THIS IS A SOURCES SOUGHT NOTICE ONLY: This announcement seeks information from the industry, which will be used for preliminary planning purposes for procurement. No proposals are being requested or accepted with this sources sought notice. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SOURCES SOUGHT NOTICE. THIS IS STRICTLY MARKET RESEARCH. Department of Veteran Affairs West Haven Healthcare requires routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments are also covered within the scope of PM. The purpose of this sources sought is to gain knowledge of interest, capabilities, and qualifications of various members of industry, who have the capability to provide these services. All interested firms must be registered in SAM (System for Award Management) to be eligible for the award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum: (1) Company name and address point of contact with phone number and SAM UEI. (2) Documentation relating to performance capability, current point of contact, and phone number). (3) Socio-economic status to identify the business class as a large business, SDVOSB, VOSB, small business, Woman Owned, etc. (4) Place of manufacture (5) Any other pertinent company documentation prior to submission of offers to a solicitation. Any small business (SB) firms responding to this Sources Sought Notice must also provide proof of registration in the SBA DSBS prior to submitting offers to a solicitation. This market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised that the government will not pay any costs for responses and information submitted. All submissions sent via kim.mccarthy@va.gov. RESULTS INFORMATION: Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement. Scope of Work: Surgical Instrument Preventative Maintenance, Repair & Inspection 1. Purpose To establish a contract for the routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments is also covered within the scope of PM. 2. Contractor Responsibilities The contractor shall provide the following services: On-location service at both West Haven and Newington campuses with visits based on a scheduled determined by the Point of Contact (POC). On-location service shall include but not be limited to: Inspection of surgical instruments for wear, damage, and functionality. Sharpening of cutting instruments (e.g., scissors, scalpels, rongeurs) to manufacturer specifications. Preventative Maintenance, Honing, Deburring, Demagnetizing, Aligning, Adjusting, Cleaning, Buffing, Polishing, Passivation, Stain Removal, Restoration of Finish, and Lubricating of instruments as needed to ensure proper function. Minor Repairs including spring replacement, screw tightening, and box lock or handle adjustments. Replacement of standard factory parts and restoration of instruments to manufacturer specifications Minor Repair of rigid surgical containers and replacement of serviceable parts Pickup and Delivery of instruments from and to the facility on a scheduled basis. Documentation of services performed, including instrument condition and work completed. Documentation to be provided for each episode of service. Recommendations for replacement vs. repair and clear photos and documentation of items that are beyond repair. For items unable to be repaired on-location, contractor must be capable of sending out damaged instruments for off-site repair without additional cost to Government Off-site instrument repair service shall include but not be limited to: Repotting of bi-polar forceps with subsequent, documented testing to verify electrical insultation integrity Diamond dust application Gold plating Microscopic/ophthalmic instrument service Contractor shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If an instrument cannot be repaired, it will be returned to SPS. If an instrument requires off-site instrument repair service, the contractor must have obtained verbal approval from VA SPS Chief, or designee, prior to doing so. Contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical tray completion. All instruments that can be disassembled will be disassembled, and undergo a detailed contractor inspection. Instruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79. All cannulated items will have interior lumens flushed and inspected. Delicate sharp, pointed instruments will be returned covered with appropriate tip protectors. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufacturer s instructions for use (MIFU). All returned, inspected, and repaired instruments will be stain-free and polished to a mirror finish while maintaining locator barcodes. Collaboration and coordination with VACHS staff on how to best schedule instrument maintenance to minimize OR downtime, prevent case delays, and support efficiency in the Sterile Processing department. Education and staff training to VACHS staff on topics such as proper instrument handling and care, recognizing signs of instrument failure, proper use to extend instrument life, and best practices for cleaning and inspection. Training classes shall be held either in person at the VA facility or virtually. Classes shall be offered at a minimum of 1 time per quarter totaling 4 classes per year on dates and times prearranged and agreeable to the vendor and POC. In addition to the PM service, a one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses is required at the beginning of the contract. This inspection, together with a review of the inventory included in the Instrument Tracking System, is required to establish a preventative maintenance inspection schedule. 3. Service Schedule and Place of Performance Service visits will take place at the following locations: WEST HAVEN VAMC 950 Campbell Avenue West Haven, CT 06516 *TWO (2) on-location visits per month. Inclusive of off-location repairs. NEWINGTON VAMC 555 Willard Avenue Newington, CT 06111 * ONE (1) on-location visit every other month. Inclusive of off-location repairs. On each visit, the contractor shall service at least 10-15 instruments sets or the equivalent in single instruments or a combination of sets/single instruments. Emergency or unscheduled services must be available within 24 48 hours upon request. 4. Quality Standards All work must comply with industry standards from ANSI/AAMI and the Healthcare Sterile Processing Association. All repairs must be performed by qualified service technicians and must align with the instrument s MIFU Instruments must be returned in ready-to-use condition, properly packaged and labeled. Contractor must maintain ISO 13485 certification or equivalent quality assurance standards. 5. Facility Responsibilities Provide access to instruments requiring service. Designate a point of contact for coordination and communication. Maintain a log of instruments sent for service. 6. Reporting and Documentation Contractor shall provide a detailed service report with each episode of service which includes the following information: Date of service Technician name or ID Instrument or tray type, ID, or description Type of service performed status of instrument repair or resolution Instruments that are nonrepairable shall also be annotated in this log. 7. Performance Monitoring The facility reserves the right to inspect serviced instruments and audit contractor performance. Continued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by SPS and POC. Quarterly Reviews: All parties agree to Quarterly Business Reviews. Discussions will address quantity and quality of repairs, turnover times, service histories, actual repair costs, procedure counts, and suggestions to proactively reduce repair and service costs. Before/After Onsite Picture Reporting: Utilize picture reporting to track trends and to provide necessary education with the aim to reduce costs and prevent instrument damage. Problem Identification: Contractor shall provide Root Cause Analysis evaluations to aid with the identification of potential instrument misuse or handling that may be leading to the need for repeat repairs. The POC will be responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO) 8. Contract Duration Initial term: 12 months. Renewal: Option to renew annually based on performance and mutual agreement. 9. Pricing and Payment Pricing shall be based on: Per instrument serviced or flat rate per visit Emergency service surcharge (if applicable/only if used) Invoices must include the service dates and must reference the contract ID/Purchase Order The SPS Chief, or designee, will verify that services were performed against the contractor's certified delivery repairs document. Only after verification are invoices certified for payment. 10. Security, Compliance, and Confidentiality Before work is performed and during the entire performance period when work is being conducted the contractor shall ensure they possess or obtain the necessary credentials/badges needed to enter/exit the facility to include obtaining access to needed and specific site areas where instruments are located. Coordination and check in with the VA police and other appropriate security personnel may be required. Contractor shall coordinate with the POC, other authorized representative, or the Contracting Officer if assistance is needed. Contractors must comply with all applicable VA, HIPAA, and OSHA regulations. All work shall be completed according with all terms within this Scope of Work. National Archives and Records Administration (NARA) Records Management Contract Language Clause will be required in the contract if it will result in the creation and/or deletion of new federal records (such as invoices, project guidelines, reports, etc.)
