SSN 36C25726Q0103 SPS .pdf

Sources Sought Notice:

36C25726Q0103

SUBJECT* AMBULATORY SURGERY UNIT (ASU) STERILE PROCESSING FACILITY SERVICES (EL Paso VAHCS)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 76504

SOLICITATION NUMBER* 36C25726Q0103

RESPONSE DATE/TIME/ZONE 11-25-2025 10:00 am CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Stephanie Reeves Stephanie Reeves@va.gov

PLACE OF PERFORMANCE

ADDRESS El Paso, Texas

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a source(s) sought notice for information purposes only and it is not a solicitation announcement or an obligation or commitment by the Government. This notice is intended strictly for market research.

The Department of Veterans Affairs - Network Contracting Office 17 is seeking information in response to this Sources Sought Notice for market research purposes only. Interested Service-Disabled Veteran Owned Small Businesses, Veteran

Owned Small Businesses, Small Business Administration Section 8a, Women-

Owned, and other socio-economically disadvantaged small businesses who believe they possess the experience and qualifications to successfully perform the scope of work described below are encouraged to respond in order for us to make a set-aside determination. Any business, regardless of business size, who believe they possess the experience and qualifications to successfully perform the scope of work described below, can respond to this sources sought notice.

Responses are being sought from qualified businesses capable of providing the required services outlined below. The anticipated North American Industry

Classification System (NAICS) code for the work 811210 Electronic and Precision

Equipment Repair and Maintenance, with a small business size standard of $34

Million. See below for summary of the project scope.

Summary of Project Scope

The Department of Veterans Affairs - Network Contracting Office 17 is seeking

Sterile Processing Services for the decontamination and sterilization of reusable medical devices (RMD). These services are intended for use by the El Paso

Department of Veteran Affairs Health Care System (EPVSHCS). The contract is anticipated to cover the period from February 12, 2026, through February 11, 2027, with a one-year option period. Please refer to below questions and to the attached draft Statement of Work (SOW) for additional details.

Interested Parties

Potential candidates having the capabilities necessary to provide the stated services at a fair and reasonable price are invited to respond to this Sources Sought Notice via email to Contract Specialist Stephanie Reeves at stephanie.reeves@va.gov, no later than November 25, 2025, 10:00 AM CST. No telephone inquiries will be accepted.

mailto:stephanie.reeves@va.gov

All responses to this notice must provide all of the following information:

1. Company Information o Company name and address o SAM UEI number o Point of contact (name, phone number, and email address)

2. Business Classification o Indicate your company’s size and business representation (e.g., Service-

Disabled Veteran-Owned Small Business (SDVOSB), Veteran-Owned

Small Business (VOSB), HUBZone, Woman-Owned Small Business

(WOSB), Large Business, etc.)

3. SDVOSB/VOSB Compliance o If your company is an SDVOSB or VOSB, can it comply with clause

852.219-75, VA Notice of Limitations on Subcontracting – Certificate of

Compliance for Services and Construction, in fulfilling the requirements of the draft SOW?

4. Small Business Status o Is your company considered a small business under NAICS code 811210

(identified in this Sources Sought)?

5. Capability Statement o Provide a capability statement addressing your company’s ability to meet the requirements outlined in the draft SOW.

o Include any other relevant information demonstrating your company’s ability to meet the requirements outlined in the draft SOW.

6. Current Federal Contracts o Does your company hold any current federal contracts (e.g., GSA, NAC, SAC, NASA SEWP, etc.)?

o If yes, provide:

▪ Contract type

▪ Contract number

▪ Expiration date

7. Contract Availability o If your company holds a federal contract, are the services described in the draft SOW available through that contract?

8. Facility Locations o Does your company have multiple facilities located in El Paso, TX, capable of performing decontamination and sterilization of Reusable

Medical Devices (RMD)?

In addition to the information above and demonstration to the government that the interested party can provide the required services that fulfill the required specifications in the SOW, please provide any questions/concerns in regard to the SOW.

Disclaimer and Important Notes: This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. This

Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

/END OF NOTICE/

DRAFT Statement of Work

El Paso VA Health Care System (EPVAHCS): Sterile Processing Services

1. Description of Services:

1.1. This procurement is for Sterile Processing Service (SPS) ) facility use for the El Paso

VA Health Care System (EPVAHCS). Services are required for usage of the contractor’s facility, equipment and supplies to include ultrasonic washers, instrument washers, steam sterilizers, and low temperature sterilizers such as Sterrad or VIPRO.

