The Fargo VAMC requires surgical instrument maintenance and repair services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before May 30th, 2025. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement and what percentage of the work will be subcontracted and for what tasks.  *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Statement of Work Fargo Veterans Health Administration Health Care System Surgical Instrument Maintenance and Repair The Fargo Veterans Health Administration Health Care System (FVAHCS) requires surgical instrument Preventative Maintenance (PM) and repair services, including case carts, for their Surgical Processing Service (SPS). The Contractor shall provide an online digital inventory system, or digital tracker, to track instrument repair status and requests that is accessible by the FVAHCS. Preventative Maintenance and Repair Instrument(s) for this requirement mean: individual general surgical instrument identified during assembly inspection or front line use as not functional and requires evaluation and repair. Instrument Set(s) for this requirement mean: a uniquely named instrument tray used to contain a series of instruments defined by an instrument count sheet. Sets are between 2 and up to 141 individual instruments used during invasive procedures. The instrument set is assembled and held inside of a container system where most instruments will stay inside the set over repeated use. An instrument set may include multiple levels of instruments inside one instrument set. All instruments sent out within the instrument set must return with the instrument set. Preventative maintenance of surgical instruments shall be done by the inspection of entire trays. Repairs MUST align with the original manufacturers design and product specifications. Any modification or repair performed during repair that deviates from the OEM standards will render the instrument damaged beyond repair and will need to be replaced at the expense of the repairer. The Contractor shall ensure repairs and service functions are performed in conformance with manufacturer s specifications, the Center for Disease Control (CDC) regulations, Healthcare Sterile Processing Association (HSPA), Association of Peri-Operative Registered Nurses (AORN) Standards, Associate for Professionals in Infection Control and Epidemiology (APIC), the American National Standards Institute (ANSI) and Association for the Advancement of Medical Instrumentation (AAMI). Instruments submitted for repair and preventative maintenance shall be: sharpened, adjusted, aligned, straightened, calibrated, cleared of rust or debris, oiled removal of stains, sharp edges and/or scratches cannulated/lumened items shall have interior lumen flushed and visually inspected. all instruments able to be disassembled, shall be disassembled and undergo a detailed inspection. Returned Instruments shall: have legible QR Code, manufacturer name, and instrument catalog number Contractor shall provide maintenance and repair for rigid instrument containers to ensure that all lid gasket vent devices are fully functional, in accordance with manufacturer specifications. Items deemed unrepairable need to be returned to facility with clear identification as such. Any non-OEM parts used to repair an instrument must have product part numbers provided and