J066--NEW B+4 | Xenex UV Robots Maintenance and Repair Services
ID: 36C25724Q0973Type: Special Notice
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF257-NETWORK CONTRACT OFFICE 17 (36C257)ARLINGTON, TX, 76006, USA

NAICS

Electronic and Precision Equipment Repair and Maintenance (811210)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- INSTRUMENTS AND LABORATORY EQUIPMENT (J066)

Original Source

https://sam.gov/opp/7771dec7a944461491ac21213769592b/view
Timeline
    Description

    The Department of Veterans Affairs (VA) intends to award a firm-fixed price contract for maintenance and repair services for sixteen Xenex Ultraviolet disinfection robots to Xenex Disinfection Services Inc. This procurement encompasses a base year from February 1, 2025, to January 31, 2026, with four additional option years extending through January 31, 2030, and will be conducted at the Olin E. Teague and Doris Miller VA Medical Centers in Texas. The services are critical for sustaining infection control measures within the Central Texas Veterans Healthcare System, as the robots play a vital role in maintaining a safe healthcare environment. Interested parties may submit capability statements to the primary contact, Sherine Brooks, at Sherine.Brooks@va.gov, within seven days of this notice, as the procurement is justified under sole source provisions due to the unique qualifications of Xenex as the original equipment manufacturer.

    Point(s) of Contact
    Sherine BrooksContract Specialist
    (254) 899-6034
    Sherine.Brooks@va.gov
    Files
    Title
    Posted
    36C25724Q0973_1.docx
    The Department of Veterans Affairs (VA), Veterans Health Administration, intends to award a firm-fixed price contract for maintenance and repair services for 16 Xenex UV disinfection robots to Xenex Disinfection Services Inc. The procurement includes a base year from February 1, 2025, to January 31, 2026, and four option years, concluding January 31, 2030. These services will be provided at the Olin E. Teague and Doris Miller VA Medical Centers in Temple and Waco, Texas, respectively. This notice does not constitute a request for quotes; however, interested parties may submit capabilities statements for consideration. The procurement operates under a sole source justification to negotiate pricing directly with Xenex Disinfection Services. The announcement emphasizes that the government may proceed without a competitive bidding process if no alternative sources express interest within seven days of publication.
    36C25724Q0973.docx
    The Department of Veterans Affairs is issuing a Sources Sought Notice to find qualified firms for the maintenance and repair of sixteen Xenex Pulsed Xenon Ultraviolet Room Disinfection Robots at Central Texas Veterans Healthcare System. The contractor will need to provide complete resources for servicing these robots, which are crucial for preventing hospital-acquired infections. If repair services cannot be performed on-site, the contractor is required to provide a loaner robot at no additional cost until the serviced unit is returned and operational. Responses from eligible firms are solicited by September 17, 2024, at 4 PM CST, including company name, SAM UEI number, socioeconomic category, and a capabilities statement to the designated point of contact. This notice does not constitute an official request for proposals, and no contract will be awarded based solely on this notice. The final acquisition strategy will be shaped by the responses received and market research. The emphasis is placed on ensuring health safety within healthcare facilities through effective use and service of disinfection technology.
    Justification and Approval_Redacted.pdf
    The Department of Veterans Affairs is seeking a sole source procurement for maintenance and repair services for sixteen Xenex Ultraviolet disinfection robots used in the Central Texas Veterans Healthcare System (CTVHCS). The existing contract with Xenex Disinfection Services Inc. expires on January 31, 2025, necessitating a new firm fixed-price contract effective from February 1, 2025, through January 31, 2030. The services include preventive maintenance, repairs, software upgrades, and 24/7 customer support. The request cites FAR 13.5, allowing restricted competition due to the unique qualifications of Xenex, as they are the original equipment manufacturer and require certified technicians to service their robots. Efforts to identify alternative vendors resulted in only inadequate responses, underscoring the necessity of sole sourcing to prevent costly delays and ensure performance efficiency. The documentation reaffirms Xenex's exclusive capability to provide the required services without jeopardizing equipment functionality and warranty. This procurement is essential for sustaining infection control measures within the healthcare system.
    PWS - Ultra Violet Hospital Room Disinfection Robot-Draft.docx
    The Central Texas Veterans Healthcare System (CTVHS) is seeking a contractor to provide maintenance and repair services for sixteen Xenex Pulsed Xenon Broad Spectrum Ultraviolet Room Disinfection Robots. The work encompasses one base year, from February 1, 2025, to January 31, 2026, with the option to extend for up to four additional years. The selected contractor must be factory trained and certified by Xenex Disinfection Services Inc., be able to perform preventive maintenance and repairs, and provide necessary parts and support, including a loaner robot when needed. Contractor personnel must adhere to dress code, conduct standards, and are required to communicate effectively in English. CTVHS will facilitate access and space for the contractor, while ensuring compliance with federal records management policies. All work must occur during specified administrative hours, and any changes to the performance work statement require written approval from the Contracting Officer. This initiative is critical to maintaining the functionality of the disinfection robots, essential in preventing hospital-acquired infections, thereby enhancing the healthcare environment for veterans.
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