Sources Sought
The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential 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.
The intended contract is a firm-fixed price contract.
A SBA Non-Manufacturer Rule Waiver will not apply if this requirement is set-aside for small business. It does apply to all other socioeconomic small business categories.
The Seattle VA Medical Center (VAMC) requires a service and maintenance contract for 2008T Hemodialysis Machines. Potential contractors shall provide, at a minimum, the following information to Denise.Patches@va.gov.
1) Company name, address, and point of contact, phone number, e-mail address, and DUNS.
2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 811210 Electronic and Precision Equipment Repair and Maintenance. To be considered a small business your company must gross less than $34M in 5 years.. 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
3) 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).
4) Any Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov.
5) Only authorized representatives/providers of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer. All other socio-economic businesses please include statement on maintaining compliance with 52.219-33 Nonmanufacturer Rule.
6) 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: 52.225-1 Buy American-Supplies 52.225-2 Buy American Certificate, 52.225-3 Buy American-Free Trade Agreements-Israeli Trade Act, 52-225-5 Trade Agreements, 52.225-6 Trade Agreements Certificate. Identify any supplies/products that may conflict with the Buy American Requirements. Also identify any potential supplies or materials with long lead times.
(a) 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.
(b) 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 07/09/2026 10:00 AM PST, to the Point of Contact.
Shipping Address:
Seattle VA Medical Center
1660 S. Columbian Way
Seattle, WA 98108
Point of Contact:
Denise Patches
Contracting Officer
Denise.Patches@va.gov
STATEMENT OF WORK (SOW)
Scope
Contractor to provide full-service maintenance repair coverage and accidental damage
coverage on the Fresenius 2008T Hemodialysis Machines at the VA Puget Sound Health Care
System (VAPSHCS), 1660 South Columbian Way., Seattle, WA 98108 listed below for the
duration of the lease contract.
Background
All preventative Maintenance and break/fixes have been done onsite by
Fresenius trained VA staff members. Over the past several years only one
staff member has been able to provide this Maintenance due to no other staff
being trained on site.
Period of performance:
Base Year (1) 10/01/2026 - 9/30/2027
Option Year (1) 10/01/2027 - 9/30/2028
Option Year (2) 10/01/2028 - 9/30/2029
Option Year (3) 10/01/2029 - 9/30/2030
Option Year (4) 10/01/2031 - 9/30/2032
Type of Contract Firm-Fixed-Price. Payments will be made monthly in arrears.
CONTRACT AWARD MEETING
The contractor shall not commence performance on the tasks in this SOW until the CO has
conducted a kick off meeting, or has advised the contractor that a kick off meeting is waived.
GENERAL REQUIREMENTS
1.Inspection Requirement
a: An inspection is required by Fresenius Field Service Technician due to
the 2008T Hemodialysis Machines being over six months since the
equipments' warranties have expired.
b: The VA will be responsible for the inspection.
c: The VA will be responsible for the cost of replacement parts and their
installation , if necessary, performed by a Field Service Technician
during this inspection of the equipment.
2. This Agreement for 2008T Fresenius Series Hemodialysis Equipment
includes:
a. Performance of all Calibration Adjustments
b. Repair Services - excluding modification/alterations/adjustments by
anyone other than Fresenius Service Technicians. Repairs will also
not be covered by misuse/abuse/neglect/tampering of equipment.
c. Preventative Maintenance and Preventive Maintenance Parts. This
includes Six-Month, Annual and Bi-Annual equally two visits per year for
preventative maintenance as required my manufacturer standards - any
other PM requests will not be covered and at the VA's expense.
d. Non-Consumable Parts within the hydroblock/hydrochamber, blood leak
detector, pressure transducer, conductivity probe, blood
pump/heparin/level detector/ blood pressure modules and all printed
circuit boards and power sources are included.
e. Excluded from this agreement: machine cabinet, ancillary items, 2008T
machine CDX software.
SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES
The service agreement is for Hemodialysis Machine service 16ea 2008T Hemodialysis machines listed below:
1T0S 256711 1T0S 256732 1T0S 256744 1T0S 256748
1T0S 256758 1T0S 256762 1T0S 256769 1T0S 256771
1T0S 256773 1T0S 256777 1T0S 256778 1T0S 256779
1T0S 256784 1T0S 256791 1T0S 256794 1T0S 256796
Description of tasks to be performed in this contract can be found in General requirements.
1. All requests for service are done by calling (800) 227-2572. VA Puget Sound
Account number is required, 103741.
2. The agreement is valid for service Monday though Friday, 700 till 1700 local
time. The Field Service Technician will be on-site within three business days
of the documented request of service.
3. The equipment in this agreement only applies those outline in Schedule B-1.
4. Cost of parts and surface shipping charges are included within agreement
cost.
SCHEDULE FOR DELIVERABLES
SOW
Task#
Deliverable Title
Format
Number
Calendar Days After CO Start
1
Repair coverage and accidental damage coverage on the 2008T Hemodialysis at the VAPSHCS
Comprehensive Service Report
1 hard copy, 1 emailed copy for each service performed on each unit
Within 24 hours of service completion
2
Training and support to VAPSHCS on the 2008T Hemodialysis at the VAPSHCS.
Comprehensive Training Report
1 hard copy, 1 emailed copy for each service performed on each unit
Within 24 hours of service completion
CHANGES TO STATEMENT OF WORK
Any changes to this SOW 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.
REPORTING REQUIREMENTS
1. The contractor shall provide the POC a Comprehensive Service Report for all work
performed during a repair.
2. The tasks are well defined and can, therefore, be easily monitored by the Government
POC, who shall represent the Government for this process. 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.
GOVERNMENT RESPONSIBILITIES
Government furnished property will not be provided to the contractor.
CONTRACTOR EXPERIENCE REQUIREMENTS
1. Each respondent shall have an established business, with an office and full time staff.
The staff includes a "fully qualified" Field Service Engineer (FSE) and a "fully qualified" FSE
who will serve as the backup.
2. "Fully Qualified" is based upon training and on experience in the field. For training, the
FSE(s) has successfully completed a formalized manufacturer training programs within the
last two years, for the equipment identified in the equipment schedule, and annual
refresher course. For field experience, the FSE(s) has a minimum of two years of experience,
with respect to scheduled and unscheduled preventive and remedial maintenance, on
equipment listed.
Place of Performance
The Renal Dialysis Unit operates the Fresenius 2008T Hemodialysis
machines within MICU, SICU, Renal Dialysis Department, BMTU and 4W.
All repairs and maintenance will be performed in the Renal Dialysis Unit,
Building 100-5W Room 5B124.
