J065--Dental Dexis Panos Imaging Preventative Maintenance Inspection, Corrective Maintenance, and Repair Services at the Greater Los Angeles VA Healthcare System

Sources Sought Announcement: This is a SOURCES SOUGHT ANNOUNCEMENT ONLY , it is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources-sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential sources capable of providing the 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 (if applicable), and Email:

(e) Unique Entity ID:

(f) Cage Code:

(g) Tax ID Number:

(h) Type of business, SDVOSB; VOSB, WOSB, small, large, etc., as appropriate:

(i) Must provide a Capability Statement that addresses the organization s qualifications and ability to perform as a contractor for the statement of work draft described below in italics. Failure to provide sufficient information may result in the Government s inability to determine whether the respondent is capable. GENERAL STATEMENTS OF CAPABILITY ARE NOT ACCEPTABLE.

The Department of Veterans Affairs, Greater Los Angeles VA Healthcare System, West Los Angeles VA Medical Center, located at 11301 Wilshire Blvd. Los Angeles, CA 90073 1003 is seeking potential qualified contractors to provide preventative maintenance inspection, corrective maintenance and repair services including software support on Government owned Dexis Panos imaging systems.

All interested Offerors should submit information by e-mail to Loan.Dho@va.gov. All e-mails must have as the subject line 36C26226Q0149 Dexis Panos PMI Services . All information submissions must be received no later than 10:00 AM (PST) on December 8, 2025.

STATEMENT OF WORK

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 in various locations within the 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, 5:00 am 3:00 pm PST, excluding National holidays.

Contractor shall offer phone and email technical support 24 hours per day, 7 days per week, 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:

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

Table representing servicing schedule subject to change.

PM includes but not limited to calibrations, quality checks, and changing fuses in accordance with the equipment manufacturer

Contractor shall provide all PM-related replacement parts at no additional cost to the government.

Contractor shall provide all travel and transportation expenses at no additional cost to the government.

Contractor shall provide software patches to the listed equipment above.

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

Corrective Maintenance

Contractor shall conduct corrective maintenance or repair services as required by the Government. All repairs must comply with the Joint Commission and OEM requirements.

Contractor shall provide 24/7 phone technical support.

Onsite support response time from the Contractor shall be within 3 business days if the issue cannot be resolved via telephone.

Contractor shall provide all travel and transportation expenses at no additional cost to the government.

Contractor shall provide all corrective maintenance repair and replacement parts at no cost to the government.

Contractor shall provide software patches to the listed equipment above.

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.