THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the G.V. (Sonny) Montgomery VA Medical Center located at 1500 E Woodrow Wilson Ave, Jackson, MS 39216 The North American Industry Classification Code (NAICS) is 339112 (Surgical and Medical Instrument Manufacturing), and PSC code 6515 (Medical and Surgical Instruments, Equipment, and Supplies), with a size standard of 1000 employees. REQUESTED RESPONSES: All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information: 1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced items available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. If you are a NASA SEWP V contract holder are the referenced items available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable. 4. Is your company a contract holder on any other federal contract? If so, please provide the contract number. 5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 6. Is your company considered small under the NAICS code identified in this source sought announcement? 7. Is your company the manufacturer, distributor, or an equivalent for the products being offered? If an authorized distributor or equivalent, can you provide documentation from the manufacturer confirming authorization to provide the referenced items and/or products being offered? If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule in accordance with Title 13 CFR 121.406(b) Nonmanufacturers. Does your company exceed 500 employees? Is your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? Does your company take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice; and Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to Title 13 CFR 121.406 paragraph (b)(5). 8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available). 9. What is the manufacturing country of origin of the items and/or products being offered? 10. Delivery Timeframe The Government would like to know the standard delivery time frame for a requirement like this. 11. Provide warranty information for the items and/or products being requested? 12. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Please note that if no responses to this notice are received, from either authorized distributors of the cited brand name nor from manufacturers/authorized distributors marketing a potentially equivalent brand, then this action will be sole sourced to the manufacturer. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to caleb.parker@va.gov. No phone calls will be accepted. Please respond to this source sought notice no later than 2:00 PM Central 06-02-2025. DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice. Statement of Work (SOW) NovaSure RF Controller (Mode 10) and Fluent® Fluid Management System Department of Veterans Affairs G.V. (Sonny) Montgomery VA Medical Center 1500 E Woodrow Wilson Ave, Jackson, MS 39216 1. Purpose The purpose of this procurement is to obtain one (1) NovaSure RF Controller (Mode 10) and one (1) Fluent® Fluid Management System, including all required accessories, installation, and operational instructions. These systems are essential to support gynecologic procedures at the G.V. (Sonny) Montgomery VA Medical Center. The equipment shall enhance safety, precision, and efficiency in procedures such as endometrial ablation and hysteroscopic morcellation. 2. Background The G.V. (Sonny) Montgomery VA Medical Center provides diagnostic and therapeutic services including hysteroscopic procedures for the treatment of abnormal uterine bleeding and intrauterine pathologies. Current capabilities do not include integrated fluid management and energy ablation systems compatible with modern procedural workflows. Procuring the NovaSure RF Controller and Fluent® Fluid Management System ensures that Veterans receive the highest quality of minimally invasive care using industry-standard technology. 3. Scope of Work The Contractor shall provide the following: One (1) NovaSure RF Controller (Mode 10) One (1) Fluent® Fluid Management System All required components, cables, tubing sets, and accessories for standard use Original equipment manufacturer (OEM) installation instructions On-site delivery Setup and operational overview for end users (non-clinical training) OEM warranty documentation Technical support contact information The Contractor shall be responsible for all transportation, delivery, setup coordination, and any shipping fees. 4. Salient Characteristics NovaSure RF Controller (Mode 10) must include: Intuitive, touch-screen user interface Software-guided procedural steps for endometrial ablation Real-time tissue contact integrity monitoring Audible and visual safety alerts Compact design with easy mobility Compatibility with existing NovaSure endometrial ablation disposables Fluent® Fluid Management System must include: Proprietary dual peristaltic pump system to manage inflow and outflow separately Real-time volume differential monitoring to prevent fluid overload and improve patient safety Integrated suction for hysteroscopic morcellation and debris removal Seamless integration with hysteroscopic instrumentation and NovaSure system Touch-screen operation with intuitive control of pressure, flow rate, and suction Sterile disposable tubing sets and collection reservoirs FDA-cleared for use in diagnostic and operative hysteroscopy Fully compliant with applicable electrical safety and medical device regulations Single unit, mobile design with lockable wheels 5. Delivery Location G.V. (Sonny) Montgomery VA Medical Center 1500 E Woodrow Wilson Avenue Jackson, Mississippi 39216 6. Period of Performance The required period of performance is 60 calendar days after receipt of order (ARO). All equipment must be delivered, unboxed, and made ready for use within this time period. 7. Government Responsibilities The VA will: Provide access to the designated delivery area Coordinate with clinical personnel for a walkthrough upon delivery Verify receipt and sign for the equipment upon successful delivery and inspection 8. Warranty & Support The Contractor shall provide: A minimum of one-year OEM warranty covering parts and labor Contact information for technical and warranty support Replacement parts and servicing during the warranty period at no additional cost 9. Security and Safety Requirements No patient data or secure VA network access is required. The Contractor shall comply with all VA medical center security and safety protocols during delivery. 10. Acceptance Criteria The equipment shall be deemed accepted once the following conditions are met: All specified equipment is delivered in OEM-sealed packaging Visual inspection confirms the equipment is free of damage Basic functionality and completeness are verified by end-user personnel 11.Contract Changes/Modifications: The CO is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Authorized Government Representative on all matters pertaining to contract administration and technical direction. Only the CO is authorized to make commitments or issue changes that shall affect price, quantity, or quality of performance of this contract. The Authorized Government Representative for this requirement is: TBD Records Management: 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. Fayetteville VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSMVAMC and Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6.The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7.The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Fayetteville VAMC policy. 8. The Contractor shall not create or maintain any records containing any non-public Fayetteville VAMC information that are not specifically tied to or authorized by the contract. 9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. 10. The Fayetteville VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which GVSMVAC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. TMS (Talent Management System) course VA 4192704: Records Management for Everyone [Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] 12. Flow-down of requirements to subcontractors: a. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Invoicing and Payment: Contractor is authorized prompt payment in accordance with applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and Contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. Final Invoicing Instructions: It is your firm s responsibility to submit a completed and signed Final Invoice Memo (see attached template) in accordance with the terms and conditions of this contract. The Final Invoice Memo must be signed and attached to your firm s submission of the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration. If the CO or designated representative does not receive a signed copy of the Final Invoice Memo with your firm s final invoice for final payment and/or if the Government does not hear from your firm via e-mail after seven (7) calendar days, after the period of performance or contract expiration, the Government will accept that there is adequate evidence that all supplies and services have been delivered and accepted, all invoices have been paid, and that there are no outstanding invoices or issues concerning this contract; thus, the Government will continue with a unilateral de-obligation of any remaining funds and issue the signed modification to all parties. Further, failure to submit a signed Final Invoice Memo could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer which in this case is the VAMC. Notwithstanding the claim period stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the Contractor agrees to submit any claim related to this contract within 12 months after accrual.
