36C24525Q0251.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

VAMC (613)

VISN 5 Contract Satellite Office 510 Butler Avenue, Building 306A Martinsburg WV 25405

POINT OF CONTACT*

CO

Joseph J. Krupa joseph.krupa@va.gov

(304) 263-0811 ext.4002

PLACE OF PERFORMANCE

50 Irving St. NW

Washington DC

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

The VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the product described in the specification below.

As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.

Response is strictly voluntary – it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted because of this sources sought notice.

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.

This service will be implemented using the North American Industry Classification System (NAICS) Code 336120 and Product Service Code W023.

Respondents who are supply information from a GSA contract please provide your contract number and category number in your response.

NOTES

All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to joseph.krupa@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than January 31, 2025, at 12:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

Specifications:

Washington DC VAMC

50 Irving St. NW Washington DC 20422

Statement of Work for Sterile Processing Trailers and Domestic Water Conditioning Systems Lease Agreement.

General Intention: The action is to replace the trailers of the Mobile Sterile Processing System (MSPS) that is fully equipped to enable the Sterilization Processing Service (SPS) department to perform the reprocessing needs in support of the operating rooms and clinics at the Washington DC Veterans Affairs Medical Center (VAMC). The sterile processing area is under construction and has been delayed several months at this time therefore these services are needed to support medical procedures and surgeries in the OR, CATH Lab, Dental, CBOCs, GU Surgical suites and other clinics at the Washington DC Veterans Affairs Medical Center (VAMC).

The contract includes the installation of one Mobile Sterile Processing System that includes a sterile area and a decontamination area, one Mobile Water Solutions Trailer, and manufacturer’s support maintenance of the equipment during the lease, with commissioning and decommissioning of the MSPS per the schedule below:

1. Mobile Sterile Processing System which includes a decontamination area equipped with three (3) Washer/Disinfectors, two (2) Ultrasonic Cleaner, two (2) Workstations with integral 3-bay sink with critical/ DI water for final rinse.

2. Customer-supplied Prep and Pack equipment with a minimum of four workstations

3. Customer-supplied shelving for storage of supplies enough to hold clean lose instruments.

4. Sterile area equipped with three (3) Steam Sterilizers.

5. Cold Weather Package.

6. Unit De-Commissioning – includes unit de-installation, pickup and delivery back to Vendor.

7. Mobile Water Solutions Trailer Rental for the provision of hot water to pre-heat water entering sterilizers and/or to provide water conditioning and DI water (to include delivery and pickup of Mobile Water Solutions Trailer).

8. Quarterly preventive maintenance for the MSPS (including booster pumps) and Mobile Water Solutions Trailer provided at no additional charge.

9. Water Booster Pumps will be required to ensure that 70 psi dynamic water pressure is maintained ensuring optimal operation of the sterilizers.

10. DI (Deionized)Water and Conditioned Water Systems. The vendor will manage the scheduling of exchange tanks, filter changes and any other DI and Conditioned Water Systems maintenance. (Includes Installation, and De-installation at project conclusion). The Cost of all consumable items associated with the DI and Water Conditioning Systems, including but not limited to tank exchanges, filters (and disinfection following filter changes), water testing, etc., during the Deployment are the responsibility of the Customer.

The rental agreement will be one base six-month contract with four (4) six-month options for renewal.

The area of work is located on the exterior compound on the SE side of the Medical Center.

It is the responsibility of the Contractor to conduct site visits, verify existing conditions, quantities of materials, installation instructions of materials to be used, and discrepancies or conflicting requirements in the Statement of Work before preparing the Final Proposal.

The vendor shall be responsible for the requirements:

1. Contractor shall provide Test and Balance verification to ensure appropriate air pressure relationships between sterile and non-sterile areas of the mobile sterilization trailer.

1. Verification of temperature and humidity ranges: Temperature: min 66 degrees F- max 72 degrees F. Humidity min 30% RH max 60% RH with a minimum ACH of 10

1. Testing and verification of the RO water system to ensure it meets AAMI guidelines for sterile processing equipment.

1. Vendor is responsible for providing an annual TAB per the VHA HVAC guidelines.

1. Vendor is responsible for providing an annual Illumination report at all areas as listed in AAMI ST 79 and AAMI ST 91

1. Steam condensate sample in accordance with AAMI ST 108

1. Final rinse water at each point of use (POU) should meet the requirements listed in AAMI ST108. A monthly water testing with a turn over time (TAT) for results not more than five business days is expected. If required, disinfection and resampling must be completed in a timely manner, if the initial test results are not compliant with AAMI ST108

Pressure relations to alternate space:

1. Temperature and Humidity in the Decontamination Area: min 66 degrees F- max 72 degrees F. Humidity min 30% RH max 60% RH. Minimum ACH 10. Pressure double negative to all adjacent spaces.

1. Temperature and humidity in the Sterile processing preparation and assembly and sterilization areas: Temperature min 66 degrees F- max 72 degrees F. Humidity min 30% RH max 60% RH. Minimum ACH 10. Pressure positive to all adjacent spaces.

Equipment maintenance & response times:

The vendor shall provide full-service maintenance support for all vendor-owned equipment installed on the mobile sterile processing system, and any support equipment not specifically owned or installed by the VAMC. The vendor shall provide the additional recurring maintenance activities:

1. All required system maintenance for equipment provided for sterilization processes.

1. Vendor will manage tank exchanges and system maintenance of the RO water system. Exchange tanks are “consumables” and as such the cost for exchange tanks and the exchange service charges are the responsibility of the Customer.

1. Quarterly verification of all pressure relations, and minimum air flow requirements of mobile sterilization unit. Vendor will perform all required adjustments to ensure air flow, temperature and humidity ranges are maintained.

1. Emergency response for equipment failure. The vendor shall respond to the facility for any equipment failure resulting in a total or partial loss of the equipment installed within or any portion of the mobile sterile processing system within four hours from the time of VAMC contact.

Payments: In order to achieve the requirements as set forth in this Statement of Work, Vendor must be paid in accordance with the following payment terms on the attached proposal for the additional rental period.

Unit de-commissioning fees are due within 10 days of receipt of invoice and will not be invoiced until the appropriate acceptance certificates have been signed by an authorized signer at your facility. Any changes to the Scope of Work will be handled utilizing MMIC’s change order system.

Performance monitoring: The contractor’s performance will be monitored by the Contracting Officer, Infection Control Risk Assessment Office and Safety Office during the rental agreement period.

Coordinate all administrative and construction requirements exclusively with or through assigned Contracting Officer Representative (COR).

The Safety Office will review the operations and site construction conditions of the project to confirm that all Safety regulations relating to construction and healthcare facilities are being adhered to. Non-compliance may result in job-site suspense until compliance is met at the contractor’s expense.

Security Requirements: The contractor will not require access to confidential systems. The security requirements and impact for this project have been identified in VA Handbook 6500.6 Appendix A. The C&A (Certification and Accreditation) requirements do not apply and a Security Accreditation Package is not required.

End

Sources Sought Notice