Pneumatic Kairison Instrument Repair and Maintenance
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Veterans Affairs (VA) Portland Health Care System (HCS) is soliciting proposals for Pneumatic Kairison Instrument Repair and Maintenance services. This is a Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside opportunity for a Firm-Fixed-Price contract to ensure the operational readiness of Aesculap instruments used in Neurosurgery at the Portland VA Medical Center, OR. Proposals are due May 12, 2026.
Scope of Work
This contract requires comprehensive maintenance and repair services for Aesculap Pneumatic Kairison instruments, including:
- Preventative Maintenance: Factory-performed at least twice per year.
- Sharpening: Unlimited, on an as-needed basis (recommended twice per year).
- Maintenance Checks: Performed according to industry standards, with a maintenance form provided upon completion.
- Repairs & Refurbishment: Covering shafts, handles, and hoses.
- Turnaround Time: All services must be completed within 5 days of receipt to minimize impact on patient care.
- Logistics: Instruments will be shipped to the Aesculap repair facility for service and returned to the buyer.
- Irreparable Instruments: Prompt return after quoting and acceptance of the quote.
- Resources: Contractor must supply all necessary equipment, materials, and labor.
- Personnel Certification: Personnel performing services must be certified for maintenance, repairs, and software updates for the specified equipment.
- OEM Authorization: Offerors must provide OEM authorization for parts and services.
Contract & Timeline
- Contract Type: Firm-Fixed-Price.
- Period of Performance: A base year (August 21, 2026 - August 20, 2027) with four additional one-year option periods.
- Estimated Value: $34 Million (planning estimate).
- Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14).
- Submission Deadline: May 12, 2026, 10:00 AM PDT.
- Published Date: May 7, 2026.
Evaluation
Proposals will be evaluated primarily on Price. Offers that do not meet the Statement of Work (SOW) requirements or fail to submit all required items will not be evaluated for price.
Submission Requirements
Offerors must submit the following electronically via email to Maureen.Sundstrom@va.gov (email size limit 5MB; multiple emails allowed):
- Signed SF1449 and Price/Cost Schedule.
- Manufacturer Signed Authorization from OEM (dated within 1 year of solicitation posting).
- Evidence of ability to provide services.
- If not local, evidence of how services will be provided.
- List of technical certifications and experience of personnel, and a company capability statement.
- Description of parts (if not Aesculap), Country of Origin, and how they meet SOW requirements.
- Completed 52.222-48 Certification.
- Completed and signed 852.219-75 VA Notice of Limitations on Subcontracting Certificate.
Additional Notes
Offerors must follow all instructions in Section E.1 to be considered responsive. Mandatory electronic invoicing is required per VAAR 852.232-72. The solicitation includes FAR 52.212-1, 52.212-3, and 52.212-5, along with addenda.