must have a Food and Drug Administration (FDA) approved Instructions for Use (IFU) that outlines all steps for reprocessing. Repairer must be able to provide onsite, twice weekly repairs for: Unscheduled repair needs same day PM services for critical sets Site visits should follow a set schedule and be arranged so there is a minimum of 2-3 days between service site visits. During repair and PM, all instruments are to be evaluated for a 2D QR code. When a device does not have a 2D code, the repairer will laser mark 2D QR code to the instrument, as part of the PM service contract. Devices with new 2D QR codes shall be returned as part of the set it arrived in. Notification of code placement needs to be communicated to facility via the digital tracker for entry into the instrument tracking system (ITS), information to be documented on the digital tracker are: Device product number, Device description Device serial number (if applicable) QR code numeric assignment. Contractor shall place a QR code on the instrument using a laser etching system. Delicate sharp, pointed instruments delivered in puncture proof containers shall returned be returned in puncture proof containers. Routine individual instruments that need to have part replacements or more complex repairs, can be relocated to facility repair shop with updates of location change provided via the digital tracker. Any instruments that fail the quality check upon return to FVAHCS shall be resubmitted to the Contractor for repair at the Contractor s expense per Federal Acquisition Regulations (FAR) 52.212-4(a). All single instruments and surgical trays picked up and delivered back to the hospital should be updated by the Contractor on the digital tracker and following information should be included for each: Instrument Name of instrument, Manufacture catalog number, Serial number (when applicable), Quantity of items for accountability, QR code number assigned to the item. Instrument set: Instrument set name, Tray actual number, # of instruments included. Instruments includes a wide variety of general and specialty surgical tools to include but is not limited to curettes, hemostats, scissors, graspers, laparoscopic instruments, rongeurs, surgical knifes, power equipment (drills & saws), dental motors & handpieces, Phaco handpieces, etc. This contract shall not include rigid or flexible endoscopes or camera heads. The contractor shall be able to repair closed surgical case carts & transport carts on site which includes but not limited to latch, caster & bumper replacement including welding services. Case Cart/Transport Cart Repair/Maintenance: Maintenance and repair of stainless-steel surgical case carts, replacing hinges, repair or replace casters and wheels, restore one piece wrap-around bumper as needed. Replace any stainless-steel parts as needed. Must be able to source and replace dirty & clean indicators for closed case carts. The contractor shall have the ability to offer loaner surgical devices at no charge during repairs. Prohibited Repairs Any instrument found having an unreadable or non-existent Manufacturer s name AND product number visible on the instrument are NOT considered valid reusable instruments. These instruments shall be marked as damaged beyond repair and returned to SPS. Any repairs performed on these instruments will not