Description
Good day, SDVOSB s, VOSB s & SB's & LB s This Sources Sought is issued solely for informational and planning purposes only. 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 businesses. 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 a SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSB s, the requirement may be solicited as a VOSB or a SB set aside in which case all interested parties responding shall be eligible to compete. If not enough qualified and capable small business responses are received, an unrestricted solicitation may occur in which instance all capable and qualified venders may respond from any socioeconomic category. Please direct reply in the affirmative via email if you are interested and can provide the required product/service and proof of authorized servicing capabilities on the specific equipment listed for this requirement. Please provide your capability statement, I will accept responses for this Sources Sought until the 4th of November 2025 14:00 EDT, thanks. 1.General: The Department of Veterans Affairs, Bay Pines VA Healthcare System is soliciting a requirement for a comprehensive Draeger anesthesia devices maintenance and certification agreement for twenty-four (24) anesthesia machines. The Anesthesia Machine Preventative Maintenance (PM) and Certification agreement shall provide corrective and planned maintenance on six (6) Draeger Fabius TIRO anesthesia machines, eighteen (18) Draeger Persius A500 anesthesia machines, and sixty-nine (69) vaporizers. 2.SCOPE: The contractor shall furnish all labor, transportation, and parts needed to provide and meet VA acceptability standards for all repair, preventive, and inspection maintenance activities to ensure optimized uptime of Dräger anesthesia equipment listed below. The contractor shall maintain the equipment and assure its proper function to reduce equipment downtime. The initial period of performance is from December 5, 2025, through December 4, 2026. This action shall be a firm-fixed price award one base year (1) and (2) option year periods. The Contractor shall include advanced pricing for each machine for each option period in their initial quote. Below is a list of equipment used at 10,000 Bay Pines BLVD., Bay Pines, FL 33744 for life-support during surgeries: EE # Model Serial 51081 FABIUS TIRO ARYE-0062 89133 FABIUS TIRO ASDM-0118 90861 FABIUS TIRO ASEH-0093 130809 FABIUS TIRO ASLK-0148 174782 FABIUS TIRO ASSL-0002 157900 PERSEUS A500 ASPL-0137 157901 PERSEUS A500 ASPL-0138 157902 PERSEUS A500 ASPL-0139 157903 PERSEUS A500 ASPL-0140 157904 PERSEUS A500 ASPL-0142 157905 PERSEUS A500 ASPM-0059 157906 PERSEUS A500 ASPM-0063 157907 PERSEUS A500 ASPM-0064 157908 PERSEUS A500 ASPM-0065 157909 PERSEUS A500 ASPM-0066 157910 PERSEUS A500 ASPM-0067 157911 PERSEUS A500 ASPM-0068 157912 PERSEUS A500 ASPM-0069 157913 PERSEUS A500 ASPM-0070 74576 D-VAPOR ASBF-0172 88436 D-VAPOR ASEC-0310 88438 D-VAPOR ASEC-0312 88440 D-VAPOR ASEC-0314 88441 D-VAPOR ASEC-0315 88443 D-VAPOR ASEC-0317 88444 D-VAPOR ASEC-0318 88445 D-VAPOR ASEC-0319 88446 D-VAPOR ASEC-0320 88447 D-VAPOR ASEC-0321 88448 D-VAPOR ASEC-0322 88449 D-VAPOR ASEC-0323 88450 D-VAPOR ASEC-0324 88451 D-VAPOR ASEC-0325 88452 D-VAPOR ASEC-0326 88454 D-VAPOR ASEC-0328 133704 D-VAPOR ASMA-1453 158388 D-VAPOR ASPL-0093 88410 VAPOR 2000 ASEC-0126 88411 VAPOR 2000 ASEC-0127 88416 VAPOR 2000 ASEC-0631 88418 VAPOR 2000 ASEC-0633 88419 VAPOR 2000 ASEC-0634 88420 VAPOR 2000 ASEC-0635 88421 VAPOR 2000 ASEC-0636 88422 VAPOR 2000 ASEC-0637 88423 VAPOR 2000 ASEC-0638 88424 VAPOR 2000 ASEC-0639 88425 VAPOR 2000 ASEC-0640 88426 VAPOR 2000 ASEC-0671 88427 VAPOR 2000 ASEC-0672 88428 VAPOR 2000 ASEC-0673 88430 VAPOR 2000 ASEC-0676 88431 VAPOR 2000 ASEC-0677 88433 VAPOR 2000 ASEC-0679 88435 VAPOR 2000 ASEC-0692 96452 VAPOR 2000 ARXC-0017 96453 VAPOR 2000 ARWB-1133 96455 VAPOR 2000 ARYD-0171 96457 VAPOR 2000 ARWD-0028 96458 VAPOR 2000 ARWB-1164 113046 VAPOR 2000 ASDM-0011 113047 VAPOR 2000 ASDM-0012 113048 VAPOR 2000 ASDM-0013 113049 VAPOR 2000 ASDM-0014 133705 VAPOR 2000 ASMA-0196 158386 VAPOR 2000 ASPL-0893 158387 VAPOR 2000 ASPL-0675 187329 VAPOR 2000 ASUE-0263 187330 VAPOR 2000 ASUE-0262 187331 VAPOR 2000 ASUE-0265 187332 VAPOR 2000 ASUE-0261 187333 VAPOR 2000 ASUE-0264 The following is a list of equipment used at 2489 Diplomat Parkway East, Cape Coral, FL 33909 for life-support during surgeries: EE # Model Serial 182453 FABIUS TIRO ASTL-0003 157917 PERSEUS A500 ASPL-0141 157915 PERSEUS A500 ASPM-0060 157914 PERSEUS A500 ASPM-0061 157916 PERSEUS A500 ASPM-0062 88437 D-VAPOR ASEC-0311 88439 D-VAPOR ASEC-0313 88442 D-VAPOR ASEC-0316 88453 D-VAPOR ASEC-0327 182458 D-VAPOR ASTK-0101 88412 VAPOR 2000 ASEC-0128 88417 VAPOR 2000 ASEC-0632 88429 VAPOR 2000 ASEC-0674 88432 VAPOR 2000 ASEC-0678 88434 VAPOR 2000 ASEC-0680 98216 VAPOR 2000 ASDM-0127 98217 VAPOR 2000 ASDM-0126 98218 VAPOR 2000 ASDM-0137 182454 VAPOR 2000 ASTK-1050 182457 VAPOR 2000 ASTL-0215 3.GENERAL REQUIREMENTS: Service The contractor shall provide only Draeger trained and certified field service engineers (FSE). The FSE shall be equipped with licensed Draeger maintenance utility software. All FSE maintenance shall be performed in accordance with current Draeger procedures and at Drager recommended frequencies. All maintenance will be performed during extended VA business hours, 7:00 AM - 8:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer s Representative (COR) if such services are provided without additional charge to the government. Any overtime charges must be approved by the Contracting Officer if not included in the contract pricing schedule. COR