J065--Neurostar Maintenance Agreement PMR

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 source must be in writing. The purpose of this source 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) DUNS number (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 Department of Veteran Affairs, San Diego VA Health Care System located at Community-Based Outpatient Clinics (CBOCs) locations to provide The Phoenix VA Health Care System (PVAHCS) requires a service agreement to provide preventive and repair maintenance on (4) Neurostar TMS Therapy Systems.
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 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 334510 (1,250 employees).
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 and complete Online Representations and Certifications Application (ORCA). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the SBA-Dynamic Small Business Search (DSBS) Registry located at https://dsbs.sba.gov. All interested Offerors should submit information by e-mail to contact@example.gov All information submissions to be marked Attn: Felicia Simpson, Contracting Officer and should be received no later than 1:00 pm MST on November 13, 2025.

Performance Work Statement Neurostar Maintenance Agreement Phoenix Veterans Affairs Health Care System (PVAHCS)
Purpose: The Phoenix VA Health Care System (PVAHCS) requires a service agreement to provide preventive and repair maintenance on (4) Neurostar TMS Therapy Systems, reference enclosed equipment listing and PWS for quantities and details, paragraph 15.
Background: The Neuronetics Neurostar electrical brain stimulator used to treat depression with transcranial magnetic stimulation. The equipment is highly complex, and a faulty calibration can result in damages to the patient s brain.
Required Services The Contractor shall be responsible for performing preventive maintenance in accordance with the manufacturer's recommendations. The Contractor shall be responsible for performing repair services. The Contractor shall be responsible for all labor. The Contractor shall be responsible for all travel. The Contractor shall be responsible for all parts. The Contractor shall provide a toll-free number for the 24-hour technical assistance hotline The Contractor shall notify the COR to schedule a time and their intent to come on-site. The Contractor shall verify that the equipment that was serviced is fully functional before checking out. The Contractor shall deliver a hard copy or electronic copy of a Field Service Report that delineates the service performed and confirms quality assurance tests results to Agency, see paragraph 4. The Contractor shall inform the COR prior to adding or removal of equipment along with providing documentation for both equipment added or removed. The Contractor shall not remove any hard drives off station. All hard drives shall be turned into the COR. Service technicians shall be certified to perform any services/maintenance on the enclosed specified equipment. Contractor shall provide documentation/copy of certification with proposal submittals and upon award. Noncontract Charges: The contractor shall not perform any services that shall result in additional charges without prior approval from the Contracting Officer. Payment: Payment shall be made in arrears, and upon receipt of a properly prepared invoice which references the period for which payment is due, the contract number and/or assigned purchase order number. The invoice shall include the correct payment address. Waste Removal: The contractor is responsible to remove and properly dispose of all waste related to the services provide on-site. Failure to carry out the above procedures shall be considered as a failure to document the service visit and shall constitute a failure to perform. This contract shall provide for the addition and removal of equipment covered in the scope of services Deliverables Filed Service Reports shall be provided for all service activities including preventive maintenance, emergency repair, and safety inspections, and Shall contain the following information: Date(s) and time period of service. Complete description of equipment serviced including model number and serial number. Complete description of equipment services performed including upgrades, updates and software changes made. Complete list of all materials, parts, or assemblies installed or replaced including serial numbers of parts where applicable. A statement of the complaint that initiated the service call. Total standard labor hours, total overtime/premium hours, and total travel hours expended during the repair.
Security: Security Requirements for Unclassified Information: The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract. Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C & A) requirements do not apply and a security accreditation is not required for this contract. Services provided under this contract does not involve equipment that stores, generates, transmits or exchanges sensitive data. Therefore, the following privacy considerations from Appendix C apply. All contracted personnel requiring access to VA facilities more than two consecutive days, must complete VHA privacy training, course VA10203. All service agents having access to protected health information (PHI) in the performance of their official duties or have access to VA systems (e.g. CPRS or Vista Web) must provide proof of training upon request. VA Privacy Training is available from the TMS website at: https://www.tms.va.gov. The Contractor is required to obtain the Contracting Officer s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. Upon arrival at the facility, all contractor personnel shall check-in with a valid Driver License or Company ID to the Biomedical Engineering department. Prior to conducting services, the contractor shall be issued a visitor s badge which shall be worn above the waist during the contractor s visit. The contractor shall return to the same location to sign out and turn-in issued visitors badge along with the documented service report for the service performed. Signing in/out shall be during normal business hours: Monday Friday 7am-4pm local time, excluding Holidays, reference federal holiday link in paragraph 12. No photography of VA premises is allowed without written permission of the Contracting Officer.
