J065 -- Service PM & Cleaning Phoropter |

2026-11-03

Department of Veterans Affairs , Veterans Health Administration , Network Contracting Office 5 , is issuing this request for sources sought notice in order to identify vendors that are interested in and capable of providing contractor services . For a contractor to provide preventative maintenance services for the entire fleet of phoropters . For the Washington DC VA Medical Center per Scope of Work . NCO 5 is seeking responses from entities that are interested in this procurement and consider themselves to have the resources , capabilities , and qualifications necessary to provide the services required for the Washington , DC VA Medical Center . Please respond to this RFI / Sources Sought 36C24526Q0360 with your : 1 . Business name ( including Unique Entity ID ( SAM . gov ) 2 . Business type , socio - economic status ( e . g ., Veteran - Owned , Woman - Owned , Disadvantaged Small Business , 8 ( a ), etc .), and 3 . Person of contact ( including telephone number & email address ). 4 . Capability statement and summary of previous experience providing these types of services for the Veterans Health Administration or other similar facilities . 5 . Available contract vehicles ( GSA FSS , etc .) for use by Department of VA ( include applicable NAICS ) 6 . Brief Summary of categories of services that your company can / cannot provide . 7 . Certification ( s ) / Licenses for meeting the local requirements to provide these services at the DC VAMC ( if applicable ) 8 . Confirmation that your organization has the capability & expertise to meet the performance requirements while complying with applicable limitations in subcontracting by responding to the questions below with your response : a . Do you intend to self - perform this effort ? b . If you are located outside the immediate area , how will you self - perform ? c . Or do you intend to subcontract work under this contract ? d . If you intend to subcontract work under this contract , how will you ensure compliance with the limitations on subcontracting ? Response Instructions : Responses must be submitted by 4 : 00 PM ( ET ) Friday 3 / 27 / 2026 , Responses to the information requested above must be submitted via email to Crystal Brown at Crystal . Brown5 @ va . gov . Respond : 36C24526Q0360 Sources Sought Notice | Company Name . This request for information / sources sought notice is for planning purposes ONLY and does not constitute a solicitation , responses to this notice are not offers and cannot be accepted by the Government to form a binding contract . The results of this market research will assist in the development of ( 1 ) the requirement , and ( 2 ) the acquisition strategy ( e . g ., SDVOSB / SDVOSB set - aside , small business set - aside , full and open competition , etc .). VA assumes no responsibility for any costs incurred as a result of a vendor s attendance to the Site - Visit nor the preparation of responses submitted as a result of this notice . Statement of Work Phoropter / Refractor Maintenance Contract GENERAL Scope of Services : The purpose of this requirement is to provide preventative maintenance services for the entire fleet of phoropters at Washington DC VAMC . The Contractor shall provide all labor , personnel , equipment , tools , materials , supervision and other items and services necessary to annual maintenance . Location ( s ): Washington DC VA Medical Center , 50 Irving Street NW , Washington , DC 20422 and Charlotte Hall VA Clinic 29640 Three Notch Road Charlotte Hall , MD 20622 - 3244 WORK HOURS Hours of Operation : Normal business hours are Monday through Friday , 8 : 00 a . m . to 4 : 00 p . m ., excluding holidays . Should the Contractor require work afterhours , the Contractor shall arrange in advance with the Contracting Officer s Representative ( COR ). Delivery Hours : The Warehouse is open to receive deliveries Monday through Friday , 8 : 00 a . m . to 4 : 00 p . m ., excluding holidays . National Holidays : The holidays observed by the Federal Government are : New Year s Day , Martin Luther King Day , President s Day , Memorial Day , Juneteenth , Independence Day , Labor Day , Columbus Day , Veteran s Day , Thanksgiving Day , and Christmas Day and any other day specifically declared by the President of the United States to be a national holiday . Contractors may work on holidays with prior communication and coordination . PERIOD OF PERFORMANCE Base Year 5 / 15 / 2026 - 5 / 14 / 2027 Option Year 1 5 / 15 / 2027 - 5 / 14 / 2028 Option Year 2 5 / 15 / 2028 - 5 / 14 / 2029 Option Year 3 5 / 15 / 2029 - 5 / 14 / 2030 Option Year 4 5 / 15 / 2030 - 5 / 14 / 2031 EQUIPMENT ( Total of 26 Phoropters ) Asset Tag Location Manufacturer Model Name Serial Number 1252312 1E300A REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 21855 - 08 1287974 1E300B REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 60571 - 0610 1252076 1E342 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 21645 - 07 1270909 1E343 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 53477 - 01 1288002 1E348 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 60539 - 0510 1236956 1E349 MARCO RT - 300 30358 1254108 1E350 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 32309 - 09 1236169 1E351 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER A33451 1321443 1E355 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 66768 - 0219 1270897 1E356 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER AU14539 1238181 1E357 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 16196 - 3 1252074 1E358 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 21519 - 07 1325297 1E359 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 67514 - 0820 1342751 1E359A VISION SYSTEMS INC 7500 - I AutoCross 034139 1325296 1E361 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 67520 - 0820 1295395 1E362 REICHERT OPHTHALMIC INSTRUMENTS ILLUMINATED 85375 - 0912 1321441 1E363 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 66779 - 0219 1309853 1E364 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 60525 - 0510 1254107 1E365 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 32290 - 09 1309753 1E366 REICHERT OPHTHALMIC INSTRUMENTS ILLUMINATED 85377 - 0912 1236171 1E368 REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER AY26351 1270920 1E398A REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 53449 - 01 1270257 1E398C REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 56246 - 0405 1236173 1E398D REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER AY26221 1291705 Charlotte Hall CBOC REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 61960 - 0412 1291704 Charlotte Hall CBOC REICHERT OPHTHALMIC