36C24226Q0608.docx

Special Notice Special Notice

GENERAL INFORMATION

Network Contracting Office (NCO) 2 3495 Bailey Avenue Building 3, 2nd floor Buffalo NY 14215

POINT OF CONTACT*

Contracting Officer Megan Ross Megan.Ross3@va.gov 716-862-7461 22451 716-684-0474

ADDITIONAL INFORMATION

DESCRIPTION

SPECIAL NOTICE – INTENT TO SOLE SOURCE

Agency: Department of Veterans Affairs (VA) Office: VA New Jersey Health Care System – Network Contracting Office Location: 385 Tremont Ave, East Orange, NJ 07018

NOTICE TYPE

Special Notice – Intent to Award a Sole Source Contract

CLASSIFICATION

NAICS Code: 811210 – Electronic and Precision Equipment Repair and Maintenance PSC Code: J065 – Maintenance, Repair, and Rebuilding of Equipment – Medical and Dental Instruments, Equipment, and Supplies

SYNOPSIS

The Department of Veterans Affairs, VA New Jersey Health Care System (VA NJHCS), located at 385 Tremont Ave, East Orange, NJ 07018, intends to award a sole source contract, without full and open competition, to:

Advanced Sterilization Products Services, Inc. (ASP) +1 (888) 783-7723 www.asp.com This action is being taken pursuant to the authority of FAR 6.302-1 – Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, as implemented under 41 U.S.C. § 3304(a)(1).

DESCRIPTION OF REQUIREMENT

The VA NJHCS requires full-service maintenance and support for the following government-owned sterilization equipment located at the East Orange Campus – Building 1:

Required services include scheduled preventive maintenance, unscheduled corrective maintenance, all OEM replacement parts (inclusive of batteries), labor, travel, software upgrades and updates, End of Life hardware upgrades, telephone technical support, and Hazard Alert/FDA Recall remediation.

PERIOD OF PERFORMANCE

BASIS FOR SOLE SOURCE

Advanced Sterilization Products Services, Inc. (ASP) is the Original Equipment Manufacturer (OEM) of the sterilization systems covered under this requirement. ASP has confirmed in writing (March 24, 2026) that it authorizes servicing only by ASP-trained and certified personnel. No third-party vendor, including any Service-Disabled Veteran-Owned Small Business (SDVOSB), has been trained, certified, or authorized by ASP to service these systems or supply OEM parts. Proprietary software and parts required for maintenance, calibration, and repair are available exclusively to ASP-authorized personnel. Service by any unauthorized party would void existing OEM warranties and service agreements, posing a risk to patient safety and equipment operability.

Accordingly, ASP is the only source capable of fulfilling the Government's minimum requirements.

RESPONSE INSTRUCTIONS

This notice is not a solicitation for competitive proposals. However, interested parties who believe they are capable of fulfilling this requirement in its entirety — including OEM-authorized maintenance, OEM parts supply, proprietary software access, and all associated services — are invited to submit a written capabilities statement to the Contracting Officer no later than May 26, 2026 10:00 AM EST Capability statements shall address, at a minimum:

· Proof of OEM authorization from Advanced Sterilization Products Services, Inc. to service STERRAD® and ST100NX sterilization systems

· Proof of OEM-certified technician(s) for the specific equipment models listed above

· Demonstrated ability to provide OEM parts, proprietary diagnostic software access, and all services described herein Responses received will be evaluated solely to determine whether a competitive solicitation is appropriate. The Government is not obligated to issue a solicitation as a result of this notice. All responses must be submitted in writing via email to:

Contracting Officer: Megan Ross Email: megna.ross3@va.gov

APPLICABLE SMALL BUSINESS SET-ASIDE

This acquisition is not set aside for small business due to the sole source nature of the requirement. No small business, including SDVOSBs, has been authorized by ASP to perform the required services as of the date of this notice.

ATTACHMENTS

STATEMENT OF WORK

SERVICE AND SUPPORT OF

ADVANCED STERILIZATION PRODUCTS

A. BACKGROUND

The Biomedical Engineering department at VA New Jersey Health Care System (NJHCS)is requesting a full-service contract to cover the maintenance, repairs, parts, software upgrades/updates, hardware upgrades/updates and technical support on government owned sterilizer equipment at the New Jersey Healthcare System, East Orange Campus.

B. OBJECTIVES

The contract effort goals are to maintain, upgrade, service and support all components of the equipment listed in Section G, inclusive of components of the host systems, throughout the total contract period at the VA New Jersey Healthcare System. Objectives to meet the service and support goal may include, but are not limited to, replacement parts coverage, service support, telephone support, software and hardware support, continuing education for VA staff and support service, full maintenance coverage by providing all replacement parts, labor, travel expenses, tools, test equipment and other incidentals necessary to maintain or restore the listed equipment to operating specifications according to the manufacturer’s recommendations throughout the term of the contract.

C. DEFINITIONS/ACRONYMS

· CO – Contracting Officer.

