Sources Sought - Motek CAREN Maintenance

NOTICE

THIS IS A SOURCES SOUGHT / MARKET RESEARCH ANNOUNCEMENT ONLY.

This notice does not constitute a commitment by the Government. All information submitted in response to this announcement is voluntary, and the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government.

As part of its market research, the Medical Readiness Contracting Office -West (MRCO-W) is issuing this Sources Sought notice to identify and determine if there are potential sources which have the capabilities to provide maintenance services for a Motek Computer Assisted Rehabilitation Environment (CAREN). The Government may use the responses to this Sources Sought for information and planning purposes. A general scope of the Government's requirement is provided below. 

This notice does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the U.S. Government to contract for any supply or service. Further, the U.S. Government is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this source sought notice. The U.S. Government will not pay for any information or administrative costs incurred in response to this notice. Any hard-copy submittals will not be returned to the respondant. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. However, if a competitive solicitation is released, it will be synopsized on the Government wide Point of Entry, if applicable. It is the responsibility of potential offerors to monitor the Government wide Point of Entry for additional information pertaining to this requirement.

SCOPE

Projected Period of Performance: One, one-year, base period with four, one-year, option periods (1 October 2026 through 30 September 2031).

Services: The contractor shall provide services for software maintenance, system support, and annual preventive maintenance site visits that include preventive maintenance inspections for the Motek CAREN System. Scheduled services are those actions relating to preventive maintenance, operation verification and certification of the system and its components. The contractor shall perform one (1) complete scheduled service on-site visit consisting of cleaning, calibrating, lubricating and aligning all mechanical and optical components to include all supplies and inexpensive components; however, this does not include replacement of worn/defective parts. 

Schedule Services shall include the following:

a. Overall system maintenance: 

     Check and test safety system (passive and active). 

     Check software status and perform updates where applicable. 

     Check and test hardware integration within the overall system. 

     Check software applications and perform required upgrades. 

     Check passive and active safety devices. 

     Perform system performance test.

     Perform system performance test according to tests defined in Acceptance Agreement.

     Perform IT inspection and perform update firmware, if applicable.

b. Motion Capture:

     Inspect camera and controlling hardware for cleaning and maintenance.

     Inspect analog input, if applicable.

     Check firmware and update firmware, if applicable.

c. Projection System:

     Dismantle projectors for cleaning and maintenance

     Replace all lamps

     Remount projectors

     Update calibration.

d. Platform top and instrumented treadmill / V-gait:                                          

      Maintain platform top and treadmill to include replacement of treadmill cover. 

     Check electrical safety system

     Check safety portal ensuring safe operation. 

     Inspect and report on the safe operation and mechanical integrity of the system.

e. Motion base:

    Inspect and report on the overall condition of the motion base.

    Check electrical components.

    Check fluid levels. 

    Check performance of the motion base and adjust software settings as required.

Technical Support for the CAREN System setup, basic operation and integration, and operation with ancillary items covering the following aspects:

a. The ability to provide support for questions arising in relation to the software and/or the system, its operation and functionality via telephone, email, or CAREN forum. 

b. The contractor shall support D-Flow Software releases that are less than 6 months old.

Software Maintenance 

The contractor shall provide the latest release version of D-Flow Software for the CAREN System, providing updates as they are available for the duration of the agreement, covering the following aspects: Contractor shall maintain the D-Flow Software at the latest release version, supplying updates as they are available for the entire duration of the contract. Contractor shall provide default Motek LLC modules, as necessary. Modules not defined as default are sold separately and shall be offered with an independent maintenance contract for purchase at discounted rates.

Beta versions of D-Flow Software or modules may be available upon request.  Installation of Beta software will have to be approved by the COR and BES System Administration.  By using Beta Software, the Government accepts the risks related to the use of non-final code and are subject to separate Beta software agreement.  The contractor shall not be responsible for any harm caused by the use of these files.

HOW TO RESPOND TO THIS SOURCES SOUGHT

Interested Vendors shall provide the following information via email to christopher.a.gregory11.civ@health.mil. 

1) Organization name, physical address, valid POC email address, Web site address, telephone number, SAM EUI number, and business size. The NAICS for this requirement is 811210.

2) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational capability that can meet the government's technical requirement.

Telephonic responses WILL NOT be accepted.

When responding to this notice, please include in the email subject line the following format: tailor to your company name. “Company name, Sources sought response- Motek CAREN”