J065--Dexis Panos Imaging Systems Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) including software support at the Greater Los Angeles VA Healthcare System

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, 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, effective date 10/01/2025. This solicitation is set-aside for 100% Small Business (SB). This is a firm fixed price contract. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210- Electronic and Precision Equipment Repair and Maintenance with a small business size standard of $34.0 Million. The FSC/PSC is J065- Maintenance, Repair, and Rebuilding of Equipment- Medical, Dental, and Veterinary Equipment and Supplies. The Department of Veterans Affairs, Network Contracting Office 22, is seeking a contractor to perform preventative maintenance inspection (PMI), corrective maintenance (CM) on a seven (7) government-owned Dexis Panos imaging systems for the Greater Los Angeles VA Healthcare System. For all submission requirements, deadlines, and instructions: see the included FAR 52.212-1 Instructions to Offerors Commercial Products and Commercial Services . For all evaluation information: see the included FAR 52.212-2 Evaluation- Commercial Products and Commercial Services . Statement of Work (SOW) Contract Title: DEXIS PANOS Scope: The Contractor shall provide all necessary labor, materials, supplies, parts, software (needed for the general operation of the equipment), tools, equipment, travel, transportation expenses and other related costs to provide Preventive Maintenance Inspection (PMI) and Corrective Maintenance services on selected Government Owned Dexis Panos imaging systems at VA Greater Los Angeles Healthcare System. The Contractor shall perform work in strict accordance with the specifications, statement of work, and all VA local, federal, state, and applicable regulations. Equipment EE Number Serial Number Room Location Clinic KAVO OP 3D PRO 199509 IE1705959 204-BOPC Bakersfield KAVO OP 3D PRO 203303 IE1705991 1C105-10-SE Sepulveda KAVO OP 3D PRO 200927 IE1705958 5A512-1-LA Los Angeles Ambulatory KAVO OP 2D 200920 IE1705866 B19-213 VA West LA KAVO OP 3D PRO 200923 IE1705940 0056-500 VA West LA KAVO OP 2D 200924 IE1705603 0058-500 VA West LA KAVO OP 3D PRO 200915 IE1705992 B128-SMCBOC Santa Maria General Requirement: All work shall be in accordance with manufacturer s instructions, including, but not limited to, adjustments, calibration, cleaning, lubrication, testing, disassembly, checkout, replacement of worn and/ or defective parts, etc. The above shall be performed as necessary as required to keep each equipment in optimal working condition. Participating Facilities: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd. Los Angeles, CA 90073 BAKERSFIELD COMMUNITY BASED OUTPATIENT CLINIC 1801 Westwind Drive Bakersfield, CA 3301 SEPULVEDA VA MEDICAL CENTER 16111 Plummer Street North Hills, CA 91343 LOS ANGELES AMBULATORY CARE CENTER 351 East Temple Street Los Angeles, CA 90012 SANTA MARIA COMMUNITY BASED OUTPATIENT CLINIC 1550 East Main Street Santa Maria, CA 93454 Hours of Work: This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 07:00 AM 06:00 PM PST, excluding National holidays. Contractor shall offer phone and/or email technical support Monday through Friday, 09:00 AM- 06:00 PM PST, excluding National holidays. The telephone / email response time for the Contractor is within 4 hours. On-site services will be rendered with a response time not to exceed 3 business days after the problem has been diagnosed and attempted to be resolved via telephone / email support. The government agrees to investigate and substantiate equipment problems though reasonably diligent inspection prior to requesting Contractor s performance of on-site service. Any service performed during other than normal work hours must have prior approval and be coordinated with the PPOC or Contracting Officer (CO). National Holidays: New Year s Day January 01 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 Independence Day July 04 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 If the holiday falls on a Sunday, the following Monday will be observed as a Federal Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a Federal Holiday. The President of the United States of America may declare additional days as a Federal holiday, and if so, this holiday shall automatically be added to the list above. Check in and out service calls at the VA facilities: Contractor shall check in with Biomedical Engineering prior to starting work on the equipment listed and check out with Biomedical Engineering after work is completed for the day. The Biomedical Engineering shop is located in Room 0261, Building 500, phone number: 310-478-3711 x44733. Contractor Specific Tasks: a. Preventive Maintenance Contractor shall conduct semi-annual preventive maintenance inspections (PMI). PMI shall be performed in accordance with the equipment manufacturer during the life of the contract. Equipment Serial Number Semi-Annual Servicing Schedule KAVO OP 3D PRO IE1705959 October, April KAVO OP 3D PRO IE1705991 August, February KAVO OP 3D PRO IE1705958 September, March KAVO OP 2D IE1705866 July, January KAVO OP 3D PRO IE1705940 July, January KAVO OP 2D IE1705603 July, January KAVO OP 3D PRO IE1705992 September, March 1. Table representing servicing schedule subject to change. 