36C24524Q0838.docx

DOCX document 133 KB Posted Aug 28, 2024

Attached to: J066--Copy of Copy of EDA: 09/30/2024 STATUS: 05/02/2024 MOVED TO TIM R. EEM. , VISN Wide Instrument Sharpening Service (VA-24-00067008)
Solicitation number: 36C24524Q0838
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 5

About this file

Written by GovTribe AI · Aug 28, 2024

This document is a Performance Work Statement (PWS) for an Indefinite Delivery Indefinite Quantity (IDIQ) contract for Instrument Sharpening Services for the Department of Veterans Affairs VISN 5 healthcare system.

The PWS outlines the requirement for a contractor to provide surgical instrument maintenance, repair, testing, inspection, educational follow-up, count sheet management, and laser marking services for facilities located in Baltimore, Beckley, Huntington, Clarksburg, Perry Point, Baltimore, Martinsburg, and Washington DC. The contract has a 5-year ordering period from 10/2/2024 to 10/1/2029. The contractor must have current ISO 9001 and ISO 13485 certifications, and utilize certified technicians. Services are required on a periodic basis and include sharpening, adjusting, cleaning, stain removal, and replacing parts on a variety of surgical instruments and trays. The contractor must also provide autoclave chamber cleaning, scan instruments, and provide educational briefings. Proposals are due by 9/3/2024.

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36C24524Q0838 (End of Addendum to 52.212-1)

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

UEI:

EFT:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C24524Q0838 08-19-2024 Keysha Gorman 410-637-1509 09-03-2024

8AM

EDT

Department of Veterans Affairs

VAMC

Service Team One 10 N Greene St Baltimore

21201 X X 339112 1000 Employees N/A X Department of Veterans Affairs VAMC(512) Warehouse 10 N Greene St Baltimore

21201 Department of Veterans Affairs

VAMC

10 N Greene St Baltimore

21201

PAYMENT WILL BE MADE BY

FSC e-Invoice Payment Invoice must be submitted electronically http://www.fsc.va.gov/einvoice.asp Invoice Setup Information 1-877-489-6135

See CONTINUATION Page The Department of Veterans Affair Healthcare System is seeking Instrument Sharpening Services for the following locations Baltimore, Beckley, Hershel “Woody” Williams Lock Raven, Louis A Johnson, Martinsburg, Perry Point and Washington DC VA Medical Center under an Indefinite Delivery Indefinite Quantity (IDIQ) contract.

Period of Performance:

Ordering Period One: 10/02/24-10/1/25 Ordering Period Two: 10/02/25-10/1/26 Ordering Period Three: 10/02/26-10/1/27 Ordering Period Four: 10/02/27-10/1/28 Ordering Period Five: 10/02/28-10/1/29 Proposals Due: 9/3/24 All questions or requests please email by 8/25/26 to Keysha.Gorman74@va.gov.

$0.00 See CONTINUATION Page X Bradley S Davis

VA-VHA-2020-8952A45B

Table of Contents

SECTION A	2
A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES	2
SECTION B - CONTINUATION OF SF 1449 BLOCKS	4
B.1 CONTRACT ADMINISTRATION DATA	4
B.2 PRICE/COST SCHEDULE	15
ITEM INFORMATION	15
SECTION C - CONTRACT CLAUSES	54
C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2023)	54
C.2 52.216-18 ORDERING (AUG 2020)	60
C.3 52.216-19 ORDER LIMITATIONS (OCT 1995)	60
C.4 52.216-22 INDEFINITE QUANTITY (OCT 1995)	61
C.5 SUPPLEMENTAL INSURANCE REQUIREMENTS	61
C.6 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)	62
C.7 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)	65
C.8 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)	67
C.9 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)	69
C.10 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)	70
C.11 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)	71
C.12 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)	71
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS	80
SECTION E - SOLICITATION PROVISIONS	91
E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023)	91
E.2 52.204-29 FEDERAL ACQUISITION SUPPLY CHAIN SECURITY ACT ORDERS—REPRESENTATION AND DISCLOSURES (DEC 2023)	95
E.3 52.216-1 TYPE OF CONTRACT (APR 1984)	96
E.4 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)	96
E.5 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAY 2024)	97

