SAM #36C26026Q0874

Quantum Heating/Cooling Unit Maintenance and Repair Services for VA Portland Healthcare System

The Department of Veterans Affairs, Veterans Healthcare Administration, Network Contracting Office 20 is seeking maintenance and repair services for Spectrum Medical Quantum Heating/Cooling units at the VA Portland Healthcare System. - Government Buyer: - Department of Veterans Affairs, Veterans Healthcare Administration, Network Contracting Office 20, Regional Procurement Office West - OEM Highlight: - Spectrum Medical is the Original Equipment Manufacturer (OEM) for the Quantum Heating/Cooling units - Vendors: - Only OEM-authorized vendors with certified personnel are eligible - Services Requested: - Full-service maintenance and repair for Quantum Heating/Cooling units - Includes emergency and preventative maintenance inspections and repairs - All parts, labor, transportation, supervision, and technical support required - Unlimited emergency service calls with 24/7 coverage and 2-hour response time - Mandatory safety and reliability modifications as per OEM standards - Notable Requirements: - Contractor must ensure equipment uptime of 97% or higher - Factory-trained and authorized service representatives required for preventative maintenance - Offerors must provide evidence of OEM authorization and personnel certification - Locations: - VA Portland Healthcare System (Portland, OR and Vancouver, WA) - No specific part numbers or product quantities are listed; focus is on service coverage