2. PM includes but not limited to calibrations, quality checks, and changing fuses in accordance with the equipment manufacturer ii. Contractor shall provide all PM-related replacement parts at no additional cost to the government. iii. Contractor shall provide all travel and transportation expenses at no additional cost to the government. iv. Contractor shall provide software patches to the listed equipment above. v. Contractor shall submit Field Service Report (FRS) to the PPOC. The FSR must be legible and signed by the PPOC / designee after the Contractor has demonstrated to the PPOC designee and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the PPOC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition b. Corrective Maintenance i. Contractor shall conduct corrective maintenance or repair services as required by the Government. All repairs must comply with the Joint Commission and OEM requirements. ii. Contractor shall provide technical support Monday- Friday, 09:00 AM- 06:00 PM PST. iii. Onsite support response time from the Contractor shall be within 3 business days if the issue cannot be resolved via telephone. iv. Contractor shall provide all travel and transportation expenses at no additional cost to the government. v. Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the government. vi. Contractor shall provide software patches to the listed equipment above. vii. Contractor shall submit Field Service Report (FSR) to the PPOC. The FSR must be legible and signed by the PPOC / designee after the Contractor has demonstrated to the PPOC / designee and the Equipment User that the equipment is in proper operating condition and meets manufacturer s specifications. Only the original FSR must be submitted to the PPOC. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition Replacement Parts: Only standard new or like-new parts shall be furnished by the Contractor. All parts shall be of current manufacture and shall have versatility with presently installed equipment. All major components and parts furnished shall carry the manufacturer s standard commercial warranty. All newly installed parts will become property of the Government. Replaced parts are to be disposed by the Contractor after approval of PPOC. All worn or defective parts are to be replaced at no cost to the Government. Operating and consumable supplies are not included in this contract. The Veterans Affairs Healthcare Facility shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. Contractor SUBMITTALS Within 30 calendar days after award date, the Contractor shall furnish one (1) copy of its Preventive Maintenance Procedure to the contract PPOC which will be used during the providing of services pursuant to this contract. These procedures are required by the Government as a condition of the Facility s Joint Commission requirements. These copies must be received before any invoices can be certified for payment. Contractor Responsibilities Contractor shall furnish service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring the appropriate equipment, parts and/or supplies necessary to complete the work as required. Contractor personnel shall present a neat appearance and be easily recognized as contractor employees. This may be accomplished by wearing distinctive clothing bearing the name of the company. Contractor field service personnel shall be dressed to present a clean, neat appearance at all times when performing under this contract. Personnel performing maintenance and repair services must be fully qualified, competent, technicians. Fully qualified and competent technicians have completed OEM training for the equipment they are servicing and they have experience working on this equipment. A certificate of training must be provided upon request. Contractor shall ensure that the equipment functions in conformance with the specifications used when the equipment was procured by the VAMC, as well as following most current published standards/specifications/regulations: Association for the Advancement of Medical Instrumentation (AAMI) Joint Commission for the Accreditation of Healthcare Organizations (JCAHO) National Fire Protection Agency 99 (NFPA-99) Center for Device and Radiological Health (CDRH) Original Equipment Manufacturer (OEM) Specifications American Hospital Association (AHA) Institute of Electrical And Electronic Engineers (IEEE) Occupational Safety and Health Administration (OSHA) VAMC standard operating procedures Any other Federal, State, and/or Local regulations PERTAINING the equipment listed for this contract Qualification: Personnel performing maintenance and repair services must be fully qualified, competent Field Service Engineers (FSE) who has been trained to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures. Fully qualified is defined as factory-trained and experienced to work on the equipment assigned. General information Parking: It is the responsibility of Contractor personnel to park only in designated parking areas. The Contractor shall make alternate arrangements for its personnel to park offsite if motor vehicles are required to access those facilities. Parking information is available from the VA Police & Security Service Office. