J--AETHON N&FS TUG Robotic System - BH

Agency: Department of Veterans Affairs
State: Federal
Level of Government: Federal
  • J - Maintenance, Repair, and Rebuilding of Equipment
Opps ID: NBD00159270151290394
Posted Date: Oct 4, 2017
Due Date:
Solicitation No: 36C26318Q0020
Source: Members Only
Solicitation Number :
Notice Type :
Sources Sought
Synopsis :
Added: Oct 04, 2017 3:17 pm
The Black Hills VA Health Care System (BHVAHCS) is seeking qualified sources capable of meeting the requirement listed below. The acquisition will be accomplished using commercial item procedures in accordance with FAR Part 13.

The North American Industry Classification System (NAICS) are 811219. Any firm who wishes to identify their interests and capability to provide this service must notify the Contract Specialist no later than NOON PM Mountain Standard Time, October 11, 2017. Notification shall be e-mailed to Shane Galles, at shane.galles@va.gov. Provide Cage Code and or DUNS number.


This Source Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this Notice that is marked as proprietary will be handled accordingly. In accordance with the Federal Acquisition Regulation, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Notice.



The VA Black Hills Healthcare System is requesting the award of a full-service maintenance contract for the AETHON T.25 TUG robotic system, located in the Nutrition & Food Service department of Fort Meade VAMC.


The AETHON TUG robotic system requires a yearly maintenance and support service to include scheduled preventative maintenance and occasional repairs in accordance with Installation and Maintenance Agreement. Certified technicians must have the capability and access to OEM software data rights.


SUPPORT SERVICES: Scheduled preventative maintenance per recommended schedule; Telephone support 24 hours per day, seven days per week for end-users and Technicians (see exhibit D for technician performed services) to resolve issues whenever possible; Remote assistance with direct Internet link 24 hours per day, seven days a week; (8) hours of mapping modifications as requested.

REPAIR SERVICES: Use remote access capabilities to resolve issues whenever possible. Correct defects in the T.25 TUG robotic systems so they operate in accordance with the Functional Specifications (see exhibit A). Shipping of parts needed to repair or replace any tangible component of the T.25 TUG robotic systems that malfunction or wears out from use. On-site service to be provided within the next business day in the event the required service is outside training of the Technician. Installation of enhancements and new versions of software as Aethon releases.

Vendor will provide all parts required to maintain the equipment to manufacturer's specifications.

Response times: Vendor will be required to provide an on-site response time of the next business day from the time a repair call is made.

The service agreement will take effect when the T.25 TUG robotic systems warranty period expires as follows:

Serial Number AX2A-111716-1086: 1/1/2018

Serial Number AX2A-111116-1084: 1/1/2018

Serial Number AX2A-111616-1085: 1/1/2018

Serial Number AX2A-062917-1147: 7/1/2018

CONFORMANCE STANDARDS: All services provided under this contract must be performed in conformance with the Warranty Terms and Conditions. If vendor is unable to demonstrated that the Aethon Product is in conformance with the Specifications within a reasonable time of not less than 60 days, payment of Monthly maintenance fee will be exempt during the period that the product was not operational.


Operation Overview

The TUG travels automatically from its docking station to a destination selected by the user from a list of predefined choices. The TUG can utilize elevators to travel between floors and open automatic doors, as necessary using a radio frequency signal. The TUG waits a predetermined time period for the receiver to unload goods contained in its cart and then automatically returns to its docking station.


Selecting the appropriate buttons on the touch screen user interface will direct the TUG to the pre-programmed destinations.

Selecting one destination button on the touch screen, followed by selecting the GO button, will send the TUG to that single destination prior to returning to its docking station.

Selecting more than one destination button on the touch screen, followed by selecting the GO button, will send the TUG to multiple destinations prior to returning to its docking station.


Upon returning from the destinations, the TUG automatically docks self on its charging station.

TUG Buttons

Pushing the Green button releases the TUG and sends it to the next destination (or back to its home base if at the last destination)

Pushing the Red button stops the TUG for a predetermined duration.

Obstacle Detection

The TUG will automatically detect and navigate around an obstacle that is blocking its path (assuming there is adequate clearance) and continue to its destination.

Operating Signals

The TUG has a cart-mounted speaker to broadcast selected pre-installed sounds.

