J065--Imaging Service & Preventative Maintenance EHCC & MTV

SOURCES SOUGHT NOTICE REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT GE Imaging Service and Maintenance THIS IS A REQUEST FOR INFORMATION (RFI) / SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this RFI/Sources Sought Notice is for market research purposes only, to obtain information in regards to the availability of specified products, services, or a combination of both products and services, and to identify potential sources capable of providing products or performing services in accordance with the requirements below. Responses to this notice will be used by the Government to make appropriate acquisition decisions. DISCLAIMER: This RFI/Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI/Sources Sought Notice that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. If a solicitation is issued it shall be published at a later date and all interested parties must respond to that solicitation announcement separately from the response to this RFI/Sources sought notice. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Submission of price, delivery, capabilities, and other market information are authorized. However, responses to these notices are not offers and cannot be accepted by the Government to form a binding contract IAW FAR 15.201(e). The purpose of this sources sought/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210 (size standard of $34 Million). DESCRIPTION: The Department of Veteran Affairs, Network Contracting Office 15 (NCO 15) is seeking sources that can provide preventative maintenance and services for GE Imaging Systems in accordance with (IAW) the below requirement and North American Industry Classification System (NAICS) code 811210 with a size standard of $34 Million. The Evansville, IN VA Health Care Center is requesting a preventative maintenance and service contract for GE Imaging systems at it s hospital. General Scope of Work: The contractor shall furnish all support labor, transportation, and parts necessary to provide preventive maintenance, software updates, remote call support, or remote diagnostic service for troubleshooting and repair of the equipment listed in section (III.) of this document in support of the Evansville, IN VA Health Care Center and Mount Vernon, IL VA Clinic. QUALIFICATIONS: 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 a backup. "Fully qualified" is based on Original Equipment Manufacturer (OEM) training and experience in the field.
For equipment training, the FSE(s) must show that they have successfully completed a formalized OEM training program on the equipment identified in the heading of this SOW. For field experience, the FSE(s) must demonstrate that they have a minimum of two years experience with respect to scheduled and unscheduled preventive and remedial maintenance of this equipment.
The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by fully qualified and competent FSE(s). The contractor shall provide written assurance of the competency of their personnel and a list of credentials for approved FSEs for each make and model that this SOW covers. If subcontractors are used, they must be approved in advance by the CO. The contractor shall be required to provide the same qualifications for all subcontractor FSEs as identified above.
SERVICES TO BE PROVIDED: A. Repairs Service Hours:  All repairs will be performed during normal VA business hours (8:00 AM 4:30 PM, Monday-Friday), excluding Federal Holidays unless otherwise specified. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government. Any overtime charges must be approved prior to the initiation of overtime work.
Response Time:  A technical support representative will respond by telephone to the VA within thirty (30) minutes of the original service call. The contractor will arrive on-site for repair within four (4) hours of the original service call. Radiology equipment shall have a guaranteed uptime of 97% or greater. Ultrasound Equipment shall have an uptime of 95% or greater, ensuring minimal downtime for critical diagnostic operations.
Documentation and Resources:  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 FSE(s) all operational and technical documentation (e.g., operational and service manuals, schematics, parts lists) necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals shall be provided to the CO upon request. Any charges for parts, manuals, tools, or necessary software for maintenance/repairs are included within this contract and its agreed-upon price unless otherwise stated in writing.
B. Parts Replacement Parts:  The contractor shall provide all necessary replacement parts to ensure the equipment performs within the manufacturer's specifications. This includes, but is not limited to, coverage for tubes, ultrasound probes, detectors, grids, tables, and batteries. All replacement parts must meet or exceed the factory specifications to maintain compatibility with existing systems and support future performance and reliability upgrades. Any parts removed and replaced by the contractor will become the property of the contractor. Replaced parts must be delivered on-site no later than 10:30 AM the following day.
C. Software Updates/Upgrades Software Maintenance:  The contractor will furnish, free of charge, all OEM software or hardware upgrades to the equipment purchased by the VA, which are intended to correct safety risks. Software updates offering enhancements to previously purchased software features shall also be covered under this service agreement if they do not require hardware modifications or additions.
