This Sources Sought Notice is for planning purposes only and shall not be considered as an
invitation for bid, request for quotation, request for proposal, or as an obligation on the part of
the Government to acquire any products and/or services. Your response to this Sources
Sought Notice will be treated as information only. No entitlement to payment of direct or
indirect costs or charges by the Government will arise because of contractor submission of
responses to this announcement or the Government use of such information. This request
does not constitute a solicitation for proposals or the authority to enter negotiations to award
a contract. No funds have been authorized, appropriated, or received for this effort.
The information provided may be used by the Department of Veterans Affairs in developing its
acquisition approach, statement of work/statement of objectives and performance
specifications. Interested parties are responsible for adequately marking proprietary or
competition sensitive information contained in their response. The Government does not
intend to award a contract based on this Sources Sought Notice or to otherwise pay for the
information submitted in response to this Sources Sought Notice.
The submission of pricing, capabilities for planning purposes, and other market information
is highly encouraged and allowed under this Sources Sought Notice in accordance with
(IAW) FAR Part 15.201(e).
The purpose of this Sources Sought Notice announcement is for market research to make
appropriate acquisition decisions and to gain knowledge of potential qualified Service-
Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a),
HubZone and other Small Businesses interested and capable of providing the products
and/or 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) UEI Number;
(f) Cage Code;
(g) Tax ID Number;
(h) Type of Small Business, e.g., Services Disabled Veteran Owned Small Business,
Veteran Owned Small business, 8(a), HUBZone, Women Owned Small Business, Small
Disadvantaged Business, or Small Business HUBZone business, etc.;
(i) State if your business has an FSS contract with GSA, VA NAC, NASA SEWP, or any
other federal contract, that can be utilized to procure the requirement listed below and
provide the contract number; and
(j) Must provide a capability statement that addresses the organization s qualifications
and ability to perform as a contractor for the work described below.
Requirement:
The VA Heartland Network 15 Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide all labor, personnel, equipment, tools, materials, parts, preventive maintenance, corrective maintenance, and service for our Stryker Lights, Booms and Datamediator Systems. The Robert J. Dole VA Surgery Department, located in Wichita, Kansas, currently maintains a service contract for the Stryker systems in Operating Rooms 2 and 3, which expires on December 31, 2025. It is the intent of the Government to award a contract to a single contractor with five, twelve month optional ordering periods. Additionally, the surgery department has received renovation funds for other operating rooms. As these rooms are completed and their warranties expire, it is essential to include these systems in the new contract. This will sustain a high level of support, maintain best practices, and ensure continuous patient care. To service the equipment, the contractor must be the OEM/OEM-certified. Please see the Statement of Work for more specifics and details.
The North American Industry Classification System Code (NAICS Code) is 811210 Electronic and Precision Equipment Repair and Maintenance, size standard $34.0 millions of dollars. Based on this information, please indicate whether your company would be a Large or Small Business and have a socio-economic designation as a Small Business, VOSB or SDVOSB.
Important 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 an acquisition approach. The Government will in no way be
bound to this information if any solicitation is issued. Currently a total set-aside for Service-
Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set- aside or full and open may be used. Responses to this notice shall be submitted via email to Erika Kobulnicky at [email protected]. Telephone responses will not be accepted. Responses must be received no later than Friday, November 28, 2025, at 10:00AM CST. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.
PERFORMANCE WORK STATEMENT (PWS)
Robert J. Dole VA Medical Center
Veterans Health Administration
INTRODUCTION
This solicitation is to provide the Veterans Health Administration, Robert J. Dole VA Medical Center (Wichita VAMC) with Full-Service contract in which the contractor shall provide all labor, personnel, equipment, tools, materials, parts, preventive maintenance, corrective maintenance, and service for our Stryker Lights, Booms and Datamediator Systems.
BACKGROUND
The Robert J. Dole VA Surgery Department currently maintains a service contract for the Stryker systems in Operating Rooms 2 and 3, which expires on December 31, 2025. To ensure optimal operational uptime, a contract with five ordering periods will be needed upon the expiration of the current agreement. Additionally, the surgery department has received renovation funds for other operating rooms. As these rooms are completed and their warranties expire, it is essential to include these systems in the new contract. This will sustain a high level of support, maintain best practices, and ensure continuous patient care.
SCOPE OF WORK
Description of Work: Service must be equal to or better than Stryker ProCare Services. The contractor shall provide full on-site service to include-
preventative maintenance
cleaning
all replacement parts
labor
supervision
travel expenses
phone support
remote services support
tools
test equipment
all other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturers recommendations.
Contractor will, at no additional charge, provide-
loaner equipment if available
all required licenses
documentation of performance
perform all field modification instructions
manufacturer recalls
software updates
upgrades
patches offered by the OEM
Contractor shall maintain a 97% uptime. Equipment is listed in Section 4.
Ordering Periods: It is the Governments intent to award a contract to a single contractor with five, twelve-month optional ordering periods.
