This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this-- sources sought announcement must be in writing. 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, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.
The Loma Linda VA Health Care System (LLVAHCS) located at 11201 Benton St. Loma Linda, CA 92357 is seeking a potential qualified contractor that can provide: Preventive Maintenance, inspection, and repair services for various Government owned scopes.
Important information: The Government is not obligated to/nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. 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. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 Electronic and Precision Equipment Repair and Maintenance 34 Million.
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D.1 STATEMENT OF WORK
TITLE: Preventive Maintenance, inspection, and repair services for various Government owned scopes at the Loma Linda VA
DESCRIPTION OF WORK:
The Contractor shall furnish all labor, transportation, materials, tools, supplies and spare parts to perform repair of scopes on an as needed basis. Equipment included are but not limited to the following: Rigid endoscopes, Flexible Endoscopes, GI Video Endoscopes, GI Specialty Scopes, Medical Bronchoscopes, Cystoscopes, Ultrasound Probes, Laryngoscopes, Rhino Laryngoscopes, Naso Laryngoscopes, Rhino-Laryngo fiberscope, Ureterorenoscopes, Light Sources, Hand Pieces, Video Processors, Surgical Endoscopes, Surgical Bronchoscopes, Surgical Fiberscope, Surgical Laparoscopes, Surgical Specialty Scopes, Surgical Cameras, Surgical Specialty Cameras, Surgical Telescopes, Urology Fiberscope, Urology Specialty Scopes, Ultrasound Probes for the VA Loma Linda Healthcare System (VALLHS).
Manufacturers include, but are not limited to: Olympus, ABC Lab, Pentax, Verathon, Aleet Commercial, Terumo, Maquet Medical, Siemens, Karl Stortz, Intuitive surgical, Bryan Corp, Richard Wolf GMBH, Stryker, Smith and Nephew, Given Imaging, Gyrus, Olympus, Siemens, nd Conmed.
SCOPE:
In the context of this contract, Equipment refers to any patient critical instrumentation that is used in surgical or endoscopic procedures. Equipment as used herein includes the following:
Rigid endoscopes
Powered surgical hand pieces and related instrumentation (pneumatic and electrical)
Endoscopic cameras and related equipment
Specialty surgical instrumentation including phacoemulsification hand pieces (Phacos), harmonic scalpel hand pieces, laparoscopic instruments
Flexible endoscope
Ultrasound Probes
CONTRACTOR RESPONSIBILITIES:
The Contractor shall service and repair a variety of Equipment as detailed above as ordered by the Contracting Officers Representative (COR) participating facility of the VA. The Contractor shall furnish all labor, transportation, materials, tools, supplies and spare parts required to perform service and repairs on a variety of Equipment . Contractor shall complete all repairs/service within the time specified below:
Minor Repairs 24 through 72 hours
Major Repairs 2 days through 5 days
Extreme Damage 3 days of more
Contractor shall notify the COR if repair/service cannot be completed within the time specified above and of all cases where extreme damage has been found. Contractor shall utilize only parts of original manufacturer design and specifications or equal thereto. Used parts are prohibited. Contractor shall ensure the equipment that is being repaired/ serviced shall have a tag placed on the equipment for identification purposes with the information provided by the COR. COR of the facility shall initiate an order for repairs/services. COR shall provide written documentation to the Contractor as to the defect of the equipment and the following equipment information:
VA Healthcare System Facility Name
Location of equipment to be repaired (room and/or building number)
Type of equipment
Make of equipment
Model number of equipment
Serial number of equipment
Purchase order number
Description of service or repairs that may be needed
COR name, address and phone number
Contractor shall inspect the equipment and determine the needed repairs/services. Prior to any repairs/service being performed and/or price/cost exceeding the terms of this contract. Contractor shall obtain verbal or written approval from the COR. Verbal and/or electronic approval from the COR shall be documented with the date and time by the Contractor. Upon approval from the COR, Contractor shall proceed with the repair/service of the equipment. Contractor shall determine and assign the appropriate service technician to perform services, repairs, upgrades, modifications and/or maintenance and inform the COR.
Contractor shall pick up at no cost and deliver FOB destination to the ordering facility, equipment to be repaired/serviced. Each shipment shall be properly packaged and be accompanied by an itemized shipping list and equipment information. VA facility ordering repair/service shall not be responsible to check/verify the status of the equipment being repaired/ serviced. Contractor upon receipt of the equipment for repair/service shall immediately report to the COR its inability to repair/service the equipment received
Contractor shall provide the COR an electronic copy of the field service report after every PM or repair within 7 calendar days. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse in regard to this medical equipment.