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C245 Bradley.Davis3@va.gov Department of Veterans Affairs

VAMC

Service Team One 10 N Greene St Baltimore MD 21201

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X]

52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[]

52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly	[]
b. Semi-Annually	[]
c. Other	[x] Monthly

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

http://www.fsc.va.gov/einvoice.asp

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO

DATE

36C24524Q0838

Page 1 of Page 1 of

VISN 5

Instrument Sharpening and Repair Services Performance Work Statement (PWS) Objective: Surgical Instrument Maintenance, Repairs, Testing, Inspection, Continual Educational Follow-Up, Count Sheet Management, and Laser Marking Services

1. General Information The VISN 5 is currently seeking a company that can provide the following services to repair, refurbish, and assess for replacement surgical instruments, case carts, and autoclave chamber cleaning for use in the Operating Room (OR), clinical procedure areas, and/or Sterile Processing Service. Additionally, this PWS includes, at section# 7, for instruction regarding the Annual Surgical Instrument Tray(s) Maintenance and Inspection.

Preventive Maintenance (PM)/ Scheduled repairs, refurbishment and assessment for replacement shall include but is not limited to all specialty trays and instruments by Service (Ortho, ENT, Vascular, General Surgery, etc.) scissors, needle holders, curettes, hemostats, graspers, laparoscopic instruments, surgical knifes, etc. Replacements must be made available while on location and at the time of repair for the ones that are being shipped out.

These 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 with minimal incidence of malfunction or inoperative conditions.

The Contractor shall ensure that the repairs and service functions are performed in conformance with current ANSI-AAMI ST-79 and specifications used by the instrument manufacturer. Contractor must have and maintain the current ISO 9001 and ISO 13485 certifications specific to medical devices.

The contractor shall provide repair service which may consist of calibrating, cleaning, stain removal, lubricating, adjusting, replacing parts, and maintaining the equipment, insulation electrical safety inspection, (as required by instrument type) including all emergency calls necessary between regular repairs. Contractor shall also review/scrub count sheets for accurate data on location, be able to provide laser marking on every instrument, and be capable of scanning/assigning individual instruments to their respective sets within the Censitrac system. Laser Marking is defined as ability to apply the Censitrac data matrix mark and/or other 'instrument tracking' bar codes via a surface preserving laser mark.

Upon completion of repair, refurbishment, and testing of the submitted trays and instruments, the contractor shall return the equipment to the Sterile Processing Service (SPS). Additionally, the contractor shall also provide a summary document upon delivery of processed instruments containing the following information: date of repair, instrument type, type of repair and cost. An educational briefing shall be done the same day that services are rendered at shift change by a certified technician. Briefing shall include before and after pictures with recommendations for process improvements. In addition, the contractor shall work with SPS for continual educational sessions that shall include all levels of requirement from current ANSI-AAMI ST79 and IAHCSMM to maintain certification and continual education.

Performance Period will be a five-year ordering period and contractor shall be required to cover all listed sites. The ordering period will be on or about as follows:

Ordering year One -	10/2/2024 - 10/1/2025.
Ordering year Two -	10/2/2025 - 10/1/2026
Ordering year Three -	10/2/2026 - 10/1/2027
Ordering year Four -	10/2/2027 - 10/1/2028
Ordering year Five -	10/2/2028 - 10/1/2029