result in compensation. Repairer is prohibited from knowingly altering or modifying an original instrument in ANY WAY from the original manufacturers intended design. Any instrument rendered damaged beyond repair due to performance of the repair or preventative maintenance will be replaced at the Contractor s expense. This can include but not limited to: Sandblasting shiny instruments to make them dull. Removing the manufacturer s name or product number found on the instrument. Altering the product dimensions, angles, length, or adding/removing materials. Creating a custom instrument. Repairer Response window: Urgent instrument repair service: Unscheduled repair of individual instrument or instrument set which the following applies: The damage is identified on a day where no onsite visit is anticipated. Damaged item is a critical instrument for the instrument set. No alternative substitution available in house to meet the need while waiting for repair. Patient care delays or cancellations. The Contractor has 48 hours to complete urgent instrument repairs. Forty-eight hours starts at time of notification by FVAHCS to the Contractor. Instruments or sets necessitating emergency repairs may be shipped to Contractor facilities if necessary. Scheduled PM for Critical Instrument Sets: Preventative maintenance of critical instrument sets shall be scheduled, and work completed with same day between the hours of 0800-1600, unless otherwise agreed upon by the SPS Designee. If a set will be removed from circulation beyond the scheduled repair day, it needs to be directly communicated with the SPS designee and an explanation as to why. In the event this is not attainable this is to be communicated directly and immediately with SPS Designee to include what complications are creating a barrier and an ETA of expected downtime. Mobile Repair Lab Requirements Instrument repairs completed onsite at the Fargo Veterans Administration Medical Center (VAMC) shall occur in a mobile repair lab/vehicle in a designated space. FVAHCS is not responsible for the supply of any items or utility services of any kind needed for sustainable functioning of the mobile unit. Safety cones shall be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and Contractor staff. Any equipment requiring set up at the mobile repair lab at the hospital shall be done at the expense of the Contractor. Mobile Repair Unit shall properly display the Contractor s name and permit numbers. Contractor shall provide access to repair facilities (mobile or otherwise) upon request by the VA to ensure compliance with the contract and applicable regulatory standards. Contractor mobile unit(s) shall be registered with the FVAHCS Police Department. Contractor documentation and tracking requirements Accessible online service dashboard that displays and tracks all repair and maintenance activities. Contractor uses an online dashboard that displays and tracks all repair and maintenance activities. Dashboard must be online and must be accessible to SPS designees 24 hours a day, 365 days a year except for maintenance related down times. The following dashboard functions must be included: Repair request function, Scheduled repair request function, Emergency repair request function, Display request is received with date of anticipated repair, Status updates while