J065--FY26: Draeger Anesthesia System Maintenance Sources Sought Only

Active

Contract Opportunity

Good day, SDVOSB s, VOSB s & SB's & LB s
This Sources Sought is issued solely for informational and planning purposes only. It does not constitute the issuance of a solicitation or a promise to issue a solicitation in the future. The purpose of this notice is to conduct market research and obtain information from qualified businesses. This is not a request for bids, quotes, offers, or proposals. The responses to this announcement will assist in determining the socio-economic status such as a SDVOSB set-aside if feasible. If insufficient SDVOSB responses are received to establish the basis for setting this requirement aside for SDVOSB s, the requirement may be solicited as a VOSB or a SB set aside in which case all interested parties responding shall be eligible to compete. If not enough qualified and capable small business responses are received, an unrestricted solicitation may occur in which instance all capable and qualified venders may respond from any socioeconomic category.
Please direct reply in the affirmative via email if you are interested and can provide the required product/service and proof of authorized servicing capabilities on the specific equipment listed for this requirement. Please provide your capability statement, I will accept responses for this Sources Sought until the 4th of November 2025 14:00 EDT, thanks.
1.General: The Department of Veterans Affairs, Bay Pines VA Healthcare System is soliciting a requirement for a comprehensive Draeger anesthesia devices maintenance and certification agreement for twenty-four (24) anesthesia machines. The Anesthesia Machine Preventative Maintenance (PM) and Certification agreement shall provide corrective and planned maintenance on six (6) Draeger Fabius TIRO anesthesia machines, eighteen (18) Draeger Persius A500 anesthesia machines, and sixty-nine (69) vaporizers.

2.SCOPE: The contractor shall furnish all labor, transportation, and parts needed to provide and meet VA acceptability standards for all repair, preventive, and inspection maintenance activities to ensure optimized uptime of Dräger anesthesia equipment listed below. The contractor shall maintain the equipment and assure its proper function to reduce equipment downtime.

The initial period of performance is from December 5, 2025, through December 4, 2026. This action shall be a firm-fixed price award one base year (1) and (2) option year periods. The Contractor shall include advanced pricing for each machine for each option period in their initial quote. Below is a list of equipment used at 10,000 Bay Pines BLVD., Bay Pines, FL 33744 for life-support during surgeries:
EE #
Model
Serial
51081
FABIUS TIRO
ARYE-0062
89133
FABIUS TIRO
ASDM-0118
90861
FABIUS TIRO
ASEH-0093
130809
FABIUS TIRO
ASLK-0148
174782
FABIUS TIRO
ASSL-0002
157900
PERSEUS A500
ASPL-0137
157901
PERSEUS A500
ASPL-0138
157902
PERSEUS A500
ASPL-0139
157903
PERSEUS A500
ASPL-0140
157904
PERSEUS A500
ASPL-0142
157905
PERSEUS A500
ASPM-0059
157906
PERSEUS A500
ASPM-0063
157907
PERSEUS A500
ASPM-0064
157908
PERSEUS A500
ASPM-0065
157909
PERSEUS A500
ASPM-0066
157910
PERSEUS A500
ASPM-0067
157911
PERSEUS A500
ASPM-0068
157912
PERSEUS A500
ASPM-0069
157913
PERSEUS A500
ASPM-0070
74576
D-VAPOR
ASBF-0172
88436
D-VAPOR
ASEC-0310
88438
D-VAPOR
ASEC-0312
88440
D-VAPOR
ASEC-0314
88441
D-VAPOR
ASEC-0315
88443
D-VAPOR
ASEC-0317
88444
D-VAPOR
ASEC-0318
88445
D-VAPOR
ASEC-0319
88446
D-VAPOR
ASEC-0320
88447
D-VAPOR
ASEC-0321
88448
D-VAPOR
ASEC-0322
88449
D-VAPOR
ASEC-0323
88450
D-VAPOR
ASEC-0324
88451
D-VAPOR
ASEC-0325
88452
D-VAPOR
ASEC-0326
88454
D-VAPOR
ASEC-0328
133704
D-VAPOR
ASMA-1453
158388
D-VAPOR
ASPL-0093
88410
VAPOR 2000
ASEC-0126
88411
VAPOR 2000
ASEC-0127
88416
VAPOR 2000
ASEC-0631
88418
VAPOR 2000
ASEC-0633
88419
VAPOR 2000
ASEC-0634
88420
VAPOR 2000
ASEC-0635
88421
VAPOR 2000
ASEC-0636
88422
VAPOR 2000
ASEC-0637
88423
VAPOR 2000
ASEC-0638
88424
VAPOR 2000
ASEC-0639
88425
VAPOR 2000
ASEC-0640
88426
VAPOR 2000
ASEC-0671
88427
VAPOR 2000
ASEC-0672
88428
VAPOR 2000
ASEC-0673
88430
VAPOR 2000
ASEC-0676
88431
VAPOR 2000
ASEC-0677
88433
VAPOR 2000
ASEC-0679
88435
VAPOR 2000
ASEC-0692
96452
VAPOR 2000
ARXC-0017
96453
VAPOR 2000
ARWB-1133
96455
VAPOR 2000
ARYD-0171
96457
VAPOR 2000
ARWD-0028
96458
VAPOR 2000
ARWB-1164
113046
VAPOR 2000
ASDM-0011
113047
VAPOR 2000
ASDM-0012
113048
VAPOR 2000
ASDM-0013
113049
VAPOR 2000
ASDM-0014
133705
VAPOR 2000
ASMA-0196
158386
VAPOR 2000
ASPL-0893
158387
VAPOR 2000
ASPL-0675
187329
VAPOR 2000
ASUE-0263
187330
VAPOR 2000
ASUE-0262
187331
VAPOR 2000
ASUE-0265
187332
VAPOR 2000
ASUE-0261
187333
VAPOR 2000
ASUE-0264

