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Page 2 of 2 This is a sources sought announcement only and not a request for quotes, bids, or proposals. This request is solely for the purpose of conducting market research to enhance the Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) understanding of the market offered products, services, and capabilities. Your responses to the sources sought will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. The VA, NCO 16 is seeking to identify a potential qualified vendor capable of providing the requirements described in the Statement of Work (SOW). This requirement is for the Michael E. DeBakey VA Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston, Texas 77030. The North American Industry Classification Code (NAICS) is 532120, Truck, Utility Trailer, and RV (Recreational Vehicle) Rental and Leasing with a size standard of $47.0 Million. Prior to issuing a solicitation, and pursuant to the Veterans First Contracting Program, the VA is trying to ascertain if there are any qualified Service Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) with the capability of fulfilling the requirement: (Respondents are not limited to SDVOSB/VOSB concerns; the Government seeks to identify all potentially interested sources). All responsible vendors and interested parties please respond to this sources sought announcement if you can fulfill the requirements described in the SOW. Responses to this sources sought must include the following information: 1. Can your company provide a 36 foot or larger Self-contained Mammography Mobile Coach housing the brand name only Hologic 3D Mammography system? 2. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 3. If you are an GSA/FSS contract holder are the referenced items available on your schedule/contract? Provide your company GSA/FSS contract number if applicable. 4. Socio-economic status of business such as but not limited to (SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 5. Is your company considered small under the NAICS code identified in this sources sought announcement? 6. Delivery details The Government would like to know the standard delivery timeframe for a requirement like this. 7. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Interested vendors are reminded that in accordance with FAR subpart 4.12, offerors and quoters are required to complete electronic annual representations and certifications in System for Award Management (SAM) accessed via https://www.sam.gov as a part of required registration (see FAR 4.1102 - Policy). All registrants are required to review and update the representations and certifications submitted to SAM as necessary, but at least annually, to ensure they are kept current, accurate, and complete. The representations and certifications are effective until one year from date of submission or update to SAM. This notice shall not be construed as a commitment by the Government to ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. All information submitted in response to this Sources Sought notice become property of the Government. Interested vendor should submit an email to marcos.madrazo-jones@va.gov. All responses must be received in writing no later than 4:00 PM CST on January 17, 2023. Questions or inquiries will not be answered or acknowledged, and no feedback or evaluations will be provided. No solicitation document is available at this time; this notice is to acquire information only. Vendors interested in providing an offer will have to respond to a solicitation announcement that shall be published separately. STATEMENT OF WORK Mobile Coach with Mammography System GENERAL REQUIREMENT: The Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston, Texas 77030 is seeking to lease a 36 foot or larger Self-contained Mammography Mobile Coach. The mobile coach must be fully furnished with a work station with at least two data ports, dressing room(s), waiting room(s), and a mammography room complete with a Hologic 3D mammography system. The mammography system will be operated by a qualified VA provided technologist. EQUIPMENT: Contractor shall provide an on-site Mobile Coach with Mammography System that is a full system in accordance with the terms and conditions of the contract. The equipment, all of its accessories, and supplies that come with the equipment shall be brand new/in good working condition upon the effective date of this contract. There will be a hard drive replacement at the end of the lease term. During the term of this contract, vendor shall be entitled to operate the equipment on behalf of MEDVAMC at one fixed location in the state of Texas as designated by MEDVAMC (an Equipment Location ): MEDVAMC shall provide vendor with the equipment location address prior to the commencement date. Vendor shall be responsible for the risk of damage to or loss of the equipment during transport placement and operation. MEDVAMC, at its cost, shall prepare and maintain a safe and suitable site for the equipment which complies with the equipment manufacturer s specifications (which shall be provided by the vendor) and all applicable laws and regulations. Vendor shall comply with all requirements (from the manufacturer or otherwise) and rules with respect to transportation, movement, and the quality control and operation of the equipment. VENDOR PERFORMANCE: Installation: Vendor shall arrange for the equipment to be delivered and installed at the equipment location. MEDVAMC shall provide all necessary access to the equipment location during normal business hours for such delivery and installation. Maintenance: During the term of this contract, vendor shall keep the equipment maintained in good operating condition. Vendor may do so through the purchase of a maintenance