The Contractor shall provide VA Milwaukee Medical Center located at 5000 W. National Ave., Milwaukee, WI, with Exercise Equipment Maintenance Services. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 811490. THERE IS NO SOLICITATION AT THIS TIME. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. DESCRIPTION/SPECIFICATIONS/WORK STATEMENT SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventative maintenance, inspections, and corrective maintenance (unscheduled) repair of the exercise equipment at Hines VA Hospital. This includes all models of exercise equipment manufactured and any future model added to the inventory. This contract will be base plus four option years format. There will be no sensitive information involved with this service contract. CONTRACT PERIOD: Contract period shall be a base period and four option periods to be exercised as the discretion of the government. QUALIFICATION: To be considered eligible for consideration, offerors must have a field service representative that has been trained on the specific model of equipment he/she is being asked to work on. Offerors must provide, upon request, documentation to prove certification and training on the specific equipment under the terms of this contract. Offerors must also provide points of contact at three other medical centers with which they are or have been contracted to service exercise equipment of the same or similar models in the last three years. Offerors must be able to provide 24-hour response time to urgently repair critical equipment. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. Contractors shall follow all badging and ID procedures while at the Hines VA. SERVICES TO BE PROVIDED: General: Contractor will provide the necessary manpower and supervision to properly execute the maintenance and repair of exercise equipment listed in Attachment 1. A Field Service Report (FSR) must be generated, and a copy given to the Hines VA Hospital s Contracting Officer s Representative (COR) or designee after each episode of scheduled or emergency maintenance. It is preferred that this FSR be provided electronically if possible. Repair: All preventive maintenance, inspections, and emergency (unscheduled) repairs will be performed during normal VA business hours, 8:00am to 4:30pm local time, Monday thru Friday, except Federal Holidays, or any other day designated as a Federal Holiday by Presidential Decree, which include: New Year's Day Birthday of Martin Luther King, Jr. Washington's Birthday Memorial Day Independence Day Labor Day Juneteenth Day Columbus Day Veterans Day Thanksgiving Day Christmas Day If work must be performed outside of normal business hours ( over-time work), the contractor must obtain prior approval from the COR. If such work is at the cost of the Hines VA Hospital, a purchase order number must be obtained by the contractor prior to performing any over-time work. If the contractor s telephones are not answered by technical personnel, a technical maintenance representative shall respond by telephone to the VA within 4 hours of a service call from the VA. The contractor will arrive on-site for repair within 24 hours of placing a service call by the VA. Contractor must furnish all tools and materials (e.g., service manuals, diagnostic software, etc.) required to maintain the equipment in top operating condition. Preventive Maintenance: Preventive Maintenance will be performed by the contractor at the intervals that are in accordance with the manufacturer s recommendations and specifications, but no less than annually. Contractor will furnish any required PM kits needed to perform Preventive Maintenance and inspections. Contractor will fill out and put VA Preventative Maintenance stickers on each piece of equipment after PM specifications are completed on each equipment. All deviations from the Preventative Maintenance schedule shall be arranged in advance with the COR Documentation: A documentation package acceptable for Joint Commission purposes will be maintained by the contractor and made available to the Hines VA