2. Introduction and Scope of Work

Contractor shall provide these services to include but not limited to sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, adjusting, replacing parts, of various individual surgical instruments sets and Operating Room procedural instrument trays. Instruments will be provided individually or as components of a specialty tray.	All instruments shall be maintained in proper operating conditions as specified by the original manufacturer and in compliance with ANSI-AAMI ST-79 Part 7.7 (Servicing and Repairs of Devices in the Health Care Facility). Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS) located at each VISN 5 location (s) as defined in the issued order.
3.	Specific Mandatory Tasks and Associated Deliverables
a.	Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS) located at each VISN 5 location (s).
b.	Certified Central Service Contractor Partner (CCSVP) Certification for Sales Representatives and Repair Technicians Preferred.
c.	Provide repairs, maintenance, and testing of surgical instruments, laparoscopic instruments, surgical instrument containers, and case carts. Provide preventative maintenance, repairs and testing of all surgical instruments owned by the VA, including, but not limited to orthopedic (including pneumatic orthopedic instruments), laparoscopic, vascular, ENT, gynecological, urological, Dental, gastrointestinal and insulated items. Items may be added or deleted from the facilities inventory as required.
d.	Repairs shall be completed either on location at each VISN 5 location (s) in a mobile repair vehicle, or offsite at the contractor's repair facility.
e.	Current ISO 9001, and ISO 13485 (medical device) certifications shall be obtained by the repair contractor in order to be considered.
f.	Employees of the repair contractor responsible for repairing surgical instruments shall be a member of American Society for Quality (ASQ) and receive Certified Quality Inspector (CQI) training.
g.	The repair contractor shall provide multiple levels of repair service including, but not limited to the following:

· two-hour turn-around

· same-day turn-around

· 24-hour turn-around

· weekend service

· mail-in repair service

· onsite repair service

h.		The repair contractor shall provide an adequate number of technicians for onsite repair so that entire services can be repaired, refurbished, etched and accurate data entered in Censitrac tracking system. Multiple days in a row may need to be scheduled to complete these tasks.
i.	The repair contractor shall be capable of repairing 15-20 trays per visit and any miscellaneous repairs. Or up to 4 Basic Case Cart Repairs ( Bumpers, Casters, Latches, Door Alignment)
j.	Magnification technology shall be utilized during the repair process to diagnose, document, and educate regarding repairs made for the day.
k.	Surgical instrument maintenance and repair shall be handled with care. The contractor shall be required to test instruments for accurate alignment, sharpness, insulation and calibration. The contractor shall return instruments in as good as new condition. All instruments shall be repaired and maintained in proper operating conditions as specified by the original manufacturer.
I.	The finish of the surgical instruments shall be maintained to manufacturer's specifications.
m.	The manufacturer's part numbers, and catalog numbers shall be preserved on all repaired or refurbished instruments.
n.	The repair contractor shall not repair any non- surgical grade instruments. (i.e., Pakistan).
o.	Provide new instrumentation and Certified Pre-Owned surgical instruments and equipment if off-site instrument is needed for repairs.
p.	Instruments that cannot be repaired or refurbished due to cracking, pitting, corrosion, or exceeding life expectancy shall be removed and a recommendation for replacing parts and/or replacing instruments shall be provided. Exceptions shall be tagged for replacement.
q.	The repair contractor, with the input of the clinical and SPS staff, shall implement a Surgical Instrument Quality Assurance Program (SIQAP) whereas instrument sets shall be repaired, documented, and monitored by Surgical Service and Specialty Services and Sterile Processing Services.
r.	The contractor shall provide a summary document upon delivery of processed instruments containing the following information: date of repair, instrument type, type of repair, and cost.
s.	All single instrument and surgical trays picked up/delivered by contractor shall be properly listed for accountability verification.
t.	Contractor shall provide VA-SPS staff with one (1) CEU eligible in-service on instrumentation per year. The repair contractor shall provide education regarding instrument repairs, instrument care and handling, instrument processing, laparoscopic continuity testing, and endoscopy instrument repairs. Programs shall be accredited programs that offer CEU credits to SPS Technicians, Surgical Technicians, and Registered Nurses. Contractor shall be IAHCSMM certified.
u.	The Contractor's employee(s) shall report to the Sterile Processing Service upon arrival at each VISN 5 location (s) for the pickup and return of instruments. If instruments cannot be repaired, they shall be marked or tagged and returned to SPS. If an instrument needs to be sent out for third party repairs by the contractor, authorization shall be obtained from the VAMC SPS Chief.
v.	The Contractor shall provide an after-action report of repairs to include any findings, trends, or replacement recommendations for each specific site.

