J065--Intent to Sole Source: Olympus OER Elite Preventative and Corrective Maintenance Services
ID: 36C24826Q0176Type: Presolicitation
Overview

Buyer

VETERANS AFFAIRS, DEPARTMENT OFVETERANS AFFAIRS, DEPARTMENT OF248-NETWORK CONTRACT OFFICE 8 (36C248)TAMPA, FL, 33637, USA

NAICS

Electronic and Precision Equipment Repair and Maintenance (811210)

PSC

MAINT/REPAIR/REBUILD OF EQUIPMENT- MEDICAL, DENTAL, AND VETERINARY EQUIPMENT AND SUPPLIES (J065)

Original Source

https://sam.gov/workspace/contract/opp/4508cd25107a4f98b49037e58e997459/view
Timeline
    Description

    The Department of Veterans Affairs (VA) intends to negotiate a sole source contract with Olympus America Inc. for preventative and corrective maintenance services on Olympus OER-ELITE Endoscope Reprocessors located at the Bay Pines VA Health Care System and the Lee County VA Clinic in Florida. The contractor will be responsible for providing all necessary labor, materials, and supervision to ensure the operational efficiency of the equipment, which is critical for medical procedures. This procurement is based on the unique capabilities of Olympus America Inc. to meet the specific needs of the VA, and interested parties must submit their qualifications by 1:00 PM EST on January 9, 2026, to the primary contact, Moneque L Rodriguez, at Moneque.Rodriguez@va.gov. This opportunity is not a request for competitive quotes, and the government will not pay for any information or administrative costs incurred in response to this notice.

    Point(s) of Contact
    Moneque RodriguezContracting Officer
    (813) 972-2000
    moneque.rodriguez@va.gov
    Files
    Title
    Posted
    36C24826Q0176_1.docx
    The Department of Veterans Affairs (VA) Network Contracting Office 08 (NCO 08) intends to award a sole-source, fixed-price purchase order to Olympus America Inc. for preventive and corrective maintenance services on Olympus OER-ELITE Endoscope Reprocessors. These services are required for the Bay Pines VA Health Care System and Lee County VA Clinic in Florida. The VA believes Olympus America Inc. is the only authorized provider capable of meeting these specialized needs, citing Revolutionary FAR Overhaul 12.102 (a) and 41 USC §1901. This notice is not a request for competitive quotes, but any business that believes it can fulfill the scope of work may submit written notice and supporting evidence to moneque.rodriguez@va.gov by January 9, 2026, at 13:00 Eastern Standard Time.
    36C24826Q0176.docx
    This government solicitation, 36C24826Q0176, issued by the Department of Veterans Affairs, outlines a firm-fixed-price service contract for preventive and corrective maintenance of Olympus OER-ELITE Endoscope Reprocessors. The contract covers seven units located at the C.W. Bill Young VA Medical Center in Bay Pines, FL, and the Lee County VA Clinic in Cape Coral, FL. The base year for the contract is from February 1, 2026, to January 31, 2027, with two additional option years. Services include full repair coverage, 24/7 technical support, software updates, and on-site support by certified technicians. A 98% operational uptime is required, with a guaranteed 24-hour response time for field service engineers. Invoices are to be submitted monthly in arrears. The document also details general terms and conditions, administrative data, and specific requirements for contractor personnel security and records management, emphasizing compliance with federal regulations and VA policies.
    6500_6hbk10_doc.pdf
    VA Handbook 6500.6, issued March 12, 2010, outlines the Department of Veterans Affairs' (VA) procedures, responsibilities, and framework for implementing security policies in contracts and acquisitions. This handbook is crucial for protecting VA sensitive information handled by contractors, subcontractors, or third parties, regardless of its format or location. It emphasizes compliance with the Federal Information Security Management Act (FISMA) and related VA directives, ensuring information security is integrated throughout the acquisition lifecycle. Key aspects include a checklist for information security during acquisition initiation, a VA Acquisition Regulation (VAAR) security clause, specific language for contracts, and contractor rules of behavior. The handbook details responsibilities for various VA officials, including the Secretary of Veterans Affairs, Assistant Secretaries, and Information Security Officers, in ensuring adherence to these security requirements. It also covers procedures for handling VA sensitive information, system design and development, background investigations for contractor personnel, security training, and incident reporting. The overall purpose is to safeguard VA's information assets and maintain public trust by mitigating security risks in all contractual agreements.
    App A PO Comments-Contractor on Site.doc
    This document outlines security and privacy requirements for contractors working on-site at VA facilities. Contractors must comply with physical security guidelines by either checking in with VA Police or obtaining a VA Contractor ID badge. Access to sensitive VA information or the VA network is prohibited. When working in sensitive areas containing patient information, contractor employees must be continuously escorted by a VA employee or must complete the “VA Privacy and Information Security Awareness and Rules of Behavior” training course. These measures ensure the protection of sensitive data and maintain the security of VA premises.
    Appendix B.pdf
    The VA Handbook 6500.6, dated March 12, 2010, outlines an interim VA Acquisition Regulation (VAAR) solicitation provision and contract clause concerning information and information technology security requirements. This clause, 852.273-75, is mandated for solicitations and contracts where VA sensitive information or IT will be accessed, used, stored, or transmitted by contractors, subcontractors, or third parties. Its purpose is to mitigate data breaches and ensure compliance with federal laws and regulations by subjecting contractors to federal, VA, and contractual security standards. This interim clause is pending official rulemaking and public review via the Federal Register, with final wording subject to changes based on public comments.
    P03. SSJ 36C248-26-AP-0972_Redacted.pdf
    The Department of Veterans Affairs (VA) is seeking a single-source award for preventive and corrective maintenance on Olympus OER-ELITE Endoscope Reprocessors at the Bay Pines VA Healthcare System and Lee County VA Clinic. This justification, under Acquisition ID# 36C248-26-AP-0972, states that only Olympus, as the Original Equipment Manufacturer (OEM), possesses the necessary expertise and parts for this critical equipment. The contract period spans a base year (February 2026 – January 2027) with two option years. Market research, including searches on SBA DSBS, FPDS, ADDSUP, and SAM, confirmed previous sole-source awards to Olympus America Inc. for similar services, reinforcing the need for a single-source provider due to the specialized nature of the maintenance required.
    Records Management Contract Language.docx
    This document outlines records management obligations for contractors working with the Bay Pines VA Healthcare System. It defines Federal records, including those created or maintained by contractors for government use, and explicitly excludes personal materials. Contractors must comply with all applicable records management laws, regulations, and NARA policies, including the Federal Records Act, FOIA, and the Privacy Act of 1974. Key requirements include preserving all records, managing them according to federal law, and providing technical documentation for electronic records. Contractors are responsible for preventing unauthorized destruction or removal of records and must report any incidents immediately. Disclosure of non-public information is restricted, and safeguards must be in place to ensure security. Subcontractors must also adhere to these provisions, and their violations will be attributed to the prime contractor. The Bay Pines VA Healthcare System owns all data and records produced under the contract, and contractor employees handling records must complete agency-provided training.
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