contract from the equipment manufacturer or otherwise, in its discretion. MEDVAMC is responsible for regular maintenance to Coach and Generator, i.e.: oil changes, etc., during the term of this contract. MEDVAMC shall be provided with a schedule of maintenance at time of delivery. Vendor is responsible for all other service and maintenance of Coach and Generator, provided issues were not directly caused by MEDVAMC misuse and MEDVAMC has met all regular Coach maintenance requirements. If the Mobile Coach or Mammography Equipment become inoperable, vendor will provide back-up equipment within 36 hours to minimize downtime. Warranty: The equipment shall include any warranty of parts and labor that the equipment manufacturer provides to vendor for the equipment. MEDVAMC must follow all stated rules provided by the vendor. If equipment is damaged due to MEDVAMC s disregard of the stated rules, MEDVAMC will be responsible for any related repairs caused by such an incident. ADDITIONAL SERVICES: MEDVAMC guarantees all equipment covered in this contract shall be in optimum working condition at the contract expiration date provided that the Contractor is notified of any deficiencies at least one (1) day before the contract expiration date. Any changes, updates or retrofits made on any component or system shall be reported to the Contracting Officer's Representative (COR) for annotation on station equipment manuals and records. For any service call made during normal working hours, the Contractor s repair technician shall report their arrival and departure to the COR. Contractor shall include, at no extra charge, any engineering and software update necessary for continued optimum operation of the equipment listed in this contract. The Contractor s repair technician shall complete a full service report, in writing, after each service call (emergency or scheduled) and submit either a hard copy or an electronic version of this report to the COR within 5 days after the service day. PERFORMANCE AND RESPONSE TIME: The Contractor shall respond to service calls, within half an hour for telephonic response, and on-site within two hours. This requirement for response time shall be the same for both service calls during the VA normal business hours and after-hour service calls. All work shall be performed by competent, experienced and factory-trained to work on the specific equipment. All work performed shall be first-class and accomplished in accordance with manufacturer s instructions, including but not limited to adjustments, calibrations, cleaning, lubricating, testing, disassembly, check-out, replacement of worn or defective parts, etc., required to keep the equipment in first-class operating condition. All work shall be performed to the satisfaction of the COR who will inspect the repair technicians work and indicate approval on a signed statement prior to the repair technicians departure from the premises. Service calls during the VA normal business hours and related to malfunctions not successfully preempted by preventive maintenance services shall be at no additional cost to the Government. Repair service calls shall not take time away from preventive maintenance and other requirements required under this contract. Emergency service or repairs authorized by the COR, which occur after the VA normal business hours of operation, shall be approved by the COR prior to performance and will be reimbursed as needed. All overtime service calls shall be handled by one repair technician only unless approved in advance by the COR. If regular timework must be carried over and the Contractor wishes to continue to work beyond the VA normal business hours of operation, authorization for overtime work must be obtained from the COR before proceeding. The Government shall not be responsible for incidental charges including, but not limited to, parking, tolls, mileage, phone, etc., on straight time or overtime work. OTHER WORK: Maintenance problems discovered on equipment covered by this contract which the Contractor believes exceed the scope of contract provisions, shall not be worked on without concurrence and specific authorization from the COR to perform repairs. The Contractor shall immediately notify the COR of any equipment or environmental conditions which impair or jeopardize the functioning of the equipment. In any case, the VA shall be explicitly notified in advance that additional charges will be incurred, prior to beginning such work. In such instances that the VA agrees the work is not within the scope of the contract, and the VA desires the Contractor to perform repairs, a separate purchase order will be issued to the Contractor for the work. Any service required which the Contractor believes to be in excess of the contract provisions and require additional payment (e.g., work beyond normal work hours) shall not be performed without prior authorization from the COR, who will arrange a separate purchase order to pay for the additional service if desired by the VA. In addition to covered services, Contractor shall provide equally responsive, competent service for additional work on covered equipment when requested by the VA, during regular business hours or after- hours, which will be paid via separate purchase order at a pre-determined cost if unrelated to maintenance requirements of the contract. DOCUMENTATION: The Contractor shall maintain a separate maintenance record on each equipment covered under this contract. All maintenance records shall be readily available anytime upon request for inspection by the Contracting Officer (CO), COR or designee. The maintenance record is the property of the government and shall be turned over to the Government at the end of the contract. The maintenance record shall be a chronological