The contracting facility will provide critical water results performed for their sterile processing department in accordance with AAMI ST 108 (Association for the

Advancement of Medical Instrumentation Standard) Water for the Processing of Medical

Devices.

1.2. The Contractor shall invoice for days/weeks/month EPVAHCS physically brings instrument sets, wrapped sets and peel packs for the purpose of decontamination and reprocessing, to the Contractors facility during the contract period, based on the amount of use.

1.3. Expected amount of reusable medical devices (RMD) to be processed daily, weekly, and monthly can be found in the table below. This amount can be adjusted higher or lower as needed for patient care.

RMD Type Instrument Tray Wrapped tray Peel-Packed instrument

Daily 5-8 50-60 175-200

Weekly 25-40 250-300 875-1000

Monthly 100-160 1000-1200 3,500-4,000

2. Locations:

The contractor must have several facilities located in El Paso, TX for the decontamination and sterilization of reusable medical devices (RMD) to allow for flexibility in case one facility cannot accommodate the VA during required timeframes.

3. Special Requirements:

3.1. The contractor shall supply all tools, parts, materials, equipment, and supplies for RMD to be reprocessed by EPVAHCS staff as identified as approximately 5-8 instrument sets, 50-60 wrapped sets, and 175-200 peel packs a day. This amount can be adjusted higher or lower as needed for patient care. The contractor will make available to the VA staff: sinks for the decontamination of instruments, instrument washers, ultrasonics, an assembly area, and sterilizers between the hours of 0700-1830.

3.2. EPVAHCS will deliver approximately 5-8 instrument sets, 50-60 wrapped sets, and 175-

200 peel packs a day to the three VA staff assigned to the facility full-time. This amount can be adjusted higher or lower as needed for patient care. Surgical trays, clinic RMD, cassettes, and instrumentation will have gross debris removed and will be sprayed with enzymatic foam by EPVAHCS staff prior to delivery to the facility.

3.3. EPVAHCS will provide a complete list of surgical trays, cassettes, peel packs, and instruments to be reprocessed at time of delivery. EPVHCS SPS Staff will have available the Manufacturers’ Instructions for Use (MIFU), recommendations, or guidelines for the decontamination and sterilization of the surgical trays and instruments brought to the facility for reprocessing. EPVHCS SPS Staff will perform an inventory of all surgical trays, cassettes and instruments upon arrival, to ensure chain of custody.

4. CONTINGENCY:

4.1. In the event there is an inability to provide reprocessing resources due to failure in the sterilization equipment and/or limited utilization or availability of equipment, the contractor shall provide additional resources (i.e., facility, mobile unit, additional resources etc.).

5. INVOICE:

5.1. The Contractor shall invoice for days EPVAHCS physically brings instrument sets, wrapped sets and peel packs for the purpose of decontamination and reprocessing, to the Contractors facility during the contract period, based on amount of use.

5.2. The Contractor shall issue a monthly detailed invoice to the POC for the usage of the facility, equipment, and supplies. All invoices are paid in arrears. .

6. PHYSICAL SECURITY: The contractor shall safeguard all government property provided for

Contractor use. At the close of each work period, Contractor facilities, government property, and materials shall be secured.

7. SAFETY REQUIREMENTS:

In performing work under this contract, the contractor shall:

7.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

7.2. Take such additional immediate precautions as the contracting officer may reasonably require for safety and mishap prevention purposes.

7.3. Provide protection of government property to prevent damage during the period of time the property is under the control or in possession of the EPVAHCS three Medical

Technicians who are on site.

7.4. Record and report promptly (within one hour) to the contracting officer or designated government representative all available facts relating to each instance of damage to government property.

7.5. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the contracting officer.

7.6. If the government elects to conduct an investigation of the accident/mishap, the

Contractor shall cooperate fully and assist EPVAHCS personnel to conduct the investigation until the investigation is completed.

8. DUTIES TO BE PERFORMED BY EPVAHCS WHILE LOCATED AT THE

CONTRACTOR’S FACILITY:

8.1. The EPVAHCS 3-Medical Technicians shall decontaminate all instruments, cassettes, and sets utilizing the same cycle as validated per manufacturer’s guidelines.

8.2. The EPVAHCS 3-Medical Technicians shall inspect each instrument for cleanliness prior to assembly and sterilization.