The following is a list of equipment used at 2489 Diplomat Parkway East, Cape Coral, FL 33909 for life-support during surgeries:

EE #
Model
Serial
182453
FABIUS TIRO
ASTL-0003
157917
PERSEUS A500
ASPL-0141
157915
PERSEUS A500
ASPM-0060
157914
PERSEUS A500
ASPM-0061
157916
PERSEUS A500
ASPM-0062
88437
D-VAPOR
ASEC-0311
88439
D-VAPOR
ASEC-0313
88442
D-VAPOR
ASEC-0316
88453
D-VAPOR
ASEC-0327
182458
D-VAPOR
ASTK-0101
88412
VAPOR 2000
ASEC-0128
88417
VAPOR 2000
ASEC-0632
88429
VAPOR 2000
ASEC-0674
88432
VAPOR 2000
ASEC-0678
88434
VAPOR 2000
ASEC-0680
98216
VAPOR 2000
ASDM-0127
98217
VAPOR 2000
ASDM-0126
98218
VAPOR 2000
ASDM-0137
182454
VAPOR 2000
ASTK-1050
182457
VAPOR 2000
ASTL-0215

3.GENERAL REQUIREMENTS: Service

The contractor shall provide only Draeger trained and certified field service engineers (FSE). The FSE shall be equipped with licensed Draeger maintenance utility software. All FSE maintenance shall be performed in accordance with current Draeger procedures and at Drager recommended frequencies.

All maintenance will be performed during extended VA business hours, 7:00 AM - 8:00 PM, Monday-Friday, except Federal Holidays, unless otherwise specified. Contractor may work outside normal business hours by arrangement with Contracting Officer s Representative (COR) if such services are provided without additional charge to the government. Any overtime charges must be approved by the Contracting Officer if not included in the contract pricing schedule. COR must notify the Contracting Officer before authorizing overtime work.

The contractor shall provide emergency repair service 24 hours a day, 7 days a week.

The VA shall not provide service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its Field Service Engineers (FSEs) all operational and technical documentation (e.g., operational and service manuals, schematics, and parts lists) which are necessary to meet the performance requirements of the contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the COR upon request. Any charges for parts, manuals, tools, or software required to successfully complete repairs, scheduled maintenance, or certifications shall be included in this contract, and it s agreed upon price.

All removable media materials (laptop, DVD/CD, USB drive, etc.) need to be scanned on site with approved anti-virus by OI&T or Biomedical staff and approved for use prior to the start of any work.
A. Parts

The Contractor shall provide all replacement parts required to complete repairs and maintenance. The contractor shall provide and install consumable items, such as sensors, at no additional cost to VA. All provided parts and software updates must be sourced from Draeger, meeting current manufacturer specifications. Parts removed (replaced) by the contractor become the property of the contractor.

