36C26223Q1191_1.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* On-Site Mobile Medical Instrument Repair and Sharping

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 87108

SOLICITATION NUMBER* 36C26223Q1191

RESPONSE DATE/TIME/ZONE 06-09-2023 16:00 MOUNTAIN TIME, DENVER, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* J065

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO22-Gilbert Network Contracting New Mexico VA Health Care System 1501 San Pedro Drive SE Albuquerque NM 87108

POINT OF CONTACT* Contract Specialist Jordan Alonzo jordan.alonzo@va.gov (505)767-6094

PLACE OF PERFORMANCE

ADDRESS Southern Arizona VA Health Care System

3601 S 6th Ave, Tuscon Arizona

POSTAL CODE 85723

COUNTRY United States

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Requests for a solicitation will not receive a response. Responses to this sources sought must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation of technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) Unique Entity ID (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below.

The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave, Tucson, AZ 85723 is seeking a potential qualified contractor that can provide on-site mobile medical instrument repair.

Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. However, if response by Service Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 811210 $34M.

Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov.

Additionally, all Service Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail to jordan.alonzo@va.gov All information submissions to be marked Attn:

Jordan Alonzo, Contract Specialist and should be received no later than 9 June, 2023 at 16:00 MDT.

Performance Work Statement (PWS) On-Site Mobile Medical Instrument Repair and Sharping

A. Background:

The Southern Arizona VA Health Care System (SAVAHCS) located at 3601 S. 6th Ave,, Tucson, AZ 85723, has an ongoing requirement for an On-Site Mobile Medical Instrument Repair and Sharping Services Vendor.

SAVAHCS is one of a few VA Health Care Facilities across the country that provides a wide variety of specialty care services and procedures to its Veterans primarily due to its Affiliation Agreement with Banner University Medical Center (UMC). Due to this relationship the services that are provided here at SAVAHCS require numerous specialty surgical and medical instruments and these instruments require preventative maintenance repair, sharpening, refurbishment, and assessment for replacement services.

B. Scope:

SAVAHCS requires an On-Site Mobile Medical Instrument Repair and Sharping Service Contract Vendor to provide Preventive Maintenance (PM) Schedule repairs, refurbishment and assessment for replacement services. These services are required for a twelve (12) month base period and four (4) one year option periods.

The vendor shall provide PM, which may consist of aligning, calibrating, refurbishing, cleaning, stain removal, polishing, sharpening, oiling, straightening, adjusting, replacing parts, and maintaining the equipment, including emergency calls necessary between regular maintenance.

These services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer’s design and functional capacity with minimal incidence of malfunction or inoperative conditions.

Scheduled repairs, refurbishment and assessment for replacement will occur minimally once per week. Instrumentation includes, but is not limited to, specialty trays by service (Neuro, Ortho, ENT etc.); curettes, hemostats, scissors, graspers, laparoscopic instruments, rongeurs, surgical knifes, etc.

The Vendor shall ensure that the repairs and service functions are performed in conformance with ANSI-AAMI ST-79:2010 Part 7.7 (Servicing and Repairs of Devices in the Health Care Facility), ISO-9001 and specifications used by the instrument manufacturer.

Upon completion of processing the submitted trays and instruments the vendor shall provide a summary document/invoice upon delivery of the processed instruments containing the following information; date of repair, instrument type, type of repair and cost.

B.1 Schedule of On-Site Services:

i. The vendor shall provide on-site mobile instrument repair and sharpening services at

SAVAHCS at least once per week.

ii. In case emergency services are needed to be provided, the vendor shall respond to the service request within 2 hours of the call and provide the service with 24 hours of the call.

iii. The Contractor's employee(s) shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If instrument cannot be repaired it will be returned to SPS. If the instrument requires send out for third party repairs by the contractor, the contractor must obtained verbal approval of a VA SPS Chief, or designee, prior to doing so.