Description

Page 1 of This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in the Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as a Request for Quote (RFQ). The solicitation and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01, Effective March 13, 2026. This solicitation is unrestricted by business size. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519, and the PSC is Q702. The Government anticipates awarding a firm-fixed price service order from this solicitation. The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Puget Sound VA Health Care System, requires an automation on-site administrator for all Omnicell pharmacy automation equipment in accordance with the below Statement of Work. All interested companies shall provide the following: Price/Cost Schedule: Prism parts are provided for reference: Line Item Quantity Total 1 Quantum Heating Cooling service in accordance with the Statement of Work Base Year YR 1 2 Quantum Heating Cooling service in accordance with the Statement of Work Option Year One YR 1 TOTAL Period of Performance: Base Year period of performance to commence as soon after award as practicable, but not to exceed 14 days. Subsequent Option Years will have periods of performance that follow the Base Year. Statement of Work: Background: Spectrum Medical's Quantum Heating/Cooling units are used to provide a consistent safe body temperature for patients during perfusion procedures. Each of the components covered in this contract have a specific and vital function in the operation and optimization of the Quantum heating/cooling unit to provide efficient and effective patient care. Scope of Work: The contractor shall provide all resources necessary to provide service coverage for the heating/cooling unit and any ancillary equipment needed to accomplish emergency (unscheduled) and preventative maintenance inspections and/or repairs for equipment. The contractor ensures the proper functioning and safety of the equipment at the completion of inspection/repairs. The contractor is expected to have the system functioning at an uptime of 97% and higher for the coverage of the equipment. Performance Period: The period of performance of the contract is for 12 months from the date of the award plus one (1) additional option year. Work at the government site shall not take place on Federal holidays or weekends unless preapproved in writing by the Contracting Officer. Type of Contract: Firm Fixed Price single-year full-service maintenance and repair Place of Performance: VA Portland Healthcare System, Portland, Oregon; Vancouver, Washington, Operative Care Performance Tasks: General Requirements: Contractor shall provide all parts, labor, transportation, and supervision to perform emergency (unscheduled) and preventative maintenance inspections and repairs of the equipment and software. A Field Service Report (FSR) shall be generated, and a copy given to the VA Portland's Point of Contact (POC) or designee after completion of any maintenance events. It is preferred that this FSR be provided electronically if possible. The contractor's representative shall coordinate all on-site work with the medical center POC prior to performing service at the VA Portland Hospital. Specific Mandatory Tasks and Associated Deliverables: Preventative Maintenance (PM): Preventative maintenance (PM) shall be performed by factory-trained and authorized service representatives or service technicians. All PM services shall be performed during normal business hours (8:00am to 5:00pm) and any deviations must be requested with the POC and approved by the Contracting Officer. If non-standard hours are necessary for PM, the Government will provide access during non-standard hours to the clinical area. Contractor shall include non-standard hours for PM at no additional cost to the Government. PM inspections frequency will depend upon system configuration and will be determined following an initial inspection. During the PM visit, the Contractor shall perform preventative maintenance to correct any equipment malfunctions and assure that the equipment meets manufacturer’s factory specifications. Any calibration procedures or adjustments necessary to assure accurate and reliable equipment operation shall be performed at this time. Preventative maintenance shall be performed in accordance with the original equipment manufacturer’s published procedural guidelines. The Contractor shall contact the POC no later than ten (10) workdays prior to a scheduled service visit to confirm availability of the equipment. The Contractor shall provide telephone support services with unlimited telephone support. Priority scheduling of on-site service requirements with minimized delay of patient services will be required. Emergency Service Calls: Contractor shall provide on-site emergency field service support for the covered equipment for issues that cannot be resolved by telephone or through remote support. Emergency field service support includes non-standard business hours coverage. To qualify as an emergency service event, Customer must declare the equipment “down,” cease treatment and make the equipment available to contractor service personnel immediately. For each emergency service visit initiated at the request of the POC or designee, the Contractor shall furnish all labor, material, repair parts, equipment (not to include operating supplies) and travel necessary to correct any equipment malfunctions and return equipment to operational condition. The Contractor shall guarantee that, at the conclusion of any emergency maintenance performed, the equipment will meet manufacturer’s factory specifications. Unlimited emergency service calls are provided during the annual contract period. After each service call, the Contractor shall submit a list containing each part installed to the POC or designee. The Contractor shall provide the POC or the designee with any service representative names, address, and phone number, so that the VA Medical Center may obtain emergency maintenance service after normal VA working hours. The Contractor is responsible for notifying POC or the designee within twenty-four (24) hours of any changes in the emergency response information. Emergency service coverage shall be provided 24 hours per day, 7 days per week. Any service not covered under this contract must have prior approval of the Contracting Officer or designee before any work is performed. A two (2) hour response time is required. Response time is defined as time vendor is first notified until time vendor arrives on station. Telephone response is 15 minutes. Other included service: Contractor will perform all mandatory safety and reliability modifications for the covered equipment during standard business hours at mutually agreed upon dates and times. Contractor will provide all parts necessary to keep the covered equipment functioning normally. Contractor help desk specialists will provide technical support and clinical product support for the covered equipment over telephone and e-mail during standard business hours. Contractor will provide on-site field service support for the covered equipment during standard business hours and non-standard business hours for issues that cannot be resolved by telephone or through remote support. Contractor will undertake every business effort to transport the parts to customer site as fast as reasonably possible. Contractor will provide a discount from the published standard labor rate for any service performed that is not covered under the Service Level Agreement. Security: Contractor shall report to Biomedical Engineering Office to obtain vendor identification badging and to check in before being escorted to the clinical area for service. Schedule of Deliverables: Document of necessary repairs accomplished (service report) will be forwarded when the service is completed, and equipment is returned to use. This shall be completed within 14 days from completion of service. If the contractor requires a longer period to complete the service report, written justification shall be sent to the end user and Contracting Officer for approval. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written approval from the Contracting Officer (CO). A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. Contractor Experience Requirements Key Personnel: Contractor personnel shall be authorized by the Original Equipment Manufacturer to service the equipment. All tasks shall be accomplished in accordance with the manufacturer’s standards. Travel for Installation, Implementation and Training: The Government anticipates Contractor travel under this contract. No travel costs will be reimbursed by VA. Government Furnished Equipment/Information: The Contractor shall be allowed access to Government equipment to perform the necessary upgrades. No Government-owned property will be transferred into the Contractor’s control. Invoicing: Invoices shall be submitted electronically via the Financial Services Center Mandatory Electronic Invoice System, upon VA acceptance. Invoices must include, at a minimum, the following information: Contractor name Purchase order number Period of service the billing covers a list of equipment items covered during the stated period of performance. This requirement is in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests: http://www.fsc.va.gov/einvoice.asp. Electronic payments are net 30 days. Hours of Coverage & Federal Holidays: Service will be provided during regular coverage hours of 8:00am to 5:00pm, Monday through Friday, excluding federal holidays. The contractor shall contact the POC or his/her designee prior to commencing any work on the premises. Federal Holidays are: New Years' Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day

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