The TUG audibly signals for:


departing from home base

arrival at destination

departing from destination

waiting to proceed

entering an elevator

leaving an elevator

Elevator Interface

The TUG can send a radio frequency signal to an elevator control switch which will call the elevator and indicate the destination floor.

Door Interface Through Passage

The TUG will send a signal to an relay to remotely control the switch to actuate an automatic door for doors which the TUG must pass through automatically.

Delivery Destination

For doors designated as delivery destinations that the TUG will not travel through, the TUG will send a signal to a relay to remotely ring an Annunciator chime to indicate that the TUG has arrived.


1. Certified Technician Performed Services ("Tech Services.,)

A The Technician may be dispatched to perform any of the following services when necessary after service contractor has attempted to resolve the issue using remote access. The Technician will be trained and provided with the spare parts and tools necessary to complete such services in a professional and workman-like manner.

B. Pull Back: In the event the TUG is unable to navigate to its home base; the Technician will physically retrieve the TUG and pull it back to the home base using the TUG's built-in pull string. This procedure should take approximately 15 minutes.

C. Reboot: In the event the TUG's on-board computer becomes unresponsive (i.e., "locked up, the Technician will reboot the TUG by pressing a button located on outside of its control box. No disassembly is required. This procedure should take approximately 5 minutes.

D. Swap TUG: In the event any of the TUG's hardware (except for batteries - see below) should fail, the Technician will simply swap it out with a fully configured spare TUG. This procedure should take approximately 30 minutes.

E. Battery Replacement: If the TUG's batteries fail prematurely, the Technician will replace them with operating batteries. This procedure involves removing the TUG cowl and connecting 8 leads. It should take approximately 30 minutes.

F. General Support Services: Service Contractor may request Technician to verify Information about the TUG or the facility Infrastructure that may be required to perform the appropriate repair, when such information is not available remotely. This support should take approximately 15 minutes.

2. Consignment Inventory. All parts, components, spare parts kits and specialized tools shall be made available to the Technician(s). Components shall be provided on a consignment basis per the following terms:

A. Contractor shall deliver to the Technician such components considered necessary for the proper servicing and repair of the T.25 TUG robotic system. Additionally, any spare components shipped directly by the contractor to a customer site for the Technician's use in providing Tech Services shall be considered part of the consignment inventory.

B. Customer shall ensure that the Technician shall keep each component in good condition and working order. Customer shall be responsible for and shall bear all risks of loss or damage to the components including without limitation, theft and shrinkage or stripping of any parts of the components. In the event of such loss or damage, Customer shall be liable for the face value of the damaged component, payment of which shall be remitted to the contractor upon its request

C. Title to any components shall remain with the contractor pending their utilization in servicing or repairs.

D. Upon termination of this Agreement, Customer shall ensure that the Technician shall return to the contractor, at the contractor's expense, any Components still in the Technician's possession. Customer shall have thirty (30) days to return unused and undamaged parts.

E. Customer shall ensure that the Tech takes Inventory of his consignment stock, at least once per year per Customer site. The Technician is required to keep track of his individual consignment inventory on a regular basis. The contractor shall have the right to inspect consignment stock at reasonable times and intervals.

F. Contractor will provide the Technician with the appropriate number of repair kits necessary to support the Tech Services based on the quantity of T.25 TUGS under contract for each Customer site. The repair kit(s} will contain the most commonly required replacement parts or components to be used in the repair of T.25 TUGs. Any such parts or components so used will be replaced on a one-for-one basis at the contractor s sole cost. Required returnable parts will be returned to the contractor within seven (7) days at the contractor's expense. With respect to any parts or components necessary to provide repairs that are not contained in the repair kit, the contractor shall provide such parts or components to the Technician.

End of Statement of Work


This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

If you are interested and have the capability of performance, please send your information to:

Please consult the list of document viewers if you cannot open a file.
Other (Draft RFPs/RFIs, Responses to Questions, etc..)
Posted Date:
October 4, 2017
Description: 36C26318Q0020 36C26318Q0020.docx
Contracting Office Address :
Department of Veterans Affairs;Network 23 Contracting Office (NCO 23);113 Comanche Rd.;Fort Meade SD 57741
Place of Performance :
Department of Veterans Affairs;Black Hills VAMC;113 Comanche Rd.;SD
Point of Contact(s) :
Shane Galles



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