B.2 Services to be provided:

i. The vendor shall ensure that they and their instrument technicians have documented work experience, training by the instrument manufacturers and instrument vendors, required certifications for specific instruments, and safety records to conform to the services required.

ii. The vendor’s instrument technician/s must be able to sharpen instruments correctly and also recognize when one is no longer safe to use.

iii. The vendor shall provide a system to tag non-repairable items and remove them from service pending replacement.

iv. Basic instrument repairs shall include, checking instruments’ alignment and box hinges, demagnetization, staining or rusting (which may indicate a facility water quality problem), and replacement of tungsten inserts on needle holders.

v. Items may be added or deleted from the facilities inventory as required.

vi. Surgical instruments maintenance and repair will be handled with care. All instruments shall be repaired and maintained in proper operating conditions, as specified by the original manufacturer. The contractor will return instruments in as good as new condition.

vii. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufactures Instructions for Use (IFU). All returned inspected and repaired instruments will be stain free and polished to a mirror finish while maintaining locator barcodes.

B.3 Repairs: Special Instructions, Single Instruments/Sets:

i. Individual instrument repairs will occur minimally once per week. Repairs must be performed Monday through Friday between the hours of 8:00am – 4:00pm, excluding weekends and national holidays. Instruments should be returned only via: Vendor (Hand Delivery) or Courier Services (not parcel post, FedEx, etc.).

ii. Vendor will supply document clarifying company’s scope of work which will state what type of work can be accomplished on-site, locally, and what will need to be sent to a 3rd party vendor.

iii. A Mobile Repair Unit is required and will properly display the contractor’s name and permit numbers. The mobile unit should be self-sustained with electrical power, air compressor, etc.

iv. Instrument sent out to corporate office or third-party for repairs will be returned no later than 7 business days after pick up.

v. All Urgent instrument repairs will have a 48-hour turnaround time.

vi. All Emergency Instrument Repairs will have a 24-hour turnaround time.

vii. If an instrument is un-repairable the contractor will immediately notify SPS for further instructions.

viii. The contractor shall provide repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice.

All repairs shall be completed according with all terms within this PWS.

C. Performance Monitoring (Attachment 1):

i. The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion.

ii. Continued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by the SPS Contracting Officer Representatives (CORs).

iii. The COR with the Chief of SPS will monitor Contractor instrument pick-up and drop-off through written logs and schedules to ensure that services have been received by the VA.

The contractor's employee(s) shall report to SPS upon arrival at the VA for the pickup and return of instruments.

iv. The 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 (CO).

v. 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.

vi. Ordering Officers (OOs): The Contracting Officer has determined that the designation of OOs is essential to the operation of Contracting and increasing efficiency within VA.

OOs are unwarranted Government personnel authorized to act as an agent of the Contracting Officer or designated ACOs for these Contracts. OOs shall only make purchases and or place orders within the limits explicitly stated in a written designation letter issued by the Contracting Officer or appointed ACO for these Contracts. The Contracting Officer and/or appointed ACOs for these Contracts are the sole authority for designating OOs to place orders against this Contract. Only Government personnel can be appointed as OOs.

vii. Monthly invoices are submitted to Financial Services Center in Austin, Texas by the contractor via Tungsten (formally OB10). The SPS COR will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices certified for payment.

D. Contractor Requirements:

i. Vendor will provide documentation of staff training, competencies and any pertinent certifications, in relation to the repairs they will be conducting.

ii. The contractor performing the repairs maintenance and inspections of surgical instruments shall be ISO-9001 certified or moving towards certification.

iii. Contractor shall be compliant with relevant VA Policies and with AAMI ST-79:2010 Part

7.7 standards (Servicing and Repairs of Devices in the Health Care Facility).

iv. 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’ experience providing these services to Hospital or Major Medical Center.

v. Vendor will provide VA - SPS staff with two (2) CEU eligible in-services on instrumentation per year.

E. Documentation Requirements:

i. Contractor will sign out all instruments /surgical trays removed from SPS for repairs.

ii. Repaired instruments returned to SPS will be on a detailed list document provided by the contractor containing the following information: date of repair, instrument type, type of repair, and cost.

iii. The hand written checklist/delivery slip will be checked against the instruments returned after repairs.

iv. A quarterly Surgical Instrument Trays Maintenance Inspection certification shall be provided to the COR.

