SAM #36C26226Q0746

Preventive Maintenance and Repair for Zeiss Medical Equipment at VA San Diego

This opportunity seeks qualified small businesses to provide preventive maintenance and repair services for Carl Zeiss Meditec, Inc. medical equipment at the VA San Diego Healthcare System. - Government Buyer: - Department of Veterans Affairs (VA) - Sub-agency: VA San Diego Healthcare System and Phoenix VA Health Care System - Contracting Office: NCO 22 - Network Contracting - OEM Highlight: - Carl Zeiss Meditec, Inc. (Zeiss) is the sole OEM referenced; all equipment and services must be Zeiss-authorized. - Vendors: - Only Zeiss-authorized vendors may perform services; a letter of authorization from Zeiss is required. - Products/Services Requested: - Preventive maintenance, repair, software updates, and support for the following Zeiss equipment (each with a quantity of 1): - PENTERO 900 (S/N# 6637120623) - OPMI PICO (S/N# 6627126898/6030102888, 6627126899/6030102854, 6627513286/6030135766) - ARTEVO 800 (S/N# 6647502144, 6647102091) - HFA3 860 (S/N# 860-22924, 860-15297, 860-17029, 860-18492, 860-15117, 860-20456) - Services include: - License software subscription maintenance and support - Software updates - Planned and corrective maintenance - Intervening service calls - Replacement parts and labor - 24/7 telephone and remote support - On-site response within 5 business days - Compliance with manufacturer and FDA standards - Unique/Notable Requirements: - Vendors must be Zeiss-authorized and provide proof of authorization - All work must comply with OEM and FDA specifications - Service includes both on-site and remote support, with detailed reporting to the Contracting Officer's Representative (COR) - Place of Performance: - VA San Diego Healthcare System, 3350 La Jolla Village Drive, San Diego, CA 92161 - Contract Structure: - Firm-fixed-price contract - Base year plus three option years (total of four years)

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY.

It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this source 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 Small Businesses capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: Company name Address Point of contact Phone, fax, and email SAM UEI number Cage Code Tax ID Number Type of small business, e.g., Service-Disabled Veteran Owned Small Business Capability statement addressing the organization's qualifications and ability to perform the work described below The Department of Veteran Affairs, Phoenix VA Health Care System, located at 650 East Indian School Road, Phoenix, AZ 85012-1839, is seeking a Contractor to procure ZEISS PRODUCTS & EQUIPMENT PM&R in accordance with the detailed requirements outlined in the attached Statement of Work.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 - Electronic and Precision Equipment Repair and Maintenance ($34.0 Million dollars).

All interested potential qualified Small Businesses capable of providing the services must provide a letter from the Sole Manufacturer, Zeiss, authorizing the vendor to provide preventative maintenance and repair services to the Zeiss products & equipment located at the San Diego VA Medical Center. Authorization Distributor Memo from Zeiss is required.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA-Dynamic Small Business Search (DSBS) Registry located at https://dsbs.sba.gov.

All interested Offerors should submit information by e-mail to Charity.Cazee@va.gov. All submissions should be marked Attn: Charity Cazee, Contract Specialist, and must be received no later than 12:00 pm PST on May 8, 2026.

DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SCOPE OF WORK PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS The intent of this Request for Quote is to establish a base plus three option year, Firm-Fixed-Price contract for license software subscription maintenance and support, applicable software updates, planned maintenance, and intervening service calls for Carl Zeiss equipment. The base period of performance shall be from 07/17/2026 to 07/16/2030. Performance periods: Base period: 07/17/2026 to 07/16/2027 Option year one: 07/17/2027 to 07/16/2028 Option year two: 07/17/2028 to 07/16/2029 Option year three: 07/17/2029 to 07/16/2030 The Vendor shall provide all labor, supervision, materials, parts, and transportation required to maintain and repair Carl Zeiss equipment. Locations 664) VA San Diego Healthcare System, 3350 La Jolla Village Drive, San Diego, CA 92161

Items and Descriptions Item #DescriptionEst QTYUnit 1PENTERO 900 S/N# 6637120623 CARL ZEISS MEDITEC, INC. | OPTIME SERVICE COMPLETE PENTERO 900 | 1YR14 years 2OPMI PICO S/N# 6627126898/6030102888 CARL ZEISS MEDITEC, INC. | OPTIME SERVICE COMPLETE OPMI PICO/S100 | 1YR14 years <!-- Additional items omitted for brevity -->

Specifications and Statement of Work The Vendor shall provide corrective maintenance, at least one on-site planned maintenance during the contract period, service hotline, performance updates, spare parts, technical phone/chat & remote support. Planned maintenance shall be scheduled by the Contracting Officer Representative (COR). Hardware parts and software updates shall be included. Telephone support services shall be available 24/7. On-site service calls shall have a response time of 5 business days. The Vendor shall provide the COR with an electronic copy of the field service report within 7 calendar days after maintenance, including detailed descriptions, replacement parts, hours of service, safety checks, performance data, and recommendations. Service calls include intervening service calls as directed by the COR, performed according to manufacturer’s specifications and FDA guidelines. Planned Maintenance and Intervening Services Cleaning of equipment Reviewing operating software diagnosis Calibrating and lubricating Performing intervening maintenance Testing and replacing faulty parts Inspecting electrical wiring and cables Inspecting and replacing mechanical components The Contractor shall furnish documentation, measurements, and calibration data to ensure performance standards are met. Planned maintenance shall be performed during normal working hours, scheduled at least three days in advance, and in accordance with manufacturer’s instructions and schedule. Parts The Vendor shall furnish replacement parts meeting or exceeding original specifications. Replaced parts shall be disposed of according to local policies and with ISO approval if containing sensitive data. Parts covered by preventive maintenance or intervening services shall be itemized as no-charge on the invoice. Unserviceable parts will be replaced within eight working hours, with installation labor included. Replaced parts become property of the Government. Worn defective parts will be replaced free of charge. Test Equipment The VA shall not furnish parts or test equipment. The Vendor shall bring necessary equipment to complete the work. Removal of Equipment Government property shall not be removed without a signed property pass. Sensitive data removal must be approved by the Facility Information Security Officer. Equipment shall not be removed for minor repairs. The Vendor assumes full responsibility while off-site or in transit. Badges and Parking Vendor personnel must wear ID badges with photo, name, and company. Parking must be in designated areas. The VASDHS Police Service provides parking information. No reimbursement for parking violations. Reporting During normal hours (8:00 a.m. - 5:00 p.m., Monday-Friday), Vendor shall check-in with Police Service and the COR before and after work. During other hours, services require pre-authorization. Authorized Services Only services specified herein are authorized. Additional services require prior approval from the Contracting Officer. Government Holidays Service is not required on specified federal holidays, and payment is not made for these days. Holidays include New Year’s Day, Martin Luther King Jr. Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Indigenous Peoples Day, Veterans Day, Thanksgiving, and Christmas. Observance rules for weekends are specified. Invoice and Payment Payment shall be made monthly in arrears. Invoices must be submitted electronically to the Financial Services Center (FSC) using the VA’s Electronic Invoice Presentment and Payment System or conforming to X12 EDI formats. Contact information for OB10 and FSC is provided. Invoices must be itemized with: Time period Description of services Unit cost Extended amount Invoice number and date Contract and obligation number

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