Hospital. Documentation is required for both Preventative Maintenance and Corrective/emergency Repairs (unscheduled). Required features include, at a minimum: Date of service Equipment Model Serial Number of equipment serviced Location (Building/Room Number) Service Representative Name Any and all work performed, including parts replaced New Equipment: If new equipment or components are obtained, either through new purchase, upgrade or replacement of existing equipment, the equipment may be added to the total number of exercise equipment on the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted Equipment: Deleted equipment will be removed from the total number of exercise equipment on service contract and credited in the full amount if deleted before any maintenance or repair has been performed on it. SPECIAL INSTRUCTIONS: Contractor Check-In: The contractor s representative will contact Biomedical Engineering at (708) 202-8387, ext. 22118 prior to performing service at the Hines VA Hospital. Identification: The Contract s FSE shall always wear visible identification while on premises of Hines VA Hospital and follow all local visitor badging policies Security: Contract must check in at Hines PIV Badging Office, Building (or police desk if outside normal hours) to obtain a vendor badge before being escorted to the clinical area of service. Documentation: At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide a written service report. The reports will be delivered to the Biomedical Engineering Office, Building 228, Room B1026 or to the COR electronically. Experience: Provide proof of training on the specific model of equipment he/she is being asked to work on, as stated in the Statement of Work for the field service representative that will be assigned to this contract Payments: Preventative Maintenance scheduled service shall be invoiced monthly in arrears. Emergency service shall be invoiced following the completion of the requested service where the total emergency repairs for each year shall not exceed $20,000. Attachment 1 EE Manufacturer Equipment Category Model Category 82359 EXERCISERS UNIVERSAL FITNESS/MONARK OF SWEDEN 881E Ergometer 83163 EXERCISERS LIFE FITNESS CLSS Stepper 81130 EXERCISERS LUMEX/CYBEX 8810 Elliptical 78683 EXERCISERS TRUE FITNESS TECHNOLOGY CS800 Elliptical 78684 EXERCISERS TRUE FITNESS TECHNOLOGY CS800 Elliptical 78686 EXERCISERS TRUE FITNESS TECHNOLOGY CS800 Elliptical 78408 EXERCISERS CYBEX INTERNATIONAL INC 770AT Elliptical 77056 EXERCISERS LIFE FITNESS 0SFLY-0102-101 Strength 77060 EXERCISERS LIFE FITNESS 0SBT-0102-201 Strength 77061 EXERCISERS LIFE FITNESS FZLR Strength 84389 EXERCISERS LIFE FITNESS CMDAP Strength 84458 EXERCISERS RECH TECHNIK GMBH CO. MOTO MED VIVA2 Strength 84858 EXERCISERS CYBEX INTERNATIONAL INC 11040 Strength 76868 EXERCISERS LIFE FITNESS CLSX Elliptical 76869 EXERCISERS LIFE FITNESS CLSX Elliptical 76878 EXERCISERS LIFE FITNESS 0SSp 0102-102 Strength 76896 EXERCISERS LIFE FITNESS 0SBC-0102-102 Strength 75800 EXERCISERS LUMEX/CYBEX BRAVO Strength 70115 EXERCISERS NuStep Inc. TRS4000 Cross Trainer 70215 EXERCISERS LUMEX/CYBEX 13041-90 Strength 66809 EXERCISERS SCIFIT PRO100 W/20M Ergometer 55650 EXERCISERS INVACARE TOP END XLT EXCELERATOR Ergometer 56023 EXERCISERS NUSTEP INC NUSTEP TRS4000 Cross Trainer 56916 EXERCISERS QUADTECH INC. 2001WC Strength 58049 EXERCISERS QUANTUM CORPORATION QUATUM Elliptical 58070 EXERCISERS MAGNUM U150 SERIES Bike 58398 EXERCISERS LANDICE PROD 560317 Treadmill 58535 EXERCISERS RECK, D. MOTOMED VIVA2 Strength 65842 EXERCISERS NUSTEP INC TRS 4000 Cross Trainer 47432 EXERCISERS NuStep Inc. NUSTEP SEATED STEPPER Stepper 54424 EXERCISERS PHOENIX PROD 1850 Strength 54425 EXERCISERS PHOENIX PROD ME3351 Strength 54427 EXERCISERS PHOENIX PROD 1850 Strength 51029 EXERCISERS JOANCO MEDICAL ELECT SPORTS ART 6300 Treadmill 50484 EXERCISERS LIFE FITNESS LIFE FITNESS Bike 10318 EXERCISERS HEALTH EQUIPMENT LEG EXC Strength 24678 EXERCISERS LUMEX/CYBEX 4108XXXXSB Strength 114763 EXERCISERS QUADTECH INC. BW7000 Strength 121292 EXERCISERS LIFE FITNESS CYBEX