7 This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor reques... 7 This is a SOURCES SOUGHT ANNOUNCEMENT ONLY The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 12/30/2025 by 1:00 p.m. (Pacific Time). Upon receipt of capabilities statement, Contracting Officer may request additional market research aid such as informal pricing. Capabilities statement shall include description of your organization s capabilities as it relates to SES for Philips medical equipment. DESCRIPTION OF SERVICES: Contractor shall furnish all labor, parts, material, travel and shipping to and from Philips, for Software Evolution Services including all software repairs and loaner devices on Philips Central Monitoring, Telemetry, and Patient Monitoring equipment located at VA Sierra Nevada HCS. 3. QUALIFICATION REQUIREMENTS: (A) Contractor shall provide at least one primary employee and one back-up employee on their staff that has a current Original Equipment Manufacturer Training Certification on the covered equipment, and all Contractor staff shall possess experience engaged in maintaining the covered equipment for a minimum of two (2) years. (B) Contractor shall provide employee s OEM Training Certificates with their formal bid offer on the Service Contract. (C) Contractor shall provide Next-Day On-Site support by their own staff, as needed throughout the entire length of the Contract. (D) Contractor shall ensure that the equipment functions in conformance with FDA Requirements and the latest published edition of NFPA 99. The equipment shall be repaired in accordance with the manufacturer s standards/specifications. (E) Contractor shall provide software, parts, labor and travel except consumables covered under this contract. (F) Service reports for all repairs and updated as-builts must be available and provided within 2 business days when requested by VA Sierra Nevada Health Care, further referred to as Facility. 4. SERVICES TO BE PROVIDED: The Contractor shall perform Software Evolution Service to ensure that equipment listed in the VA Sierra Nevada HCS Philips Inventory Schedule performs in accordance with Philips OEM Patient Monitoring System Characteristics listed in the most recent Philips as-built for the Facility. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable) provided to the COR (Contracting Officer s Representative) at the completion of any applicable Software Evolution Services (SES), and provide written description of Software Evolution Services (SES). This description shall include an itemized list of the procedures performed, including changes to the most recent system as-built. Contractor shall complete required Software Evolution Services including the following: (A) Software Licensing Entitlement: Any new functionality through Version releases. Any new major enhancements and new features. Above two (2) items shall apply to Philips Intellivue Central Monitoring Solutions, Intellivue Bedside Monitoring, and IntelliBridge Enterprise Middleware. (B) Contractor-provided Web-Cored application: An application shall be provided by the Contractor allowing Facility Biomed and Philips support personnel to process, store and present the following matrices regarding Philips Patient Monitoring devices, applications and networking equipment: Inventory information. Statistical information. Alert information. (C) Contractor-provided Microsoft OS patching. If necessary, Contractor shall enable Windows Server Update Services (WSUS) and Coordinate patching activities with Facility Biomed and OI&T Services. (D) Contractor-employed individual: Shall report the following to the Facility: Measurements of completion of required Software Evolution Services. Ongoing Contract support for the duration of the Contract. (E) Contractor-provided mirrored testing environment: This testing environment shall be provided to Facility for evaluation and training of staff prior to production on the following criteria: Philips PIIC iX solution infrastructure. Philips PIIC iX solution interoperability changes. (F) Contractor-provided 24-hour, 7-day Customer Support Center: Contractor shall provide access to technical, clinical remote, and telephone support 24 hours/7 days per week. Contractor shall provide direct connection to an SME (subject matter expert) 8am to 8pm/7 days per week. (G) Online/Resident Training Courses: Contractor shall provide Facility Biomed unlimited online courses, and two (2) Facility Biomed slots shall be allowed at a Philips Training Facility per year, covering the following devices/systems at no additional cost: Philips PIIC iX. Philips Intelliview MX40 Telemetry. Philips Intelliview Patient Monitor. Philips CareEvent. (H) Annual System Reports: The following reports shall be provided by the Contractor to the Facility: Philips PIIC iX System Review shall be completed on-site at Facility. Philips IntelliBridge Enterprise shall be remotely completed. Above 2 items shall include: Reference architecture explanations/recommendations of clinical workflow, system