36C25220Q0245-000.docx

Contract Opportunity Sources Sought Notice

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Required Field Contract Opportunity Sources Sought Notice J Instrument Sharpening And Repair Service 53214-1476 36C25220Q0245 01-15-2020 N 811219 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 Leikiesha Williams Contract Specialist Edward Hines, Jr. VA Hospital 5000 South 5th Ave Hines, IL 60141-5000

USA

leikiesha.williams@va.gov This is a Sources Sought Synopsis; THERE IS NO SOLICITATION AVAILABLE. Requests for solicitation will not receive a response. Under FAR 52.219-14, Limitations on Subcontracting, at least 50% of the cost of contract performance incurred shall be expended for the prime contractor employees of the concern or other businesses within the same socioeconomic category for service-type procurements.

The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is conducting market research with the intent of determining the interest, capabilities, and qualifications of potential businesses for Instrument Sharpening and Repair services at the Edward Hines, Jr. VA Hospital. This Sources Sought Synopsis is published for market research purposes. This market research will be used to determine if a set-aside for any small business program is appropriate. Proposed project anticipates competitive, firm fixed price contract. Please review this announcement, including all attachments, in their entirety. Request that interested offerors complete and return a Capabilities Statement as described below. Capabilities Statement will be used to identify firms who possess both the capability and experience to provide Instrument Sharpening and Repair services at the Edward Hines, Jr. VA Hospital. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement.

The contractor shall provide all personnel, equipment, tools, labor, vehicles, materials, supervision, transportation and services necessary to effectively, economically, and satisfactorily perform all operations for Instrument Sharpening and Repair services in accordance with the DRAFT Statement of Work included in this posting. In addition to the information requested in the paragraph below, entitled "Capabilities Statement", responding parties must also indicate their size in relation to the applicable North American Industry Classification System (NAICS). The NAICS Code is 811219 with a Size Standard of $22 Million in revenue.

CAPABILITIES STATEMENT

Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, that clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are required to provide a capability statement which needs to include:

- Company Name

- Point of Contact Name, Phone Number and Email

- Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.)

- Dunn & Bradstreet Number

- Commercial and Government Entity (CAGE) Code

- Indication of Current Systems for Awards Management (SAM) Registration

- Capabilities statement (i.e., similar government and commercial contracts for landscaping services, etc.)

The period of performance shall be for one (1) Base Year of approximately 12 months and four (4) 12-month option years.

Prior Government contract work is not required for submitting a response under this source sought synopsis.

Interested Firm's shall respond to this Sources Sought Synopsis no later than 4:00 p.m. local time on January 15, 2020. All interested firms must be registered in System for Award Management (SAM) at the time of award to be eligible for award of Government contracts. Email your response to leikiesha.williams@va.gov .

POINT OF CONTACT: Donald St. Onge, leikiesha.williams@va.gov, fax (414) 844-4890. Submit Capabilities Statements (e-mail preferred) by 4:00 p.m. Local Time on January 15, 2020.

Contracting Office Address:

Great Lakes Acquisition Center (NCO 12) Attn.: (GLAC) – Leikiesha Williams 115 South 84th St, 1st Floor Milwaukee, WI 53214-1476

Places of Performance:

Edward Hines, Jr. VA Hospital 5000 South 5th Ave Hines, IL. 60141-5000

Primary Point of Contact:

Leikiesha Williams Contracting Officer leikiesha.williams@va.gov Fax: 414-844-4890

STATEMENT OF WORK (SOW)

1. Contract Title.

Instrument Sharpening and Pre-vacuum Sterilizer Cleaning

2. Background.

Surgical instruments need to be sharpened and maintained for optimal performance. The Pre- vacuum sterilizers also need to be professionally cleaned, to help maintain the integrity of the instruments and sterilization containers. The Edward Hines Jr Veterans Hospital is currently seeking a company that can provide services to repair, refurbish, and assess for replacement surgical instruments for use in Main Operating Rooms, Ambulatory Surgical Care Unit (ASU), Clinic, and CBOC procedure areas, also professionally clean the Large and Small Pre-vacuum Steris sterilizers.

3. Scope.

Vendor shall provide services that include, but are not limited to, cleaning of the Medium and Small Pre-vacuum sterilizers, sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, adjusting, etching, and replacing parts of various individual surgical instruments sets and Operating Room (OR) 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.

Instruments are to be retrieved from and delivered to Hines Sterile Processing Service (SPS), located Edward Hines Jr Veteran Hospital, 5000 S. 5th Ave, Hines Il 60141.

4. Specific Tasks.

Sterilizer Service

· Sterilizer cleaning must be performed annually, for each device, following manufacturer’s guidelines. The cleaning should be performed on weekends or Federal Holidays, to avoid disruption in SPS and surgical case workflow. This service is to be staggered throughout the year; no more than one medium and one small sterilizer may be cleaned at one time. The times and machines to be cleaned will be coordinated between the COR (or SPS Leadership designee) and the vendor. In the case of equipment failures of other sterilizers in the SPS or the OR departments, the cleaning service would need to be rescheduled; workflow disruption should be avoided if possible. The vendor will be responsible for providing all necessary chemicals and equipment for this process. Any water hoses available in the area may be used by the vendor. Vendor will provide documentation that cleaning was performed, per manufacturer’s guidelines.

