J065--GE Physiologic Monitor Prevent Maintenance

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06. This solicitation is set-aside for small business. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34.0 Million. The FSC/PSC is J065. The Clement J. Zablocki VA Medical Center is seeking to purchase preventative maintenance services for the patient monitors. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 4-Year Planned Maintenance Kit E-SC(Ai)O(V)(X) Module 105 EA 1001 1-Year Planned Maintenance Kit E-SC(Ai)O(V)(X) Module 105 EA 2001 1-Year Planned Maintenance Kit E-SC(Ai)O(V)(X) Module 105 EA 3001 1-Year Planned Maintenance Kit E-SC(Ai)O(V)(X) Module 105 EA 4001 4-Year Planned Maintenance Kit E-SC(Ai)O(V)(X) Module 105 EA The Contractor shall furnish all materials necessary for the annual or quad-annual preventative maintenance (PM) of the General Electric E-SC(Ai)O(V)(X) Physiologic Monitor Modules. Base year contract will be 5/1/2026-4/30/2027. Four option years will be included. CONFORMANCE STANDARDS Contract service shall ensure that the equipment listed herein functions in conformance with the latest published edition of NFPA-99, UL, OSHA, AAMI, TJC, 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. Preventative maintenance will be performed to ensure equipment performs within Conformance Standards. Federal holidays include the following: New Year s Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day UNSCHEDULED MAINTENANCE Contractor shall guarantee the materials shipped are in accordance with the Conformance Standards. The Contractor will provide replacements of non-functional or non-conformant materials shipped. All replacements shall be provided at no additional cost to the Government. 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. SCHEDULED MAINTENANCE The Contractor shall ship parts in a timely manner to ensure that the equipment listed in Section 2 arrives to the VAMC to perform the maintenance in accordance with the Conformance Standards. PARTS The 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 shipped without specific approval by the CO or the COR. DOCUMENTATION/REPORTS The documentation shall include detailed descriptions of the parts numbers, shipping information, quantity, and any other information necessary to determine conformance per Section 1. RECORDS MANAGEMENT RECORDS MANAGEMENT OBLIGATIONS A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: Includes Department of Veterans Affairs (VA) records; does not include personal materials; applies to records created, received, or maintained by Contractors pursuant to their VA contract; may include deliverables and documentation associated with deliverables. C. Requirements Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. D. Flow down of requirements to subcontractors The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Place of Performance/Place of Delivery Address: Clement J. Zablocki VA Medical Center 5000 West National Ave Milwaukee, WI Postal Code: 53295 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far. The following solicitation provisions and clause apply to this acquisition: Provisions FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_1 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representations (JAN 2017) FAR 52.204-7 System for Award Management Registration (NOV 2024) (DEVIATION NOV 2025) FAR 52.222-48 Exemption from application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or repair of Certain Equipment-Certification (MAY 2014) (DEVIATION NOV 2025) VAAR 852.215-72 Notice of Intent to Re-solicit (OCT 2019) All quoters shall submit the following: (1) The solicitation number; (2) The name, address, telephone number of the Offeror; (3) The Offeror s Unique Entity Identifier (UEI) (4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation to include a completed; (5) Responses to provisions that require Offeror completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); (6) Information about products and services necessary to evaluate technical compliance with Statement of Work; and (7) A completed notice of limitations on subcontracting if seeking evaluation preference under for veterans involvement. All quotes shall be sent to contract specialist, Brandon Harris, at brandon.harris@va.gov. Quotes must be submitted via email. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of RFO FAR 12. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at the time of award. FAR 52.212-2 Evaluation-Commercial Products and Commercial Services: In accordance with RFO FAR 12.201-1 and FAR 12.201-2 when appropriate, the contracting officer may (1) Insert the provision at 52.212-2, Evaluation-Commercial Products and Commercial Services, in solicitations for commercial products or commercial services. The following are the evaluation factors: technical, past performance, and price. In the event of a tie, veterans involvement may be used to decide the awardee. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. Clauses FAR 52.212-4 Contract Terms and Conditions Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025) FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR) FAR 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023) FAR 52.203-19 Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) FAR 52.204-13 System for Award Management-Maintenance (OCT 2018) (DEVIATION NOV 2025) FAR 52.209-6 Protecting the Government s Interest When Subcontracting With Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (JAN 2025) (DEVIATION NOV 2025) FAR 52.209-10 Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015) (DEVIATION NOV 2025) FAR 52.217-8 Option to Extend Services (NOV 1999 Exercise within 5 day FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000 Exercise within 5 days Preliminary notice within 10 days FAR 52.219-8 Utilization of Small Business Concerns (JAN 2025) (DEVIATION NOV 2025) FAR 52.219-14 Limitations on Subcontracting (OCT 2022) (DEVIATION NOV 2025) FAR 52.222-3 Convict Labor (JUN 2023) (DEVIATION NOV 2025) FAR 52.222-36 Equal Opportunities for Workers with Disabilities (JUN 2020) (DEVIATION NOV 2025) FAR 52.222-50 Combating Trafficking in Persons (NOV 2021) (DEVATION NOV 2025) FAR 52.222-51 Exemption from Application of the Service Contract Labor Standards to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (MAY 2014) FAR 52.222-54 Employment Eligibility Verification (JAN 2025) (DEVIATION NOV 2025) FAR 52.226-8 Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) FAR 52.232-33 Payment by Electronic Funds Transfer-System for Award Management (OCT 2018) FAR 52.233-3 Protest After Award (AUG 1996) (DEVIATION NOV 2025) FAR 52.233-4 Applicable Law for Breach of Contract Claim (OCT 2024) (DEVIATION NOV 2025) FAR 52.240-91 Security Prohibitions and Exclusions (DEVIATION NOV 2025) FAR 52.244-6 Subcontracts for Commercial Products and Commercial Servies (JAN 2025) (DEVIATION OCT 2025) VAAR 852.201-70 Contracting Officer s Representative (DEC 2022) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.215-70 Service-Disabled Veteran-Owned Small BusinessEvaluation Factors (JAN 2023) (DEVIATION JUL 2023) VAAR 852.215-71 Evaluation Factor Commitments (OCT 2019) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71 Administrative Contracting Officer (OCT 2020) To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than March 3rd, 2026 at 9:00 AM Central Time. Submissions must be delivered via email to brandon.harris@va.gov. Late submissions shall be treated in accordance with the solicitation provision at RFO FAR 52.212-1(c). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Brandon Harris Contract Specialist brandon.harris@va.gov