active repair is being performed, Closed completed repairs with all associated documentation attached, Visible annual calendar that establishes an annual PM schedule for sets attached in the appendixes, Dashboard should allow for all repairer documentation to be attached directly to the repair request This shall include a preventative maintenance checklist with at least: Repair performed, What parts were ordered, Invoices, Any other related documentation, Repair services that Interface with current equipment and ITS program are preferred. Contract Monitoring: The FVAHCS SPS shall designate a representative to monitor Contractor employee work services through one or a combination of the following mechanisms: The SPS representative, SPS Chief, Assistant Chief or Contracting Officer Representative (COR) shall monitor Contractor instrument pick-up and drop-off through the inhouse ITS system to ensure that services called for in the contract have been received by the FVAHCS. SPS shall utilize Contractor s digital dashboard to request services from Contractor. Daily monitoring of digital dashboard and repair status to ensure all requests are being handled appropriately. Documentation of services performed shall be reviewed by the Contracting Officer Representative prior to certifying payment. The SPS representative will conduct periodic customer service interviews with end users to confirm quality repair services are being performed to their standards. Contract monitoring and recordkeeping procedures shall be sufficient to ensure proper payment and confirmation that services were provided. Monthly invoices shall be submitted to the SPS Representative and COR at the beginning of the contract, until it is determined that billing documentation meets requirements. Once billing practices have been found to be acceptable then invoices may be directly submitted to Tungsten. The COR shall verify that services were performed against Contractor s certified delivery repairs document. Only after verification are invoices certified for payment. Billing disagreements that cannot be resolved by the COR shall be forwarded to the Contracting Officer for review and resolution. Contractor Requirement The Contractor shall provide documentation of staff training, competencies, and any pertinent certifications in relation to the repairs they shall be conducting. Contractor shall provide FVAHCS SPS staff with in-service training on as needed basis, at the request of the facility. Up to a total of twelve (12) hours, CEU eligible in-services per year. Additional Information National Holidays. There are eleven (11) holidays observed by the Government as follows: New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. These days must be excluded from the repair/maintenance schedule. The lists provided below are not all inclusive of the instruments that will be on the contract over its lifetime and may be subject to change over time. Service Container 2B TOENAIL REMOVAL SET 6 DENTAL AQUASEPT HANDPIECE SYSTEM 3 DENTAL ASTRATECH IMPLANT SYSTEM 3 DENTAL DENTAL TRAY 2 DERM SURGICAL EXCISION TRAY 5 ENT ADENOIDECTOMY TRAY 1 ENT COAKLEY ANTRUM CURRETTE SET 1 ENT CUMMINGS UNVERSAL RETRACTORS 2 ENT HARMONIC HANDPIECE BLUE 4 ENT MEDTRONIC THYROID INSTR SET LG 1 ENT MEDTRONIC THYROID INSTR SET SMALL 1 ENT MYRINGOTOMY PAN 1 ENT NASAL