January 1, 2026 December 31, 2026
January 1, 2027 December 31, 2027
January 1, 2028 December 31, 2028
January 1, 2029 December 31, 2029
January 1, 2030 December 31, 2030
Hours and Scheduling: The regular work hours for this facility are Monday through Friday, from 8:00 am to 4:30 pm (Central Time), excluding Federal Holidays. All maintenance shall be provided during the regular business hours of this facility. Any work during off-duty hours is permitted if prior approval is granted and would be of no additional cost to the contract. Labor for off-duty hours is covered by the contractor. All work must be scheduled and coordinated with the COR at a minimum of 5 business days in advance of the planned visit. The Robert J. Dole hospital should receive priority scheduling for service calls. Corrective and preventive maintenance work may be combined upon approval of the COR if maintenance work occurs during the PM timeframe and doing so will not cause significant downtime.
Response Time: The contractor must respond by telephone for initial diagnostics within 2 hours after initial notification and must respond on-site within 1 to 2 business days after the initial notification as requested by the COTR or designee. Parts delivery must be by 10:30am the next day.
Reports and Documentation: The Contractor must document all work and provide a legible signed service report directly to HTM within 7 calendar days of work completion or by the end of the month of service (whichever occurs first), following the completion of each job. At a minimum, service reports must include company name, name of service tech, equipment serial numbers, EE numbers, equipment make and model, date and time of work, list of parts replaced, results of inspections and/or calibrations, and a description of work completed, and service tech or other company employee s signature. All service reports shall be emailed to [email protected] and the Biomedical Equipment Support Specialist coordinating the work.
Delivery Address: Delivery of parts, tools, manuals, supplies, etc. can be shipped to:
ATTN: HTM/Biomed
Robert J. Dole VA Medical Center
Building 34 Dock
5500 East Kellogg
Wichita, Kansas 67218
Service Quality: To service the equipment, the contractor must be the OEM/OEM-certified. All maintenance must be done in accordance with OEM recommendation and The Joint Commission requirements. All services provided in this contract must meet manufacturers performance and technical specifications. Additionally, contractors must comply with all Federal, VA, OSHA, and NFPA regulations. Contractor employees shall be competent and have at least 3 years of experience working on Stryker equipment.
Contract may be terminated upon the removal of all the covered equipment (or modified for the removal or replacement of some of the covered devices), so that the VA is not paying for coverage on equipment it no longer owns.
Contractor Conduct:
There shall be no smoking or vaping on Dole VA premises at any time.
Eating and drinking are not allowed inside the hospital, except for in the Canteen Dining area.
Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.
Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes, but is not limited to, removal of packaging and a clean sweep/mop of the area as required by work type.
Vendor shall protect all items from damage. The Vendor shall take precautions against damage to the building(s), grounds, and furnishings. The Vendor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Vendor.
Vendor staff shall minimize noise as much as possible while working in all buildings.
The Vendor shall be responsible for security of the areas in which the work is being performed prior to completion.
Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.
All other work requirements:
The Contractor is responsible for providing and using OEM parts when performing scheduled PM and required repairs on the equipment. The Robert J. Dole VA shall receive priority access to the parts inventory.
Labor and travel expenses for scheduled PMs and unscheduled repairs are covered by this contract and shall not be additional cost to the VA.
The VA shall not receive any restocking fees for returned parts.
Loaners shall be of equivalent make, model, version, function, etc. and must not be of additional expense to the government. The contractor may provide loaners when equipment is sent in for repair.
For any services performed on site, the technical service representative must check in with HTM before performing any warranty, repairs and/or maintenance services. Contractor personnel can call and meet staff in the entrance of Building 1 (located under the white dome) or come directly to the HTM shop in Building 2, Room 017.
Contractor is responsible for providing any personal protective equipment (PPE) to their employees to complete work.
Per the local Inspection Sticker Standard Operating Procedure (SOP), the Contractor shall place VA-provided inspection stickers with the date and due date of the work performed on all the equipment that a PM was performed.
The VA is responsible for providing access to any rooms or equipment where Contractor needs to perform work.
Contractor must immediately notify the COR or designee if contract performance is jeopardized for any reason.
MAINTAINED EQUIPMENT*
*The list of maintained equipment is subject to modification as equipment is added or removed based on facility requirements. Any changes to the equipment list will be mutually agreed upon through a formal modification process.
A. Operating Room 2 (OR2) includes Booms, Lights, and Stryker HUB
B. Operating Room 3 (OR3) includes Booms, Lights, and Stryker HUB
C. The list will be updated to include other rooms as renovations are completed.
INVOICES
Contractor shall not bill/invoice the VA more frequently than monthly. All work occurring within the month (or less frequent billing period) shall be included on the same invoice. COR/designee may reject invoices if separated by occurrence, device, etc. Contractor must not bill the VA before work is performed and completed. At a minimum, invoices must include the correct billing address, contact from company with phone number and email address, billing period (not to be confused with period of performance), PO number, model and serial number of equipment, and description of work corresponding to the invoice.