requirements, and risk management strategies. Annual System Health Check: The system shall be analyzed by the Contractor s Senior Network Engineer, reporting on the system s adherence to Philips OEM specifications, as well as recommendations for optimization of performance. (I) Clinical Implementation Services: The following shall be included in the contract, during Monday-Friday, 7am-7pm, as they pertain to full version upgrade: Planning. Resource Allocation. Stakeholder Alignment. Equipment Configuration. Clinical Education (shall be no more than 10 participants/class). User Acceptance Testing. Go-Live Support. (J) Advanced Technology Services: Contractor shall provide 2 (two) on-site visits per year by a Philips-trained regional technical resource, who shall coordinate said visit with Facility Biomed within the hours set forth Advanced Technology Services for the Facility s implementations of Philips PIIC iX, including Intellivue Bedside Monitors and IBE for full version upgrades and updates shall be provided by the Contractor at no additional cost to the Facility. (K) Operational Requirements: (i) Coverage: Twenty-four (24) hour coverage, Monday through Friday, excluding holidays shall be required by the contract. Federal Holidays observed by the Facility are: New Years Day, Labor Day, Martin Luther King Day, Columbus Day, Presidents' Day, Veterans Day, Memorial Day, Thanksgiving Day, Independence Day, and Christmas Day. (ii) Response Time: Contractor's FSE must respond with a phone call to the Facility COR (Contracting Officer s Representative) or designated alternate within two (2) hours after receipt of telephoned notification, 24 (twenty-four) hours per day. If the problem cannot be corrected by phone, the Contractor s FSE shall commence work (on-site physical response) within 24 hours of vendor notification of problem. (iv) Reporting Services Beyond Contract Scope: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. (v) Condition of Equipment: The Contractor accepts responsibility for the Contracted equipment, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. (vi) Competency of Personnel Servicing Contracted Equipment: (a) Each respondent must have an established business, with an office and full-time staff. The respondent s staff must include a "fully qualified" FSE (Field Service Engineer) and a "fully qualified" FSE who will serve as the backup. (b) "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance, on the covered Anesthesia Equipment. (c) All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO and/or COR specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. (vii) Test Equipment: Prior to commencement of work on this contract, the Contractor shall provide Facility Biomed with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VA owned equipment. This certification shall also be provided on a periodic basis when requested by Facility. Test equipment calibration shall be traceable to a national standard. A current calibration certification shall be within the last 12 months from the time of the repair or maintenance event when the test equipment is to be used. (viii) Service Manuals: Facility Biomed shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to all FSE s all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the menu. (L) REFERENCES: Contract service shall ensure that the equipment functions in conformance with the latest published edition of NFPA-99. The listed equipment shall be maintained in accordance with the manufacturer's standards and/or specifications. Repair procedures shall be in accordance with the manufacturer's specifications. (N) PROGRESS AND COMPLIANCE: (i). Contractor-Provided Service Reports: ALL engineering service reports shall be submitted to Facility Biomed for an "acceptance signature" and to the COR (Contracting Officer s Representative) for an authorization signature". If the COR is unavailable, a designee from Facility Biomed shall sign, submitting signed copy of the FSR (Field Service Report) to the COR (Contracting Officer s Representative) following work completion. VA Sierra Nevada HC Biomedical Contact Person(s): Kylynn Nelson Location (Building/Room Number): Building 1, Room B4286, Telephone Number & Extension(s): 775.784.3940 Contractor -- Provide telephone number(s) to call for your Service Department:_ Provide name(s) of authorized contact person(s):_________________ _________________________________________________________________ (ii) Documentation: The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance procedures performed (i.e., Emergency repairs), including replaced parts and prices (for outside normal working hour services) required to repair the equipment in accordance with the manufacturer s specifications. Such documentation shall meet the guidelines as set forth in paragraph 4(L), REFERENCES. In addition, each FSR (Field Service Report) shall, at a minimum, document the following data legibly and in complete detail: (1) Name of contractor. (2) Name of FSE who performed