulation
Foot retraction/articulation
SlideGuard feature
Inspect Safety Features
Inspect side rails
Verify CPR feature
Verify alerts/communications:
SideCom Communication System
Bed Exit
SafeView System
Wireless Connectivity
Scale System / Calibration
Check and calibrate the scale system to ensure accurate patient weight display
Battery Backup
Confirm battery activates when the bed is unplugged and has sufficient power
Confirm caregiver controls function on battery backup
Electrical Safety Certification:
Measure electrical leakage and ground resistance
Inspect power cord and line filter for damage
Functional Controls
Verify caregiver and patient controls operate correctly
Improve Appearance
Replace labels and plastic parts
Cleaning/Lubrication/Adjustments
Clean, lubricate moving parts, and make necessary mechanical adjustment per OEM guidance
Documentation / Certification
Record and provide PM documentation and checklists suitable for accreditation review per OEM.
Must provide OEM certified PM checklist plus OEM Service Report generated via Hill-Rom s CMMS within three (3) business days of each PM.
Software/Firmware
Apply OEM release firmware/software updated during PM
Corrective Maintenance (CM)
Emergency Repair
On-Site within 24 hours (Contracting Officer authorization required if outside contract coverage).
Routine Repair
On-Site within 2 business days.
On-site repairs include OEM parts and labor; if a unit cannot be repaired on-site, the Contractor will provide a loaner.
Only OEM authorized parts shall be used.
Technical Support
24/7 remote technical support.
Remote diagnostics and firmware updates.
Service Documentation:
The contractor shall provide to Biomedical Engineering within three (3) business days after each PM or CM event:
OEM Service Report from CMMS
OEM Certified PM Checklist
Date/time of service
Equipment serviced
Action taken and parts replaced
Test/calibration results (before/after)
Signatures of contractor technician and VA Biomedical acceptance
Files
| File | Type | Posted |
|---|---|---|
| 36C24426Q0066.docx | DOCX document |
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