36C26227Q0049.docx

Justification and Approval Notice

GENERAL INFORMATION

Network Contracting Office 22 4811 Airport Plaza Drive Suite 600 Long Beach CA 90815

POINT OF CONTACT*

Senior Contract Specialist Dr. Barry Bland barry.bland@va.gov 858-626-8744 858-626-8744 NCO22 Services 1 Branch Team

ADDITIONAL INFORMATION

DESCRIPTION

INTENT TO SOLE SOURCE

GENERAL INFORMATION

Department of Veterans Affairs Network Contracting Office Twenty-Two (NCO22) 4811 Airport Plaza Drive, Suite 600 Long Beach CA 90802 Attn: Dr. Barry Bland 858-26-8744

NOTICE OF INTENT TO SOLE SOURCE

The Government intends to award a firm‑fixed‑price, sole‑source contract in accordance with RFO FAR 6.103‑1, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements, under the authority of 10 U.S.C. 3204(a)(1) or 41 U.S.C. 3304(a)(1), and in conjunction with RFO FAR 12.201-1, Simplified Procedures for Certain Commercial Items.

This requirement is for Preventive Maintenance and Repair (PM&R) services for multiple Belimed sterilizers and washers located throughout the Southern Arizona VA Health Care System (SAVAHCS) campuses. The intended source is Belimed, Inc., the original equipment manufacturer (OEM).

In accordance with RFO FAR Part 6, contracts awarded using this authority must be supported by written Justification & Approval (J&A), as described in RFO FAR 6.301 and 6.104. As applicable, the approved justification will be posted within fourteen (14) days after award pursuant to 10 U.S.C. 3204(f) and 41 U.S.C. 3304(f).

The Government will consider capability statements received by the closing date of this synopsis. The Government’s decision whether to compete with this requirement, based on responses received, is solely at its discretion. Any information submitted will be used strictly to determine whether competitive procurement is appropriate.

The applicable North American Industrial Classification System (NAICS) code is 811210 – Electronic and Precision Equipment Repair and Maintenance, with a size standard of $34.0 million.

THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE QUOTATIONS.

All capable sources must demonstrate:

• Relevant past performance performing similar services; and

• Proof of being an authorized vendor for Belimed equipment, including the ability to provide OEM equipment, maintenance, and repairs.

This requirement is a follow‑on, base plus three (3) option years, firm‑fixed‑price contract. Sole‑source award is intended to ensure continuity of services and proper maintenance of existing Belimed equipment, which is owned and maintained by the intended source.

All inquiries and capability statements must be submitted by email to barry.bland@va.gov no later than 10:00 AM Pacific Time (PT), October 28, 2026.

Please reference Notice No. 36C26227Q0049 in all correspondence.

Special Notice Special Notice

Special Notice

DEPARTMENT OF VETERANS AFFAIRS

Justification and Approval (J&A) For Other Than Full and Open Competition (<SAT)

TITLE: [678] STEELCOBELIMED STERILIZERS & WASHERS PM&R - BASE YEAR PLUS FOUR OPTION YEARS | SBAR Approved | WD EXEMPT |POP: (03/01/2027 - 02/28/2031) |

Acquisition Plan Action ID: 36C262-27-AP-1109

1. Contracting Activity: Department of Veterans Affairs, Veterans’ Health Administration (VHA), Regional Procurement Office West (RPOW), Network Contracting Office Twenty-Two (NCO22) at 4811 Airport Plaza Drive, Long Beach, CA, 90815, in support of Southern Arizona VA Healthcare System (SAVAHCS) at 3601 S 6th Ave, Tucson, AZ 85723.

Funding Action ID: 678-27-2-221-0033

2. Nature and/or Description of the Action Being Approved: The action being reviewed and approved is a sole source for an annual firm-fixed price preventive and corrective maintenance service contract for the various SteelcoBelimed Sterilizers and Washers owned by SAVAHCS.