F. SPS and Surgical Service Operating Room (OR) Support:

i. SPS will be the point of contact for all surgical instrument pickups and returns. The returned repaired instruments will be inspected and reprocessed in SPS.

ii. SPS staff will perform a serviceable quality check of instruments for the SAVAHCS site.

Any instruments that fail this quality check will be re-processed by SPS and returned to the contractor for additional repairs, at no additional cost to the facilities.

G. SAVAHCS Vendor Access (Attachment 2):

The following is the information required for vendors (Instrument Repair) to access SAVAHCS.

The SAVAHCS Vendor Access Documentation contained in Attachment 2, shall be completed and submitted with the vendor’s solicitation submission package.

Documentation stating no active pulmonary disease OR negative Tuberculosis (TB) Skin Test Documentation.

Record of Measles, Mumps and Rubella (MMR) Immunization OR Positive Titer Results.

Record of Influenza Vaccination during Influenza season.

Statement of Compliance (Attachment A).

Confidentiality Agreement (Attachment B).

Certificate of Completion of Annual Privacy/HIPAA Training (Instructions included).

Certificate of Completion of VA Privacy and Information Security Awareness and Rules of Behavior (Instructions included).

H. Surgical Instrument Trays: Preventative Maintenance (By Specialty):

i. Surgical Instrument Trays maintenance repairs inspections will be done at a minimum of bi-annually. Inspection is performed in the contractor’s mobile unit on the grounds of the VA Medical Center.

ii. Vendor is required to complete a joint, initial wall-to-wall inventory of instrumentation so as to assist in prioritization of preventative maintenance. Vendor will work with the SPS CORs to establish a preventative maintenance inspection schedule for the items identified during this inventory.

iii. All instruments that can be disassembled, will be disassembled, and undergo a detailed contractor inspection.

iv. Instruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79 part 7.7.

v. During preventative maintenance instruments will be sharpened, adjusted, aligned, straightened, refurbished, calibrated, cleaned, oiled, and parts replaced in accordance with the manufacturer’s original specifications and configuration, in compliance with ANSI-

AAMI ST-79 part 7.7. Any stains, sharp edges and/or scratches will be removed.

Instruments should have a mirror finished appearance, with the exception of the locator barcode, on return.

vi. All cannulated items will have interior lumen flushed and inspected.

vii. Delicate sharp, pointed instruments will be returned covered with appropriate tip protectors.

viii. The contractor shall provide cleaning of internal chambers of sterilization equipment annually at SPS department.

I. Progress and Compliance:

i. The contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical trays completion.

ii. Continued instrument repairs, quality improvement monitoring, and turnaround time, as well as contract compliance, will be progressively by the VA SPS COR.

iii. The contractor shall provide repair service invoices to the COR. All correspondence invoices shall include the current contract number. Billings shall be made in arrears by certified invoice.

iv. All repairs shall be completed according with all terms within this PWS.

Performance Monitoring Attachment 1

Task

PWS

Paragraph Number

Indicator Standard Acceptable

Quality Level

Method of Surveillance Incentive

Provide correct products and supplies

C Ability to meet schedule

Products, supplies, and services provided

100%

Periodic record review and direct observation

Exercise of Option Periods and reported in

CPARS

Timely and Correct invoicing

B, C.vi, I.iii

Ability to meet schedule

Correct invoicing 100%

Direct Observation -COR will monitor invoice submission

Exercise of Option Periods and reported in

CPARS

SAVAHCS Vendor Access Attachment 2

The following is the information required for vendors (Instrument Repair) to access SAVAHCS.

The SAVAHCS Vendor Access Documentation contained in Attachment 2, shall be completed and submitted with the vendor’s solicitation submission package.

Documentation stating no active pulmonary disease OR negative Tuberculosis (TB) Skin Test Documentation.

Record of Measles, Mumps and Rubella (MMR) Immunization OR Positive Titer Results.

Record of Influenza Vaccination during Influenza season.

Statement of Compliance (Attachment A).

Confidentiality Agreement (Attachment B).

Certificate of Completion of Annual Privacy/HIPAA Training (Instructions included).

Certificate of Completion of VA Privacy and Information Security Awareness and Rule of Behavior (Instructions included).