Risk Control: The Contractor shall be escorted by the Agency. The Contractor shall need passes from the on-station Police Department.
Performance Monitoring: The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.
Removal of Equipment: The Agency s property may not be removed from the Agency prior to execution, and approval of all documents as required by Acquisition and Materiel Management Service. Hard drives and other storage media items may not leave VA property.
Over and Above Repairs/Emergency Maintenance Contractor and Biomedical Engineering shall maintain the equipment in accordance with equipment Specific Task, paragraph 3. Contractor shall provide unlimited telephone technical support and onsite service calls. These service calls shall be used for any maintenance or repair service as determined by Biomedical Engineering. Telephone Response Time: Contractor 's FSE or Technical Support shall respond by telephone to Biomedical Engineering within four (4) hours after receipt of telephone notification during normal duty 8:30am-5:30pm local time Monday through Friday. For the enclosed equipment listing emergency services, repairs and maintenance that are over and above the PWS, if quote pricing is within the COR s Government Purchase Card (GPC) threshold, the COR will authorize payment. up to $10,000 due to the Service Contract Act limit. For emergencies over the COR s GPC threshold, only the Contracting Officer(CO) is authorized to approve contract modifications. Additional services shall be approved by the Contracting Officer prior to the contractor initiating any work. The contractor shall provide an on-schedule-quote to both the CO and COR for review and consideration. Additional funding will be provided by the facility as-needed for payment. Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification. Any work to be performed, which is not covered by this PWS, SHALL be approved by the Contracting Officer, through a modification, prior to the work being performed. Guarantee The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days Place of Performance: Delivery of services shall be coordinated through the Biomedical Engineering located at: Phoenix VA Southwest Clinic 9250 West Thomas Road, Suite 400 Phoenix, AZ 85037 Phoenix VA 32nd Street Clinic 400 North 32nd Street Phoenix, AZ 85008 Staff Sergeant Alexander W. Conrad Veterans Affairs Health Care Clinic 3285 South Val Vista Drive Gilbert, AZ 85297
Hours of Coverage: Normal hours of coverage are Monday through Friday from 7am-4pm local time. All service/repairs shall be performed during normal hours of coverage unless requested or approved by the SME in coordination with the COR. Work performed outside the normal hours of coverage shall be approved by the Contracting Officer. Funding for services that are outside the normal coverage hours or on holidays shall have approved modification prior to any service being allowed. NOTE: All hardware/software modifications, upgrades, updates, enhancements, installations etc., for the enclosed inventory listing shall be scheduled and performed during normal hours of coverage at no additional charge to the government. Federal Holidays observed are located at the following link: https://www.opm.gov/policy-data-oversight/snow-dismissal-procedures/federal-holidays/
Identification, Parking, Smoking, and VA Regulations: The Contractor's FSEs shall wear visible identification always issued by PVAHCS Police Section while on the premises of PVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. PVAHCS will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at PVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.
Period of Performance: Base Year: 2/1/2026-9/30/2026 Option Year 1: 10/1/2026-9/30/2027 Option Year 2: 10/1/2027-9/30/2028 Option Year 3: 10/1/2028-9/30/2029 Option Year 4: 10/1/2029-9/30/2030 15. Equipment Inventory Listing to be Supported SYSTEM SERIAL# EE# LOCATION Neurostar 3430 116696 B428-SW CLINIC-644 Neurostar 3433 116695 1602-SE CLINIC-644 Neurostar 10043 141565 2B178-OPC-644 Neurostar 10046 141564 2B176-OPC-644 Phoenix VA Health Care System