J065--Medical Laser Preventative Maintentance

Quick Summary

The Department of Veterans Affairs (VA), specifically Network Contract Office 21 (36C261), is conducting a Sources Sought to identify qualified Total Small Business firms capable of providing preventive maintenance, calibration, and emergency repair services for medical laser equipment. Services are required at multiple VA facilities across California, including Sacramento, Martinez, Chico, Fairfield, Mare Island, McClellan, Redding, and Stockton. Responses are due by April 28, 2026.

Scope of Work

The contractor shall furnish all necessary tools, labor, parts, materials, supervision, and travel to maintain medical laser equipment in accordance with Original Equipment Manufacturer (OEM) specifications. This includes annual preventive maintenance (PM) inspections, calibration services, and as-needed emergency repairs. All parts required for normal PM are included in the contract, while repair parts outside of PM will be provided by VHA, with repair service billable at a fixed hourly rate via government credit card, subject to VA Biomedical Engineering approval.

Key Requirements & Compliance

Services must conform to the latest requirements of NFPA-99, JCAHO, NEC, OSHA, CAP, Federal, and VA specifications. Contractors must provide and utilize OEM-matching PM procedures and checklists. Field Service Engineers (FSEs) must be fully qualified with formal training and a minimum of two years of experience on the specified equipment. All test equipment used must have current calibration certifications traceable to a national standard. Strict adherence to VA regulations regarding identification, parking, smoking, cellular phone use, and weapon possession on premises is mandatory. Compliance with the OSHA Bloodborne Pathogens Standard is also required.

Contract Details & Timeline

• Opportunity Type: Sources Sought
• Set-Aside: Total Small Business Set-Aside (FAR 19.5)
• Product Service Code: J065 (Maintenance, Repair And Rebuilding Of Equipment: Medical, Dental, And Veterinary Equipment And Supplies)
• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance)
• Response Due: April 28, 2026, 12:00 PM Pacific Time
• Published: April 23, 2026

Personnel & Operational Requirements

Normal hours of coverage are Monday through Friday, 7:00 am to 5:00 pm, excluding Federal Holidays. Work performed outside these hours at the COR's request will be billed at an emergency repair fixed hourly rate plus one hour travel time. Contractors must obtain and maintain all necessary operational and technical documentation, as the VA will not provide service manuals or diagnostic software. Detailed Engineering Service Reports (ESRs) are required for all services, documenting procedures, replaced parts, costs, and requiring both FSE and VA employee signatures. Contractors must check in and out with Biomedical Engineering.

Information Security & Records Management

This opportunity includes extensive requirements for Records Management (Federal Records Act, NARA policies) and VA Information and Information System Security/Privacy. Contractors must comply with VA Directives and Handbooks, undergo background security investigations, and ensure all VA sensitive information is stored, transported, or transmitted in encrypted form using FIPS 140-2 validated tools. Liquidated damages of $37.50 per affected individual may apply in the event of a data breach involving sensitive personal information. Mandatory VA-provided records management and cybersecurity/privacy training is required for all contractor employees.

Submission & Contact

This is a Sources Sought notice for market research purposes. Specific proposal/quote submission details are not provided in this excerpt, as it is not a solicitation. Primary Contact: Bruce Lundvall, Contract Specialist, bruce.lundvall@va.gov, 916-923-4549.