4.	Special Instructions / Set weekly Repairs
a.	4. a. Individual instrument repairs shall be performed Monday through Friday between the hours of 8:00am - 4:00pm excluding weekends and national holidays. Instrument pickups and returns shall be completed on Tuesdays and Thursdays. Instruments should be returned by the contractor via Hand Delivery or Courier Services.
b.	Instrument repairs completed onsite at each VISN 5 Location (s) shall occur in a mobile repair lab/vehicle in a designated space. The mobile repair vehicle should be selfsustained with electrical power, air compressor, tools, etc. Safety cones shall be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and contractor staff. Any equipment needed to set up repair lab at the hospital shall be done at the expense of the contractor.
c.	Single instrument repairs, in the absence of a mobile repair vehicle, shall be picked up on Tuesdays and Thursdays, and are to be returned within seven (7) days on the next scheduled pick-up date.
d.	All Urgent Instrument Repairs shall have a 48-hour turn-around time.
e.	All Emergency Instrument Repairs shall have a 24-hour turn-around time.
f.	If an instrument is un-repairable, it shall be marked or tagged and returned to the SPS Chief.
g.	The contractor shall conduct a continuous review of the condition of the sets and make recommendations for adjusting the repair frequencies for individual sets and on-site repair visit frequency.
h.	The contractor shall provide repair service invoices to designated representatives for review and approval prior to submitting invoice for billing. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice. All repairs shall be completed according with all terms within this PWS.

5. Autoclave Chamber Cleaning: Contractor shall provide all labor, equipment, specialized services, and travel necessary to complete the work described herein. STERILIZER CHAMBER CLEANING during the period of performance shall include two service calls. Service call shall provide for a thorough inspection (visual and electrical), testing (after cleaning), cleaning.

a. STERILIZER CHAMBER CLEANING and inspection shall include the following, at a minimum:

i. Clean items (remove dirt, rust, spilled solutions, lint and other deposits with proper cleaning equipment and supplies);

ii. Test/record temperatures in the chamber and calibrate unit system if necessary;

iii. Check for missing nuts, bolts, knobs, latches, catches and other missing hardware;

iv. Consult with operator regarding unit performance;

v. Upon completion of cycles sterilizer will be free of leaks or condensation with a satisfactory printer recording function.

vi. Contractors must have Safety Data Sheets(SDS) available when onsite.

vii. SDS need to be provided to the SPS Chief or designee at arrival.

viii. Contractors must comply with VAMC Martinsburg Infection Control Policies

ix. Contractors must wear appropriate attire i.e. scrub suit or bunny suit.

b. Records

i. Upon STERILIZER CHAMBER CLEANING completion, vendor shall provide OEM certification sheet, indicating that STERILIZER CHAMBER CLEANING was performed per manufacturer’s instructions.

ii. Before cleaning and after cleaning photos of the inside of the chambers.

iii. Vendor shall provide all washer records for any test cycles performed.

iv. A visit will consist of up to 2 Large Sterilizer units and one Small Sterilizer cleaned per Visit (3 Total )

