SAM #36C25726Q0841

VA South Texas Healthcare System Elekta Versa HD Maintenance and Support Services

The Department of Veterans Affairs South Texas Healthcare System is seeking a firm-fixed price contract for maintenance and support services for Elekta Versa HD and related systems. - Government Buyer: - Department of Veterans Affairs, South Texas Healthcare System, Dallas, Texas - OEM Highlight: - Elekta is the specified Original Equipment Manufacturer (OEM) for all covered systems - Products/Systems Covered: - Versa HD (linear accelerator system) - TPS (Treatment Planning System) - OIS (Oncology Information System) - ABC (Active Breathing Coordinator) - Services Requested: - Gold Level Service for each system, including: - Preventive and corrective maintenance - Software and hardware updates/upgrades - Emergency support and remote technical assistance - Supply of genuine Elekta spare parts - Technical and application support - Quantities and Periods: - Each system receives 12 months of service per year - Contract includes a base year plus two option years (total up to 36 months per system) - Notable Requirements: - All services must conform to Elekta OEM standards - Compliance with NFPA, OSHA, and federal regulations - Strict privacy, security, and badging protocols - Only maintenance and support services are being procured (no new equipment purchases) - Encouragement of participation from service-disabled veteran-owned small businesses and other socioeconomic categories

Description

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information ONLY. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs South Texas Healthcare System in Dallas, Texas, intends to award a firm-fixed price contract, for the purchase of Elekta Versa Maintenance Agreement. (See below salient characteristics for more information). The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women-owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 811210). Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Brand-name or Equal Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. If you are an authorized distributor or reseller, please provide a letter of authorization from the original equipment manufacturer. Please advise if you can provide the services for this requirement. Please submit all information to Oneka Robertson at Oneka.Robertson@va.gov no later than Wednesday, June 13, 2026, 12:00 PM ET (12:00 PM CT). Price/Cost Schedule ITEM NUMBERDESCRIPTION OF SUPPLIES/SERVICESQUANTITYUNITUNIT PRICEAMOUNT 0001Versa HD Maintenance and Support. Gold Level Service Contract Period: Base POP: 9.14.2026 through 9.13.2027LOCAL STOCK NUMBER: 000112.00MO 0002TPS Maintenance and Support. Gold Level Service Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027LOCAL STOCK NUMBER: 000212.00MO 0003OIS Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027LOCAL STOCK NUMBER: 000312.00MO 0004ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2026 POP End: 9.13.2027LOCAL STOCK NUMBER: 000412.00MO 1001Versa HD Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028LOCAL STOCK NUMBER: 000112.00MO 1002TPS Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028LOCAL STOCK NUMBER: 000212.00MO 1003OIS Maintenance and support. Gold Level Service. Contract Period: Option Year 1 POP: 9.14.2027 through 9.13.2028LOCAL STOCK NUMBER: 000312.00MO 1004ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2027 POP End: 9.13.2028LOCAL STOCK NUMBER: 000412.00MO 2001Versa HD Maintenance and Support. Gold Level Service Contract Period: Option Year 2 POP: 9.14.2028 through 9.13.2029LOCAL STOCK NUMBER: 000112.00MO 2002TPS Maintenance and Support. Gold Level Service Contract Period: Option Year 1 POP: 9.14.2028 through 9.13.2029LOCAL STOCK NUMBER: 000212.00MO 2003OIS Maintenance and support. Gold Level Service. Contract Period: Option Year 1 POP: 9.14.2028 through 9.13.2029LOCAL STOCK NUMBER: 000312.00MO 2004ABC Maintenance and support. Gold Level Service. Contract Period: Base POP Begin: 9.14.2028 POP End: 9.13.2029LOCAL STOCK NUMBER: 000412.00MO Statement of Work Contractor Shall Provide all materials, tools, labor, travel and equipment necessary to provide preventive and corrective maintenance for the Elekta Versa HD located (Site ID 30000079_CMS) in the South Texas Veterans Healthcare System as defined in the SOW. This shall be a base plus four contract. Conformance Standards: All services provided under this contract must be performed in conformance with the Code of Federal Regulations Part 21, National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA), and Original Equipment Manufacturer standards and specifications. Hours of Work and Badging Requirements: Hours of work for preventative maintenance (PM) and Emergency Repairs shall be during normal business hours, Monday through Friday. This excludes federal holiday or as otherwise arranged with the Contracting Officer Representative (COR). The ten holidays observed by the Federal Government are New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday. The Contractor’s Field Service Engineers must report to the COR to apply for a Contractor’s Badge. If a contractor’s badge is not obtained they must sign in at the Security Police Desk to obtain a one-day badge. Field Service Engineers must sign in at Biomedical Engineering Services and inform Biomedical Engineering personnel of their presence before work begins. Upon completion of work, the Field Service Engineer must report to Biomedical Engineering personnel and debrief them on the work accomplished. If they received a one-day badge from Security Police, they must report back to the Security Police Desk to return the badge and sign out. Equipment Versa HD EE# 139062 SN# 154178 Monaco EE# 139068 SN# 2UA6201NFS HexaPOD EE# 139063 SN# 042552 ABC EE# 139064 SN# 1000365 Mosaiq EE# 139066 SN# 142370000792 Hours of Coverage Normal business hours of coverage are Monday through Friday, 8:00am through 9:00pm for Versa HD, 8:00am through 5:00pm for TPS excluding federal holidays. All service/repairs will be performed during the normal business hours of coverage unless requested and approved by the COR. Preventive maintenance will be performed annually. Preventive maintenance is to be performed inside normal business hours. Work performed inside the normal hours of coverage will include service time and include parts and travel time. Note: Hardware/software scheduled and performed inside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment uptime; to be determined by COR). Federal Holidays observed by the VAMC are: New Year’s Day, Labor Day, Martin Luther King Day, Columbus Day, President’s Day, Veterans Day, Memorial Day, Juneteenth, Christmas Day, Thanksgiving Day, and Independence Day. And any other day specifically declared by the President of the United States to be a national holiday. Labor and Parts Coverage Management Service Reviews The vendor service manager will conduct a periodic management meeting. This will take place either in person or remotely as agreed between the Parties, with the intention of reviewing the performance of both the vendor and the Products, and to mutually plan any activities or changes needed for the period ahead. Hardware/Software Safety Releases The supply, and, where STVHCS is unable to do so itself, installation of all software and hardware releases declared by Elekta, via the publication of a mandatory Field Change Order, as necessary to maintain the safe operation of the Products. Genuine Parts Availability Availability of Unique vendor product spare parts, Field Replaceable Units or modification kits by vendor's Lifecycle Stock Control Management System to ensure availability throughout the expected system lifetime. Spare Parts Should any Product or part be defective in material or workmanship and/or does not perform according to the Product’s Specifications, the vendor shall supply and deliver at its cost any replacement spare parts necessary to restore compliance with the Specifications. Unique Components Coverage Unique Components are spare parts not covered under the general Spare Parts Module. The Unique Components are: All Imaging panels All X-Ray Tubes All Ion Chambers All MLC Cameras All Magnetrons All Thyratrons All Image Intensifiers All Electron Guns Corrective Maintenance (Emergency Support) On-site technical support by vendor-certified engineers to resolve urgent technical issues. The service includes a report detailing any actions undertaken and any additional work the engineer recommends needs to be addressed. Emergency Support is carried out during the Agreed Available Time. Travel time and costs are to be included. Planned Maintenance The vendor shall perform site visits for the purposes of planned maintenance (

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