3. Description of Supplies/Services Required to Meet the Agency’s Needs: The contractor shall provide transport, inspection, cleaning, decontamination, sterilization, repackaging, and return delivery of reusable medical instruments and surgical trays in full compliance with VHA Directive 1116(2), AAMI ST79, AAMI ST90, and Joint Commission standards. These services are essential to ensuring uninterrupted surgical operations at the Southern Arizona VA Healthcare System (SAVAHCS), which currently does not have internal sterile processing capacity. Contractor support is therefore critical to maintaining safe, timely, and compliant reprocessing of reusable medical equipment.

Total Estimated Amount: $116,003.32 Period of Performance: 03/01/2027 - 02/28/2031

4. Statutory Authority Permitting Other than Full and Open Competition: Only

(X) (1) One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements per 41 USC §3304(a)(1) as implemented by RFO FAR 6.103-1.

() (2) Unusual and Compelling Urgency per 41 USC §3304(a)(2) as implemented by RFO 6.103-2;

() (3) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert Services per 41 USC §3304(a)(3) as implemented by RFO 6.103-3;

() (4) International Agreement per 41 USC §3304(a)(4) as implemented by RFO 6.103-4 () (5) Authorized or Required by Statute per 41 USC §3304(a)(5) as implemented by RFO 6.103-5;

() (6) National Security per 41 USC §3304(a)(6) as implemented by RFO 6.103-6;

() (7) Public Interest per 41 USC §3304(a)(7) as implemented by RFO 6.103-7;

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority): SteelcoBelimed, Inc. (TRLHML1JJ289) is the original manufacturer of the SteelcoBelimed washers and sterilizers, and it retains all proprietary rights to the software systems and parts used with these units. Proper maintenance of the equipment requires authorized, factory‑trained personnel who have access to original equipment manufacturer (OEM) parts, tools, and software. The SteelcoBelimed washers and sterilizers form a core set of reprocessing devices used by Sterile Processing Services (SPS) at SAVAHCS. Because they are critical to the sterilization workflow, downtime must be kept to an absolute minimum to avoid significant disruptions in SPS operations. Without functional reprocessing equipment, SPS would be unable to deliver sterile medical supplies, which could result in delays or cancellations of clinical procedures. The equipment requires quarterly preventive maintenance and prompt corrective maintenance support that cannot be performed by Biomedical Engineering due to OEM restrictions and proprietary system requirements.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as possible (including whether a notice was or will be publicized as required by RFO Part 5 and, if not, which exception under RFO Part 5 applies): An Intent to Sole Source was issued on October 21, 2026, under solicitation number 36C26227Q0049. As part of the review process, the Contracting Officer conducted an SBA Dynamic Small Business Search (DSBS) to verify whether any Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) or Veteran-Owned Small Businesses (VOSBs) could perform the required work within the scope of services requested by the Southern Arizona VA Healthcare System (SAVAHCS). The intent to sole source remains open for responses. Should any capable SDVOSB or VOSB suppliers respond and demonstrate their ability to meet the requirement, the intent to sole-source will be revised accordingly.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and Reasonable: The Government will evaluate the proposed price for fairness and reasonableness in accordance with applicable acquisition regulations. The evaluation will include, but may not be limited to, the following methods:

· Independent Government Cost Estimate (IGCE): The IGCE will be developed using projected usage volumes, current market benchmarks, and other relevant cost data to establish a baseline for comparison.

· Comparison to Commercial Pricing: Where available, the Government will compare proposed prices to commercial service price lists, catalog rates, or other publicly available pricing information for similar services to assess consistency with prevailing market conditions IAW RFO FAR 6.104-1(a)(7).

