J065--New Requirement | Biomed Scope and Probe Repair BPA (VA-26-00049436)

Sources Sought Notice

This notice is for market research purposes to identify potential sources for Ultrasound Scope and Probe Repair and Maintenance services for the Rocky Mountain Regional VA Medical Center in Aurora, CO. The Department of Veterans Affairs, Network Contracting Office 19 (NCO 19) is seeking information on interested and capable suppliers.

• Repair and maintenance of Ultrasound Scopes and Probes.

• Detailed requirements are specified in the attached Statement of Work (SOW).

• Not specified in this notice, as it is for market research only.

• This is NOT a solicitation or request for proposal. No award will be made based on responses.

• Responses are due by 4:00 PM MT on Monday, March 16th, 2026.

• Submit responses to thaddeus.gray@va.gov.

• The government is determining the socioeconomic size classification of potential suppliers.

• Service-Disabled Veteran Owned Small Businesses (SDVOSB) and Veteran Owned Small Businesses (VOSB) should complete VAAR 852.219-75.

• Information on subcontractors and compliance with Limitations on Subcontracting is required.

• Company Name and Address

• Point of Contact (Name, Email Address, Phone Number)

• Unique Entity ID

• Details on any subcontractors to be used (including their size standard and role)

• Explanation of how Limitations on Subcontracting will be met

• Relevant company information (specifications, capability statement, past experience) is encouraged.

• This notice does not commit the government to any future solicitation or contract.

• No payment will be made for information submitted.

• Do not include proprietary, classified, confidential, or sensitive information.

• Attached documents include: P01_Scope and Probe Inventory and SOW ScopeProbe BPA.

Statement of Work (SOW)

To provide depot-level repairs for government-owned flexible and rigid endoscopes and reusable ultrasound/TEE probes for the Eastern Colorado Healthcare VA and its associated Community-Based Outpatient Clinics (CBOCs).

• Provide comprehensive repair services including evaluation, repair, refurbishment, testing, and return of scopes and probes to patient-ready condition.

• Maintain capability to repair at least 95% of listed equipment models.

• Identify OEM-only or out-of-scope models to the COR.

• Perform typical repair actions such as leak testing, component repair/replacement, articulation mechanism repair, cable/connector repair, relensing, and correction of electrical/signal issues.

• Provide loaner scopes and probes on an as-needed basis.

• Offer a secure web portal for initiating repairs, generating shipping documents, and tracking repair status.

• Provide free evaluation and written quotes within 24-48 hours of receipt.

• Complete standard repairs and ship devices back within 14 calendar days.

• Provide a minimum 120-day parts and labor warranty on all completed repairs.

• Turnaround time (TAT) for repairs must be tracked and reported.

• Notify COR of any expected delays.

• Maintain a minimum 120-day warranty on parts and labor.

• Period of Performance: Base year (09/1/2026 – 08/31/2027) with four option years.

• Place of Performance: VA Eastern Colorado Healthcare System, 1700 N Wheeling St, Aurora, CO 80045, including all affiliated CBOCs.

• Contractor Qualifications: Demonstrable experience in depot-level repairs for large hospital systems; relevant quality/regulatory certifications (e.g., ISO 13485); preference may be given to SDVOSB or VOSB vendors.

• Invoicing: Monthly in arrears, submitted via email to COR, with COR approval before uploading to Tungsten. Up to 90 days post-performance period to submit final invoices.

• Approvals: Repairs up to $2,500 may proceed without additional approval. Repairs exceeding $2,500 require written COR approval.

• BPA Funding: Total BPA amount is $130,000. Contractor must notify COR at 80% expenditure.

• Information Technology Security: Compliance with Federal laws, VA Directives, and Handbooks regarding information security. Virus scans required for mobile media. Data destruction must follow NARA requirements. No remote access for repairs. Chaperoned during onsite service. Non-volatile memory devices must not be removed without certification of data destruction.

• Privacy: Adherence to HIPAA rules. Potential need for a Business Associate Agreement (BAA).

• Records Management: Compliance with Federal Records Act, NARA regulations, and Privacy Act. Records must be managed and preserved. Unauthorized destruction or removal of records is prohibited.

• COVID-19 Safety Protocols: Compliance with vaccination or testing requirements for contractor employees working in VHA locations.

• Check-in Requirements: Field Service Engineers must report to Biomedical Engineering for badge, sign-in, virus scan, and sign-out procedures.

Form / Attachment / Pricing Sheet

This document, "P01_Scope and Probe Inventory.xlsx", provides a detailed inventory of scopes and probes. It is intended to inform potential bidders about the types of equipment relevant to the opportunity, likely for maintenance, repair, or replacement purposes.

Sheet: Inventory Scopes Lists various types of endoscopes and endoscopic telescopes, including:

• Equipment Categories: Urinary, Respiratory, GI (Lower/Upper), General Endoscopes.
• Manufacturers: Cogentix Medical Inc, CooperSurgical, Inc., Healthmark Industrie, Olympus America Inc., Richard Wolf Medical, Smith & Nephew Inc E, Stryker Corporation, Uroviu Corp, Verathon Inc.
• Model Numbers: Specific model identifiers for each equipment type and manufacturer.

Sheet: Inventory Probes Lists various types of probes and transducers, including:

• Equipment Categories: Ultrasonic Probes, General Probes, Ultrasonic Transducers.
• Manufacturers: Abbott Laboratories, BK Medical Systems I, Faxitron Bioptics LL, Fujifilm, GE Healthcare, Medistim USA Inc, Mindray North Americ, Olympus America Inc., Pathway Medical Tech, Philips Healthcare, Samsung Electronics, Siemens Medical Solu, Sonosite Inc, Unisensor USA, Inc., United Hospital Supp.
• Model Numbers: Specific model identifiers for each equipment type and manufacturer.

This inventory is crucial for bidders to understand the specific types and models of medical equipment that may be part of the contract. It helps in assessing the scope of work, identifying potential supply chain requirements, and determining the technical expertise needed to fulfill the contract requirements. Bidders should review this list to ensure they can meet the potential needs related to these specific items.