Philips MRI and chiller maintenance
Closed Pre-Solicitation Posted
- Solicitation number
- 36C25526Q0303
- Agency
-
Veterans Integrated Service Network 15
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
- Place of performance
- Columbia, Missouri 65201, United States
- Points of contact
Notice details come from SAM.gov. Updated .
About this opportunity
The Department of Veterans Affairs Veterans Health Administration, Veterans Integrated Service Network 15, is conducting market research to identify qualified contractors capable of providing comprehensive maintenance and repair services for Philips MRI and chiller equipment at Columbia Veterans Affairs Medical Center. The procurement seeks preventive and corrective maintenance for a Philips Ingenia Ambition X 1.5T MRI system and a KKT Chiller Model CBOXX60, with critical performance requirements including one-hour initial response time and four-hour on-site response time during standard business hours (Monday-Friday, 8:00 AM to 5:00 PM, excluding federal holidays), with extended chiller coverage until 9:00 PM. Required qualifications include authorized service provider status from the original equipment manufacturer, System for Award Management (SAM.gov) registration, completed electronic representations and certifications, and documented capability to deliver comprehensive services including spare parts inventory access, remote diagnostic support, technical support, and preventive maintenance documentation. The response deadline for this Sources Sought announcement is April 13, 2026, at 11:00 AM Central Time, with responses directed to the Department of Veterans Affairs Network Contracting Office in Leavenworth, Kansas, and the contracting officer, Betty Flores, at veronica.flores@va.gov.
This is a Sources Sought announcement for market research purposes only and does not represent a formal solicitation or obligate the government to award a contract. No set-aside designations apply to this procurement, and no incumbent contractor information or specific award value is disclosed in this pre-solicitation notice. The services encompass priority scheduling, next-business-day parts delivery, 15% lifecycle catalog discounts, software enhancements, and 24/7 unlimited technical support with remote proactive monitoring capabilities. Interested firms must submit written responses containing company information, UEI number, GSA contract details if applicable, a detailed capability statement, service brochures with equipment specifications, and an authorized service provider letter from the OEM to be considered for future acquisition activities. The procurement falls under NAICS Code 811210 (Electronic and Precision Equipment Repair and Maintenance) and Product Service Code J065 (Maintenance/Repair/Rebuild of Medical, Dental, and Veterinary Equipment and Supplies).
Notice text
This is a SOURCES SOUGHT announcement only. It is neither a solicitation announcement nor a request for proposal or quote and does not obligate the Government to award a contract. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research, to make appropriate acquisition decisions, and to gain knowledge of potential qualified businesses capable of providing the following:
Philips MRI and Chiller Maintenance and Repair for Columbia VAMC
*** See Statement of Work below for details ***
If this is within your capability, please respond with the information below:
- Company Name
- Address
- Point of Contact
- Phone, Fax, and Email
- UEI number
- GSA Contract (as applicable)
- Capability Statement that clearly and convincingly identifies your ability to fulfill this requirement.
- Brochures of services being offered, to include specifications.
- Authorized service provider letter from OEM
Interested firms are reminded that in accordance with FAR 4.203, prospective contractors shall complete electronic annual representations and certifications to be considered for award. In addition, FAR 4.203 states that prospective contractors shall be registered in the System for Award Management (www.SAM.gov) database. All Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) shall be verified in SBA at Small Business Search .
Point of Contact for this Sources Sought is:
veronica.flores@va.gov
Department of Veterans Affairs
Network Contracting Office -15
3450 S. 4th Street Trafficway
Leavenworth, KS. 66048
STATEMENT OF WORK (SOW)
MR Elastography and Chiller Coverage Service Plan
1. Overview
This Statement of Work (SOW) outlines the services required to maintain and support the Magnetic Resonance (MR) Elastography system and associated chiller equipment. The Contractor shall provide all preventive and corrective maintenance necessary to ensure optimal performance, reliability, and longevity of the covered equipment.
Covered Equipment:
- Philips Ingenia Ambition X 1.5T MRI, Serial Number 47835, EE# 295184
- KKT Chiller, Model CBOXX60, Serial Number 90604295, EE# 295173
2. Service Specifications
a. Priority Scheduling and Spare Parts Inventory Access
- Priority scheduling for all service requests.
- Access to Contractor-maintained spare parts inventory.
b. Priority Remote Service Response
- Requires connectivity to the Remote Services network.
- Provides prioritized remote diagnostic and troubleshooting support.
c. Labor and Travel Coverage
- All labor and travel expenses covered during standard service hours: Monday through Friday, 8:00 AM to 5:00 PM, excluding federal holidays.
d. Response Times
- One-hour initial response time.
- Four-hour on-site response time when required.
e. Spare Parts
- All necessary replacement parts covered for failures under normal use, excluding consumables.
- Next-business-day delivery of parts by 10:30 AM.
f. Lifecycle Catalogue Discount
- 15% discount on lifecycle catalog items, excluding UPS systems.
g. Planned Maintenance Services
- Preventive maintenance performed per manufacturer specifications during standard coverage hours.
h. Software Enhancements
- Provision of operating system software enhancements that do not require hardware changes, excludes software upgrades.
i. Technical and Clinical Support
- Unlimited technical support 24/7.
- Clinical applications support Monday–Friday, 8:00 AM–5:00 PM.
j. Remote Service Support
- Includes Remote Desktop support.
k. Remote Proactive Monitoring
- Requires Remote Services connection.
- Provides continuous monitoring and proactive issue detection.
l. Reporting
- Reports including PSI eligibility, service history, and PM summaries.
m. Provide service and maintenance support on the existing MR Elastography hardware/software.
- Ongoing maintenance and service support for the Elastography hardware/software already licensed on the system.
- Troubleshooting and issue resolution related to Elastography functionality as part of the service agreement.
3. Chiller Coverage
Coverage Hours: Monday–Friday, 8:00 AM–9:00 PM, excluding holidays.
Services:
- Corrective maintenance as needed.
- Preventive maintenance per manufacturer requirements.
4. Deliverables
- Preventive Maintenance Reports
- Corrective Maintenance Documentation
- Remote Monitoring Notifications
- Remote Service Logs
- Spare Parts Delivery Confirmations
- Software Enhancement Records
- Technical Support Summaries
- Planned Maintenance Schedule
- Chiller Maintenance Reports
- Quarterly or On-Demand Service Reports
Files
| File | Type | Posted |
|---|---|---|
| 36C25526Q0303.docx | DOCX document |
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