TRAY 1 ENT NECK PAN 1 ENT RIGID ESOPHAGOSCOPE SET 1 ENT SEPTOPLASTY SET 2 ENT SINUS INSTRUMENTS 2 ENT TONSIL TRAY 2 GENERAL AMPUTATION TRAY 2 GENERAL BOOKWALTER RETRACTORS AND BLADES 1 GENERAL BOOKWALTER RINGS AND POSTS 1 GENERAL BOWEL PAN 2 GENERAL BRAIN RETRACTOR SET 2 GENERAL DILATOR COMMON BILE DUCT SET 2 GENERAL EEA SIZERS 2 GENERAL EXTRA LONG INSTRUMENT TRAY 2 GENERAL GALL BLADDER TRAY 1 GENERAL KIDNEY TRAY 1 GENERAL LACRIMAL PROBE SET 4 GENERAL LIGATOR HEMORRHOID W/ SUCTION 2 GENERAL LIGATOR MCGIVNEY HEMORRHOIDAL 2 GENERAL MAJOR INSTRUMENTS 4 GENERAL MAJOR RETRACTORS 4 GENERAL MINOR INSTRUMENT TRAY 6 GENERAL OMNI #1 (NEW) 1 GENERAL OMNI #2 (NEW) 1 GENERAL OMNI EXTRA LARGE BLADES (NEW) 1 GENERAL OMNI RETR. (OLD) (#2) 1 GENERAL OMNI RETRACTOR (OLD) (#1) 1 GENERAL PROCTOSCOPE SET 2 GENERAL RADICAL PROSTATE TRAY 1 GENERAL RECTAL PAN 2 GENERAL RETRACTOR BALFOUR 10 1/2" 1 GENERAL RETRACTOR BALFOUR REGULAR 8 1/2" 2 GENERAL RETRACTOR O'CONNOR O'SULLIVAN 1 GENERAL RETRACTOR ST. MARKS SET 1 GENERAL SMALL PROCEDURE 20 GENERAL THYROID BASIC INSTRUMENT SET 2 GENERAL TRACH TRAY 2 GYN D&C TRAY 2 GYN GYN - DILATOR SET UTERINE HANK 1 GYN GYN - HSG TRAY 1 GYN GYN INSTRUMENTS 1 GYN GYN RETRACTORS 1 GYN SPECULUM SET NONCONDUCTIVE 2 LAPAROSCOPIC APPLIER CLIP LARGE HEMOLOK 2 LAPAROSCOPIC APPLIER CLIP MEDIUM LARGE HEMOLOK 2 LAPAROSCOPIC APPLIER HORIZON METAL CLIP MD/LG 10MM 2 LAPAROSCOPIC CLIP REMOVER 5MM HEMOLOK 2 LAPAROSCOPIC DEBAKEY FORCEPS HICURA 4 LAPAROSCOPIC DIAMOND-FLEXIBLE NISSEN SET 2 LAPAROSCOPIC FAST CLAMP (SNOWDEN PENCER) 2 LAPAROSCOPIC FLEXARM 2 LAPAROSCOPIC FORCEPS ENCISION & GENERAL INSTRUMENTS 4 LAPAROSCOPIC FORCEPS ENCISION/OLYMPUS 45cm LONG SET 1 LAPAROSCOPIC FORCEPS OLYMPUS HICURA 4 LAPAROSCOPIC FORCEPS OLYMPUS HICURA 43CM 2 LAPAROSCOPIC HARMONIC SCALPEL HANDPIECE 4 LAPAROSCOPIC HARMONIC SCALPEL HANDPIECE L9241N125 4 LAPAROSCOPIC Forceps Spoon Grasper 10mm 2 LAPAROSCOPIC OLYMPUS FAN RETRACTOR SET 1 MINORS LIGATOR; HEMORRHOID BLACK 2 MINORS UROLOGY SOUNDS OPEN-TIP 3 MINORS UROLOGY VAN BUREN SOUNDS 3 OPHTHY (EYE) CATARACT PAN 12 OPHTHY (EYE) EYE EXTRAS TRAY 3 OPHTHY (EYE) HANDPIECE ACTIVE SENTRY AND ULTRAFLOW 12 OPHTHY (EYE) MASTEL BUBBLE TWO RAY PRE-OP MARKER 6 OPHTHY (EYE) MASTEL PRECISION INSTRUMENTS (ALTORIC3) 6 OPHTHY (EYE) MST FORCEPS DUET 1 1 OPHTHY (EYE) MST FORCEPS DUET 2 2 OPHTHY (EYE) NASAL LACRIMAL DILATOR SET 2 OPHTHY (EYE) PUNCTAL DILATOR SET (EAGLE VISION) 1 ORTHO ACCORD CABLE SYSTEM 1 ORTHO ALVARADO KNEE POSITIONER 2 ORTHO ANKLE DISTRACTOR 1 ORTHO ARM POSITIONER 3 ORTHO ARTHR STRYKER CONQUEST FCPS 3.4MM 1 ORTHO ARTHREX ANKLE & FRACTURE SYSTEM 2 ORTHO ARTHREX CHONDRO PICK SET 1 ORTHO ARTHREX COMP. FIXATION SYSTEM 3.0 2 ORTHO ARTHREX SCREW REMOVAL 1 ORTHO ARTHROSCOPY ANKLE SET OLYMPUS (591340) 2 ORTHO ARTHROSCOPY INSTR. 4 ORTHO ARTHROSCOPY KNIVES/NERVE HOOKS 2 ORTHO ARTHROSCOPY RING CURETTES 3 ORTHO AWL & TAP SET 2 ORTHO BIOTENODESIS INSTRUMENTS 1 ORTHO CARPAL TUNNEL 5 ORTHO CEMENT INSTRUMENTS 1 ORTHO CURETTE RACK 2 ORTHO DEMAYO KNEE POSITIONER 3 ORTHO ELEVATOR MCGLAMRY (METATARSAL) 3 ORTHO FEMORAL SOUNDS 1 ORTHO FINGER TRAPS XL 1 ORTHO FINGER TRAY SET 1 ORTHO FLEXIBLE OSTEOTOMES 1 ORTHO FOOT PAN 4 ORTHO GORE EXTRAS 2 ORTHO HANA TABLE LEFT HOOKS 2 ORTHO HANA TABLE RIGHT HOOKS 2 ORTHO HAND MODULAR SYSTEM 2 ORTHO HAND PAN 6 ORTHO HIP EXTRAS 2 ORTHO KEY ELEVATOR SET 1 ORTHO MINI