Contractor must bill so that the remaining balance of the PO is $0.00 at the conclusion of the base/option year. When billing by time (ex. monthly), it is preferred that the amount be evenly divisible by the billing frequency. For example, if the VA will be billed quarterly, the full amount must be divisible by 4 with no remainder.
ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
Stryker HUBS are connected to the VA network.
Firmware or software updates must be on thumb drive, approved, and scanned by HTM before installation.
The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.
The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days.
When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days.
All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.
INFORMATION SECURITY
The C&A requirements do not apply, and a Security Accreditation Package is not required
CONTRACT ADMINISTRATION DATA
All contract administration functions will be retained by the Department of Veterans Affairs.
The Contracting Officer will be the only person authorized to approve changes or modify any of
the requirements under this contract. The Contractor shall communicate with the Contracting
Officer on all matters pertaining to contract administration. Only the Contracting Officer will be
authorized to make commitments or issue changes that affect price, quantity, or quality of
performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer, the change shall be considered unauthorized and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof.
CONTRACTING OFFICER S REPRESENTATIVE (COR)
Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer, the
designated representative for this contract will be determined at award.
ACRONYMS AND DEFINITIONS
CDR: Contract Discrepancy Report. Report issued by the Government to the contractor to
document a supply or service found to be unacceptable during contract performance.
CLIN: Contract Line-Item Number. Unit of work (or service) to be performed (or delivered) by the contractor as a pay item.
CO: Contracting Officer. A person with the authority to enter into, administer, and/or terminate
contracts and make related determinations and findings.
COR: Contracting Officer s Representative. An individual, including a Contracting Officer s
Representative (COR), designated and authorized in writing by the contracting officer to perform
specific technical or administrative functions.
QA: Quality Assurance. Actions taken by the government to assure contracted services meet PWS
requirements.
PERSONNEL
Non-Personal Services
This is a non-personal services contract. Personnel rendering services under this contract are not
subject either by the contract s terms or by the manner of its administration, to the supervision and control usually prevailing in relationships between the government and its employees. The
Government shall not exercise any supervision or control over the contract service s performing
services herein. Such contract service s shall be accountable solely to the Contractor who, in turn, is responsible to the Government.
Contractor Compliance with the Immigration and Nationality Act of 1952
The Contractor shall comply with any and all legal provisions contained in the Immigration and
Nationality Act of 1952, As Amended; its related laws and regulations that are enforced by
Homeland Security, Immigration and Customs Enforcement and the U.S Department of Labor as
these may relate to non-immigrant foreign nationals working under contract or subcontract for the Contractor while providing services to Department of Veterans Affairs patient referrals.
HOURS OF OPERATIONS
Business hours for the VAMC follow:
a. Administrative hours: Monday through Friday, 8:00 a.m. - 4:30 p.m.
b. National Holidays: The 11 holidays observed by the Federal Government are:
New Year s Day;
Martin Luther King s Birthday;
Presidents Day;
Memorial Day;
Juneteenth Independence Day
Independence Day;
Labor Day;
Columbus Day;
Veterans Day;
Thanksgiving;
Christmas; and
any other day specifically declared by the President of the United States to be a national
holiday.
(c.) Off-Duty hours: Friday through Monday, 4:30 p.m. - 8:00 a.m.; Monday through Thursday,
4:30 pm 8:00 am.
QUALITY CONTROL
CONTRACT PERFORMANCE MONITORING. The COR may perform surveillance of
services by any of the methods listed below:
a. Observing actual performance;
b. Inspecting the services to determine whether or not the performance meets the performance
standards; and
c. Review of any other appropriate records.
(1) When unacceptable performance occurs, the COR shall inform the Contractor and the
Contracting Officer. This will normally be in writing unless circumstances necessitate verbal
communication. In any case the COR shall document the discussion and place it in the COR file.
When the COR determines formal written communication is required, the COR shall prepare a
Contract Discrepancy Report (CDR) and present it to the contractor program manager. The
Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the
Contractor is required to prepare a corrective action plan to document how the Contractor shall
correct the unacceptable performance and avoid a recurrence. The CDR will also state how long
after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the Contracting Officer.
(2) Pursuant to VAAR Provision 852.270-1, Representatives of Contracting Officer
representative(s); The Government shall periodically evaluate the Contractor performance by
appointing a Contracting Officers Representative (COR) to monitor performance to ensure services are received. The Government representative(s) shall evaluate the Contractor performance through inspections of observations, inspection of services or any other form of documentation and all complaints from VA personnel. The Government may inspect as each task is completed or increase the number of quality assurance inspections if deemed appropriate because of repeated failures or because of repeated customer complaints. Likewise, the Government may decrease the number of quality assurance inspections if performance dictates. The Government Contracting Officer shall make final determination of the validity of customer complaint(s).
(3) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may require the Contractor to take necessary action to ensure that future performance conforms to contract requirements at no additional cost to the Government.