B. Performance Standards

The COR will assure Contractor performance in accordance with (IAW) the Performance Standard Metrics. In an effort to minimize the performance management burden, the government shall use 100 percent inspection(s) as indicated below:

PERFORMANCE STANDARD METRICS
Requirement
Quality Standard
Action
Surveillance Method
1. Contractor provided and utilized procedures and checklists with worksheet originals indicating work performed and actual values obtained provided to the COR at the completion of maintenance.
100% compliance
Full payment to Contractor pending completion of this metric.

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

2. Provided documentation of service performed.
100% compliance
Full payment to Contractor pending completion of this metric.

Contractor notified immediately if non-compliance

3. Contractor electrical safety inspection at time of PM
100% compliance
Full payment to Contractor pending completion of this metric.

Contractor notified immediately if non-compliance

4. Equipment functions in conformance with latest Draeger specifications.
100% compliance
Full payment to Contractor pending completion of this metric.

Regular reviews, inspection and observation; Contractor notified immediately if non-compliance

4.Special Instructions

A. Contractor Check-in

The contractor's FSE will report to Biomedical Engineering, 1F122-100-BP or 2B191-CC-OPC, prior to performance of service. All FSEs will be fully credentialed and check in at the facility using the approved credentialing system, currently O.R. TRAX.

B. Documentation

At the conclusion of each repair or scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of the equipment serviced, the name of the service representative, the hours worked, and the services performed, and parts replaced. The reports will be delivered electronically to Biomedical Engineering when work is complete.

5.Terms and Conditions: Inspection of Equipment

Any site visit must be coordinated in advance with COR or Biomedical Engineering, 727-398-6661 x15601, there will be no site visits prior to award.

6. CONTRACTOR EXPERIENCE REQUIREMENTS: Each respondent must have an established business, with an office and full time staff to include a "fully qualified" field service engineer (FSE) and a "fully qualified" FSE who will serve as backup. "Fully qualified" is based upon completion of all Draeger factory training for the model being services. The FSE(s) shall be authorized by the contractor to perform the maintenance services. All work shall be performed by "fully qualified" competent FSE(s). The contractor shall make available written assurance to the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at the VA. The Contracting Officer Representative (COR) 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 VA equipment. The CO and/or Contracting Officer's Representative (COR) specifically reserves the right to reject any of the contractor's personnel and refuse them permission to work on the VA equipment. If subcontractors are used, they must be approved in advance by the CO; the contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

7. PRIVACY TRAINING AND CYBER SECURITY AWARENESS TRAINING: The contractor will be required to comply with physical security guidelines by either checking in with the VA Police each time they come on-site to perform contracted services or by obtaining a VA Contractor ID badge from the VA Police.
Contractor may not have access to any VA sensitive information under this contract.
Contractor must be escorted at all times by VA staff or contractor must complete VA Privacy and Information Security Awareness and Rules of Behavior training.

8.Training Requirements:
1.Services must ONLY be performed by Draeger trained technicians, who have evidence of current factory training on the specific device being serviced (Draeger Ventilation, Anesthesia, Monitor, or Neonatal Device)
2.Must provide evidence of equipment standards and traceability and final device performance testing that follows and complies with all manufacturer procedural requirements.
3.Must guarantee that safety inspections performed will comply with all applicable federal, state and regulatory requirements, manufacturer standards, and meet FDA alerts and recall requirements.
4.Each technician must be certified on the applicable Draeger Ventilation Device prior to performing any service and/or maintenance on Draeger manufactured equipment.
5.Must provide evidence of recent attendance and successful completion of the Draeger Factory Training Seminars for each product serviced.
6.Must maintain continuous access to the Draeger Service Connect system, which provides all of the relevant and up-to-date Technical Documentation and information for each of the Draeger products serviced.
7.Must guarantee execution of all Manufacturer Service Recommendations during each service incident, including the use of ONLY manufacturer planned maintenance and repair parts. (Note: Failure to utilize original manufacturer parts may result in the improper operation of the equipment.)
8.Must possess the legal rights to propriety equipment diagnostic software. (Note: Failure to utilize the Propriety Software may result in the inability to identify equipment operating parameters and to accurately calibrate the equipment.)
9.The service technician must have completed training for each specific device by a Draeger Authorized Trainer prior to performing service on said device and provide proof of such prior to contract award.

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