Sources Sought Notice Page 2 of 6 THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the potential availability and capability of qualified Service Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Business Manufacturers, other Small Businesses interested and capable of providing items requested, as well as any large businesses. This source sought is UNRESTRICTED and seeks providers capable of fulfilling the requirement in accordance with the Statement of Work. The responses received from interested contractors will assist the Government in determining the appropriate set-aside and the appropriate acquisition method. The intended contract is a firm-fixed price service contract. Potential sources having the capabilities necessary to provide the below described services which meet all the requirements outlined in the attached statement of work are invited to respond to this Sources Sought Notice via e-mail to Maureen.Sundstrom@VA.Gov no later than noted in the RFI. No telephone inquiries will not be accepted. Appropriate responses shall include the following information: Company name, address, and business size; point of contact name, phone number, and e-mail address; A capability statement addressing the requirements in the attached Salient Characteristics to include: References for similar services currently being provided or previously provided (if any) at the required service levels as outlined in the Statement of Work Capability Statement NAICS Code 541511 is applicable to determine business size standard. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to supply the required commodities. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time. The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of VISN 20 stations is seeking potential sources for the maintenance, repair, and trace gas testing for Draeger Medical Apollo Anesthesia Machines. Qualified service and software updates and support are required to maintain the following devices to the Manufacturer s specifications: Description Qty Fabius GS Premium 3 Apollo 32 Fabius Tiro 2 Fabius MRI 3 Perseus A500 12 Vapor 2000 Sevo units 43 Vapor 2000ISO units 24 Vapor 3000 ISO units 13 Vapor 3000 Sevo units 13 Trace Gas Testing w/PM 50 Salient Characteristics: ServiceConnect Draeger proprietary documentation and service and service portal access to all essential documentation required to perform service and maintenance per OEM specifications. Statement of Work Draeger Full Service w/ Trace Gas Department of Veterans Affairs VISN 20 1601 E. Fourth Plain Blvd. Vancouver, WA 98661 1. Background. VISN 20 needs on site full service contracts on the Draeger Anesthesia units used at the following VA facilities: Puget Sound Healthcare System, Boise VA, Roseburg VA, Eugene VA, Mann-Grandstaff (Spokane) VA, and Portland VA. Biomedical Departments in the VISN do not have the necessary specialized tools and training to perform maintenance, repair and Trace Gas Testing on the Drager Medical Apollo Anesthesia Machines. Qualified Service is required to maintain the devices to Manufacturer s specifications. None of the equipment under this service agreement contains Patient Identifiable Information or is connected to a computer network. The equipment is located in Surgical Service and all work must be performed after patient care has been completed, after patient care hours, or in the Biomed department when not in use. No Sensitive Patient Records will potentially be viewed as a result of this requirement. Access to the controlled areas will be provided by Police Service, Biomed, or another designated and authorized VISN 20 employee at the sites listed above respectively. 2. Scope Contractor shall furnish all supervision, labor, travel, equipment, parts, and supplies to furnish preventative maintenance services (per manufacturer specified frequency) plus Trace Gas Testing and Anesthetic Vaporizer inspections, repair services, calibrations, software updates as needed, and phone support for the following: Mann-Grandstaff VA: (6) Vapor 2000 units, (1) Fabius Tio units, (3) Fabius GS Premium, (4) Trace Gas w/ PM and (4) Vapor 2000 Sevo Units, (3) D-Vapor 2000 These devices are located on the 8th floor and B007-1/Biomed Shop of the Mann-Grandstaff VA Medical Center. Boise VA: Four (4) Draeger Apollo Anesthesia Machines,. Two (2) Fabius Tiro Anesthesia Machine, , (5) Trace gas, w/ PM, Five (6) Vapor 2000 sevo units, These devices are located at the Boise VA Medical Center (BVAMC) Surgical Service Department, Building 85. Eugene VA: (4) Draeger Apollo anesthesia units, (4) D-Vapor 2000 units, (4) Trace gas, w/ PM, and (4) Vapor 2000- SEVO. These devices are located at the Eugene Health Care Clinic. 3355 Chad Drive Eugene, OR 97408 Roseburg VA: (3) Draeger Apollo anesthesia units, (3) D-Vapor 2000 units, (3) Trace gas, and (3) Vapor 2000- SEVO. These devices are located at the Roseburg VA. Puget Sound: Seattle Campus: (12) Draeger Perseus anesthesia units, (1) Fabius MRI, (11) Vapor 3000-ISO, (13) Vapor 3000-servo, and (11) Trace gas w/ PM; AMLK Campus: (1) Draeger Apollo anesthesia units, and (2) Trace gas w/ PM. (2) Vapor 2000servo These devices are located at: Seattle Division 1660 South Columbian Way., Seattle, WA 98108 American Lake Division 9600 Veterans Dr. Lakewood WA 98493 Portland VA: (20) Apollo s Anesthesia Machines, (2) Fabius MRI anesthesia units, (22) Vapor 2000-ISO, (22) Vapor 2000-Sevo and (21) Trace Gas w/ PM. These devices are located at the Portland VAMC. Contractor shall furnish all supervision, labor, travel, equipment, parts, and supplies to furnish preventative maintenance services (per manufacturer specified frequency) for the following: All work is to be performed onsite at the respective sites that the equipment is located. Contractor must coordinate with local Biomed staff to schedule services. Scheduled services will be provided only when patient care is not taking place, or after normal patient care hours. All work, tests, maintenance, etc. are to be performed in accordance to the manufacturer directives/specifications. 