J065--Mission Critical_Chiller Maintenance_MRI_CT_PET SCAN_657-26-3-1528-0067_STLVAMC (VA-26-00023731)

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise because of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract based on this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. 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, (e) email (f) UIE number (g) Cage Code (h) Tax ID Number (i) 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 (j) Must provide a capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below. All interested organizations must provide official documentation from Siemens demonstrating that they are authorized by the manufacturer to perform repair and maintenance services. This documentation must also confirm their authorization to acquire parts and software from Siemens for these services. Work to be performed: STATEMENT OF WORK FOR Semi-Annual Preventive Maintenance on the MRI, CT and PET Scan Chillers
John Cochran Medical Center
St. Louis VA Medical Center John Cochran
1.0 INTRODUCTION
The St. Louis VA Medical Center (John Cochran) requires a semiannual preventive maintenance contract on the following chillers serving MRI, CT and PET Scan Equipment to improve operational efficiency and mitigating risk for downtime. This service will include routine operating inspection(s) to include leak checks, condenser coil operation, strainer operation, fan rotation, relay operation, verify voltage, amperage, and remote display, inspect oil levels, verify pressures of pumps and compressors, verify nitrogen pressures for tanks, verify output temperatures of chillers, verify glycol tank level and pressures. In addition, this shall also include annual replacement of any parts or equipment at factory recommended intervals. This shall also include Emergency Online and Phone response 24 hours per day with software and diagnostic troubleshooting provided remotely.
Koolant Kooling Model: WO2-2-5000-2P-NF-L-407C-M. Serial # W353561-001. Koolant Kooling Model: WO2-2-5000-2P-NF-L-407C-M. Serial # W509104-001. Riedel Model: 10743384. Serial# 1773077. Ident # 2NK6 745-1A Riedel Model: 10743348. Serial# 1770576. Ident # 2NK6 745-1A Riedel Model: 10743348. Serial# 1770379. Ident # 2NK6 745-1A Or Models with which these have been replaced.
2.0 OBJECTIVES
The purpose of this scope of work is to obtain a Preventive and Emergency Service Contract for chillers serving MRI, CT and PET Scan Equipment to improve operational efficiency, mitigating risk for downtime.
The scope of work shall also include Emergency Online and Phone response 24 hours per day with software and diagnostic troubleshooting provided remotely.
To obtain emergency onsite response within 4 hours between scheduled service calls 24 hours a day.
3.0 GENERAL REQUIREMENTS
The Contractor shall provide all services necessary to meet objectives shown in 1.0 and 2.0 above.
The Contractor shall provide all tools necessary to perform the work as specified in this SOW.
Acceptance of Work. The Contractor shall provide certification that work was approved and accepted by the POC John Cochran Medical Center. The contractor must submit validation that work was completed satisfactorily with request for payment.
The Contractor shall coordinate all work of systems with the AC Shop Foreman at Medical Center. Required Timing of Inspections/Service
The MRI, CT and PET Scan Chillers shall be serviced every 6 months per manufacturers and VA recommendations.
All parts and equipment shall be replaced according to the manufacturers recommendations.
QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) 1 INTRODUCTION This quality assurance surveillance plan (QASP) is pursuant to the requirements listed in the performance work statement (PWS) entitled Semi-Annual Preventive Maintenance on the MRI,CT and PET Scan Chillers. This plan sets forth the procedures and guidelines The John Cochran VAHCS will use in ensuring the required performance standards or services levels are achieved by the contractor.
1.1 Purpose
1.1.1 The purpose of the QASP is to describe the systematic methods used to monitor performance and identify required documentation and resources to be employed. The QASP provides a means for evaluating whether the contractor is meeting the performance standards/quality levels identified in the PWS and the contractor s quality control plan (QCP), and ensure the government pays only for the level of services received.
1.1.2 This QASP defines the roles and responsibilities of all members of the integrated project team (IPT), identifies the performance objectives, defines the methodologies used to monitor and evaluate the contractor s performance, describes quality assurance documentation requirements, and describes the analysis of quality assurance monitoring results.
