J065--FY27: CLC BEDS MAINTENANCE SERVICE Intent To Sole Source

Good day, SDVOSB s, VOSB s & SB's Sources Sought Intent to Sole Source. 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 solicitation in the future.� The purpose of this notice is to conduct market research and obtain information from qualified SDVOSBs VOSBs , or SBs .� 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, if none or not enough small business responses are received, this may be solicited as unrestricted, all interested parties responding shall be eligible to compete. If there are no respondents that are capable of meeting the terms and conditions of this requirement, a sole source will be issued to the contractor of record for such. Please reply in the affirmative via email if you are interested and can provide the required product/services for this requirement. Please provide your capability statement, and any other supportive documentation.� I will accept responses for this Sources Sought until the 16th of November 2026 14:00 EDT, thanks. 1.General Information: Contractor shall provide all labor, equipment, materials, apparatus, tools, transportation, supervision, and disposal necessary to provide comprehensive Preventive and Corrective Maintenance Services for 112 Umano Medical OOK SNOW ALL Beds. The Services shall include manufacturer-recommended preventive maintenance, corrective maintenance, replacement parts, technical support, electrical safety testing, scale calibration, and coverage for accidental damage, misuse, and abuse, as outlined in the Scope of Work. Firm-Fixed Price Service Contract. The equipment is located at the C.W. Bill Young Veterans Medical Center, 10000 Bay Pines Blvd, Bay Pines, FL 33744. 2.Contract Performance Period: Base Years plus four option year renewals. Base year effective dates: 12-15-2026 to 12-14-2027 2. CONFORMANCE STANDARDS: Contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state and local governing any chemicals, equipment or work which may be used or performed in the work under this contract. 3. GUARANTEED RESPONSE TIME: The contractor Field Service Engineers (FSE) will use commercially reasonable efforts to respond to Customer s requests within 24 hours of notification to Contractor Customer Service Center. 4. LIVE PHONE SUPPORT: Service shall include phone support with Contractor Technical Support Engineers between 8:00 a.m. - 5:00 p.m. (Eastern Time). 5. AFTER HOURS PHONE SUPPORT: Service for after hour phone support shall include 24 Hours, 7 Days a week and 365 days a year. 6. SOFTWARE ENHANCEMENTS: Periodic software enhancements shall be provided as part of the firm fixed price contract and shall be considered within scope. 7. PREVENTIVE MAINTENANCE: Perform System maintenance inspections as necessary to maintain factory specifications. 8. PARTS EXCHANGE: All parts required for the repair of the System (excludes instruments and accessories) are covered. 9. LABOR & TRAVEL EXPENSES: All labor and travel conducted during normal business hours: Monday through Friday, 8:00am 5:00pm relative to customer s local time, (excludes Contractor company holidays). 10. CERTIFIED TRAINED TECHNICIANS AND KEY PERSONNEL: The scheduled maintenance and service calls shall be performed by Contractor trained personnel in accordance with the agreement. Technicians shall include a fully qualified Facility Service Engineer (FSE) and a fully qualified FSE who will serve as backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) have successfully completed a formalized training program for the equipment identified in this statement of work. For field experience, the FSE(s) have a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. All FSE s and technicians shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSE's. The COR and/or designated representative specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. 11. HOURS OF COVERAGE: A. Normal hours of coverage are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR). B. Preventive maintenance will be performed in accordance with manufacturers recommendations. Preventive maintenance will be performed during normal hours of coverage or as agreed by user and the COR. NOTE: - Hardware/software update/upgrade installations may be requested to be performed outside normal hours of coverage at no additional charge to the Government. Contractor services provided outside of normal hours require agreement between the contractor FSE and the COR or designated representatives. There shall be no additional charge for time spent at the site during or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. C. Federal Holidays observed by the VAMC are: New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day Scheduled maintenance will be excluded from downtime. (Normal work hours are 08:00 AM to 05:00 PM, Monday thru Friday, excluding federal holidays). 12. UNSCHEDULED MAINTENANCE (Emergency Repair Service): A. Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service, which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. B. The COR or government-designated representatives are authorized to request and approve service calls from the Contractor. C. Response Time: If the problem cannot be corrected by phone, the contractor must dispatch an FSE within 1 hour of contacting technical support. The contractor s FSE must contact the COR or government-designated representative within 24 hours to arrange a time to perform the repairs. 13. SCHEDULED MAINTENANCE: A. The Contractor shall perform Preventive Maintenance (PM) Service to ensure that equipment performs in accordance with Item 2, Conformance Standards. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to COR or designated representative at the completion of the PM (preferably in electronic format). The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. B. PM Services shall be performed in accordance with the Original Equipment Manufacture guidelines, and during the hours defined in the Hours of Coverage. All exceptions to the PM schedule shall be arranged and approved in advance with the COR or designated representative. C. Preventative Maintenance should occur in intervals in accordance with the OEMs recommendations of at least 1 time each year. 14. PARTS: The Contractor shall furnish and replace parts to maximize equipment uptime. The Contractor has ready access to all Original Equipment Manufacturer (OEM) parts, including unique and/or high mortality replacement parts. All parts supplied shall be from the OEM. The contract shall include all parts. All parts shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. 15. PARTS AND SERVICES NOT COVERED OR EXCLUDED BY CONTRACT: Authorization received by the COR for any work or parts outside the scope of this contract must be received prior to performance of work or payment will not be authorized. Parts that are not covered by this contract will be purchased by the VA Medical Center. The contractor under the terms of this contract shall accomplish the full installation and complete testing of these parts. Separate Purchase Order Numbers for components/parts not covered under this contract for preventive maintenance will be issued when detailed information with pricing to the COR is submitted. 16. SERVICE MANUALS/TOOLS/EQUIPMENT: The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Facility Service Engineer s (FSE) all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR and CO upon request. 17. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section 3, Conformance Standards or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The Engineering Service Report (ESR) will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. Service reports must be sent to the COR or the requesting entity upon completion of each service issue. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Date, time (starting and ending), equipment downtime and hours on-site for service call. E. VA purchase order number(s) covering the call if outside normal working hours. F. Description of problem reported by the COR or designated representative. G. Identification of equipment to be serviced: 1) Inventory ID number, 2) Manufacturer's name, 3) Device name, 4) Model number, 5) Serial number, 6) Any other manufacturer's identification numbers. H. List of measurement equipment used and next calibration due dates