S02. Sources_Sought_Surgical_Instrumentation_Repair.docx

SOURCES SOUGHT NOTICE

Surgical and Clinical Instrumentation Maintenance and Repair Services

1. Notice and Disclaimer THIS IS NOT A SOLICITATION ANNOUNCEMENT. This is a Sources Sought Notice issued solely for market research and acquisition planning. It does not constitute a Request for Quotations, Invitation for Bids, or Request for Proposals. Responses are not offers and cannot be accepted by the Government to form a binding contract. The Government will not reimburse respondents for costs incurred in preparing or submitting information. A solicitation is not currently available. If a solicitation is issued, it will be posted separately, and interested parties must respond to that solicitation to be considered for award.

2. Purpose The Department of Veterans Affairs is conducting market research to identify qualified and capable business concerns that can provide surgical and clinical instrumentation maintenance and repair services for the VA Northeast Ohio Healthcare System. The Government is particularly interested in determining whether two or more verified Service-Disabled Veteran-Owned Small Business (SDVOSB) and/or Veteran-Owned Small Business (VOSB) concerns are capable of meeting the requirement at fair and reasonable prices. The results of this market research will be used to inform the acquisition strategy. No set-aside decision has been made by issuance of this notice.

3. Requirement Overview The contractor shall provide on-site and off-site preventive maintenance, sharpening, repair, renewal, and, when authorized, replacement support for surgical and clinical instrumentation, surgical case carts, and surgical sterilization containers. Services will support the Louis Stokes Cleveland VA Medical Center, including Wade Park operating room, clinics, and the Outpatient Surgery Center.

Provide weekly on-site services during normal operating hours, Monday through Friday, 7:00 a.m. to 3:30 p.m. Eastern Time, excluding Federal holidays.

Perform approximately 80 percent of the workload within a mobile laboratory and approximately 20 percent at an off-site laboratory when on-site repair is not possible.

Provide preventive maintenance and specialty repairs for ophthalmic, cardiac, vascular, ENT micro-instruments, laparoscopic instruments, scopes/laryngoscopy devices, large retractor systems, power surgical instruments, and general surgical instrumentation.

Repair case carts and sterilization containers as needed using original equipment manufacturer parts.

Provide a list of trays scheduled for maintenance at least 48 hours before service and communicate the trays actually serviced.

Segregate instruments that cannot be repaired, clearly mark them as not for patient use, and deliver them to Sterile Processing Service management.

Provide same-day quality assurance documentation identifying sets serviced, repairs completed, instrument condition observations, and items removed for off-site repair.

Participate in quarterly performance reviews with Sterile Processing Service leadership.

Follow applicable FDA, CMS, CDC, AAMI, AORN, APIC, HSPA, VA security, medical-device protection, infection-control, and personal protective equipment requirements.

4. Place and Anticipated Period of Performance Anticipated Period of Performance: Twelve (12) months from the date of award.

Sterile Processing Service, Rooms 117 and 122, Louis Stokes Cleveland VA Medical Center, 10701 East Boulevard, Cleveland, OH 44106 Outpatient Surgery Center, 8901 Superior Avenue, Cleveland, OH 44106

5. Requested Response Information Interested firms shall submit a concise capability statement addressing the items below. Responses should be sufficiently detailed to support an informed acquisition-strategy decision.

Company name, address, website, Unique Entity ID, CAGE code, and primary point of contact with telephone number and email address.

Business size under NAICS 811210 and socioeconomic status, including whether the firm is a verified SDVOSB or VOSB in the applicable SBA certification system.

Confirmation that the firm is registered in the System for Award Management (SAM.gov).

A description of relevant experience performing comparable surgical-instrument maintenance and repair services in an active healthcare environment.

An explanation of the firm’s ability to provide a properly equipped mobile repair laboratory and perform approximately 80 percent of the workload on site.

An explanation of the firm’s ability to meet the weekly service schedule, 48-hour tray-list notification, off-site repair handling, quality assurance reporting, OEM-parts, cybersecurity, and infection-control requirements.

Identification of any contemplated subcontracting, teaming, or joint-venture arrangement, including the work each party would perform. Provide a copy of any existing teaming agreement, if available.

Three customer references for similar work, including customer name, contract number, brief scope, period of performance, dollar value, and current point of contact information.

Identification of any Federal Supply Schedule, Governmentwide Acquisition Contract, or other existing Government contract vehicle applicable to this requirement.

Any comments regarding customary commercial practices, performance risks, recommended contract structure, or unclear requirements that the Government should consider.

6. Submission Instructions Response deadline: 11/13/2026 at 1:00 PM Eastern Time Submit responses by email to: Contract Specialist, Nic Grassl (Nicholaus.Grassl@VA.gov) Email subject line: Sources Sought Response - Surgical Instrumentation Maintenance and Repair Telephone responses will not be accepted. Responses should be submitted in Microsoft Word or searchable PDF format and should not exceed 10 pages, excluding a cover page and supporting certification documents.

7. Important Notes Responding to this notice does not place a firm on a solicitation mailing list and does not guarantee receipt of any future solicitation.

The Government may use submitted information to determine the availability of capable sources and the appropriate acquisition strategy.

Proprietary information should be clearly marked. Avoid including classified, export-controlled, or personally identifiable information that is not necessary for market research.

The Government may contact respondents for clarification or additional market-research information.

DRAFT FOR REVIEW - Sources Sought Notice