J065--OPTIME COMPLETE Service Agreement Base Plus Three

Sources Sought 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 (SDVOSB), Veteran Owned Small Businesses (VOSB), Small Business Manufacturers, other Small Businesses interested and capable of providing items requested.
The intended contract is a firm-fixed price contract.
A SBA Non-Manufacturer Rule Waiver will not apply if this requirement is set-aside for small business. It does apply to all other socioeconomic small business categories. Walla Walla VA Optime Complete Services
Potential contractors shall provide, at a minimum, the following information to •••••@•••••.•••Sign up to see this detail. 1) Company name, address, and point of contact, phone number, e-mail address, and SAM UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 811210 Electronic and Precision Equipment Repair and Maintenance. This notice is to determine the marketplace for this specific requirement. The largest a firm can be and still qualify as a small business for Federal Government programs is no more than 1,000 Employees. Please indicate whether you are a Small Business, SDVOSB, VOSB, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the item listed below. [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. 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. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). 4) Any Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. 5) Only authorized representatives/providers of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer. ) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone, point of contact and size status (if available). 6) This is a brand name or equal requirement . As such, the salient characteristics reflect the physical, functional, or performance characteristics that equal products must meet to satisfy the Government s needs. To be considered for any potential solicitation, offers of equal products, including equal products of the brand name manufacturer, must: Identify the manufacturer name (OEM) and manufacturer part number, as well as any warranty information. Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. Please provide the country of origin. It is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at www.sam.gov or GSA eBuy. Responses are due by 11/17/2025 12:00 PM PST, to the Point of Contact. Point of Contact: Denise Patches Contract Specialist •••••@•••••.•••Sign up to see this detail
STATEMENT OF WORK CONTRACT TITLE This Statement of Work (SOW) is for the procurement and enactment of the OPTIME COMPLETE Service Agreement between the contractor or OEM named distributor for services from Carl Zeiss Meditec Inc., and the customer, the Jonathan M. Wainwright Memorial VA Medical Center (JMW).
BACKGROUND The OPTIME COMPLETE Service Agreement is required to enable continuous support of the HFA3 860 Visual Field Analyzer, ATLAS 500 Corneal Topography System, and the CLARUS 500 Fundus Camera System utilized by the Ophthalmology Clinic for Veteran care at JMW, while minimizing downtime. The required tools, literature, and knowledge to support these devices internally are not commercially available to the Healthcare Technology Management (HTM) department at JMW.
SCOPE The OPTIME COMPLETE Service Agreement will include preventive maintenance and corrective maintenance services and parts in addition to telephone and remote support and service for the HFA3 860, ATLAS 500, and GLARUS 500.
SPECIFIC TASKS The OPTIME COMPLETE Service Agreement will include the specific tasks and deliverables detailed below. 1. Preventive Maintenance (PM). All included devices will have PM requirements scheduled, performed, and completed, by the contractor, in accordance with the original equipment manufacturers' (OEM) guidelines and specifications. 2. Corrective Maintenance (CM). All included devices experiencing faults or failures will be assessed and remediated, by the contractor, in accordance with OEM guidelines and specifications. All repair labor expended by the contractor will be included. 3. PM & CM Parts. All parts and materials required during the course of PM and CM services will be furnished by the contractor to include items degraded through normal wear and tear. 4. Technical Phone Support. Telephone support will be provided by the contractor to assist in the resolution of device faults and failures, at no added expense to the JMW. 5. Remote Service. Remote service and support will be provided by the contractor to assist in the resolution of device faults and failures, at no added expense to the JMW, where applicable. 6. Service Documentation. Documentation of all PM and CM services rendered by the contractor (i.e., field service reports) will be provided to the JMW, in a timely manner, to the JMW following completion of the service activity.
PERFORMANCE MONITORING All PM and CM services rendered by the contractor will be documented by the JMW in HTM's work order system. Additionally, PM and CM services will be monitored for on-time and/or timely completion. Any deficiencies will be addressed by JMW with the contractor.
SECURITY REQUIREMENTS The contractor's employees shall not have open and unmonitored access to protected health information (PHI), personally-identifiable information (PII), or VA sensitive data and will not require unescorted access to VA Facilities. The contractor's employees will only require intermittent access and will be escorted by VA employees while at VA Facilities. No background investigation is required for the contractor's employees.
GFE/GFI The contractor's employees will not require any government-furnished equipment (GFE) or government-furnished information (GFI) at anytime. Any access to government-owned equipment, interfaces, and servers will be provided and monitored by HTM personnel at JMW, as needed, during the delivery of PM and CM services.
OTHER CONSIDERATIONS The OPTIME COMPLETE Service Agreement will include the additional considerations detailed below. 1. PM Timelines. PM requirements will be pre-scheduled and will require completion by established due dates to be considered compliant for regulatory purposes and reporting (i.e., TJC). a. JMW's HTM department will establish the scheduled for the PM requirements in their work order system and communicate the timeframe for compliant PM completion to the contractor. b. The contractor will schedule, perform, and complete PM services within the established timeframes.
2. CM Response Times. Device faults and failures will be reported, assessed, troubleshot, and/or remediated as quickly as possible to ensure the device's availability for Veteran care. a. JMW's HTM department will report all device faults and failures to the contractor and will first attempt to resolve the reported issues through telephone and/or remote support. b. Device faults and failures that cannot be remediated through telephone and/or remote support will require the contractor to perform CM services at the JMW. c. The contractor will schedule and perform all CM services at the JMW within 10 business days of the device fault and failure being reported.
3. Business Hours. All PM and CM services will be scheduled, performed, and/or completed by the contractor during normal business hours, Monday through Friday, 8:00a.m. through 4:30p.m., to exclude Federl holidays. a. Scheduling of PM and CM services after-hours, on weekends, or on Federal holidays will only be permitted if agreed upon between the JMW and the contractor, and at no additional cost to the JMW.
RISK CONTROL The contractor's employees may be required to don personal protective equipment (PPE) when servicing devices in the Ophthalmology Clinic. Additionally, all storage media (i.e., USBs, hard drives, etc.) and/or software files, utilized by the contractor during the performance of PM and CM services, will be scanned, by the HTM department, prior to use to ensure no computer viruses, ransomware/malware, or any other cybersecurity threats are incidentally introduced to the VA network environment.
PLACE OF PERFORMANCE PM and CM services rendered under the OPTIME COMPLETE Service Agreement will primarily be performed at the location listed below. JMW Ophthalmology Clinic Building 145 414 Medical Center Drive Walla Walla, WA99362
When necessary, the devices may be sent to the contractor for remediation of faults and failures at the address provided by the contractor.
PERIOD OF PERFORMANCE The OPTIME COMPLETE Service Agreement will be established as a base-year contract with three option-year renewals, with the established periods of performance (POPs), as detailed below.
Base 1/1/2026 to 12/31/2026 OY1 1/1/2027 to 12/31/2027 OY2 1/1/2028 to 12/31/2028 OY3 1/1/2029 to 12/31/2029