file that includes the following information: Date. Nature of work (i.e. PM or repair services). Description of work performed (contractor should be brief and concise). Any indication of problems experienced. Initial or signature of repair technician performing work. PROCEDURE FOR REPORTING OF ARRIVAL AND DEPARTURE FOR ONSITE WORK: The Contractor s representative shall report their arrival and departure for onsite work in accordance with the following procedure: Upon arrival at the station, the Contractor shall check in with the BIOMED shop to sign in on response log, so that the VAMC will be aware of the Contractor s presence at the facility at all times. Response time shall be determined by the first appearance of a service representative at the appropriate office in response to a particular call. Upon each departure, Contractor shall serve notice of disposition of work to the COR or designee. In addition the contractor shall furnish the COR or his designee a copy of a work order, service sheet or other such written notification of services performed. Such reports shall include at a minimum the following information: Name and address of contractor. Name of contractor employee(s) performing the work. Date(s) work performed and hours spent. Brief description of work performed, including preventive maintenance services and identification of equipment worked on. Signature of contractor s employee(s) and signature of COR or his designee. If the report is not submitted, it will indicate to the Government that no inspection or maintenance was performed and payment may be withheld and/or delayed. HOURS OF WORK: Services shall be performed during the VA normal business hours, 8:00 a.m. through 5:00 p.m., Monday through Friday, excluding Government holidays. Vendor needs to be available and respond to service calls between the hours of 6:00am (CST) through 9:00pm (CST). REMOVAL OF EQUIPMENT: Should a piece of equipment require repair at the Contractor s facility, the Contractor shall provide a loaner at no extra charge. Government property cannot be removed from the station without a signed Property Pass. This Property Pass may be obtained from Acquisition & Material Management Service, Personal Property Section, 4A-320 after removal is authorized by the COR,. The Contractor may not remove equipment from Government site for minor repairs only. The Contractor shall be responsible for damage or loss of equipment while in the Contractor s charge. PARTS: The Contractor shall furnish only new standard parts. All parts shall be of current manufacture and shall have versatility with presently installed equipment. Replaced parts shall be disposed of by the Contractor at no extra cost to the Government after obtaining approval from the COR. Contractor shall be responsible for disposing replaced parts in accordance with applicable federal, state, and local laws. OTHER REQUIREMENTS: The Contractor shall require their employees to comply with all VA rules and regulations pertaining to the conduct of his employees while on station. Particular attention is drawn to the fact that the VAMC is a NO SMOKING facility. Smoking is not permitted in any building. The Contractor shall be responsible to provide all necessary supervision, labor, equipment, tools, parts, and materials to perform the work. The Government shall not be obligated to provide any supervision, labor, equipment, tools, parts, and materials to assist the Contractor in performing the work. WARRANTY: Warranty service shall correct items discovered to be in poor condition due to insufficient upkeep or failure to replace worn parts during the contract lease period. When directed to correct any such deficiency, the Contractor shall complete the required repairs with the same responsiveness stipulated in Section V, "Performance and Response Time". GOVERNMENT PARTY TO EXECUTE AND MODIFY THE CONTRACT: After the contract has been in force for a period of time, it may be necessary to change and/or modify the operations to provide better service. Pursuant to FAR 43.102, no government personnel other than the CO can execute contract modifications on behalf of the government. The Contractor shall communicate with the COR on all matters pertaining to contract administration and technical direction. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. PERIOD OF PERFORMANCE (POP): The resulting contract shall be effective for a base period of one year from the date of award plus three (3) one-year option periods, renewable at the Government s discretion. Delivery and installation shall begin after receipt of award. No service shall be performed under this contract after the contract expiration date without written authority or direction from the CO. The POP end date for mobile coach removal is contingent on the Government's decision to extend the term of this contract. If the Government decides to exercise an option, the POP end date for mobile coach removal will be adjusted accordingly. PRIVACY/SECURITY: The Contractor will need to access VA systems to perform preventative maintenance, trouble shooting, and maintenance repairs. The contractor will have electronic connectivity to the VA network. The Vendor will have access to PHI when troubleshooting the devices. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the Information Security Officer. Electronic or magnetic data storage devices are not to be removed from VA property. MOBILE MEDIA SCANNING The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Personally-owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 certified USB thumb drives, and only with the permission of a designated VA supervisor. All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is in the Biomedical Engineering shop, Building 100, Room BA200.