3. Specific Tasks General Requirements: Contractor shall perform all Manufacturer specified scheduled maintenance as published in the Manufacturer s Service Manuals. Scheduled Maintenance shall be performed at the Manufacturer s recommended frequency as published in the Manufacturer s Service Manuals during the annual contract period. Contract shall perform Trace Gas Testing on all Anesthesia Machines, in conjunction with each of the Scheduled Maintenance Inspections. Scheduled Service includes labor and travel associated with Draeger Inc. Periodic Manufacturer s scheduled service Certification Testing is performed by Draeger Trained and Authorized Field Service Technicians during every scheduled service. OEM parts shall be used for all maintenance and repair services. Draeger Inc. s Medical System Software updates (for Draeger devices) as and when required included. OEM, Original Equipment Manufacturer we comply according to our OEM specifications. Software Updates; are included, and consist of any correction or modification that maintains existing software features and functionality Contractor shall provide a copy of the Service Report, by email, no later than 5 work days after the completion of the scheduled maintenance or repair service to the site contact. The Service Report shall contain the following information: Contract purchase order number Date service initiated Date completed Equipment make and unique identification number/code Description of original complaint Problems found Part/quantities installed All work performed fully described Contractor must complete performance verification test after completion of all maintenance and repairs. Due to the specialized proprietary requirements of maintaining this equipment, the service engineer assigned to service these units shall have the required factory training and field experience to service this unit. Non-factory trained service engineers shall not be allowed to repair or maintain these units. Identification of Possible Follow-on Work. No Follow-on work anticipated. Identification of Potential Conflicts of Interest (COI). No known COI exists at this point. Inspection and Acceptance Criteria. Biomed and Surgical Staff shall inspect unit after repair or preventative maintenance service. Other locations for the NCO20 catchment area may be added to the contract via bilateral modification after award. Business Hours/Days: Are defined as the time of 8:00AM to 5:00PM, Monday through Friday, excluding Federal holidays: New Year's Day January 1 * Martin Luther King's Day 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 Veteran's Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25* *If the date falls on a Saturday, the Government holiday is the preceding Friday. If the date falls on a Sunday, the Government holiday is the following Monday. In addition to the designated holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President's Proclamation Off Business Hours/Days are defined as the time of 5:01PM to 7:59AM, Monday through Friday, all day Saturday, Sunday and Federal holidays. Delivery Schedule Reports are to be sent to the Biomedical Supervisor or designated POC via e-mail in a PDF format within 5 days of service. This shall include test equipment used with calibration certificates. Any parts or kits used in PM service shall be included in this report, including part numbers. Potential contractors shall provide, at a minimum, the following information to Maureen.Sundstrom@va.gov Company name, address, and point of contact, phone number, e-mail address, and SAM UID. Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 541511 Custom Computer Programming Services. The size standard for this NAICS is $34 Million. This notice is to determine the marketplace for this specific requirement. Please check one of the following: [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). Any Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov. If not a manufacturer, only authorized representatives/providers/distributors of a manufacturer will be considered. Equipment, if any, must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer, service provider, or reseller letter from pertinent manufacturer. This is a brand name or equal requirement. As such, the salient characteristics reflect the physical, functional, or performance characteristics that equal products must meet to satisfy the Government s needs. To be considered for any potential solicitation, offers of equal products, including equal products of the brand name manufacturer, must: Meet the salient physical, functional, or performance characteristic specified in this sources sought; clearly identify the item by Brand name, if any and make/model number. Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the equal item meets or exceeds the salient characteristics required by the Government. Responses are due by 06/09/2025 10:00 AM PT, to the Point of Contact.
