J065--Perfusion Pump Service Contract Base+4 AP: 36C252-26-AP-0063

Active

Contract Opportunity

This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for market research. The purpose of this Sources Sought Notice is to obtain information from qualified sources with special interest relative to the North American Industry Classification Code (NAICS) 811210 Electronic and Precision Equipment Repair and Maintenance.

The Government will not pay for information received in response to this Sources Sought, nor will the Government compensate any respondent for any cost incurred in developing the information provided. This Sources Sought does not constitute a commitment by the Government. Information provided in response to this market survey will be used for informational purposes only and will not be released. Contractor participation is not a promise of future business with the Government.

Requirement
The VA Great Lakes Health Care System, Veterans Integrated Services Network (VISN) 12, Clement J. Zablocki VAMC is seeking contractors capable of performing the work on the Statement of Work (SOW) located below. Note that this is a draft of the SOW and is subject to change.

Item
Qty
Unit
Description
0001
1
YR
Base Year Quest Medical Drug Delivery System MPS 3
Perfusion Pump Maintenance
1001
1
YR
Option Year 1 - Quest Medical Drug Delivery System MPS 3
Perfusion Pump Maintenance
2001
1
YR
Option Year 2 - Quest Medical Drug Delivery System MPS 3
Perfusion Pump Maintenance
3001
1
YR
Option Year 3 - Quest Medical Drug Delivery System MPS 3
Perfusion Pump Maintenance
4001
1
YR
Option Year 3 - Quest Medical Drug Delivery System MPS 3
Perfusion Pump Maintenance

Interested parties must include the following information:

Company name, address, point of contact, SAM.gov UEID and email address.

Size status and representation/s of the company (i.e., Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.). Any SDVOB or VOSB must be certified.

Is the company considered a small business under the NAICS code 811210?

If the company has a current federal contract, are the services being offered available on the contract?

Certification or documentation showing the vendor is able to perform preventative maintenance on Quest Drug Delivery System MPS3

Questions should be sent to Rebecca Picchi at Rebecca.picchi@va.gov.

Responses to this source sought must be received no later than October 20, 2025 at 9:00am.

As a reminder, this is a Sources Sought announcement only. There is no guarantee, expressed or implicit, that the market research for this acquisition will result in a particular set-aside or sole source award, or any other guarantee of award strategy. All information is to be provided on a voluntary basis at no charge to the Government.

Interested vendors are reminded that in accordance with FAR 4.1102(a) Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted in order to comply with the annual representations and certifications requirements. Registration is available at www.sam.gov.

STATEMENT OF WORK
QUEST MEDICAL DRUG DELIVERY EQUIPMENT MAINTENANCE

SCOPE OF WORK
Contractor shall furnish all labor, supervision, travel, materials, parts, tools, and equipment necessary to service the Quest Medical Inc. MPS3 Drug Delivery Systems at the Clement J. Zablocki VA Medical Center, (VAMC) 5000 W. National Avenue, Milwaukee, WI 53295. This includes Preventative Maintenance (PM), 24/7 telephone support, and emergency repair services.

PERIOD OF PERFORMANCE
Contract base period shall be 10/15/2025-10/14/2026 with renewal options for four (4) additional years.

EQUIPMENT IDENTIFICATION
EE #
Manufacturer
Equipment Name
Model
Serial Number
Location
129524
QUEST MEDICAL INC
DRUG DELIVERY SYSTEM MPS 3
MPS3
4226
2209-111
129525
QUEST MEDICAL INC
DRUG DELIVERY SYSTEM MPS 3
MPS3
4230
2209-111

CONFORMANCE STANDARDS
Contract service shall ensure that the equipment functions in conformance with the latest published edition of National Fire Protection Association (NFPA), Underwriters Laboratory (UL), Occupational Safety and Health Administration (OSHA), Food and Drug Administration, Center for Devices and Radiological Health (FDA-CDRH), Joint Commission and VA standards.
Contract service shall also ensure that the equipment performance/specifications are equal to or exceed the performance/specifications when the equipment was originally accepted after procurement.

HOURS OF COVERAGE
Normal hours of coverage are Monday through Friday from 7:00 AM to 5:00 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) or designee.
Preventative maintenance will be performed to ensure equipment performs within Conformance Standards.
Work performed outside of normal hours of coverage at the request of the Field Service Engineer (FSE) will be considered service during normal hours of coverage.
NOTE: Hardware/software update/upgrade installations will be scheduled at a mutually agreeable time.
Federal holidays include the following:

New Year s Day
Labor Day
Memorial Day
Thanksgiving Day
Independence Day
Christmas Day

All service/repairs shall be performed during normal hours of coverage unless requested or approved by the COR or designee. However, if the work must be performed outside of normal business hours, the contractor shall obtain prior approval from the COR or designee. If such work falls on a Holiday (see above applicable Federal Holidays), service shall be paid separate from this contract. An obligation number shall be obtained prior to commencement of service. Billing shall include service time and exclude all parts, as they are included in the terms of the contract. Service performed outside of the normal hours of operation at the request of the FSE shall be considered service during normal hours of coverage.

