SAM #36C26227Q0021

Preventive Maintenance and Repair Services for Medical Scopes at Loma Linda VA Health Care System

This opportunity is for preventive maintenance and repair services for government-owned medical scopes at the Loma Linda VA Health Care System. - Government Buyer: - Department of Veterans Affairs, VHA Regional Procurement Office West, NCO 22 - OEMs and Vendors Mentioned: - Olympus - Pentax - Stryker - Siemens - Karl Stortz - Smith and Nephew - Richard Wolf GMBH - Verathon - Maquet Medical - Terumo - Bryan Corp - Intuitive Surgical - Given Imaging - Gyrus - Conmed - ABC Lab - Aleet Commercial - Products/Services Requested: - Preventive maintenance, inspection, and repair services for a wide range of medical scopes and related equipment - Rigid and flexible endoscopes - GI video endoscopes - GI specialty scopes - Bronchoscopes - Cystoscopes - Ultrasound probes - Laryngoscopes, rhino laryngoscopes, naso laryngoscopes - Fiberscopes, ureterorenoscopes - Light sources, hand pieces, video processors - Surgical endoscopes, cameras, telescopes, specialty scopes - Urology fiberscopes, specialty scopes - Unique or Notable Requirements: - Contractor must provide all labor, materials, tools, supplies, and spare parts - Only original manufacturer parts or equivalents are allowed - Timely repair completion: minor repairs (24-72 hours), major repairs (2-5 days), extreme damage (3+ days) - Loaner scopes must be provided within 48 hours if requested - Warranty for repaired equipment - Compliance with VA safety standards and reporting protocols - Services must include transportation and detailed reporting - Targeted at Service-Disabled Veteran Owned Small Businesses and other small business categories

