Hamilton Ventilators Maintenance Service for NMCP Portsmouth, VA

Solicitation / RFP / RFQ

This solicitation (HT940626QE007) is for Hamilton Ventilator remedial and preventive maintenance services. The North American Industry Classification System (NAICS) code is 811210, with a size standard of N/A.

• The core requirement is for ventilator remedial and preventive maintenance services.

• The services are to be performed at destination.

• The contract type is not explicitly stated, but it is structured with a base period and four option periods.

• The period of performance for the base year (Line Item 0001) is from 18 Feb 2026 to 17 Feb 2027.

• Option Period 1: 18 Feb 2027 to 17 Feb 2028

• Option Period 2: 18 Feb 2028 to 17 Feb 2029

• Option Period 3: 18 Feb 2029 to 17 Feb 2030

• Option Period 4: 18 Feb 2030 to 17 Feb 2031

• Each period is for 12 months.

• The solicitation issue date is 05 Jan 2026.

• The offer due date is 04 Feb 2026 at 12:00 PM.

• Award will be made on the basis of the lowest evaluated price and the capability to meet the requirement detailed in the Performance Work Statement.

• Technical and past performance, when combined, are weighted equally with price (50% each).

• Offerors must complete SF1449, provide pricing on CLINs, and include vendor information.

• Proposals should include all costs, including shipping and handling.

• The acquisition is listed as "UNRESTRICTED".

• The solicitation incorporates FAR clauses 52.212-1, 52.212-3, and 52.212-4 by reference, with addenda provided for 52.212-1 and 52.212-2.

• Payment will be made via Wide Area WorkFlow (WAWF).

• The Performance Work Statement (PWS) is provided as an attachment.

Form / Attachment / Pricing Sheet

This document is an addendum to FAR clause 52.212-2, outlining the specific evaluation criteria for this solicitation. It details how proposals will be assessed to determine the awardee.

• Basis for Award: Lowest price technically acceptable (LPTA), considering Price, Technical Capability, and Past Performance.
• Order of Importance: Price, Technical Capability, Past Performance.
• Evaluation Factors:
  • Price: Evaluated for fairness, reasonableness, and completeness across all CLINs and periods of performance.
  • Technical Capability: Assessed based on the Offeror's demonstrated ability to perform services and understanding of the PWS. Proposals must be rated 'Acceptable' to be considered.
  • Past Performance: Evaluated on recency, relevancy, and quality of performance. A Performance Confidence Assessment rating (Substantial, Satisfactory, Limited, No, or Neutral Confidence) will be assigned.
• Proposal Submission: Offerors MUST provide their best complete proposal upon initial submission. The Government intends to award without discussions but reserves the right to hold discussions if necessary.

This addendum is critical for bidders as it defines the criteria and methodology used for evaluating proposals. Understanding the weight and requirements of Price, Technical Capability, and Past Performance is essential for structuring a competitive offer and ensuring all submission requirements are met to avoid disqualification.

Solicitation / RFP / RFQ

This document is an addendum to FAR Clause 52.212-1, providing specific instructions for offerors responding to a solicitation for commercial, non-personal services. The contract will be Firm Fixed-Price.

• Performance requirements are detailed in the Performance Work Statement (PWS), which includes the Quality Assurance Surveillance Plan (QASP).

• Offerors must be an Original Equipment Manufacturer (OEM) authorized dealer, distributor, or reseller, providing documentation of authorization and ensuring OEM warranty and service.

• Alternative proposals will not be accepted.

• Period of Performance:

  • Base Period: February 18, 2026 – February 17, 2027
  • Option Period 1: February 18, 2027 – February 17, 2028
  • Option Period 2: February 18, 2028 – February 17, 2029
  • Option Period 3: February 18, 2029 – February 17, 2030
  • Option Period 4: February 18, 2030 – February 17, 2031

• Points of Contact: Cynthia Scharnowske (cynthia.e.scharnowske.civ@health.mil) and Carol Uebelacker (carol.e.uebelacker.civ@health.mil).

• Questions Deadline: January 16, 2026, 2:00 PM EST. Submit questions via email to the POCs with "HT940626QE007" in the subject line.

• Quote Due Date: February 4, 2026, 12:00 PM EST.

• Submission Format: Electronic submission to POCs. Minimum font size: Times New Roman 12pt (10pt for exhibits/graphics). Minimum content includes Coversheet (Solicitation # HT940626QE007), Table of Contents, Signatory official/POCs, Technical Capability (max 5 pages), and Pricing (SF 1449, page 3).

• Pricing Validity: Must remain valid for at least 90 calendar days.

• Evaluation Factors:

  • Factor 1: Price: Evaluated for fair and reasonableness based on level of effort and pricing for all CLINs (0001-4001).
  • Factor 2: Technical Capability: Written quote demonstrating capability and understanding of PWS requirements. Must complete SF 1449, blocks 17a and 30a-c, and pricing on page 3.
  • Factor 3: Past Performance: Government will evaluate CPARS, PPIRS, FAPIIS, etc. Offerors without relevant past performance must submit a statement.

• Not specified in this addendum.

• Offerors must complete and submit all applicable FAR and DFARS clauses and provisions.

• SF 1449 must be completed (Blocks 17a, 30a-c, and page 3 pricing).

• Cursive font signatures are not accepted.

• Failure to adhere to instructions will result in a non-compliant offer.

Performance Work Statement (PWS)

To provide comprehensive maintenance and repair services for ventilators located at Naval Medical Readiness Training Center Portsmouth, VA (NMRTC Portsmouth).

• Provide non-personal services for preventative maintenance and on-site repairs for specified Hamilton ventilators.

• Services include all necessary personnel, equipment, supplies, and supervision.

• Perform annual preventative maintenance in accordance with Original Equipment Manufacturer (OEM) recommendations.

• Provide routine preventive maintenance during normal working hours (8:00 A.M. to 4:00 P.M. Monday through Friday, excluding Federal holidays).

• Include firmware and software updates as applicable.

• Ensure ready access to OEM replacement parts inventory.

• Offer on-site emergency service and repair for malfunctioning equipment as needed.

• Service contract includes full coverage for parts, labor, travel, replacement consoles/parts, hardware, and all software updates.

• Require a 24-hour response time for preventative maintenance.

• Schedule and complete annual preventive maintenance by October 31st each year.

• Provide corrective maintenance services during normal working hours.

• Preventive Maintenance: 95% of periodic PM performed within 30 days of due date; 100% within 60 days.

• Repairs & Updates: 100% in accordance with manufacturer's manual.

• Reporting: Field Service Reports submitted within 48 hours of completion.

• Parts Availability: Mandated parts list complete 98.8% of the time.

• Quality Control: Contractor to develop and maintain an effective QC program.

• Quality Assurance: Government will evaluate performance per the Quality Assurance Surveillance Plan (QASP).

• Period of Performance (PoP): BASE Year (18-FEB-2026 TO 17-FEB-2027) with four Option Years.

• Place of Performance: Respiratory, ICU, NICU, ER and PICU departments at Naval Medical Readiness and Training Command Portsmouth (NMRTC-P), VA.

• Contractor must be qualified/authorized by the OEM (Certified Agent) in repair of all equipment.

• Certification must be current at all times.

• Contractor must have ready access to OEM replacement parts inventory.

• Contractor personnel must wear identification badges and clearly identify their contractor status in all communications.

• Contractor personnel are prohibited from using retired or reserve component military rank or title.