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations. Smoking: Smoking is strictly prohibited on the grounds of any VHA facility. Per VHA Directive 1085 dated March 5, 2019, it is VHA policy that all VHA health care facilities, including hospitals, community clinics, administrative offices and Vet Centers, will be smoke-free for patients, visitors, contractors, volunteers, and vendors effective October 1, 2019. There will no longer be designated smoking areas. Delivery Schedule Base Plus Four Option Years SECURITY REQUIREMENTS: The C&A requirements do not apply, and Security Accreditation Package is not required. This service does not involve Contractor connection of one or more contractor-owned IT devices (such as laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public network) therefore Information Technology (IT) Security certification and accreditation (authorization) (C&A) requirements do not apply per VA Handbook 6500.6. Invoices a. Payment of services rendered under this contract shall be made in arrears upon satisfactory completion of each service and receipt of a properly prepared invoice and submitted by the Contractor to the payment address specified by Contracting. Invoices shall reference the Contract Number and Purchase Order Number, Manifest Number(s), provide a complete and accurate description of services/ supplies delivered/ rendered, including dates of performance, amounts, unit prices, extended totals and any other data relevant for payment purposes. b. The Government shall not authorize payment until such time that the VAGLAHCS PPOC all properly executed and signed documentation. c. No advance payments shall be authorized. Payment shall be made on a monthly arrears for services provided during the billing month in. Upon submission of a properly prepared invoice for prices stipulated in this contract for services delivered and accepted in accordance with the terms and conditions of the contract, less any deductions stipulated in this contract. d. Payment of invoices may be delayed if the appropriate invoices as specified in the contract are not completed and submitted as required. (End of Statement of Work) All interested companies shall provide quotations for the following: ***PRICE/ COST SCHEDULE*** Base Plus Four (4) Option Years Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the West Los Angeles VA Medical Center Contract Period: Base Year 1 YR $ $ 0002 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Bakerfield Community Based Outpatient Clinic Contract Period: Base Year 1 YR $ $ 0003 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Sepulveda VA Medical Center Contract Period: Base Year 1 YR $ $ 0004 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at Los Angeles Ambulatory Care Center Contract Period: Base Year 1 YR $ $ 0005 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Santa Maria Community Based Outpatient Clinic Contract Period: Base Year 1 YR $ $ 0006 Emergency Repair CLIN in relation to findings from Inspection Contract Period: Base Year 1 JB NSP $0.00 1001 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the West Los Angeles VA Medical Center Contract Period: Option Year 1 1 YR $ $ 1002 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM at the Bakerfield Community Based Outpatient Clinic Contract Period: Option Year 1 1 YR $ $ 1003 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Sepulveda VA Medical Center Contract Period: Option Year 1 1 YR $ $ 1004 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at Los Angeles Ambulatory Care Center Contract Period: Option Year 1 1 YR $ $ 1005 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Santa Maria Community Based Outpatient Clinic Contract Period: Option Year 1 1 YR $ $ 1006 Emergency Repair CLIN in relation to findings from Inspection Contract Period: Option Year 1 1 JB NSP $0.00 2001 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the West Los Angeles VA Medical Center Contract Period: Option Year 2 1 YR $ $ 2002 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM at the Bakerfield Community Based Outpatient Clinic Contract Period: Option Year 2 1 YR $ $ 2003 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Sepulveda VA Medical Center Contract Period: Option Year 2 1 YR $ $ 2004 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at Los Angeles Ambulatory Care Center Contract Period: Option Year 2 1 YR $ $ 2005 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Santa Maria Community Based Outpatient Clinic Contract Period: Option Year 2 1 YR $ $ 2006 Emergency Repair CLIN in relation to findings from Inspection Contract Period: Option Year 2 1 JB NSP $0.00 3001 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the West Los Angeles VA Medical Center Contract Period: Option Year 3 1 YR $ $ 3002 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM at the Bakerfield Community Based Outpatient Clinic Contract Period: Option Year 3 1 YR $ $ 3003 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Sepulveda VA Medical Center Contract Period: Option Year 3 1 YR $ $ 3004 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at Los Angeles Ambulatory Care Center Contract Period: Option Year 3 1 YR $ $ 3005 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Santa Maria Community Based Outpatient Clinic Contract Period: Option Year 3 1 YR $ $ 3006 Emergency Repair CLIN in relation to findings from Inspection Contract Period: Option Year 3 1 JB NSP $0.00 4002 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM at the Bakerfield Community Based Outpatient Clinic Contract Period: Option Year 4 1 YR $ $ 4003 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Sepulveda VA Medical Center Contract Period: Option Year 4 1 YR $ $ 4004 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at Los Angeles Ambulatory Care Center Contract Period: Option Year 4 1 YR $ $ 4005 Dexis Panos Preventative Maintenance Inspection (PMI) and Corrective Maintenance (CM) at the Santa Maria Community Based Outpatient Clinic Contract Period: Option Year 4 1 YR $ $ 4006 Emergency Repair CLIN in re