1.2 Performance Management Approach
1.2.1 The PWS structures the acquisition around what service or quality level is required, as opposed to how the contractor should perform the work (i.e., results, not compliance). This QASP will define the performance management approach taken by John Cochran VAHCS to monitor and manage the contractor s performance to ensure the expected outcomes or performance objectives communicated in the PWS are achieved. Performance management rests on developing a capability to review and analyze information generated through performance assessment. The ability to make decisions based on the analysis of performance data is the cornerstone of performance management; this analysis yields information that indicates whether expected outcomes for the project are being achieved by the contractor.
1.2.2 Performance management represents a significant shift from the more traditional quality assurance (QA) concepts in several ways. Performance management focuses on assessing whether outcomes are being achieved and to what extent. This approach migrates away from scrutiny of compliance with the processes and practices used to achieve the outcome. A performance-based approach enables the contractor to play a large role in how the work is performed, if the proposed processes are within the stated constraints. The only exceptions to process reviews are those required by law (federal, state, and local) and compelling business situations, such as safety and health. A results focus provides the contractor flexibility to continuously improve and innovate over the course of the contract if the critical outcomes expected are being achieved and/or the desired performance levels are being met.
1.3 Performance Management Strategy
1.3.1 The contractor is responsible for the quality of all work performed. The contractor measures that quality through the contractor s quality control (QC) program. QC is work output, not workers, and therefore includes all work performed under this contract regardless of whether the work is performed by contractor employees or subcontractors. The contractor s QCP will set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. The contractor will develop and implement a performance management system with processes to assess and report its performance to the designated government representative. The contractor s QCP will also set forth the staffing and procedures for self-inspecting the quality, timeliness, responsiveness, customer satisfaction, and other performance requirements in the PWS. This QASP enables the government to take advantage of the contractor s QC program.
1.3.2 The government representative(s) will monitor performance and review performance reports furnished by the contractor to determine how the contractor is performing against communicated performance objectives. The government will make determinations regarding incentives based on performance measurement metric data and notify the contractor of those decisions. The contractor will be responsible for making required changes in processes and practices to ensure performance is managed effectively.
2 ROLES AND RESPONSIBILITIES
2.1 The Contracting Officer (CO/KO) The CO is responsible for monitoring contract compliance, contract administration, and cost control, and resolving any differences between observations documented by the COR and the contractor. The CO will designate one full-time COR as the government authority for performance management. The number of additional representatives serving as technical inspectors depends on the complexity of the services measured, as well as the contractor s performance, and must be identified and designated by the CO.
2.2 The COR The COR is designated in writing by the CO to act as their authorized representative to assist in administering a contract. COR limitations are contained in the written appointment letter. The COR is responsible for technical administration of the project and ensures proper government surveillance of the contractor s performance. The COR is not empowered to make any contractual commitments or authorize any contractual changes on the government s behalf. Any changes the contractor deems may affect contract price, terms, or conditions must be referred to the CO for action. The COR will have the responsibility for completing QA monitoring forms used to document the inspection and evaluation of the contractor s work performance. Government surveillance may occur under the inspection of services clause for any service relating to the contract.
3 IDENTIFICATION OF REQUIRED PERFORMANCE STANDARDS/QUALITY LEVELS The required performance standards and/or quality levels are included in the PWS and Attachment 1, Performance Requirements Summary. [Adjust the following sentences to reflect the instant acquisition:] If the contractor meets the required service or performance level, it will be paid the annual amount agreed on in the contract. Failure to meet the required service or performance level will result in a deduction of the annual amount.
4 METHODOLOGIES TO MONITOR PERFORMANCE
4.1 Surveillance Techniques To minimize the performance management burden, simplified surveillance methods shall be used by the government to evaluate contractor performance when appropriate. The primary methods of surveillance are [include those that apply: 100 percent inspection Semi-annually, the COR shall review the generated documentation and enter summary results into the Surveillance Activity Checklist
4.2 Customer Feedback The contractor is expected to establish and maintain professional communication between its employees and customers. The primary objective of this communication is customer satisfaction. Customer satisfaction is the most significant external indicator of the success and effectiveness of all services provided and can be measured through customer complaints. Performance management drives the contractor to be customer focused through initially and internally addressing customer complaints and investigating the issues and/or problems, but the customer always has the option to communicate complaints to the CO or COR, as opposed to the contractor. Customer complaints, to be considered valid, must set forth clearly and in writing the detailed nature of the complaint, must be signed, and must be forwarded to the COR. The COR will accept those customer complaints and investigate. Customer feedback may also be obtained either from the results of formal customer satisfaction surveys or from random customer complaints.