R SERIES Bike 121293 EXERCISERS LIFE FITNESS CYBEX R SERIES Bike 126404 EXERCISERS NUSTEP INC T6 MAX Cross Trainer 78319 ERGOMETERS CYBEX INTERNATIONAL INC 750C Ergometer 78320 ERGOMETERS CYBEX INTERNATIONAL INC 750C Ergometer 134046 ERGOMETERS NUSTEP INC NUSTEP T6 Ergometer 136678 ERGOMETERS NUSTEP INC T6 MAX Ergometer 138643 ERGOMETERS NUSTEP INC T6 MAX Ergometer 138644 ERGOMETERS NUSTEP INC T6 MAX Ergometer 133143 ERGOMETERS NUSTEP INC NUSTEP T6 Ergometer 114534 ERGOMETERS HCI PRO Ergometer 105157 ERGOMETERS UNIVERSAL FITNESS/MONARK OF SWEDEN 871E Ergometer 131528 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 131529 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 131530 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 131531 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 131532 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 131533 EXERCISERS: AEROBIC: STATIONARY BICYCLE NUSTEP INC T6 MAX Bike 32435 EXERCISERS: AEROBIC: STATIONARY BICYCLE SCHWINN BICYCLE AIRDYNE Bike 79075 EXERCISERS: AEROBIC: STATIONARY BICYCLE RECK LLC RECK 200 Bike 79268 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD L7 Treadmill 78864 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD L7 Treadmill 78866 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD L7 Treadmill 78202 EXERCISERS: AEROBIC: TREADMILL CYBEX INTERNATIONAL INC 770T Treadmill 78203 EXERCISERS: AEROBIC: TREADMILL CYBEX INTERNATIONAL INC 770T Treadmill 78204 EXERCISERS: AEROBIC: TREADMILL CYBEX INTERNATIONAL INC 770T Treadmill 78206 EXERCISERS: AEROBIC: TREADMILL CYBEX INTERNATIONAL INC 770T Treadmill 78207 EXERCISERS: AEROBIC: TREADMILL CYBEX INTERNATIONAL INC 770T Treadmill 81171 EXERCISERS: AEROBIC: TREADMILL FULLVISION INC STK# FVX 328C Treadmill 85418 EXERCISERS: AEROBIC: TREADMILL GE/OEC MEDICAL SYSTEMS, INC T2100 Treadmill 76871 EXERCISERS: AEROBIC: TREADMILL LIFE FITNESS CLST Treadmill 76872 EXERCISERS: AEROBIC: TREADMILL LIFE FITNESS CLST Treadmill 131233 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD LE-90 Treadmill 131234 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD LE-90 Treadmill 131235 EXERCISERS: AEROBIC: TREADMILL LANDICE PROD LE-90 Treadmill 132211 EXERCISERS: AEROBIC: TREADMILL BIODEX MEDICAL SYSTEMS INC 950-402 Treadmill 114870 EXERCISERS: AEROBIC: TREADMILL GE HEALTHCARE T2100-ST2 Treadmill 114871 EXERCISERS: AEROBIC: TREADMILL GE HEALTHCARE T2100-ST2 Treadmill 114867 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE GE HEALTHCARE CASE V 6.7 Treadmill 114868 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE GE HEALTHCARE CASE V 6.7 Treadmill 114869 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE GE HEALTHCARE CASE V 6.7 Treadmill 114872 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE SUNTECH MEDICAL TANGO M2 Treadmill 114873 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE SUNTECH MEDICAL TANGO M2 Treadmill 114874 MONITORING SYSTEMS: PHYSIO: STRESS EXERCISE SUNTECH MEDICAL TANGO M2 Treadmill If your organization has the potential capacity to perform these contract services, please provide the following information: 1) Organization name, address, email address, Web site address if applicable, telephone number, and size and type of ownership for the organization; and 2) Tailored capability statements addressing the particulars of this effort and documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements. The government will evaluate market information to ascertain potential market capacity to provide services consistent in scope and scale with those described in this notice and otherwise anticipated. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES, SOLE SOURCED OR PROCURED THROUGH FULL AND OPEN COMPETITION. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Submission Instructions: Interested parties who consider themselves qualified to perform the above-listed services are invited to submit a response to this Sources Sought Notice by 4:00 PM Central on Monday October 9, 2023. All responses under this Sources Sought Notice must be emailed to joseph.kennedy3@va.gov
