J065--DRAFT SOW for comment Endoscope Repair Contract Dayton OH

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Contract Opportunity

The government is looking for comments to the draft PWS. We are looking for comments from small businesses. Please submit by 3/28/25 at 17:00 to Michael.groneman@va.gov and reference 36C25025Q0426 in the subject line.
(DRAFT) PERFORMANCE WORK STATEMENT (PWS)
Contracting Officer s Representative (COR):

Name:
Emily Sizemore
Section:
Healthcare Technology Management (HTM)
Address:
4100 W. Third St, Dayton, OH 45428
Phone Number:
(937) 268-6511 x3465
E-Mail Address:
Emily.Sizemore@va.gov

Contract Title: Scope Repair Service Contract

Background: The Dayton VA routinely sends out of scope repairs a couple times a month, biomedical engineering requires an endoscope servicing contract
Scope: When a scope needs repaired, we will ship the scopes to the vendor. In the event of an emergency, the vendor would come pick up the scope(s). Biomed will research to figure out if a scope is still under warranty or not and the vendor shall assess if they can do the repair or if it needs to be sent to the original equipment manufacture (OEM).

Specific Tasks:

The contractor shall provide repair services for flexible endoscopes, rigid endoscopes, surgical cameras, and surgical equipment, including all models of equipment listed below, in accordance with OEM specifications. The contractor shall identify unsafe and non-repairable items for removal from service upon initial receipt of scope as listed under CLIN 0014 (and subsequent option years). The contractor shall provide travel, parts, and labor to complete all services covered under this agreement.

All parts must be new and certified to OEM specifications.

Manufacturer
Model
Quantity
(Estimated)
Karl Storz
10005AA
1
Karl Storz
10320A
2
Karl Storz
10320B
2
Karl Storz
109738D
3
Karl Storz
22210131-3
1
Karl Storz
22210140-3
1
Karl Storz
22220054-3
1
Karl Storz
26003AA
2
Karl Storz
26003ARA
6
Karl Storz
26003BA
2
Karl Storz
26003BRA
4
Karl Storz
26046AA
2
Karl Storz
26046ARA
6
Karl Storz
26046BA
2
Karl Storz
26046BRA
4
Karl Storz
27005AA
1
Karl Storz
27005B
2
Karl Storz
27005BA
5
Karl Storz
28731BWA
10
Karl Storz
28731CWA
2
Karl Storz
7220AA
1
Karl Storz
7220BA
1
Karl Storz
7220CA
1
Karl Storz
7230AA
2
Karl Storz
7230BA
2
Karl Storz
7230CA
3
Karl Storz
TH104
1
Karl Storz
TH120
4
Karl Storz
TH121
4
KayPENTAX
FNL-10RP3
11
Olympus America Inc.
A22001A
3
Olympus America Inc.
A22002A
4
Olympus America Inc.
A2948A
1
Olympus America Inc.
ACN-2
1
Olympus America Inc.
BF-UC180F
3
Olympus America Inc.
CYF-5
5
Olympus America Inc.
CYF-VH
7
Olympus America Inc.
DUR-8ULTRA
1
Olympus America Inc.
ENF-GP
1
Olympus America Inc.
EVIS EXERA II CF-2T160L
1
Olympus America Inc.
EVIS EXERA II CF-Q180AL
1
Olympus America Inc.
EVIS EXERA II GIF-2TH180
1
Olympus America Inc.
EVIS EXERA II GIF-Q180
1
Olympus America Inc.
EVIS EXERA III BF-1TH190
1
Olympus America Inc.
EVIS EXERA III BF-H190
5
Olympus America Inc.
EVIS EXERA III BF-P190
1
Olympus America Inc.
EVIS EXERA III CF-HQ190I
1
Olympus America Inc.
EVIS EXERA III CF-HQ190L
4
Olympus America Inc.
EVIS EXERA III GIF-H190
7
Olympus America Inc.
EVIS EXERA III GIF-XP190N
1
Olympus America Inc.
EVIS EXERA III PCF-HQ190L
2
Olympus America Inc.
EVIS EXERA III TJF-Q190V
1
Olympus America Inc.
HD ENDOEYE LTF-S190-5
1
Olympus America Inc.
LF-V
2
Olympus America Inc.
OES WA02946A
8
Olympus America Inc.
PCF-PH190L
1
Olympus America Inc.
URF-P7R
7
Olympus America Inc.
WA2T412A
5
Olympus America Inc.
WA2T430A
5
Olympus America Inc.
WA2T470A
5
Olympus America Inc.
WA2UR12A
4
Olympus America Inc.
WA2UR13A
4
PENTAX Medical Co
VLS-1070STK
1
PENTAX Medical Co
VLS-1190STK
1
PENTAX Medical Co
VNL11-J10
4
PENTAX Medical Co
VNL15-J10
2
STRYKER CORPORATION
502-539-010
4
STRYKER CORPORATION
502-859-010
5
Verathon Inc
GLIDESCOPE AVL 0570
2
Verathon Inc
GLIDESCOPE CORE
19
Verathon Inc
GLIDESCOPE GO
2

