J065--ZEISS PRODUCTS & EQUIPMENT PM&R

Description

{"description":"This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. \n\nIt 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 sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Small Businesses 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) SAM UEI number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small 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.\n \nThe Department of Veteran Affairs, Phoenix VA Health Care System located at 650 East Indian School Road, Phoenix, AZ 85012-1839, to Contractor to procure ZEISS PRODUCTS & EQUIPMENT PM&R in accordance with the detailed requirements outlined in the attached Statement of Work. \n\nImportant 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 811210 - Electronic and Precision Equipment Repair and Maintenance ($34.0 Million dollars). \n\nAll interested potential qualified Small Businesses that are also capable of providing the services must provide a letter from the Sole Manufacturer, Zeiss, authorizing the vendor to provide preventative maintenance and repair services to the Zeiss products & equipment located at the San Diego VA Medical Center. Authorization Distributor Memo from Zeiss is required. \n\nNotice 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. \n\nAll interested Offerors should submit information by e-mail to Charity.Cazee@va.gov . All information submissions to be marked Attn: Charity Cazee, Contract Specialist and should be received no later than 12:00 pm PST on May 8,2026. \n\n\nDISCLAIMER\n This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), 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.\n \nSCOPE OF WORK\n\nPREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS\n \nThe intent of this Request for Quote is to enter a base plus three option year, Firm-Fixed-Price contract for license software subscription maintenance and support, applicable software updates, and planned maintenance, and intervening service calls for Carl Zeiss equipment. The base period of performance shall be 07/17/2026 to 07/16/2030.\n \nBase period of performance shall be 07/17/2026 to 07/16/2027. \nOption year one period of performance shall be 07/17/2027 to 07/16/2028. \nOption year two period of performance shall be 07/17/2028 to 07/16/2029. \nOption year three period of performance shall be 07/17/2029 to 07/16/2030. \n \nThe Vendor shall provide all labor, supervision, materials, parts and transportation required to maintain and repair Carl Zeiss equipment. \nSCHEDULE OF SERVICES: The intent of the Government to award a Firm-Fixed Price contract for maintenance and repair of Carl Zeiss equipment. \nLocations: (664) VA San Diego Healthcare System \n 3350 La Jolla Village Drive \n San Diego, CA 92161 \n \nITEM \n# \nDESCRIPTION \nEST QTY \nUNIT \n1 \nPENTERO 900 S/N# 6637120623 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE \nPENTERO 900 | 1YR \n1 \n4 years \n2 \nOPMI PICO S/N# 6627126898/6030102888 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE OPMI \nPICO/S100 | 1YR \n1 \n4 years \n3 \nOPMI PICOS/N# 6627126899/6030102854 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE OPMI \nPICO/S100 | 1YR \n1 \n4 years \n4 \nOPMI PICO S/N# 6627513286/6030135766 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE OPMI PICO/S100 | 1YR \n1 \n4 years \n5 \nARTEVO 800 S/N# 6647502144 \nCARL ZEISS MEDITEC, INC. | OPTIME \nCOMPLETE ARTEVO 800 \nRESCAN 700 | 1/EA \n1 \n4 years \n6 \nARTEVO 800 S/N# 6647102091 \nCARL ZEISS MEDITEC, INC. | OPTIME \nCOMPLETE ARTEVO 800 | \n1/YR \n1 \n4 years \n7 \nHFA3 860 S/N# 860-22924 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n8 \nHFA3 860 S/N# 860-15297 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n9 \nHFA3 860 S/N# 860-17029 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n10 \nHFA3 860 S/N# 860-18492 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n11 \nHFA3 860 S/N# 860-15117 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n12 \nHFA3 860 S/N# 860-20456 \nCARL ZEISS MEDITEC, INC. | OPTIME \nSERVICE COMPLETE HFA 3 \n860 | 1/YR \n1 \n4 years \n \n \nDESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK: The Vendor shall provide corrective maintenance and at least one on-site planned maintenance during the contract period, service hotline, performance updates, spare parts, technical phone/chat & remote support. \nPlanned maintenance shall be scheduled by direction of the Contracting Officer Representative (COR). Hardware parts and applicable software updates shall be included in support agreement. Telephone support services shall be available 24 hours a day, 365 days a year. On-site service calls shall be included, with a response time of 5 business days. \n \nVendor shall provide the COR an electronic copy of the field service report after all maintenance within 7 calendar days. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this medical equipment. \nSERVICE CALLS: Service also includes all necessary intervening service calls required to repair an instrument. Intervening services will be rendered as directed by the COR. All services (planned maintenance and intervening service calls) shall be performed in accordance with original manufacturer s specifications and FDA guidelines. \nPLANNED MAINTENANCE INSPECTIONS (PMI) AND INTERVENING SERVICES: Planned maintenance (PM) services shall include, but not limited to the following: \nCleaning of the equipment. \nReviewing operating software diagnosis to ensure that it is operating in accordance with the manufacturer s specifications. \nCalibrating and lubricating the equipment. \nPerforming intervening maintenance. \nTesting and replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn. \nInspecting and replacing, when indicated, electrical wiring and cables for wear and fraying (G) Inspecting and replacing, when indicated, all mechanical components. \nThe Contractor shall furnish documentation, all measurements, and calibration data collected to ensure that the system is performing in accordance with the manufacturer s performance standards. \nPlanned maintenance shall be performed during normal working hours of the VASDHC. Planned maintenance shall be scheduled a minimum of three (3) days in advance with the COTR and performed during the first five (5) working days of the months specified in the planned maintenance plan. Planned maintenance shall be performed in accordance with manufacturer s instructions, specification and at the intervals depicted in the schedule of services. This contract also includes all intervening service calls during normal working hours and parts required for maintaining this equipment in optimum operating condition. \nPARTS: \n \nThe Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications. \nReplaced parts are to be disposed of by the Vendor after obtaining approval from the COR, except for hard drives that have the capability of storing sensitive information. They must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence. (C) Operating and consumable supplies are not part of this contract. Replaced parts covered by the Preventive Maintenance Inspection or intervening services shall be itemized as a no-charge item on the Vendor s invoice and shall be identified by the part listed on the manufacturer s schematics or part list. \nThe Vendor is required to have a sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics. \nUnserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement parts are included. \nPart numbers as shown on the manufacture schematics/parts list will identify all parts that are replaced. All newly installed replacement parts become the property of the Government. Any worn defective parts will be replaced free of any charges. \nWhen parts are required and are not covered by Preventive Maintenance and have intervening services, such needs shall be identified to the COR along with an estimate of charges. The COR will evaluate these needs and request through the Contracting Officer appropriate action(s). These parts will be installed under a separate purchase order. \n \nTEST EQUIPMENT: The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within. \n \nREMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit. \nBADGES AND PARKING: \n\nAll Vendor personnel are required to wear I.D. badges during the entire time he/she is on \nGovernment property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents. \nIt is the responsibility of the Vendor s personnel to park in the appropriately designated parking areas. Parking information is available from VASDHS Police Service. VASDHS will not validate or make reimbursement for parking violations of the Vendor s personnel under any circumstance. \n \nREPORTING (During Normal Working Hours); For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m., Monday- Friday the Vendor shall check-in with the Police Service and with the COR before proceeding to the job site. Vendor shall also check-out with the COR (Biomed HTM Room B215) and Police Service before leaving the job site. \nREPORTING (During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM 5:00PM, Monday Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours. \nAUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained. \nGOVERNMENT HOLIDAYS: The Vendor is not required to provide service on the following National holidays; not shall the Vendor be paid for these holidays. The following national holidays observed by the Federal Government: \n\nNew Year s Day: Thursday, January 1, 2026\nMartin Luther King, Jr. Day: Monday, January 19, 2026\nPresidents Day (Washington s Birthday): Monday, February 16, 2026\nMemorial Day: Monday, May 25, 2026\nJuneteenth National Independence Day: Friday, June 19, 2026\nIndependence Day: Friday, July 3, 2026 (observed)\nLabor Day: Monday, September 7, 2026\nIndigenous Peoples Day/Columbus Day: Monday, October 12, 2026\nVeterans Day: Wednesday, November 11, 2026\nThanksgiving Day: Thursday, November 26, 2026\nChristmas Day: Friday, December 25, 2026\n\nIf a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States. \n \nINVOICE AND PAYMENT: Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below: \n\nVA s Electronic Invoice Presentment and Payment System The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge. \nA system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) Vendor e-Invoice Set-Up Information: \nOB10 e-Invoice Setup Information: 1-877-752-0900 \nOB10 e-Invoice e-mail: USClientServices@ob10.com \nFinancial Services Center e-Invoice Contact Information: 1-877-353-9791 4. Financial Service Center e-Invoice e-mail: vafsccshd@va.gov \n \nThe invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction. \n\nTime period being invoiced for. \nDescription of services. \nUnit Cost Billed. \nExtended amount due. \nInvoice number and date. \nContract and obligation number. \n \n \n"} Solicitation Number: 36C26226Q0746 Type: Sources Sought Base Type: Sources Sought NAICS: 811210 Classification Code: J065 Response Deadline: 2026-04-29T12:00:00-06:00 Office Address: Gilbert, AZ Place of Performance: San Diego, CA, 92161-0002 POC: Charity Cazee, charity.cazee@va.gov, 520-792-1450