services. (3) Contractor service FSR number/log number. (4) Date, time (start & end), equipment downtime, and hours on-site for the service call. (5) VA purchase order numbers(s) covering the call if outside normal working hours. (6) Description of problem reported by COR (If applicable). (7) Identification of the equipment to be serviced: Inventory ID number Manufacturer s name Device name Model number Serial Number Any other manufacturer s identification numbers (8) Itemized Description of Services Performed including Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. (9) Total Cost to be billed (If Applicable --i.e., part(s) not covered or service rendered after normal hours of coverage). (10) Signatures: (a) FSE performing services described. (b) VA Employee who witnessed service described. (iii) Payment: Invoices will be paid in arrears on a quarterly basis upon receipt of service reports. 5. SPECIAL INSTRUCTIONS, NOTES AND OTHER INFORMATION: a. Additional Charges: There shall be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts. Note: Any additional charges claimed shall be approved by the COR (Contracting Officer s Representative) before the service is initiated. b. Security Issues: Contractor FSEs (Field Service Engineers) on site shall check in with Facility Biomed so VA Police can issue a Vendor Badge before any work is performed at Facility. Any work performed on VA IT-related systems shall be performed on a Need-to-Know basis, limited to the amount of access needed to perform assigned duties, and FSEs shall be escorted by VA Sierra Nevada Biomed personnel at all times while accessing said systems. NO circumstances warrant the removal of PHI/PII from VA systems/facilities. c. Instructions for Vendor Arrival: Contractors required to obtain temporary Vendor ID badge from VA Police Department, 975 Kirman Ave, Reno, NV 89502, and sign into the Biomed Shop Visitor Log upon arrival to Facility for repairs, and be escorted by a member of the Biomed staff while on VA property during entire visit. 6. TERMS AND CONDITIONS: (i) End User Damage Responsibility: The contractor shall not be responsible for under the terms of this contract for repairs to equipment necessitated by user abuse/misuse of equipment. (ii) Exclusions: Service contract shall not include work to equipment not related to the Philips Equipment Inventory located at VA Sierra Nevada HCS. (iii) Inspection of Equipment: Contractor shall be provided an opportunity to inspect the Covered Philips Equipment Inventory to verify list before entering into a service agreement. Visits to perform said inspections shall be coordinated with Facility Biomed by calling 775.784.3925 or emailing Kylynn.Nelson@va.gov or David.Rippee@va.gov. 7. SECURITY REQUIREMENTS: (i) Equipment being serviced contains PHI/PII. (ii) Safeguards shall be observed by the contractor to protect said PHI/PII, and under no circumstances shall said PHI/PII be removed from the Facility. 8. RECORDS MANAGEMENT OBLIGATIONS: 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chapters. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. The VA Sierra Nevada Health Care System (VASNHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VASNHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VASNHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract documents. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VASNHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract documents. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VASNHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VASNHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public VASNHCS information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. VASNHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VASNHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Response Method: The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought VASNHCS Philips SES At a minimum, the following information shall be provided: 1. Company Name; 2. Company Mailing Address; 3. Point(s) of Contact including telephone number(s) & email address(es); 4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service-Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 541519 (150 Employees) 5. Provide a summary of the type of services performed and experience as it relates to Software Evolution Services on Philips Central Monitoring, Telemetry, and Patient Monitoring equipment. 6. UEI Number 7. If participant in Veterans Affairs national contracts or GSA; provide contract #. 8. Sub-Contracting Intentions (provide above items 1 thru 6 of intended subcontractor along with description of sub-contractor duties). This area will be heavily scrutinized so as to avoid pass-through acquisitions. 9. Additional information and/or comments. Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in VA's Vendor Information Pages (VIP) database at www.vip.vetbiz.gov to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice within the above stated due date will be eligible for award.