Instrument Service Instruments are to be retrieved from and delivered to the Hines Sterile Processing Service (SPS) located in Edward Hines Jr Veteran Hospital, 5000 S. 5th Ave, Hines Il 60141.

· The Contractor's employee(s) shall report to the Sterile Processing Service (SPS) upon arrival at the Edward Hines Jr Veteran Hospital for the pickup and return of instruments. If instruments cannot be repaired, they must be marked or tagged and returned to SPS. If an instrument needs to be sent out for third party repairs by the contractor, authorization must be obtained from SPS.

· The repair vendor will provide multiple levels of repair service including, but not limited to, same-day turn-around, 24 hour turn-around, weekend service, mail-in repair service, and onsite repair service. All Urgent instrument repairs will have a 48-hour turnaround time. All Emergency Instrument Repairs will have a 24-hour turnaround time. Urgent and Emergency status will be determined by the using service and/or SPS.

· Surgical instrument maintenance and repair will be handled with care. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration. The contractor will 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

· New, original manufactured instruments and parts will be used whenever possible.

· Repairs, maintenance, and testing of surgical instruments, laparoscopic instruments, pneumatic instruments, electric/battery (cordless) instruments, fiber optic light cables/cords, rigid and flexible endoscopes, video equipment and cameras, surgical instrument containers, push carts, and case carts should be considered for repair. A comprehensive list is included below. SPS may not utilize all services. Instruments to be serviced include, but are not limited, to:

a. General Instruments

b. Open Heart

c. PV

d. Neuro

e. Ortho

f. Plastics

g. Gynecology

h. Outpatient/Ambulatory Care

i. Transplant

j. Podiatry

k. Otolaryngology (ENT)

l. Urology/GU

m. Audiology/Speech

n. Micro

o. Arthroscopic

p. Laparoscopic

q. Endoscopic

r. Ophthalmic

s. Needle Holder Insert Replacement

t. MIS Instrument Repair

u. Flexible Biopsy Forceps Repair

v. Power Equipment Repair

w. Phaco Ultrasonic Emulsifier Repair

x. Fiber Optic Light Cable & Adapter Repair

y. InsulScan Insulation Testing System

z. On-location Laparoscopic Rebuilds and Repairs

aa. Endoscope Leak Testers function testing

bb. Replacement Biopsy Forceps and Endoscopic Accessories

cc. Ultrasound Transducer Repair

dd. Chemical etch

· Suction tubes (Poole, Adson, Frazier Baron, and Yankauer) will be inspected, and interior lumen flushed and inspected.

· Provide repair service, and validate repairs, for Aesculap Sterile Containers and Sterile S Containers, baskets, and filters

· Specific custom-made instruments will be repaired in coordination with operating room surgeons (end user) specifications.

· Instruments will not be altered, changed or tampered with and will be repaired following manufacturers' original design specifications.

· All instruments that can be disassembled will be disassembled for maintenance and repair. They will also be sharpened and aligned in accordance with the manufacturer's original specifications. Any bio burden found once disassembled, should be photographed and submitted as part of the service documentation for that visit.

· Instruments will be stain-free with a finish that complies with the manufacturer's specifications. All instruments must be in working order after any chemical’s exposure. The vendor will be responsible for returning within 24 hours to fix any instruments found not to be in working order after the use of chemicals.

· Chemical date etching should be provided on each instrument for warranty tracking purposes. It is understood some instrument materials cannot be etched; these dates should be documented in the visit report. These etches should not interfere with instrument tracking barcodes. The manufacturer's part numbers and catalog numbers shall be preserved on all repaired or refurbished instruments, as well.

· Instruments that cannot be repaired or refurbished due to cracking, pitting, corrosion, or exceeding life expectancy will be tagged or marked for removal and/or replacement. Information should include the reason for removal, and which instrument set the instrument was removed from.

· The repair vendor will not repair any surgical instruments that are on the “DO NOT USE” list. These instruments should be pulled from service. The list will be provided to the vendor at the initial visit, and new copies will be provided as the list is updated.

· Sterilization guidelines should be provided for any labels and/or stickers placed on sterilization containers. The label used must be validated for the type of sterilization required for that instrument set (Steam, H2O2, and PA).

· Free shipping containers and materials will be provided for offsite repairs

· Pre-paid shipping labels and transportation insurance will be provided for offsite repairs

· Case cart and push cart repair services should be available, including, but not limited to, wheel replacement, hinge replacement, bumper replacement, and rust removal.

Reporting/Documentation All documentation should be provided on vendor letterhead.