must notify the Contracting Officer before authorizing overtime work. The contractor shall provide emergency repair service 24 hours a day, 7 days a week. The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request. Any charges for parts, manuals, tools, or software required to successfully complete repairs, scheduled maintenance, or certifications shall be included in this contract, and it s agreed upon price. All removable media materials (laptop, DVD/CD, USB drive, etc.) need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work. A. Parts The Contractor shall provide all replacement parts required to complete repairs and maintenance. The contractor shall provide and install consumable items, such as sensors, at no additional cost to VA. All provided parts and software updates must be sourced from Draeger, meeting current manufacturer specifications. Parts removed (replaced) by the contractor become the property of the contractor. B. Performance Standards The COR will assure Contractor performance in accordance with (IAW) the Performance Standard Metrics. In an effort to minimize the performance management burden, the government shall use 100 percent inspection(s) as indicated below: PERFORMANCE STANDARD METRICS Requirement Quality Standard Action Surveillance Method 1. Contractor provided and utilized procedures and checklists with worksheet originals indicating work performed and actual values obtained provided to the COR at the completion of maintenance. 100% compliance Full payment to Contractor pending completion of this metric. Regular reviews, inspection and observation; Contractor notified immediately if non-compliance 2. Provided documentation of service performed. 100% compliance Full payment to Contractor pending completion of this metric. Contractor notified immediately if non-compliance 3. Contractor electrical safety inspection at time of PM 100% compliance Full payment to Contractor pending completion of this metric. Contractor notified immediately if non-compliance 4. Equipment functions in conformance with latest Draeger specifications. 100% compliance Full payment to Contractor pending completion of this metric. Regular reviews, inspection and observation; Contractor notified immediately if non-compliance 4.Special Instructions A. Contractor Check-in The contractor's FSE will report to Biomedical Engineering, 1F122-100-BP or 2B191-CC-OPC, prior to performance of service. All FSEs will be fully credentialed and check in at the facility using the approved credentialing system, currently O.R. TRAX. B. Documentation At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, and the services performed, and parts replaced. The reports will be delivered electronically to Biomedical Engineering when work is complete. 5.Terms and Conditions: Inspection of Equipment Any site visit must be coordinated in advance with COR or Biomedical Engineering, 727-398-6661 x15601, there will be no site visits prior to award. 6. CONTRACTOR EXPERIENCE REQUIREMENTS: Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon completion of all Draeger factory training for the model being services. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall make available written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer Representative (COR) may authenticate the training requirements, request training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 7. PRIVACY TRAINING AND CYBER SECURITY AWARENESS TRAINING: The contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police. Contractor may not have access to any VA sensitive information under this contract. Contractor must be escorted at all times by VA staff or contractor must complete VA Privacy and Information Security Awareness and Rules of Behavior training. 8.Training Requirements: 1.Services must ONLY be performed by Draeger trained technicians, who have evidence of current factory training on the specific device being serviced (Draeger Ventilation, Anesthesia, Monitor, or Neonatal Device) 2.Must provide evidence of equipment standards and traceability and final device performance testing that follows and complies with all manufacturer procedural requirements. 3.Must guarantee that safety inspections performed will comply with all applicable federal, state and regulatory requirements, manufacturer standards, and meet FDA alerts and recall requirements. 4.Each technician must be certified on the applicable Draeger Ventilation Device prior to performing any service and/or maintenance on Draeger manufactured equipment. 5.Must provide evidence of recent attendance and successful completion of the Draeger Factory Training Seminars for each product serviced. 6.Must maintain continuous access to the Draeger Service Connect system, which provides all of the relevant and up-to-date Technical Documentation and information for each of the Draeger products serviced. 7.Must guarantee execution of all Manufacturer Service Recommendations during each service incident, including the use of ONLY manufacturer planned maintenance and repair parts. (Note: Failure to utilize original manufacturer parts may result in the improper operation of the equipment.) 8.Must possess the legal rights to propriety equipment diagnostic software. (Note: Failure to utilize the Propriety Software may result in the inability to identify equipment operating parameters and to accurately calibrate the equipment.) 9.The service technician must have completed training for each specific device by a Draeger Authorized Trainer prior to performing service on said device and provide proof of such prior to contract award.