This is a Sources Sought notice only. This is not a request for quotes, and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation. If a solicitation is issued it shall be announced at a later date, and all interest parties must response to that solicitation announcement separately. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210 - Electronic and Precision Equipment Repair and Maintenance, SBA size standard $34 Million. The Veterans Health Administration (VHA) is seeking a vendor to replace the AC Input / AC Output / DC Capacitors and fans of an APC Galaxy 500 Uninterruptible Power Supply (UPS) at White River Junction VA Medical Center in White River Junction, Vermont. Vendor to provide all parts, labor and proper disposal of all spent fluids and Haz-Mat. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirements described below. Vendors are encouraged to submit information relative to their capabilities to fulfill this requirement, in the form of a statement that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by January 21st, 2026, 17:00 EST, all responses under this Sources Sought Notice must be emailed to Kurt Fritz at kurt.fritz@va.gov with Sources Sought # 36C24126Q0150 in the subject line. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format. Attachment 1 Sources Sought Worksheet QUALIFICATION INFORMATION: Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #:Â ___________________________________________________ CAGE Code: __________________________________________________________________ SAM Registered: (Y / N) Other available contract vehicles applicable to this sources sought (GSA/FSS/NASA SEWP/ETC): __________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Socio-Economic Status: VIP Verified SDVOSB: (Y / N) VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION. CAPABILITY STATEMENT: Provide a brief capability and interest in providing the service as listed in Attachment 2 Statement of Work with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal, or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Performance Work Statement GENERAL INFORMATION Title of Project: Replace fans and capacitors of APC Galaxy 5000 Uninterruptible Power Supply (UPS) which provides backup power for the Philips Azurion Interventional X-Ray Equipment. Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this performance work statement except as may otherwise be specified. Replace faulty fans and capacitors on our APC Galaxy 5000 Uninterruptible Power Supply (UPS). (Parts Procurement and Service via Vendor) The contractor shall provide all services according to Philips Medical Standards and should be functionally tested and calibrated to align with Philips Medical's required specifications. Background: The APC Galaxy 5000 Uninterruptible Power Supply (UPS) provides backup power for the Philips Azurion Interventional X-Ray Equipment when the main electrical supply fails or fluctuates. Its primary purpose is to keep connected equipment running for a short period during power outages and to protect against power-related issues. The AC Input / AC Output / DC Capacitors and Fans will reach their recommended replacement time frame of 7 years within the year. Replacing the Capacitors and Fans proactively will keep the unit functioning properly and avoid a potential emergency service call if the UPS fails. Performance Period: Services are required to take place during the normal Government work week, which is Monday through Friday 0700-1630 hrs. The contractor is not required to work when the Government is closed for Government holidays. Type of Contract: Fixed Firm Price VA-owned sensitive information: N/A B. CONTRACT AWARD MEETING N/A C. GENERAL REQUIREMENTS For every task, the contractor shall continuously update the Clinical Engineering COTR on the status of this repair to include faults found, recommended parts replacement, replacement parts costs, costs for travel and service time costs. Contractor shall communicate with CE COTR that system is calibrated, tested and fully functional according to manufacturer s standards and previous operational abilities upon completion of repair. D. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Replace faulty fans and capacitors on our APC Galaxy 5000 UPS. Parts to be installed according to manufacturer s instructions. Test and calibrate system fully for operation according to manufacturer s standards and specifications. E. EVALUATED OPTIONAL TASKS AND ASSOCIATED DELIVERABLES [If applicable] N/A SCHEDULE FOR DELIVERABLES 1. N/A G. CHANGES TO STATEMENT OF WORK Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. H. REPORTING REQUIREMENTS The contractor shall provide twice daily updates to the Clinical Engineering COTR once the service has started and provide all information for service and expenses at that time. I. TRAVEL [If applicable] NA J. GOVERNMENT RESPONSIBILITIES [If applicable] VA White River Junction Clinical Engineering will only provide physical system access and operational power requirement. K. CONTRACTOR EXPERIENCE REQUIREMENTS (Standard mandatory language for all task orders) The contractor s Field Service Engineer will have applicable manufacturer s service training for this machine as specified in Philips Medical Service and Maintenance standards. Contractor shall provide training records if requested by the contracting officer. Contractor shall only supply new parts and will not substitute for used parts or parts not purchased through Philips Medical. The contractor s Field Service Engineer shall contact the Clinical Engineering COTR prior to beginning service and upon completion of service. This contact shall happen daily if services last longer than one day. L. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. 3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access. Contractor Responsibilities The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language. Contractor s Field Service Engineer with check in with VA Police Service for temporary contractor badge issuance and will return the badge to VA Police Service upon completion of repair. Records Management Language for Performance Work Statement The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.