Invoicing and Shipping Documentation: Contractor shall provide a delivery ticket or invoice with the repaired/ service equipment, and shall contain the following minimum information:
Name of Contractor
Contract number
Date of service
Purchase order number
Itemized list of service or repairs
Quantity, unit price and extension of each item, less applicable discounts
Date of delivery or shipment
Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.
Contractor shall be engaged full-time in the maintenance and repair of the equipment listed in Section I. Contractor shall have access to complete service manuals, access to software diagnostic keys, and Contractor shall, without exception, provide all hand tools, diagnostic test equipment, ladders, and anything else necessary to perform the work.
PLACE OF PERFORMANCE:
The contractor shall provide services at the government facilities located below:
Facility Name
Address
VALLHS
11201 Benton St., Loma Linda, CA 92357
WORKING HOURS:
All scheduled pickup and delivery shall be accomplished during working hours generally between 7:30AM and 4:00PM Monday through Friday, National Holidays excluded, unless other arrangements have been made by the ordering COR with the Contractor. Contractor must check-in with the COR if coming on-site.
All service/repairs will be performed during stipulated hours of coverage unless requested or approved by the COR.
GOVERNMENT HOLIDAYS:
The Vendor is not required to provide service on the following National holidays, not shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government:
New Year s Day 1 January
Martin Luther King s Birthday Third Monday in January
President s Day Third Monday in February
Memorial Day Last Monday in May
Independence Day 4 July
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day 11 November
Thanksgiving Day 4th Thursday in November
Christmas Day 25 December
If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.
OVERTIME AND HOLIDAYS:
Any overtime and/or holiday pay that may be entitled to the Contractor s employees shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.
LOANER SCOPES IF REQUESTED:
When requested by the COR, contractor shall ship and deliver, at no additional cost, loaner scopes within 48 hours of written notification to the Contractor.
REPORTING:
Services shall be performed during normal working hours, the Contractor shall report upon arrival to the Biomedical Engineering Department for all the facilities identified in the solicitation, to arrange all services. In addition to signing in, Contractor personnel shall identify himself to the COR before proceeding to the job site. This check in is mandatory. After the work is completed, the Contractor is to submit in writing, complete report of service rendered to the Biomedical Engineering Dept. As a minimum, this report must be containing a detailed description of any service performed and any recommendations necessary to meet regulations.
WARRANTY:
Contractor shall provide a warranty for ninety (90) days after acceptance for repaired equipment.
TEST EQUIPMENT:
The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the contractor to have the appropriate equipment and/or supplies necessary to complete the work.
SUPPORT:
The contractor shall pick up the Scope on-site within 1 business day, excluding weekends and federal holidays, during normal government business hours.
Name: _________________________________________________________
Telephone No: ____________________________Fax No: _____________________
Email: ________________________________________________
CHANGES:
The Contractor is advised that only the Contracting Officer, acting within the scope of the contract has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery.
In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in costs as a result thereof.
ORDERING ACTIVITIES AND OFFICERS:
The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or COR acting within the limits of his/her authority.
CONTRACTOR S RESPONSIBILITIES:
The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the Federal Government. He/she shall take all precautions necessary to protect persons and property from injury or damage Contractor shall comply with all VA safety standards, and manufacturer s/industry standards.
PERSONNEL QUALIFICATIONS/EXPERIENCE CRITERIA:
Contractor personnel shall be fully qualified, trained and experienced to perform repairs on the various Scopes.
The Contractor shall be responsible for protecting the personnel furnishing services under this contract. To carry out this responsibility, the Contractor shall provide the following for these personnel:
Worker s Compensation
Health Examinations
Income Tax Withholding, and
Social Security Payments
The Contractor shall follow all existing local, state, federal and/or union laws/regulations relevant to fringe benefits and premium pay for their employees. Contractor personnel shall not be considered VA employees for any purpose.
BADGES AND PARKING:
All Contractor personnel are required to wear identification (I. D.) badges issued by the VA Police Station during the entire time they are on the VA facility grounds. All Contractor personnel are also required to wear Vendor ID Badges noting Contractor Name, Name of personnel, and photo.
It is the responsibility of the Contractor s personnel to park in the appropriate designated parking areas. Parking information is available from the individual VA Healthcare System Police Station. VA shall not validate or make reimbursement for parking violations of the Contractor's personnel under any circumstance.
INVOICE:
The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.
Time period being invoiced for
Description of services
Unit Cost Billed
Extended amount due
Invoice number, and date
Contract and obligation number
Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov. Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be certified by the Small Business Administration; Veteran Small Business Certification, (VetCert) https://veterans.certify.sba.gov/. All interested Offerors should submit information by e-mail to: catherine.fernandezpedernera@va.gov .
All information submissions to be marked Attn: Catherine Fernandez, Contract Specialist and should be received no later than 10:00 AM PST on September 30, 2026.