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 sources sought announcement 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 Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone, and other Small Businesses interested and 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 Unique Entity ID Cage Code Tax ID Number Type of small business, e.g., Service-Disabled Veteran Owned Small Business, Veteran-Owned Small Business, 8(a), HUBZone, Women-Owned Small Business, Small Disadvantaged Business, or Small Business HUBZone Business Capability statement addressing the organization's qualifications and ability to perform the work described below The Loma Linda VA Health Care System (LLVAHCS) located at 11201 Benton St., Loma Linda, CA 92357, is seeking a potential qualified contractor that can provide: Preventive Maintenance, inspection, and repair services for various Government owned scopes. Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources 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, with a size standard of $34 million. ****DRAFT*DRAFTDRAFT*DRAFT**** D.1 STATEMENT OF WORK TITLE: Preventive Maintenance, inspection, and repair services for various Government owned scopes at the Loma Linda VA DESCRIPTION OF WORK: The Contractor shall furnish all labor, transportation, materials, tools, supplies, and spare parts to perform repair of scopes on an as-needed basis. Equipment included are but not limited to the following: Rigid endoscopes Flexible Endoscopes GI Video Endoscopes GI Specialty Scopes Medical Bronchoscopes Cystoscopes Ultrasound Probes Laryngoscopes Rhino Laryngoscopes Naso Laryngoscopes Rhino-Laryngo fiberscope Ureterorenoscopes Light Sources Hand Pieces Video Processors Surgical Endoscopes Surgical Bronchoscopes Surgical Fiberscope Surgical Laparoscopes Surgical Specialty Scopes Surgical Cameras Surgical Specialty Cameras Surgical Telescopes Urology Fiberscope Urology Specialty Scopes Ultrasound Probes for the VA Loma Linda Healthcare System (VALLHS) Manufacturers include, but are not limited to: Olympus, ABC Lab, Pentax, Verathon, Aleet Commercial, Terumo, Maquet Medical, Siemens, Karl Stortz, Intuitive Surgical, Bryan Corp, Richard Wolf GMBH, Stryker, Smith and Nephew, Given Imaging, Gyrus, Olympus, Siemens, and Conmed. SCOPE: In the context of this contract, Equipment refers to any patient-critical instrumentation used in surgical or endoscopic procedures. Equipment as used herein includes the following: Rigid endoscopes Powered surgical hand pieces and related instrumentation (pneumatic and electrical) Endoscopic cameras and related equipment Specialty surgical instrumentation including phacoemulsification hand pieces (Phacos), harmonic scalpel hand pieces, laparoscopic instruments Flexible endoscope Ultrasound Probes CONTRACTOR RESPONSIBILITIES: The Contractor shall service and repair a variety of Equipment as detailed above as ordered by the Contracting Officer's Representative (COR) at the participating VA facility. The Contractor shall furnish all labor, transportation, materials, tools, supplies, and spare parts required to perform service and repairs on the Equipment. The Contractor shall complete all repairs/services within the following timeframes: Minor Repairs: 24 to 72 hours Major Repairs: 2 to 5 days Extreme Damage: 3 days or more Contractor shall notify the COR if repair/service cannot be completed within the specified time and of all cases where extreme damage has been found. Only original manufacturer parts or equivalent shall be used; used parts are prohibited. Equipment shall have a tag placed on it for identification with information provided by the COR. The COR shall initiate an order for repairs/services and provide written documentation including: VA Healthcare System Facility Name Location of equipment (room and/or building number) Type of equipment Make of equipment Model number Serial number Purchase order number Description of needed services or repairs COR name, address, and phone number The Contractor shall inspect the equipment, determine needed repairs/services, and obtain approval from the COR before proceeding. Repairs shall be performed by appropriately qualified technicians, and equipment shall be returned properly packaged with an itemized shipping list and equipment information. The Contractor shall provide an electronic copy of the field service report within 7 calendar days after each service or repair, including detailed descriptions, parts used, hours of service, safety checks, performance data, and recommendations. Invoices shall include: Contractor name Contract number Date of service Purchase order number Itemized list of services or repairs Quantity, unit price, and total Date of shipment Only authorized services are permitted. Any additional work requires prior approval from the Contracting Officer. The Contractor shall have full-time access to service manuals, diagnostic software, and all necessary tools and equipment. PLACE OF PERFORMANCE: Services shall be provided at the following facility: VALLHS, 11201 Benton St., Loma Linda, CA 92357 WORKING HOURS: Pickup and delivery shall occur during normal hours (7:30 AM to 4:00 PM, Monday through Friday), excluding holidays unless otherwise arranged. The Contractor must check in with the COR upon arrival. GOVERNMENT HOLIDAYS: The following holidays are observed: New Year’s Day - January 1 Martin Luther King’s Birthday - Third Monday in January President’s Day - Third Monday in February Memorial Day - Last Monday in May Independence Day - July 4 Labor Day - First Monday in September Columbus Day - Second Monday in October Veterans Day - November 11 Thanksgiving Day - Fourth Thursday in November Christmas Day - December 25 If a holiday falls on a Sunday, the following Monday is observed; if on Saturday, the preceding Friday is observed. OVERTIME AND HOLIDAYS: Overtime and holiday pay are the responsibility of the Contractor and will not be reimbursed by the Government. LOANER SCOPES IF REQUESTED: Upon written request, the Contractor shall ship and deliver loaner scopes within 48 hours at no additional cost. REPORTING: Services shall be performed during normal hours. The Contractor shall report upon arrival to the Biomedical Engineering Department, sign in, and identify themselves to the COR. After completion, a detailed report shall be submitted in writing, including descriptions, recommendations, and any safety issues. WARRANTY: The Contractor shall provide a 90-day warranty after acceptance of repaired equipment. TEST EQUIPMENT: The VA shall not provide test equipment; the Contractor shall supply all necessary tools and equipment. SUPPORT: The Contractor shall pick up the scope on-site within 1 business day, excluding weekends and holidays. CONTACT INFORMATION: Name: ______________________________________________________ Telephone No: _________________________ Fax No: __________________ Email: _____________________________________________ CHANGES: Only the Contracting Officer has authority to make contract changes. Unauthorized changes are considered without authority and will not be reimbursed. ORDERING ACTIVITIES AND OFFICERS: The Contractor shall accept instructions only from the Contracting Officer or COR within their authority. CONTRACTOR RESPONSIBILITIES: The Contractor shall maintain appropriate insurance, follow safety standards, and take precautions to protect persons and property. PERSONNEL QUALIFICATIONS/EXPERIENCE CRITERIA: Personnel shall be qualified, trained, and experienced. They shall have workers' compensation, health examinations, and comply with all relevant laws and regulations. Personnel are not VA employees. BADGES AND PARKING: All personnel must wear VA-issued ID badges and Vendor ID badges. Parking must be in designated areas; VA does not reimburse parking violations. INVOICE: Invoices must be itemized, including: Time period Description of services Unit cost Total amount Invoice number and date Contract and obligation number All submissions should be sent to: catherine.fernandezpedernera@va.gov by 10:00 AM PST on September 30, 2026.

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