· The repair vendor, with the input of the clinical and SPS staff, will implement a Surgical Instrument Quality Assurance Program (SIQAP) whereas instrument sets will be repaired, documented, and monitored by surgical service and specialty. The vendor will work with SPS to create maintenance schedules for instrument trays and input the information into the Censitrac Instrument Tracking Program on a regular basis. This should be at no additional charge to Hines or the government.

· Instruments are to be handled with care to avoid further damage. While instruments are in the contractor’s possession, the contractor take full responsibility and accountability for all instruments removed from the VA facility. Contractor will provide an inventory of instruments and instrument sets removed from and returned to the facility that are to be serviced or repaired.

· The contractor must provide a summary document upon delivery of processed instruments containing the following information; date of repair, instrument tray, instrument type, type of repair, and cost.

· Items that have been repaired for the last time before replacement is needed should be reported after every visit.

· The repair vendor will provide education regarding instrument repairs, instrument care and handling, instrument testing, instrument processing, power equipment repairs, laparoscopic continuity testing, and endoscopy instrument repairs. An electronic presentation that details issues, problems, bioburden, etc., should be provided after every visit.

Requirements Repairs will be completed either on location at the Edward Hines Jr Veteran Hospital, 5000 S. 5th Ave, Hines Il 60141 in a mobile repair vehicle, or offsite at the vendor's repair facility.

· 1S09001 and 1S013485 (medical device) certifications must be obtained by the repair vendor.

· Employees of the repair vendor responsible for repairing surgical instruments must be ASQ (American Society for Quality) certification and receive CQI (Certified Quality Inspector) training.

· The repair vendor will provide enough technicians for onsite service to be completed in one business day.

· Individual instrument repairs will be performed Monday through Friday between the hours of 6:00am — 4:00pm, excluding weekends and national holidays. Visits should be 1-2 days per month, scheduled a month in advance. Each month has a maximum limit of $5000 in repairs. Any anticipated repairs exceeding this amount should be reported to SPS before any repairs are performed.

· Instrument repairs completed onsite at the Edward Hines Jr Veterans Hospital in a mobile repair lab/vehicle must be repaired in a vehicle that is clearly labeled with the vendor's name and permit numbers. The mobile repair vehicle should be self- sustained with electrical power, air compressor, tools, etc. Safety cones must be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and vendor staff. The vehicle must be parked in a pre-determined area, to be determined by the Warehouse.

· Continued instrument repairs quality improvement monitoring and turnaround time as well as contract compliance will be progressively jointly monitored by Sterile Processing Service (SPS) and the Surgical Service Contracting Officer Technical Representative (COTR). This will be a periodic inspection. The government reserves the right to consider changing the method of inspection from Periodic to 100% Inspection at any time; however, deteriorating contractor performance may result in immediate 100% surveillance.

· Contracting Officer's Representative (COR) and SSL Program Manager will designate appropriate VA personnel to monitor contractor employee work hours/services through one or a combination of the following mechanisms: Overall Performance, Appearance of instruments, Function of Instruments, Provide technically skilled personal.

· The VA personnel designee jointly with the Chief, Sterile Processing Service (SPS) will monitor Contractor instrument pick-up and drop-off. This will be accomplished by the contractor's employee(s) reporting to SPS upon arrival at the facility, and again before departure.

· On-line access to account should be made available to SPS and SSL Admin.

· The contractor shall provide itemized repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in compliance with OB10 requirements. All repairs shall be completed according with all terms within this Statement of Work.

· The contracting Officer's Representative (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.

· Documentation of services performed will be reviewed by the COR prior to certifying payment. The COR will perform periodic documents checks with the using service to ensure records monitoring. VA will pay only 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 will be sufficient to ensure proper payment and allow audit verification that services were provided.

· Monthly invoices are submitted to the COR, by the contractor. The COR, or designee, will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices submitted for payment.

· The contractor will provide a minimum 3 references listing customers name, address, timeline of services, and phone numbers of contacts. They will also have a minimum of 5 years of experience providing these services to Hospital or Major Medical Center.

· In addition to the per visit requirements listed above, a quarterly repair report, business review, and Surgical Instrument Quality Assurance Program (SIQAP) update shall be provided to the COR, and Chief of SPS. This report should be free of charge

· The Contractor must provide validation letters certifying contractor’s competency of all representatives performing service. Letters are to be provided to Chief, SPS no later than the 5th business day of each fiscal year. Validation letters must be provided within one week for all new representatives that are sent to perform repair, sharpening and educational services.

· Contractor shall be required to complete a security clearance with the VA Police.

· A vendor ID badge will be issued by the VA Police which needs to be presented by contractor's employee at the VA entrance security check points. The issued badge is for official pickup and deliveries of surgical instruments and trays.

· Contractor mobile unit(s) shall be registered with the Edward Hines Jr Veterans Hospital’s Police Department.

Period of Performance.

This contract is required for a base period of 12 months with 4 one- year options.

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