In the event that we do not ship to the vendor facilities the contractor shall be onsite within 24 hours for emergency scope repairs. Emergency repairs are defined by biomed based upon existing inventory quantities and surgery need for the listed scope(s). The contractor shall be onsite within 48 hours for non-emergency scope repairs.

C. The contractor shall inspect equipment and provide an estimate within 3 to 5 business days of receipt according to standard business hours and days.

D. The contractor shall notify the VA Biomedical point of contact if the scope cannot be repaired, or if it will be returned for an OEM repair, no later than 48 hours of receipt according to standard business hours.

E. The contractor shall provide an average turnaround time of 10 to 14 business days. If available, the vendor shall coordinate and provide any loaner scope(s) for the items being serviced.

F. The contractor will supply the Dayton VA Medical Center HTM department with a copy of a detailed service report upon the return/delivery of the equipment.

G. A documentation package acceptable for Joint Commission or any regulatory purposes shall be maintained by the contractor and made available to the government upon request. Documentation shall be provided upon request for all work performed for a particular date or period, and shall include repair spend, repair detail by item, turnaround time, and reason for repair.

H. The contractor shall provide the necessary manpower and supervision to properly execute corrective maintenance. The contractor shall furnish all tools and material required. The contractor shall furnish new, any required parts, supplies, or PM kits needed to perform maintenance.

I. Quoted prices shall remain in effect for the duration of the contract period, base period 4/14/2025 to 4/13/2026, in addition to the option period that provides support through 4/13/2029.
NOTE: Listed quantities are estimates. Vendor shall invoice monthly, for ONLY actual repair services rendered. DO NOT perform any repair other than those identified in CLINS 0001-0010 &0013 (and options), unless the Administrative Contracting Officer (ACO) has issued a modification to the contract to add a CLIN for that specific repair action. In those situations where a non-common repair action is identified and the required repaired does not end up being performed by the vendor, the vendor shall be paid at the contracted rates for CLINS 0011 & 0012 (and options). The quote shall contain the scope(s) being repaired, serial number, date, costs to include any taxes, detailed description of the repair and any tracking numbers. Contractor format is acceptable.

J. The contractor shall invoice on monthly basis for repair services rendered.

K. Next day return shipping on all scopes shall be provided by the contractor at no additional charge to the government.

L. The contractor shall use commercially reasonable efforts to provide service as quickly as possible and on a priority basis for emergencies. The contractor shall ensure prompt communication with the Contracting Officer s Representative or designee.

Performance Monitoring: The contractor shall communicate with a representative of HTM on status of scope repairs.

Security Requirements: The Contractor shall be required to report to Healthcare Technology Management to log in. This check in is mandatory. When the service is completed, the Field Service Engineer (FSE) shall document services rendered on a legible Service Report(s). The FSE shall be required to log out with Healthcare Technology Management and submit the Service report(s) to Healthcare Technology Management. ALL service reports shall be submitted to the equipment user for an "acceptance signature" and to Healthcare Technology Management for an "authorization signature . Service report shall describe the work that was completed and list parts that were replaced. A copy of the service report shall be signed and left with a representative of Healthcare Technology Management prior to the departure of the service person.

The C&A requirements do not apple and a Security Accreditation Package is not required.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI): None

Other Pertinent Information or Special Considerations: N/A

Risk Control: N/A

Place of Performance: Dayton VA Medical Center, 4100 W Third St, Bldg 322 Rm 1, Dayton, OH. 45428

Period of Performance: The contract shall be a base year with 3 option years

Delivery Schedule: N/A

14) Changes to Statement of Work:
Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Description of Service
(CLINS) (NOT TO EXCEED Quantities)

Replace bending rubber (standard)
Replace bending rubber (small diameter)
Replace biopsy channel (small diameter)
Replace biopsy channel (standard)
Adjust angulation (standard)
Remove play (standard)
Replace insertion tube (standard)
Replace C-cover (standard)
Replace air water nozzle
Reseal distal light guide lens cover glass
Cost to inspect and provide quote for units when repairs are not listed
Return shipping costs for instances where quote was not approved to perform repair
Repair for failed leak test/scope leaking
Initial scope assessment and determination to keep in service or repair

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