5.	VA Monitoring:
a.	The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion. Repair of back up instruments shall take place 2 times a year. The assessment of these instruments not requiring repair shall be provided at no charge.
b.	Continued instrument repairs quality improvement monitoring and turn-around time as well as contract compliance will be progressively and jointly monitored by Sterile Processing Service (SPS) and the Surgical Service Contracting Officer Representative (COR).
c.	A COR will be appointed for each of the VISN locations.
d.	Contracting Officer's Representative (COR) will designate appropriate VA personnel to monitor contractor employee work hours/services through one or a combination of the following mechanisms:
e.	The COR jointly with the Chief, SPS will monitor Contractor instrument pick-up and drop off through written logs and schedules to ensure that services outlined in the contract have been received by the VA. The contractor's employee(s) shall report to SPS upon arrival at each VISN 5 location (s) for the pickup and return of instruments.
f.	The COR 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 by the COR.
g.	Documentation of services performed will be reviewed by the COR prior to certifying payment. The COR will perform periodic document checks with the using service to ensure accurate records monitoring. The VA will only pay for services actually performed at VA and at the contractor's location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring, and recordkeeping procedures shall be sufficient to ensure proper payment and allow audit verification that services were provided.
h.	Monthly invoices are submitted to Financial Services Center in Austin, Texas by the contractor. The COR or designated POC will verify that services were actually performed against contractors certified delivery repairs document. Invoices will be submitted to the COR or designated POC for verification prior to invoicing. Only after verification are invoices certified for payment.
6.	Contractor/Contractor Requirements
a.	6. a. The contractor performing the repairs, maintenance, and inspections of surgical instruments shall be current ISO 9001 and ISO 13485 (medical device) certified.
b.	The Contractor shall be compliance with relevant VA Policies and with current AAMI ST-79
c.	The contractor's employees shall also perform the on-site annual instrument maintenance or single instrument repairs in the mobile unit or on the premises of each VISN 5 location (s) on an as needed basis. Contractor shall be required to provide a list of processed instruments containing the following information: date of repair, instrument type, type of repair, and cost.
d.	Contractor shall supply document clarifying company's scope of work which shall state what type of work can be accomplished on-site, locally, and what shall need to be sent to a third-party contractor.
7.	Documentation Requirements
a.	Contractor shall "scan out" all instruments/surgical trays and equipment removed from SPS for repairs in the tracking system.
b.	Repaired instruments returned to SPS shall be on a detailed list document provided by the contractor containing the following information: date of repair, instrument type, type of repair, and cost.
c.	The hand-written checklist/delivery slip will be checked against the instruments returned after repairs.
d.	A quarterly repair report, business review, documented savings, and Surgical Instrument Quality Assurance Program update shall be provided to the COR, and Chief of SPS.
8.	SPS and Surgical Service Operating Room Support

The VA Sterile Processing Service will be the point of contact for all surgical instrument pickups and returns. The returned repaired instruments will be inspected in SPS. Any instruments that fail will be returned for rework by the contractor.

9.	Surgical Instrument Tray Maintenance (By Specialty)
a.	The repair contractor, with the input of the clinical and SPS staff at each location, shall implement a Surgical Instrument Quality Assurance Program to ensure instrument sets will be repaired, documented, and monitored by entire surgical service and specialty.
b.	Surgical instrument tray maintenance to include removal of stickers or adhesive as applicable, repairs, and inspections shall be performed based on the frequency determined by the Surgical Instrument Quality Assurance Program.
c.	Specialty surgical instruments maintenance and repairs should be performed in the contractor's mobile repair vehicle on the grounds of each VISN 5 location (s).
d.	All instruments that can be disassembled shall be disassembled and undergo a detailed contractor inspection. Pictures/photographs shall be provided.
e.	Instruments shall not be altered, changed or tampered with and shall be repaired following manufacturers' original design specifications and in compliance with ANSIAAMI ST-79.
f.	Instruments such as Kerrison Rongeurs, Biopsy Punches, Graspers, Scissors, and Endoscopic - Arthroscopic devices shall be disassembled for maintenance and repaired. They shall also be sharpened and aligned in accordance with the manufacturer's original specifications and in compliance with ANSI-AAMI ST-79.
g.	Surgical Picks, Nerve Hooks, Needle Holders, etc., shall be straightened or aligned as to maintain their original manufacturer's configuration.
h.	Specific custom-made instruments shall be repaired in coordination with Operating Room surgeons (end user) specifications.
i.	Suction tubes (Poole, Adson, Frazier Baron, and Yankauer) shall be inspected, and interior lumens flushed. All cannulated items shall have interior lumen flushed and inspected.
j.	All instruments shall be stained free with a finish that complies with the manufacturer's specifications.
k.	Delicate sharp, pointed eye instruments shall be returned covered with appropriate tip protectors.
10.	Progress and Compliance

