SAM #36C24827Q0116

Market research for maintenance of 112 Umano Medical OOK SNOW ALL beds

The Department of Veterans Affairs is researching maintenance support for beds at the C.W. Bill Young Veterans Medical Center. - Buyer: Department of Veterans Affairs, Network Contracting Office 8 (NCO 8), on behalf of the C.W. Bill Young Veterans Medical Center. The notice lists Michael A. Shook as the contact. - OEM: Umano Medical — the manufacturer of the OOK SNOW ALL beds; replacement parts must be OEM parts. - Requirement: Maintenance coverage for 112 Umano Medical OOK SNOW ALL beds, including manufacturer-recommended preventive maintenance, corrective and emergency repairs, technical support, electrical safety testing, scale calibration, and coverage for accidental damage, misuse, and abuse. - Service expectations: Annual preventive maintenance, 24/7 after-hours phone support, commercially reasonable response within 24 hours, and dispatch of a field service engineer within one hour if the issue cannot be resolved by phone. Work must be performed by qualified, trained technicians. - Opportunity status: This is market research and an intent-to-sole-source notice, not a request for bids or proposals. Responses will help the VA assess small-business set-aside options; the agency indicates it may consider a sole-source award if capable sources are not identified.

Description

Good day, SDVOSBs, VOSBs & SBs — Sources Sought: Intent to Sole Source This Sources Sought is issued solely for informational and planning purposes. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified SDVOSBs, VOSBs, or SBs. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic status, such as an SDVOSB set-aside, if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSBs, the requirement may be solicited as a VOSB or SB set-aside. If no or not enough small business responses are received, this may be solicited as unrestricted, and all interested parties responding shall be eligible to compete. If there are no respondents capable of meeting the terms and conditions of this requirement, a sole source will be issued to the contractor of record for such. Please reply in the affirmative via email if you are interested and can provide the required product/services for this requirement. Please provide your capability statement and any other supportive documentation. I will accept responses for this Sources Sought until the 16th of November 2026, 14:00 EDT. Thanks.

1. General Information Contractor shall provide all labor, equipment, materials, apparatus, tools, transportation, supervision, and disposal necessary to provide comprehensive Preventive and Corrective Maintenance Services for 112 Umano Medical OOK SNOW ALL Beds. The Services shall include manufacturer-recommended preventive maintenance, corrective maintenance, replacement parts, technical support, electrical safety testing, scale calibration, and coverage for accidental damage, misuse, and abuse, as outlined in the Scope of Work. Firm-Fixed Price Service Contract. The equipment is located at the C.W. Bill Young Veterans Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744.

2. Contract Performance Period Base years plus four option year renewals. Base year effective dates: 12-15-2026 to 12-14-2027.

2. Conformance Standards Contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer's technical performance specifications. Contractor shall conform to all regulations, including but not limited to federal, state, and local regulations governing any chemicals, equipment, or work which may be used or performed under this contract.

3. Guaranteed Response Time The contractor Field Service Engineers (FSE) will use commercially reasonable efforts to respond to Customer's requests within 24 hours of notification to Contractor Customer Service Center.

4. Live Phone Support Service shall include phone support with Contractor Technical Support Engineers between 8:00 a.m. and 5:00 p.m. (Eastern Time).

5. After-Hours Phone Support Service for after-hours phone support shall include 24 hours a day, 7 days a week, and 365 days a year.

6. Software Enhancements Periodic software enhancements shall be provided as part of the firm-fixed-price contract and shall be considered within scope.

7. Preventive Maintenance Perform System maintenance inspections as necessary to maintain factory specifications.

8. Parts Exchange All parts required for the repair of the System (excluding instruments and accessories) are covered.

9. Labor & Travel Expenses All labor and travel conducted during normal business hours: Monday through Friday, 8:00 a.m.–5:00 p.m. relative to the customer's local time (excluding Contractor company holidays).

10. Certified Trained Technicians and Key Personnel The scheduled maintenance and service calls shall be performed by Contractor-trained personnel in accordance with the agreement. Technicians shall include a fully qualified Facility Service Engineer (FSE) and a fully qualified FSE who will serve as backup. “Fully Qualified” is based upon training and field experience. For training, the FSE(s) have successfully completed a formalized training program for the equipment identified in this statement of work. For field experience, the FSE(s) have a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. All FSEs and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by “Fully Qualified” competent FSEs. The COR and/or designated representative specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment.

11. Hours of Coverage A. Normal hours of coverage are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer's Representative (COR). B. Preventive maintenance will be performed in accordance with manufacturers' recommendations. Preventive maintenance will be performed during normal hours of coverage or as agreed by the user and the COR. Note: Hardware/software update/upgrade installations may be requested to be performed outside normal hours of coverage at no additional charge to the Government. Contractor services provided outside of normal hours require agreement between the contractor FSE and the COR or designated representatives. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. C. Federal Holidays observed by the VAMC: New Year's Day Martin Luther King Day Presidents' Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veterans' Day Thanksgiving Day Christmas Day Scheduled maintenance will be excluded from downtime. Normal work hours are 08:00 AM to 05:00 PM, Monday through Friday, excluding federal holidays.

12. Unscheduled Maintenance (Emergency Repair Service) A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. B. The COR or government-designated representatives are authorized to request and approve service calls from the Contractor. C. Response Time: If the problem cannot be corrected by phone, the contractor must dispatch an FSE within 1 hour of contacting technical support. The contractor's FSE must contact the COR or government-designated representative within 24 hours to arrange a time to perform the repairs.

13. Scheduled Maintenance A. The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Item 2, Conformance Standards. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide a written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. B. PM Services shall be performed in accordance with the Original Equipment Manufacturer guidelines and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative. C. Preventive Maintenance should occur at intervals in accordance with the OEM's recommendations, at least 1 time each year.

14. Parts The Contractor shall furnish and replace parts to maximize equipment uptime. The Contractor has ready access to all Original Equipment Manufacturer (OEM) parts, including unique and/or high-mortality replacement parts. All parts supplied shall be from the OEM. The contract shall include all parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications.

15. Parts and Services Not Covered or Excluded by Contract Authorization received by the COR for any work or parts outside the scope of this contract must be received prior to performance of work, or payment will not be authorized. Parts that are not covered by this contract will be purchased by the VA Medical Center. The contractor, under the terms of this contract, shall accomplish the full installation and complete testing of these parts. Separate Purchase Order Numbers for components/parts not covered under this contract for preventive maintenance will be issued when detailed information with pricing is submitted to the COR.

16. Service Manuals/Tools/Equipment The VAMC shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineers (FSEs) all operational and technical documentation (such as operational and service manuals, schematics, and parts lists) necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves, shall be provided to the COR and CO upon request.

17. Documentation/Reports The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs) procedures performed, including replaced parts and prices (for outside normal working-hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards, or the manufacturer's specifications. Such documentation shall meet the guidelines set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the “specific” contract. Grouping different equipment from different contracts on “one” ESR is prohibited. Service reports must be sent to the COR or the requesting entity upon completion of each service issue. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime, and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by the COR or designated representative. Identification of equipment to be serviced: Inventory ID number Manufacturer's name Device name Model number Serial number Any other manufacturer's identification numbers List of measurement equipment used and next calibration due dates.

Additional Links: Department of Veterans Affairs

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