INSTRUMENTS ULTRAMATIC RX MASTER 61979 - 0412 SPECIFICATIONS Preventative Maintenance This contract shall include all preventative maintenance of the equipment according to manufacturer s recommendations / procedures in the equipment manual . All tasks in the manufacturer s procedures shall be completed at the manufacturer s listed frequencies . The maintenance shall include : Check to ensure Phoropters safety screw is installed . Check both halves of phoropter unit is tight . Perform inspection of all knobs , ensure they correlate with correct lens . Notate phoropter serial number , room correlation and EE number identify if differentiates from provided inventory list ( above ). Clean all lenses , lubricate Geneva clutch assemblies and all bearings . Return and install cleaned phoropter after cleaning service is provided . Scheduling Contractor shall be able to schedule the service within a month of initial request , within reason . Parts / Materials / Tools / Labor All parts and materials to complete the maintenance shall be included as a part of this contract . Contractor shall provide their own tools to complete the maintenance . All labor ( including travel ) to complete the maintenance is included in the contract . Contractor must use OEM certified parts and service . Use of refurbished parts have to be approved in writing by Biomedical Engineering prior to use . Engineer / technicians must be OEM trained on all equipment included in agreement . Proof of competency to be provided upon request . Check in / Out Contractor personnel arriving on - site to perform work shall report to the Biomedical Engineering Department . Contractor personnel shall sign in using the department s vendor sign in sheet , filling out all required information . Contractor personnel s tool bags are subject to inspection by the Biomedical Engineering department upon arrival and upon departure . Contractor personnel shall sign out upon completion of visit . Prior to departure , Contractor personnel are required to , at a minimum , verbally report any issues with the equipment to the Biomedical Engineering department , especially noting if the system is still down or not fully repaired . The VA campus is non - smoking . Contractor personnel are required to comply with this policy . Parking . It is the responsibility of the Contractor to park in the appropriate desig nated park ing areas . Reporting Contractor shall provide a copy of the service report , complete with test data , to the VHAWASHTM @ va . gov within three business days after completion of any services . Shall provide a copy of the field service report that will be filled out prior to service Service reports shall include identifying information ( SN and EE ) about the equipment , all services provided during the service visit , any issues found during the visit , the technician / engineer names of the personnel performing work , and the date service was provided . Patient Health Information The Contractor shall safeguard patient health information . The Contractor shall report to the Biomedical Engineering Department any issues with disclosed or unsecure patient health information . Contractor shall note remove any hard drives , storage devices , or anything containing patient health information from the site . Contractor Requirements All Contractor personnel performing services on the equipment shall have factory training and experience in the maintenance and repair of the equipment . Contractor shall provide copies of training certificates for the Contractor personnel performing work on - site upon the request of the Government . Waste Removal : The contractor is responsible to remove and properly dispose of all waste related to the services provide on - site . Safety and Security Contractor shall follow all Occupational Safety and Health Administration ( OSHA ) laws and regulations . The Contractor is responsible for reporting any hazards they come across to their point of contact . Contractor shall follow all local procedures concerning infection control . Should the Contractor be unsure of the requirements , the COR can provide the specific information and procedures . Contractor personnel shall wear visible identification at all times while on VA property . Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials . Property Damage The contractor shall take all necessary precautions to prevent damage to any Government property . The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor , unless corrective action is taken . Any damaged material ( i . e ., trees , shrubs , lawn / turf , curbs , gutters , sidewalks , etc .) will be replaced in a timely manner or corrected by the contractor with like materials , at no extra cost to the Government , upon approval of the Contracting Officer . Chemical Use Prior to performance of any work , the Contractor will be required to furnish the Contracting Officer with the trade names ( if any ) and chemical names of all chemicals to be used , along with a label showing contents , the use strength of the chemical as applied , and the antidote thereto . Contractor shall furnish the same information each time a change is made to the chemicals or products used in the performance of this contract . This information is required for emergency treatment in the event of ingestion or and / or contact with the material by humans . QUALITY ASSURANCE End - users , Biomedical Engineering , and / or the contract COR shall perform system verification tests to ensure the system is fully functional following service / repairs . Issues with the quality of the Contractor s work will be communicated through the Contracting Officer to the Contractor point of contact for resolution . Documentation with be completed in the Government systems . Invoicing / Payment Noncontract Charges : The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer . Payment : Payment will be made in arrears , and upon receipt of a properly prepared invoice which references the period for which payment is due , the equipment covered , the contract number and / or assigned purchase order number . The invoice must include the correct payment address , PO # and date of service performed . GUARANTEE : The contractor will guarantee workmanship and all parts furnished by the contractor for a period of not less than 90 days . PRIOR INSPECTION OF EQUIPMENT : Potential contractors may , at their own expense , inspect equipment covered by this solicitation ( ref 52 . 237 - 1 SITE VISIT ). Arrangements must be made in advance with Biomedical Engineering . Failure to carry out the above procedures will be considered as a failure to document the service visit and will constitute a failure to perform .

Maryland

2026-04-08