J065-- Notice of Intent to Sole Source - Integrated Boiler Service & Maintenance

Solicitation / RFP / RFQ

This is a notice of intent to award a sole-source contract to GETINGE USA SALES, LLC for the maintenance and repair of sterilizer equipment at the Northampton VA Medical Center. The contract will cover both preventive and corrective maintenance services.

• 5-year firm-fixed-price contract

• Preventive and corrective maintenance services

• Emergency service

• Unlimited parts

• Factory-authorized updates and modifications

• Technical and application support

• Scheduled inspections in accordance with Original Equipment Manufacturer (OEM) guidelines

• Up to two hours of remote telephone assistance

• Coverage for preventive maintenance parts

• On-site support with a one-business-day response time

• Repair travel and labor for corrective maintenance

• Replacement parts as needed

• 98% uptime commitment

• Contract Type: Firm-fixed-price

• Period of Performance: 5 years

• Estimated Value: Not specified

• Service Location: Department of Veterans Affairs, Northampton VAMC, Leeds, MA

• This is NOT a request for quotes. However, interested parties may submit a response demonstrating their capability to meet the requirements by the due date specified.

• Responses should include sufficient evidence to show that competition would be advantageous to the Government.

• Information received will be used solely to determine whether a competitive procurement is appropriate.

• Response Date/Time/Zone: 02-12-2026 3PM EASTERN TIME, NEW YORK, USA

• Sole Source justification provided: Getinge Care Service is the exclusive provider of OEM-certified technicians authorized to perform scheduled and unscheduled maintenance on Getinge sterilizer equipment.

• Performance is expected to commence on or about March 17, 2026; however, the exact start date will be confirmed prior to contract award.

• No reimbursement will be provided for any costs incurred in preparing or submitting a response.

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

To ensure equipment identified on the attached quote for VAMC Northampton (Account#000418092.1) is maintained in proper operating condition as specified by the manufacturer.

• Planned maintenance service (inspections per OEM recommendations).

• Telephone support (2 hours).

• Preventative maintenance parts.

• On-site support (one business day).

• Repair travel and maintenance.

• Repair parts.

• 98% Uptime Commitment.

• All equipment shall be maintained in proper operating condition as specified by the manufacturer.

• Vendor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics.

• Vendor must provide their own OEM manuals and schematics, available on-site at time of service.

• Defective parts replaced become the property of the vendor, except for hard drives, which remain VA property.

• Hours of Coverage: 7:00 AM to 5:00 PM Monday through Friday (excluding Federal holidays).

• Response Time:

  • Phone call back by a qualified technician within 2 hours of service request.
  • On-site response by a qualified technician within 24 hours.

• Not explicitly stated in the provided text, but implied to be VAMC Northampton.

• Vendor Qualification: Provide documentation of substantial experience with the identified make and model instrument. Personnel connecting to VA systems must complete sensitive information training. Factory training certificates may be requested.

• Specifications of Work: Follow manufacturer’s recommendations for PM, repair calibration, and modifications, including use of diagnostic software. Replacement software must include site-specific adaptations.

• Updates: Provide all software updates at no additional cost throughout the contract life.

• Documentation: Service field reports required at time of service call, signed by COR, and filed with Biomedical Engineering. Summary of field service reports must accompany invoices. Reports must detail procedures, tests, parts, and labor.

• Services/Parts Not Covered: Authorization required from Contracting Officer or COR for work outside the contract scope. VA will purchase parts not covered by the contract.

• Information Security: Contractors must comply with Federal laws, regulations, VA Directives/Handbooks regarding information and information system security. Access to VA systems is limited to contract necessity. Background investigations are required. All VA sensitive information must be stored, transported, or transmitted in encrypted form using VA-approved tools (FIPS 140-2 validated).

• Training: All contractor employees requiring access to VA information and systems must complete VA Cyber Security Awareness, Rules of Behavior, and privacy training annually. Proof of training and signed Rules of Behavior are required.

• Data Breach: Liquidated damages of $37.50 per affected individual apply in case of a data breach involving sensitive personal information.