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons Market Research Was Not Conducted: Market research was conducted prior to issuing the intent to sole source in order to determine whether other sources could provide SteelcoBelimed sterilizers. The Contracting Officer performed an SBA Dynamic Small Business Search (DSBS) under NAICS 811210 (Other Electronic and Precision Equipment Repair and Maintenance) and PSC J065 (Maintenance and Repair of Medical, Dental, and Veterinary Equipment) to identify potential SDVOSB/VOSB firms capable of meeting the requirement. Market research conducted pursuant to FAR Part 10 identified 39 small businesses that appeared capable of providing the required services. However, SteelcoBelimed, Inc. (TRLHML1JJ289) retains all proprietary rights to the software systems and parts associated with SteelcoBelimed sterilizers and washers, limiting the Government’s ability to obtain these items or related services from alternative sources.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition: The requirement is mission‑critical to restore full sterile processing capacity and maintain compliance with VA directives and recognized industry safety standards. Current deficiencies present direct risks to surgical throughput, patient safety, and regulatory compliance. The urgency is further driven by a growing backlog of surgical cases, which reduces access to timely care and negatively affects veteran health outcomes. Immediate action is required to prevent additional delays, mitigate clinical risk, and ensure the medical center can safely support surgical operations at the levels required, in accordance with RFO 6.103‑1.

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition: None; except for SteelcoBelimed, Inc. (TRLHML1JJ289)

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome Barriers to Competition before Making subsequent acquisitions for the supplies or services required: SteelcoBelimed, Inc. (TRLHML1JJ289), owns all proprietary rights to software systems and parts used with the SteelcoBelimed sterilizers and washers.

12. Requirements Certification: I certify that the requirement described in this justification constitutes a bona fide need of the Department of Veterans Affairs. I further certify that the supporting data under my cognizance, included within this justification, are accurate and complete to the best of my knowledge and belief.

Dr. Barry Bland Contracting Officer/Senior Contract Specialist

1) TITLE:

PREVENTIVE MAINTENANCE INSPECTIONS AND INTERVENING SERVICE CALLS

2) PLACE OF PERFORMANCE:

(678) Southern Arizona VA Health Care System (SAVAHCS) Tucson VA Medical Center 3601 South Sixth Avenue Tucson, AZ 85723-0001

3) PERIOD OF PERFORMANCE:

BASE YEAR: 03/01/2027 to 02/28/2028 OPTION YEAR ONE (OY1): 03/01/2028 to 02/28/2029.

OPTION YEAR TWO (OY2): 03/01/2029 to 02/28/2030.

OPTION YEAR THREE (OY3): 03/01/2030 to 02/28/2031.

4) SCOPE OF WORK:

The intent of this Request for Quote is to enter a Base Year Plus Three Option Years, Firm-Fixed-Price contract for intervening service calls and planned maintenance inspections for Southern Arizona VA Health Care System (SAVAHCS) owned SteelcoBelimed equipment. The Vendor shall provide all labor, supervision, materials, parts and transportation required to maintain and repair Southern Arizona VA Health Care System (SAVAHCS) owned SteelcoBelimed equipment.

5) DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK:

The Vendor shall provide intervening and planned maintenance services to enhance the required operational safety of Southern Arizona VA Health Care System (SAVAHCS) owned SteelcoBelimed equipment. Services shall be performed to maintain the equipment in a functional condition and operation of same according to international standards. Equipment performance shall be checked and planned maintenance shall be carried out in accordance with original equipment manufacturer’s requirement. All wear-parts, service kits, and materials required for intervening and planned maintenance shall be included in this service contract. Telephone support services shall be available 24 hours, 7 days a week, excluding holidays. Vendor shall provide on-site corrective maintenance service with a response time of 48 hours. Vendor shall provide the COR an electronic copy of the field service report after every intervening or planned maintenance within 5 business days of the on-site visit. At a minimum, this report must contain a detailed description of any services or repairs performed for each item of equipment, and must also include a listing of replacement parts, when applicable, total hours of service, safety check, performance data, and the date. The report will also include any Vendor recommendations necessary to maintain the equipment in optimum operating condition. Service Technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this medical equipment.

6) PREVENTIVE MAINTENANCE INSPECTIONS (PMI) AND INTERVENING SERVICES:

Preventive maintenance (PM) services shall include, but are not limited to the following:

· Cleaning of the equipment.