a.	The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical tray(s) completion and provide replacement instruments for agreed upon patterns.
b.	Continued instrument repairs, quality improvement monitoring, and turn-around time, as well as contract compliance, shall be progressively and jointly monitored by SPS and the Surgical Service COR.
c.	The contractor shall provide repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice.
d.	All repairs shall be completed according with all terms within this PWS.
e.	In the event of inclement weather, natural disaster, or other unforeseen circumstances preventing a scheduled on-site repair visit the SPS Chief will be contacted the day of the scheduled visit. Dates available for re-scheduling shall be provided to the SPS Chief within in 3 business days of the originally scheduled on-site repair visit.
11.	Security Clearance
a.	Contractor shall be required to complete a security clearance with the VA Police. An ID visitor’s badge will be issued by the VA Police which needs to be presented by the contractor's employee at the VA entrance security check points. The issued badge is for official pickup and deliveries of surgical instruments and trays. Only one VA visitor’s badge is needed per employee.
b.	Contractor's mobile unit(s) shall be properly labeled with contractor's logo and registered with the VISN 5 Police.
12.	Task Orders

Ordering officers (OOs) will be authorized to place orders against this contract. The Contracting Officer (CO) will furnish the Contractor with the names of individuals authorized as OOs, by separate memorandum upon issuance of the contract. When OOs are added after award, the CO will furnish the Contractor with the names of individuals authorized as OOs, by memorandum upon OO appointment. OOs are responsible for issuing and administering orders placed under this contract. OOs have no authority to modify any term of this basic contract. Any deviation from the terms of the basic contract must be approved in writing by the CO responsible for this contract. The Contractor shall accept orders against this contract only from the CO and/or authorized OOs. Fulfilling orders from persons other than the CO or OO may result in loss or delay in payment for supplies/services provided under such orders. In the even an OO is not available any warranted CO within NCO 5 can also place orders against the contract.

13. Contract Modifications The intent of this contract is to cover all surgical equipment sharpening and repairs throughout the VISN. As such if new instruments are added to the supply within the hospital, modification to add those instruments to this contract will be considered within the scope of this work.

However, the contractor cannot perform service on those instruments until the modification adding the required CLINS is processed. If the contractor does perform work outside of the instruments listed at the time work is performed, that work is considered at risk, and subject to the unauthorized commitment processed, which can delay or prevent payment. If either the COR, OO, or contractor become aware of new items or services need to be added, they must inform the contracting officer to begin the modification.

B. Place of Performance:

Service under this contract may be provided to all VISN 5 medical centers as listed below:

Page 1 of Page 1 of Baltimore VA Medical Center 10N. Greene St.

Baltimore, MD 21201

Hershel “Woody” Williams VA Medical Center 1540 Spring Valley Dr.

Huntington, WV 25704

Louis A Johnson VA Medical Center 1 Medical Center Dr.

Clarksburg, WV 26301

Perry Point VA Medical Center 361 Boiler house Rd.

Perry Point MD 21902

Beckley VA Medical Center 200 Veterans Ave Beckley, WV 25801

Lock Raven VA Medical Center 3900 Loch Raven Blvd.

Baltimore, MD 21218

Martinsburg VA Medical Center 510 Butler Ave Martinsburg, WV 25405

Washington DC VA Medical Center 50 Irving St. NW Washington, DC 20422

Page 1 of Page 1 of Page 1 of

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

12.00

__________________

Beckley West Virginia VAMC On-Site Instrument Sharpening, Maintenance, and Repair Services of Surgical/Procedural Instrument Trays (Approximately 15-18 trays) flat rate per day Contract Period: Base POP Begin: 10-02-2024 POP End: 10-01-2025 PRINCIPAL NAICS CODE: 339112 - Surgical and Medical Instrument Manufacturing PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment

1.00

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Beckley West Virginia VAMC Off-Site Instrument Sharpening, Maintenance, and Repair Services Max spend/yr

POP Begin: 10-02-2024 POP End: 10-01-2025