· COR – Contracting Officer Representative

· FSE – Field Service Engineer. A person who is authorized be the contractor to perform maintenance (scheduled{preventive} or unscheduled{corrective}) services on the VAMC premises.

· SR – Service Report. Documentation of the services rendered for each incidence of work performance under the terms and condition of the contract.

· Acceptance Signature – Signature of VA employee who indicates FSE demonstrated service conclusion/status and User has accepted work as complete/pending in SR.

· Authorization Signature – COR’s signature; indicates COR accepts work status as stated in SR

· HTM – Healthcare Technology Management

· OEM – Original Equipment Manufacturer

· POC – Point of Contact

· Downtime – Aggregate hours within Normal VA Business Hours during a contract year when the equipment is inoperable due to system failure resulting in inability of patient treatment.

D. PERIOD OF PERFORMANCE

After the contract has been awarded, the period of performance will be defined within the following time parameters.

· Base Year: 8/1/2026 – 7/31/2027

· Option Year One: 8/1/2027 – 7/31/2028

· Option Year Two: 8/1/2028 – 7/31/2029

· Option Year Three: 8/1/2029 – 7/31/2030

· Option Year Four: 8/1/2030 – 7/31/2031

E. PLACE OF PERFORMANCE

Delivery of services in this case will be conducted at the following addresses:

· VA New Jersey Healthcare System – East Orange Campus – Building 1

· 385 Tremont Ave, East Orange, NJ 07018

F. SCOPE OF WORK (TASKS FOR SERVICES)

The work requirements for this contract performance period are introduced as stated in the preceding sections. However, it is here within the scope of work they will be captured explicitly. The contractor will meet the following requirements as bulleted below, THE CONTRACTOR WILL:

· PERSONNEL

· The Field Service Engineer is required to be OEM training, and the Contractor shall provide the certification upon request

· The FSE is required to contact the provided HTM POC to coordinate all Unscheduled and Scheduled maintenance

· The FSE is required to check in with the HTM POC when arriving at the Facility AND prior to leaving the Facility

· The FSE is required to give the HTM POC a synopsis of the work performed prior to leaving the Facility

· REPAIRS

· All Field Engineer on site visits shall be performed within four (4) business hours during the normal VA business hours

· 8:00am-5:00pm, Monday through Friday, excluding Federal holidays

· On-site response time shall be within four (4) business hours of request

· All telephone technical support shall be provided at no additional cost and within 30 minutes

· Repair parts shall be provided and shipped, next day 10:30 am

· All replacement parts will be of OEM quality and guaranteed against defects and/or failure for a period of ninety (90) days from the date of installation

· Work to be performed, which is not covered under this contract, must be pre-approved by the contract specialist/officer and a separate purchase order will be issued for the work to be performed. Failure to obtain prior authorization will result in non-payment of charges incurred.

· Post repair, the repaired equipment shall be returned to OEM standards

· PARTS

· All parts, inclusive of batteries, will be provided and replaced as necessary

· SCHEDULE MAINTENANCE (PREVENTIVE MAINTENANCE)

· Preventive maintenance shall be scheduled during normal VA business hours as identified above.

· The preventive maintenance schedule shall be determined and documented at the start of the contract with a meeting between the Contractor and the Facility

· The schedule is inclusive of the frequency of schedule maintenance, the duration of an individual preventive maintenance event, the exact month(s) that the schedule maintenance will be performed

· The Facility reserves the right to revisit the preventive maintenance schedule at a minimum of the starting month of each Option Year.

· All parts and equipment necessary to complete the preventive maintenance shall be provided and shipped, next day 10:30 am

· The full preventive maintenance procedure documentation inclusive of step-by-step guide and anticipated values (if applicable), shall be provided at the request of the COR and/or CO

· SOFTWARE

· All software upgrades/updates, inclusive of installation of any minor patches or major revisions, shall be included

· The Contractor shall assist in any/all software and/or network vulnerabilities identified by the Government that need remediation as expressed by the Government

· HARDWARE

· Hardware upgrades of components deemed End of Life shall be included

· HAZARD ALERTS

· The Contractor is required to provide and complete the remediation of any and all Government identified Hazard Alerts and/or FDA Voluntary/Un-Voluntary Recall Alerts inclusive of travel, labor and parts required

· SERVICE DOCUMENTATION

· At the conclusion of each repair and scheduled maintenance call, the Contractor shall provide a written service report within 3 business days indicating:

· Date(s) of service

· Make, model, serial number, and barcode/ID number of the equipment serviced

· Name of FSE who performed the work

· Hours worked

· Description of the reported problem, the services performed, and parts replaced

· Make, model, serial number, barcode/ID number, and proof of up-to-date calibration of the test equipment used in the repair or preventive maintenance service.

· Quantifiable measurement results, inclusive of range and tolerance, for all tests conducted

G. EQUIPMENT LIST

This notice is posted in accordance with FAR 5.201 and FAR 6.302-1. The Government reserves the right to cancel this notice at any time.

Special Notice