36C25725Q0795.docx

Sources Sought Notice Sources Sought Notice

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs South Texas Veterans HCS 5441 Babcock Rd. STE 302 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Tammy L Wilson Tammy.wilson5@va.gov 254-661-5372

PLACE OF PERFORMANCE

Valley Coastal Bend VAMC

2600 Veterans Drive

Harlingen TX

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 339113 – 800 Emp. The Department of Veterans Affairs (VA), Network Contracting Office 17 (NCO 17) is seeking to identify any vendor capable of providing Surgical Eye Stretchers for the Valley Coastal Bend Texas Health Care System, 2600 Veterans Drive, Harlingen, TX 78550. Refer to the Statement of Work (SOW) for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the SOW.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer’s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this Sources Sought Notice by 2:00 PM CST, July 28, 2025. All responses under this Sources Sought Notice must be emailed to Tammy.Wilson5@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 10 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.

Respondents claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov).

ALL SUBMISSIONS SHALL SHOW PROOF OF THE COUNTRY OF ORIGIN (MANUFACTURE).

Attachment 1 Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________ Address: ______________________________________________________________________ Phone Number: ________________________________________________________________ Point of Contact: _______________________________________________________________ E-mail Address: ________________________________________________________________ Unique Entity Identifier (UEI) #: ___________________________________________________ CAGE Code: __________________________________________________________________ Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________ **Country of Origin:______________________________________________________________

SOCIO-ECONOMIC STATUS:

SBA/VIP Verified SDVOSB: (Y / N) SBA/VIP Verified VOSB: (Y / N) 8(a): (Y / N) HUBZone: (Y / N) Economically Disadvantaged Women-Owned Small Business: (Y / N) Women-Owned Small Business: (Y / N) Small Business: (Y / N) NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and verified in SBA Veteran Small Business Certification at Veteran Small Business Certification (sba.gov) BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

Statement of Work

General: Surgical Eye Stretchers

Description of Work: This statement of work outlines the requirements for the procurement of four (4) surgical eye stretchers for use at VA Texas Valley Coastal Bend Healthcare System (VATVCBHCS), Surgery OR Section of Surgical Service. The stretchers will replace the existing units that are beyond their service life and ensure continued operational efficiency and patient safety. The stretchers are essential for ensuring patient safety, comfort, and ease of transport within the facility.

Product Characteristics of Surgical Eye Stretchers

A. Equipment Features

· 3” Enhanced Comfort Mattress

· 8” Omni Surface casters with wheel covers

· Dual cylinder pneumatic backrest

· Dual pedestal hydraulics

· Dual side hydraulic controls

· Fold-down siderails

· Four IV Receptacles

· Central-Locking brakes with foot-end brake and steer pedal

· Hands-free Trendelenburg

· Integrated storage tray with oxygen bottle holder

· Retractable fifth-wheel steering

· Rubber bumpers

· Stationary foot-end litter

· Uni-lower pedal

· Dual-articulation, enhanced clearance headpiece

B. Salient Characteristics of Stretcher Systems

· Weight capacity of at least 500 lbs

· Overall Length 90”

· Overall Width 31.5”

· Height Minimum 22.25”

· Height Maximum 34”

· Patient Surface 26” x 87”

· Siderails 13” x 55”

· Caster diameter 8”

· Litter positioning

· Backrest 0 – 90 degrees

· Knee gatch 0 – 30 degrees

· Trendelenburg +18 degrees

· The selected vendor will be responsible for ensuring all stretchers are new and meet the specifications outlined in the SOW and providing any necessary training or instructional materials to staff for the proper use and maintenance of the stretchers.

Documentation: Contractor shall furnish a delivery manifest once all equipment has been delivered. Payment will not be processed until all equipment has been received by Surgery Service. Payment will not be processed until a properly completed service report is received. The service report shall contain, at a minimum, the following information:

· Date and time of contractor’s arrival on station

· Complete list of instruments and consumable delivered/required

The service report shall itemize every item in the specification. Each item shall state a complete description of all work performed concerning the items.

Assembly and Installation Requirements:

The vendor is required to manage and coordinate installation at VATVCBHCS with Primary POC.

On-site assembly and installation of items and performance of services identified in this document shall take place during normal business hours.

Invoicing: Payment to be made by certified invoices and must contain the contract number in addition to the requirements detailed in 52.212-4 (G) to be considered valid. All invoices shall be submitted to the VA Financial Service Center and emailed to the CO. All invoices will reference the purchase order number assigned to the contract.

Billing address:

VA FSC, PO Box 149971, Austin, TX 78714 Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

Records Manager: The NARA Records Management language (Attached) only need to be added if records could be created, maintained or dispositioned by the contract/contractor. Otherwise, this “no records” statement can be used: Records Officer: There will be no federal records created, maintained, used or dispositioned with this contract; regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.]. So short version for no records – long version for records will be created, maintained, etc.

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VATVCBHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VATVCBHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VATVCBHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VATVCBHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VATVCBHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VATVCBHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public VATVCBHCS information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VATVCBHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VATVCBHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

Sources Sought Notice