8.3. The EPVAHCS 3-Medical Technicians shall assemble the instrument sets in accordance with the count sheet for completeness and in the correct order. The

EPVAHCS 3-Medical Technicians shall place the contractor provided indicators in each set: one on top of the instruments visible once the lid is removed, two in opposite corners of the bottom level, and one visible on the top of each additional level, if applicable. The EPVAHCS 3-Medical Technicians shall use contractors provided sharps protectors and paper pouches as indicated. The EPVAHCS 3-Medical

Technicians shall include the folded count sheet, placed inside a paper pouch and attached to the outside of the container.

8.4. The EPVAHCS 3-Medical Technicians shall inspect the contractor provided filters for holes prior to placing them in the pan. The EPVAHCS 3-Medical Technicians shall use contractors provided pan locks/arrows to seal the set as indicated.

8.5. The EPVAHCS 3-Medical Technicians shall sterilize all instruments and sets utilizing the same cycle as validated by manufacturer’s guidelines. The EPVAHCS 3-Medical

Technicians shall follow all policies and procedures and quality testing and maintain records of the sterilization process.

8.6. The EPVAHCS 3-Medical Technicians shall prepare all sets for transport back to

EPVHCS.

8.7. The EPVAHCS 3-Medical Technicians shall report any/all discovered violations of policy to the government along with the corrective action taken by the contractor.

8.8. The EPVAHCS 3-Medical Technicians shall ensure that only qualified/trained personnel will process the instrument sets for the EPVAHCS.

8.9. The EPVAHCS 3-Medical Technicians will decontaminate and sterilize the surgical trays delivered by EPVAHCS in a manner consistent with the manufacturer’s instructions for use, recommendations, and guidelines provided by EPVAHCS SPS department.

8.10. The EPVAHCS shall provide all transportation requirements.

8.11. The EPVAHCS 3-Medical Technicians assigned and located at the Contractor’s facility will complete the decontamination and sterilization of the EPVAHCS clinic and

Ambulatory Surgery Unit (ASU) RMD, surgical trays, and instrumentation with a 24-hour turn-around time.

8.12. The EPVAHCS SPS staff will perform a quality assurance check on all instrumentations and provide daily decontamination logs.

8.13. The EPVAHCS staff shall adhere to all regulatory requirements for medical instrument requirements, maintain records of processes, and provide copies of requested records to EPVAHCS as needed to facilitate inspection requirements for

Joint Commission.

9. GOVERNMENT-FURNISHED PROPERTY:

9.1. The EPVAHCS SPS Chief will provide the Contractor with one electronic and/or hard copy of all count sheets for instrument sets to be reprocessed by the EPVAHCS 3-

Medical Technicians assigned onsite at the Contract facility.

9.2. No work shall take place on Federal holidays or weekends unless directed by the

Contracting Officer.

9.2.1. National Holidays: The 11 Holidays observed by the Federal Government are:

New Year’s Day Labor Day

Martin Luther King’s Birthday Columbus Day

Presidents Day Veterans Day

Memorial Day Thanksgiving Day

Juneteenth Christmas Day

Independence Day

And any other day specifically declared by the President of the United States to be a National Holiday.

9.2.2. Any overtime and/or holiday pay that may be entitled to the personnel performing under this contract shall be the sole responsibility of the Contractor and shall not be billed to nor reimbursed by the Government.

10. RECORDS MANAGER:

10.1. All records (administrative and program specific) created during the period of the contract belong to the El Paso Veterans Affairs Health Care System (ELPVAHCS) and must be returned to ELPVAHCS at the end of the contract or destroyed in accordance with the VHA Record Control Schedule (RCS)10-1.

10.2. EPVAHCS staff 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, and33) NARA regulations at 36CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered bye 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.

10.3. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under 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 statue or regulation.

10.4. In accordance with 36 CFR 1222.32, EPVAHCS 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.

10.5. ELPVAHCS 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 ELPVAHCS 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.

10.6. 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 unlawful or accidental removal, defacing, alteration or destruction of records, Contractor must report to ELPSHAHCA records officer. The agency must report promptly to NARA in accordance with 36 CFR 1230.

10.7. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosure of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorizes personnel with a need-to-know as described in the contract. 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 Governments behalf, without the express written permission of the Head of Contracting Activity. When all information, data, documentary material, records and/or equipment are no longer required, it shall be returned to ELPVAHCS 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

10.8. ELPVAHCS 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 ELPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

10.9. The EPVAHCS staff shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with ELPVAHCS policy.

10.10. 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.

10.11. ELPVAHCS 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 [Agency} shall have limited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractors rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR

52.227-20.