J065--LivaNova 3T Heater and Cooler Maintenance Base Year plus One Option Year

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide service and maintenance for LivaNova 3T Heater/Cooler systems used at the Eastern Colorado VA Health Care System, Rocky Mountain Regional VA Medical Center, to ensure improved reliability, decreased downtime, and enhanced patient care.

• Furnish labor, parts, supplies, and equipment for scheduled and unscheduled maintenance, and periodic preventive maintenance inspections.

• All spare and replacement parts are to be furnished by the contractor and included in the contract price; the Government will not pay for parts.

• Provide tools, test equipment, service manuals, and diagnostic software.

• Perform Annual Preventive Maintenance (PM) Service by December 31st each year, including cleaning, software diagnostics review, calibration, lubrication, remedial maintenance, testing/replacing parts, inspecting/replacing wiring, and returning equipment to operational condition.

• Provide documentation of all services performed.

• Hardware/software update/upgrade installations are to be scheduled and performed outside normal hours at no additional charge.

• Provide any applicable system updates and enhancements at the contractor's discretion at no additional cost.

• Repair service includes calibration, cleaning, oiling, adjusting, replacing parts, and intervening service calls between scheduled services.

• Contractor's Field Service Engineer (FSE) must respond on-site within four (4) hours of a service request.

• Provide required parts within 24 hours of diagnosing a problem.

• Provide 24/7 remote technical support.

• Equipment must perform in accordance with original manufacturer’s specifications.

• Field Service Reports must be provided within two weeks of service, detailing technician, job number, dates/times, downtime, problem description, and itemized service performed.

• Response time for on-site service: within 4 hours.

• Parts availability: within 24 hours of diagnosis.

• Period of Performance: Base August 1st, 2026, to July 31st, 2027; Option 1 August 1st, 2027 to July 31st, 2028.

• Place of Performance: Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

• Normal hours of coverage (on-site support): Monday-Friday, 7:30 a.m. to 5:00 p.m. MST, excluding federal holidays.

• Remote technical support: 24/7.

• Contractor personnel are subject to Federal laws, regulations, and VA Directives regarding information and information system security.

• No IT device connection to VA internal networks is required; therefore, Certification and Accreditation (C&A) is not required.

• Services do not involve equipment that stores, generates, transmits, or exchanges sensitive data.

• Contractor must obtain Contracting Officer approval before engaging in contractual relationships requiring disclosure of information or records.

• Contractor must comply with all applicable records management laws, regulations, and NARA policies, including safeguarding records covered by the Privacy Act of 1974.

• All data created for government use is considered Federal records.

• Contractor must report any unlawful or accidental removal, defacing, alteration, or destruction of records to ECHCS.

• Contractor must notify the Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information.

• Contractor shall only use Government IT equipment for authorized purposes.

• Contractor shall not retain, use, sell, or disseminate copies of any deliverable containing Privacy Act information or information protected by FOIA exemptions.

• ECHCS owns the rights to all data and records produced as part of the contract.

• Contractor employees handling records must complete VHA provided records management training.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ #: 36C25926Q0398) for commercial services to provide LivaNova 3T Heater/Cooler Maintenance for the Department of Veterans Affairs, Eastern Colorado VA Healthcare System, Rocky Mountain Regional VAMC. The government intends to award a firm-fixed-price contract.

• Maintenance services for LivaNova 3T Heater/Cooler units.

• A Performance Work Statement (PWS) is referenced for detailed requirements.

• Offerors must provide confirmation or authorization from the OEM (LivaNova) certifying their ability to perform the required maintenance as outlined in the PWS.

• Contract Type: Firm-Fixed Price.

• Period of Performance: Base Year (08/01/2026 - 07/31/2027) plus one (1) Option Year (08/01/2027 - 07/31/2028).

• Delivery: F.O.B Destination at Rocky Mountain Regional VAMC, Aurora, CO.

• Questions Deadline: April 22nd, 2026, 12:00 PM MT.

• Quote Submission Deadline: April 27th, 2026, 4:00 PM MT.

• Submission Method: Emailed quotes only (4MB email limit) to jeremy.ferrer@va.gov. Faxed or hand-carried quotes will not be accepted.

• Evaluation Factors:

  1. Technical capability or quality (most important)
  2. Price
  3. Past Performance (least important)

• Award will be made on an All or Nothing Basis.

• The government may award based solely on initial quotes received.

• This is an unrestricted solicitation.

• NAICS Code: 811210 with a business size standard of $34.0 Million.

• The solicitation document incorporates provisions and clauses in effect through Federal Acquisition Circular (FAC) 2026-01.

• Offerors must submit quotes in three volumes: Technical Capability, Price, and Past Performance.

• Failure to complete the RFQ in its entirety, including signing and dating, may result in disqualification.

• Refer to the attached PWS for detailed requirements.