SAM #36C26027Q0123

Sources sought for maintenance of two Medtronic StealthStation S8 systems

The Department of Veterans Affairs is researching preventative maintenance for two existing Medtronic StealthStation S8 systems at the Portland VA Medical Center. - Government buyer: Department of Veterans Affairs; Network Contracting Office 20; Portland VA Medical Center. - OEM: Medtronic is the named manufacturer and required source of OEM parts. - Requested service: Preventative maintenance for two StealthStation S8 units with EM, part number SERVICEC1-S8MCT21. The units are identified by serial numbers N30072021 and N30072629. - Service scope: Parts, labor, travel, repairs, maintenance, and calibration to keep the systems in good working order and aligned with OEM specifications. Software maintenance and upgrade releases are included at no additional cost. - Personnel and operating requirements: Work must be performed by OEM-trained system product coordinators or Medtronic representatives. Respondents are asked to provide a capability statement and a Medtronic letter verifying coordinator training. Service is primarily onsite during weekday business hours, with scheduled work coordinated with Biomedical Engineering; calibration certificates are required after work. - Notice status: This is a sources-sought market research notice, not a request for quotes or proposals.

Description

SOURCES SOUGHT NOTICE

This is a Sources Sought NOTICE (SSN) ONLY. The U.S. Government is conducting market research only to determine the availability of qualified sources capable of providing StealthStation S8 Preventative Maintenance. Potential Contractors are invited to provide a response via e-mail to Contract Specialist at tracy.heath@va.gov by November 16, 2026, 18:00 (PT). Responses will be used to determine the appropriate strategy for a potential acquisition. Please clearly identify any information your company considers sensitive or proprietary. This notice is issued solely for information and planning purposes - it does not constitute a Request for Quotation (RFQ), or a promise to issue an RFQ in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, or proposals at this time and will not accept unsolicited quotes in response to this source sought synopsis. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ, if any is issued.

BACKGROUND: The Portland VA Medical Center has a requirement for a preventative maintenance service contract for the Stealthstation S8 stereotactic units to ensure proper operation.

NAICS: 811210, Electronic and Precision Equipment Repair and Maintenance

Interested potential Contractors please provide the following.

1) Company Name, address, point of contact, phone number, email address, and UEI

Please indicate business size: Small Disadvantage Business (SDB)____ 8(a)____ Historically Underutilized Business Zone (HUBZone)____ Service-Disabled Veteran-Owned Small Business (SDVOSB)____ Veteran-Owned Small Business (VOSB)_____ Economically Disadvantaged Women-Owned Small Business (EDWOSB)_____ Women-Owned Small Business concerns (WOSB)_____ Small Business_____ Large Business_____

Please state if you possess a Federal Supply Schedule (FSS)____.

2) Please submit a brief capability statement (maximum three pages) with enough information to demonstrate to the Veterans Affairs that you have enough resources, personnel, and experience to perform StealthStation S8 preventative maintenance as required in the attached Draft Statement of Work.

**Draft Statement of Work STATEMENT OF WORK The Department of Veterans Affairs Portland VA Medical Center 3510 SW US Veterans Hospital Rd. Portland, OR 97239

General Requirements: Vendor to provide parts, labor, and travel to repair, maintain, and keep the existing Medtronic Stealthstation S8 units in good working order, meeting all OEM specifications for operation throughout the term of the contract. All parts shall be OEM parts only and repairs, maintenance, and calibration shall be performed by system product coordinators (OEM Trained) or by the OEM (MEDTRONIC) representatives.
Serial Numbers: N30072021 S8 with EM (PN SERVICEC1-S8MCT21); N30072629 S8 with EM (PN SERVICEC1-S8MCT21) Planned (scheduled) preventative maintenance will be scheduled in advance with Biomedical Engineering on behalf of the service. Software maintenance releases and software upgrade releases (software enhancements and/or features) will be included at no extra cost. Hours of coverage will be Monday through Friday, 7AM to 4PM PST. This is for a Base Year contract for the Period of Performance of 11/19/2026 011/18/2027. Performance Monitoring The tasks are well defined and can, therefore, be easily monitored by the Government point of contact (POC), who shall represent the government for this process. The contractor performance will be monitored and the work certified by the POC. The POC will assure contractor quality by routine inspections, product sampling, and monitoring of work while work is being performed.
Security Requirements All contractor employees will be escorted and monitored by a VA employee when onsite. The process to obtain a background check of the responsible FSE will be started on first arrival.

Other Pertinent Information or Special Considerations. None Inspection and Acceptance Criteria.
The POC is responsible for certifying that the work done under this contract is performed to standard. The POC is also responsible to assure the inspection and acceptance of products provided incidental to services.
Place of Performance. Work will primarily be performed at the PVAMC. Period of Performance. 11/19/26 through 11/18/27. Delivery Schedule.

SOW Task# Deliverable Title Format Number Calendar Days After CO Start 1 Calibration Certificates Contractor determined service report, but must meet required calibration standards 1 hard copy, 1 emailed copy Within 10 days after completion of work. 2 Invoice for work Contractor determined format. 1 hard copy or 1 emailed copy Within 30 days of completion of work.

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