OSTEOTOMES 3 ORTHO ORTHO INSTRUMENTS 6 ORTHO ORTHO RETRACTORS 6 ORTHO OSTEOTOME RACK 2 ORTHO OSTEOTOMES CVD 1 ORTHO PELVIC ARRAY 2 ORTHO RETRACTOR KOLBEL GLENOID 2 ORTHO RICHARDS STAPLES 1 ORTHO S&N SHOULDER ARTHROSCOPY SYSTEM 1 ORTHO SEMMES CURETTES 2 ORTHO SMALL JOINT ARTHROPLASTY SYSTEM (ACUFEX) 1 ORTHO STRYKER DIRECT ANTERIOR RETRACTORS 2 ORTHO STRYKER IMPLANT EXTRACTION SET A 1 ORTHO STRYKER IMPLANT EXTRACTION SET B 1 ORTHO STRYKER SHOULDER INSTRUMENTS 2 ORTHO STRYKER SYSTEM 8 6 ORTHO STRYKER TKA TRIALS SZ1 2 ORTHO STRYKER TKA TRIALS SZ2 2 ORTHO STRYKER TKA TRIALS SZ3 2 ORTHO STRYKER TKA TRIALS SZ4 2 ORTHO STRYKER TKA TRIALS SZ5 2 ORTHO STRYKER TKA TRIALS SZ6 2 ORTHO STRYKER TKA TRIALS SZ7 2 ORTHO STRYKER TKA TRIALS SZ8 2 ORTHO STRYKER TPX DRILL 6 ORTHO STRYKER TRIATHLON STEMMED TIBIAS 2 ORTHO SYNERGY HIP INSTRUMENT (TRAY #1) - 2 ORTHO SYNTHES 2.4/2.7MM LOCK. FOOT MODULE 1 ORTHO SYNTHES 2.7 LOCKING COMPRESSION PLATE SET 1 ORTHO SYNTHES 3.0 CANNULATED SCREWS 1 ORTHO SYNTHES 4.0 CANNULATED SCREWS 1 ORTHO SYNTHES 4.5 CANNULATED SCREWS 1 ORTHO SYNTHES 6.5 CANNULATED SCREWS 1 ORTHO SYNTHES BONE FORCEPS SET (SOFT RATCHET) 1 ORTHO SYNTHES BROKEN SCREW REMOVAL SYSTEM 1 ORTHO SYNTHES DISTAL RADIUS EXTERNAL FIXATOR SET 1 ORTHO SYNTHES Large Frag ASIF Screws 1 ORTHO SYNTHES LARGE FRAG BASIC INSTRUMENTS 1 ORTHO SYNTHES LC DCP PLATES 1 ORTHO SYNTHES LCP SM. FRAGMENT IMPLANT SET 2 ORTHO SYNTHES LOCKING DISTAL RADIUS PLATE SET 1 ORTHO SYNTHES MODULAR MINI FRAGMENT LCP 2 ORTHO SYNTHES PERIARTICULAR REDUCTION FORCEP SET 1 ORTHO SYNTHES SCREWDRIVER SET 1 ORTHO SYNTHES SMALL FRAGMENT 1 ORTHO TABLE TOP PLATE BENDER 1 ORTHO THOMPSON RETRACTORS HIP 3 ORTHO TREPHINE 12MM & 14MM W/IMPACTOR 1 ORTHO TREPHINE 7MM & 9MM W/IMPACTOR 1 ORTHO TRIATHLON 1-8 CS TIBIAL INSERT TRIALS 1 ORTHO TRIATHLON 13-19MM POLY TRIALS 1 ORTHO TRIATHLON 4:1 & SPACER BLOCKS 3 ORTHO TRIATHLON LEFT FEMORAL TRIALS 1 ORTHO TRIATHLON MAKO INSTRUMENTS 3 ORTHO TRIATHLON MAKO SPACER BLOCKS 2 ORTHO TRIATHLON MISC. INSTRUMENTS 3 ORTHO TRIATHLON PRIM/EXP/MIS TIB PREP 3 ORTHO TRIATHLON PRIMARY & EXPRESS FEM PREP 3 ORTHO TRIATHLON PRIMARY & MIS PATELLA PREP 3 ORTHO TRIATHLON PS BOX CUTTING GUIDES 4 ORTHO TRIATHLON PS FEMORAL TRIALS LEFT 4 ORTHO TRIATHLON PS FEMORAL TRIALS RIGHT 4 ORTHO TRIATHLON PS INSERT TRIALS (1-8) 4 ORTHO TRIATHLON RIGHT FEMORAL TRIALS 1 ORTHO TRIATHLON TRITANIUM PREP 3 PLASTICS DERMATOME ZIMMER 2 PLASTICS HAND NERVE PAN 1 PLASTICS PLASTIC TRAY 2 PLASTICS SKIN MESHER ZIMMER 2 UROLOGY JEWETT URETHRAL SOUNDS 1 UROLOGY OLYMPUS TURP SET A22003A/A22002A 2 UROLOGY OLYMPUS TURP SET WA2T470A/WA2T430A 3 UROLOGY OLYMPUS URETHROTOME 1 UROLOGY OTIS BOUGIE A BOULE (OLIVE TIP) 1 UROLOGY OTIS URETHROTOME 3 UROLOGY SOUNDS; OPEN TIP 3 UROLOGY UROLOGY - DITZEL TRAY 4 UROLOGY VAN BUREN URETHRAL SOUNDS 4 UROLOGY VASECTOMY 2 VASCULAR ENDARTERECTOMY STRIPPER SET 2 VASCULAR GARRETT DILATORS 4 VASCULAR GARRETT DILATORS SHORT 1 VASCULAR GORE TUNNELER 1 VASCULAR HENLEY RETR (V MUELLER) 7 VASCULAR KELLY WICK TUNNELERS 2 VASCULAR LARGE VASCULAR 2 VASCULAR LEATHER IN SITU INSTRUMENTS 1 VASCULAR PACEMAKER 4 VASCULAR PERIPHERAL TRAY 4 VASCULAR PV TUNNELER SET BARD 2 VASCULAR RESLAN INSTRUMENTS 3 VASCULAR RETRACTOR; BURFORD 1 VASCULAR SCANLAN BULLDOG TUNNELER 1 VASCULAR SMALL VASCULAR 3 VASCULAR THOMPSON SURGICAL SMALL INCISION SYSTEM 2 VASCULAR THORACIC TRAY 2
