Hamilton Ventilators Maintenance Service for NMCP Portsmouth, VA

Updated: 21 Jan 2026 Questions and Answers uploaded for review.

Defense Health Agency (DHA) has a requirement for a Firm Fixed Price (FFP) service contract in accordance with FAR Part 12, Commercial Items and FAR Part 13, Simplified Acquisition Procedures for Hamilton Ventilators Maintenance Service located within the Respiratory, ICU, NICU, ER and PICU departments of Naval Medical Center Portsmouth (NMCP) Portsmouth, VA.

The Government seeks a ventilators service contract to include access to technicians via phone, text, or email, technical phone support during procedures, on-site preventive maintenance once every 12 months, and as needed on-site emergency service and repair for malfunctioning equipment. Service will include full coverage on parts/travel/labor charges, full coverage on replacement consoles/parts, hardware and all software updates, shipping to ensure parts are available to on-site technicians during service and maintenance, and a 24-hour response time for preventative maintenance.

To be considered for this requirement, please respond with a completed quote following the guidelines in Attachment I and II. Offerors may request clarification of any part of the solicitation or performance work statement. No verbal requests for information will be accepted by the Contract Specialist. Offeror’s questions or clarifications must be submitted to the Contract Specialist in writing via email: Cynthia Scharnowske, cynthia.e.scharnowske.civ@health.mil and Carol Uebelacker, carol.e.uebelacker.civ@health.mil. All questions and/or clarifications must be received by January 16, 2026, at 2pm Eastern Standard Time.

Q&A:

1. Could you please provide the last preventive maintenance dates for these ventilators? This information will help us determine an appropriate maintenance schedule within your October deadline requirement.

Preventive maintenance for the C6 has been completed DEC2025 Operational verification JUN2025 C1 annual maintenance was completed MAY2025 Operational verification NOV2025 G5 annual maintenance completed MAR 2025 Operational verification SEP2025 T1 annual maintenance completed MAR 2025 Operational verification SEP2025

2. The scope of work mentions "facilities" - would the Government permit us to transport equipment to our nearby Richmond facility for servicing? This approach could potentially improve efficiency and quality control.

Facilities meaning if a ventilator or ventilators happened to be at another government facility that is not the Portsmouth hospital that falls under the hospital maintenance umbrella the contractor will travel to that facility to perform the required maintenance. Do not believe it means that we can transport the equipment to another facility to perform maintenance for something that does not apply to their territory or umbrella of maintenance as it’s not something that they usually maintain.

3. Regarding battery replacements: Could you confirm if battery replacements are to be included in our pricing? If so, what are your expectations regarding replacement frequency over the base plus four-year contract period?

I believe the contract covers parts and labor which would include battery replacement.

4. The scope indicates annual maintenance, but Hamilton typically recommends semi-annual service for these models. Could you clarify if you require one annual comprehensive service or two semi-annual services (one being a full PM and one being a functional check)?

Yes, correct there is one full-service software annual PM along with DMLSS self-populating six-month general inspection/ functional check.