D. Scheduled Maintenance Preventive Maintenance (PM):  The contract will include comprehensive scheduled preventive maintenance inspections (PM) as required by manufacturer specifications.
Scheduling:  A mutually agreeable time for the inspections will be scheduled through the COR, Healthcare Technology Management (HTM) staff, or the Radiology supervisor/CT Lead.
Inspection and Maintenance Procedures:  The contractor will perform PM Services to ensure that equipment listed above functions in conformance with the latest published editions of NFPA-99, OSHA, and CDRH standards. The contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR or HTM staff upon completion of the PM. Preventive maintenance procedures will be submitted to the COR for approval prior to initiation of this service and kept on file. PM services shall include, but are not limited to: Cleaning of equipment Reviewing operating system diagnostics to ensure system operation meets manufacturer's specifications Calibrating and lubricating the equipment Performing non-emergent remedial maintenance Testing and replacing faulty or worn parts and/or parts likely to become faulty, fail, or become worn Inspecting and replacing necessary cables and bushings Measuring, adjusting, and calibrating for optimal image quality Inspecting all mechanical components including, but not limited to, probes, cables, mounting hardware, chains, belts, bearings, tracks, interlocks, clutches, motors, monitors, keyboards for mechanical integrity, safety, performance Returning equipment to full and proper operating condition per manufacturer specifications Conducting an electrical safety inspection (as applicable) and documenting the results.
Compliance:  The contractor, their personnel, and their subcontractors shall be subject to Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. E. Documentation Service Reports: At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a service report indicating the date of service, model, serial number, and location of the equipment serviced, the name of the service representative, hours worked, services performed, and parts replaced. Submission of Reports: Service reports will be provided to Healthcare Technology Management (HTM) staff by hand delivery when work is complete or via email within 48 hours after completion.
EQUIPMENT: System ID: GEHC XR AMX NAVIGATE COLLAPSIBLE 0D/1D/2D (XMB230) System ID: GEHC XR Definium 656 HD (XRA732) System ID: GEHC XR FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: GEHC XR FlashPad HD Detector 14 x 17 (XRA618) System ID: GE UL VIVID E95 R6 (UVI95L) System ID: GEHC XR FlashPad HD Detector 14 x 17 (XRA618) System ID: GE XR DISCOVERY XR656 2-D G2 (XRA622) System ID: GE XR FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: GE XR FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: GE XR OEC ELITE 31cm CFD VASMTS (XMS731) Serial: FBXXTE00444 System ID: GE XR DISCOVERY XR656 2-D G2 (XRA622) System ID: GEHC XR FlashPad - Digital Wireless Detector (Legacy) (XRA614) System ID: GEHC XR FlashPad - Digital Wireless Detector (Legacy) (XRA614)
VENDOR RESPONSE If you are interested and are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. 1. Company Name: 2. Company Address: 3. SAMS UEI: 4. Company POC: 5. Phone Number: 6. EMAIL: 7. Is your company considered a small business IAW the NAICS identified in this RFI/Sources Sought Notice? If so, please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)?
8. If your company is considered a large business, does your company have any authorized small business distributors/suppliers, service providers, and/or does your company sub-contract to small business concerns? a. If so, please provide the company name, company POC, and small business status (if available):
9. Is your company an authorized service provider (or equivalent) of the services identified in this sources sought? If so provide authorization letters and/or agreements from manufacturer.
10. Does your company currently hold a Federal Supply Schedule (FSS) contract with GSA, the VA National Acquisition Center (NAC), NASA SEWP, VA Strategic Acquisition Center (SAC), or have any other federal contract that can be utilized to procure the services identified in this sources sought?
11. Please submit a capabilities statement that provides clear, compelling, and convincing evidence that your company can meet the requirements outlined in this sources sought.
12. COMMENTS: Please provide recommendations that may be pertinent to the improvement of the Statement of Requirements and potential solicitation.
Responses to this notice shall be submitted via email to Tracie Raggs at tracie.raggs@va.gov. Telephone responses shall not be accepted. Responses must be received no later than Monday, November 02, 2026, at 0800 CST.