4.3 Acceptable Quality Levels The acceptable quality levels (AQLs) included in Attachment 1 for contractor performance are structured to allow the contractor to manage how the work is performed while providing negative incentives for performance shortfalls. For certain critical activities, such as those involving ORs, the desired performance level is established at 100 percent. Other levels of performance are keyed to the relative importance of the task to the overall mission performance at STLVAHCS.
5 QUALITY ASSURANCE DOCUMENTATION
5.1 The Performance Management Feedback Loop The performance management feedback loop begins with the communication of expected outcomes. Performance standards are expressed in the PWS and assessed using the performance monitoring techniques shown in Attachment 1.
5.2 Monitoring Forms The government s QA surveillance, accomplished by the COR, will be reported using the monitoring form in Attachment 2. The forms, when completed, will document the government s assessment of the contractor s performance under the contract to ensure the required results [or insert as appropriate: service or quality levels] are being achieved. 5.2.1 The COR will retain a copy of all completed QA surveillance forms.
6 ANALYSIS OF QUALITY ASSURANCE ASSESSMENT
6.1 Determining Performance 6.1.1 The government shall use the monitoring methods cited to determine whether the performance standards/service levels/AQLs have been met. If the contractor has not met the minimum requirements, it may be asked to develop a corrective action plan to show how and by what date it intends to bring performance up to the required levels.
6.2 Reporting 6.2.1 Semi-annually, the COR will prepare a written report for the COR summarizing the overall results of the quality assurance surveillance of the contractor s performance. This report, which includes the contractor s submitted annual report and the completed quality assurance monitoring forms (Attachment 2), will become part of the QA documentation. It will enable the government to demonstrate whether the contractor is meeting the stated objectives and/or performance standards, including cost/technical/scheduling objectives.
6.3 Reviews and Resolution 6.3.1 The COR may require the contractor s project manager or designated alternate to meet with the CO and other government IPT personnel as deemed necessary to discuss the performance evaluation. The COR will define a frequency of in-depth reviews with the contractor, including appropriate self-assessments by the contractor; however, if the need arises, the contractor will meet with the COR as often as required or per the contractor s request. The agenda of the reviews may include: Performance assessment data and trend analysis Issues and concerns of both parties Recommendations for improved efficiency and/or effectiveness Issues arising from the performance monitoring processes
The QAR must coordinate and communicate with the contractor to resolve issues and concerns regarding marginal or unacceptable performance.
6.3.3 The COR and contractor should jointly formulate tactical and long-term courses of action. Decisions regarding changes to metrics, thresholds, or service levels should be clearly documented. Changes to service levels, procedures, and metrics will be incorporated as a contract modification at the convenience of the procuring CO (PCO) or ACO. ATTACHMENT 1: PERFORMANCE REQUIREMENTS SUMMARY Required Services Performance Standards Acceptable Quality Levels Methods of Surveillance Incentive (Positive and/or Negative) (Impact on Contractor Payments) Perform Semi-annual Preventative Maintenance

Provide report detailing results of inspection Perform inspection according to Manufacturers standards and VA guidelines
Provide a detailed report of inspections upon completion Complete inspection during scheduled time period
Provide report NLT 14days after completion of inspection Escort will be provided during inspection
COR will review the report Failure to perform inspection as scheduled may result in forfeiture of the annual payment


END OF STATEMENT OF WORK
Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this source 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 an acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open. Any response to this source selection from Interested parties must be received NLT 2/17/2026, 1500 PM CST. Attention: Michael Murphy, Contracting Officer Email: Michael.murphy7@va.gov
Offerors shall reference 36C25526Q0198 Chiller Maintenance in the subject line of all emails.
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