UNSCHEDULED MAINTENANCE
Contractor shall maintain the equipment in accordance with the Conformance Standards. The Contractor will provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular service and calibrations. All parts shall be furnished to complete these repairs at no additional cost to the Government.
The Contractor shall also provide twenty-four hours per day, seven days per week (24/7) unlimited telephone technical support.
The COR or designee has the authority to approve or request a service call from the Contractor.
Response Time: Contractor s FSE shall respond with a phone call to the COR or their designee within two (2) hours after receipt of telephoned notification twenty-four (24) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 24 hours after receipt of this notification (or next business day) and will proceed progressively to completion without undue delay.

SCHEDULED MAINTENANCE
Contractor shall perform timely PM service to ensure that the equipment listed in Section 3 performs in accordance with the Conformance Standards. The Contractor shall complete the PMs within the below identified months to maintain compliance with Conformance Standards:

EE #
Serial Number
PM Month
129524
4226
DEC
129525
4230
NOV

Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM. The Contractor shall provide written description of Preventative Maintenance Inspection (PMI). This description shall include an itemized list of the procedures performed, including electrical safety. PM services shall include, but need not be limited to the following:
Cleaning of equipment.
Reviewing operating system software diagnostics to ensure the system is operating to the manufacturer s specifications.
Calibrating and lubricating the equipment.
Performing remedial maintenance of non-emergent nature.
Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail, or become worn.
Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.
Inspecting and replacing where indicated, all electrical and mechanical components which may include, but is not limited to the following: pumps, compressor silencers, filters, hoses, valves, gaskets, nozzles, and batteries for mechanical integrity, safety, and performance.
Returning the equipment to the operating condition defined in the Conformance Standards.
Providing documentation of services performed.
Installation of firmware updates necessary to maintain proper operation of the system.

SOFTWARE MAINTENANCE
The Contractor shall provide all software updates to maintain the systems in accordance with Conformance Standards. This shall include all operating system patches, virus protection updates, minor software improvements, or service pack releases.
The Contractor shall provide all software upgrades to existing licensed software including the major software version upgrades, feature enhancements, and performance improvements.
Software updates/upgrades that require hardware changes are not included.

NEW EQUIPMENT
If new equipment or components are obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the service contract as needed upon notification of the CO (to be documented in writing via contract modification). This equipment shall be considered within scope for modification. Deleted equipment shall be credited in the full amount if deleted before any maintenance or repair has been performed on it.

PARTS
Contractor shall furnish and replace all parts. The Contractor shall have ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts. The Contractor shall use new, or Original Equipment Manufacturer (OEM) certified rebuilt 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. OEM rebuilt parts shall not be installed without specific approval by the CO or the COR.
Parts shall be available for delivery next business day if ordered by 2:00 PM CST.

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 FSE s 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 CO upon request.

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 conformance standards of 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. In addition, each ESR must shall, at a minimum, document the following data legibly and in complete detail:
Name of Contractor and contract number.
Name of FSE who performed services.
Contractor service ESR number/log number.
Date, time (starting and ending), equipment downtime, and hours on-site for service call.
VA Purchase Order Number(s) covering the call if outside normal working hours.
Description of the problem reported by COR/User (if applicable)
Identification of equipment to be serviced: Inventory ID (EE) number, Manufacturer s name, device name, model number, serial number, and any other manufacturer s identification numbers.
Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including labor and travel, parts (with part numbers), and materials and circuit location of problem/corrective action.
Total Cost to be billed (if applicable i.e., part(s) not covered, or service rendered after normal hours of coverage).
Signatures:
FSE performing services described.
VA Employee who witnessed service described.
The Contractor may design/develop an ESR report form that incorporates the above MINIMUM criteria. The form should be on standard 8- ½ x 11 paper and SHALL BE APPROVED BY the COR prior to use and implementation.

TRAVEL
All travel required by the Contractor to complete scheduled or unscheduled maintenance is included within this contract and shall not be separately charged to the Government. In addition, 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.

REPORTING REQUIREMENTS
The Contractor shall be required to report to Biomedical Engineering at Building 70 Room C-009 to sign-in. This check-in is MANDATORY. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to sign out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESR(s) shall be submitted to the equipment user for an acceptance signature and to the COR for an authorization signature . If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR).

Milwaukee VA Biomedical Contact Person(s): Dannon Mcdougle or Joe Junemann
Milwaukee VA Biomedical Engineering Telephone Number & Extension(s): (414) 384-2000 x41070
COR: Lauren Campbell
COR Telephone Number & Extension(s): (414) 384-2000 x47256

REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE
Contractor shall immediately, but no later than twenty-four (24) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

TEST EQUIPMENT
Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

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