· Reviewing operating software diagnosis to ensure that it is operating in accordance with the manufacturer’s specifications;

· Calibrating and lubricating the equipment;

· Performing intervening maintenance;

· Testing and replacement of faulty and worn parts and/or parts which are likely to become faulty, fail, or become worn;

· Inspecting and replacing, when indicated, electrical wiring and cables for wear and fraying (G) Inspecting and replacing, when indicated, all mechanical components.

· The Contractor shall furnish documentation, all measurements, and calibration data collected to ensure that the system is performing in accordance with the manufacturer’s performance standards.

· PMIs shall be performed during normal working hours of the SAVAHCS. PMIs shall be scheduled a minimum of three (3) days in advance with the COR and performed during the first five (5) working days of the months specified in the PM plan. PMIs shall be performed in accordance with manufacturer’s instructions, specification and at the intervals depicted in the schedule of services. This contract also includes all intervening service calls during normal working hours and parts required for maintaining this equipment in optimum operating condition.

PARTS:

· The Vendor shall furnish replacement parts meeting or exceeding the original equipment manufacturer specifications.

· Replaced parts are to be disposed of by the Vendor after obtaining approval from the COR, except for hard drives that have the capability of storing sensitive information. They must be disposed of according to local Facility Policy and with the Information Security Officer (ISO) concurrence.

· Operating and consumable supplies are not part of this contract. Replaced parts covered by the Preventive Maintenance Inspection or intervening services shall be itemized as a no-charge item on the Vendor’s invoice and shall be identified by the part listed on the manufacturer’s schematics or part list.

· The Vendor is required to have sufficient supply in stock or be able to obtain all parts required for work under this contract. The Vendor shall have complete service documentation, including necessary manuals and schematics.

· Unserviceable parts will be replaced by the Vendor on an exchange basis within eight (8) working hours, labor to install replacement parts are included.

· Part numbers as shown on the manufacture schematics/parts list will identify all parts that are replaced. All newly installed replacement parts become the property of the Government. Any worn defective parts will be replaced free of any charges.

· When parts are required and are not covered by Preventive Maintenance and have intervening services, such needs shall be identified to the COR along with an estimate of charges. The COR will evaluate these needs and request through the Contracting Officer appropriate action(s). These parts will be installed under a separate purchase order.

7) EQUIPMENT LISTING:

8) SERVICE CALLS:

Service also includes all necessary intervening service calls required to replace any worn or defective parts needed due to instrument failure. All services shall be performed in accordance with original manufacturer’s specifications and FDA guidelines.

9) TEST EQUIPMENT:

The VA shall not furnish parts and/or test equipment for the performance of this contract. It is the responsibility of the Vendor to bring the appropriate equipment and/or supplies necessary to complete the work as required within.

10) REMOVAL OF EQUIPMENT:

Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the Contracting Officer or COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Vendor from the government site for minor repairs. The Vendor assumes full responsibility for the equipment while it is off-site or in transit.

11) BADGES AND PARKING:

All Vendor personnel are required to wear I.D. badges during the entire time he/she is on Government property. I.D. badges must have an identification picture and shall state the name of the individual and the company he/she represents. It is the responsibility of the Vendor’s personnel to park in the appropriately designated parking areas. Parking information is available from SAVAHCS Police Service. SAVAHCS will not validate or make reimbursement for parking violations of the Vendor’s personnel under any circumstance.

12) REPORTING:

(During Normal Working Hours); For any repairs or service that will be performed during the normal working hours of 8:00 a.m. through 5:00 p.m. the Vendor shall check-in with the Police Service and with the COR before proceeding to the job site. The Contractor/Vendor shall also check out with the COR and Police Service before leaving the job site.

13) REPORTING:

(During Other than Normal Working Hours). On-site services shall be performed during normal working hours (8:00AM – 5:00PM, Monday – Friday) only. A separate, pre-authorized Purchase Order will be required for on-site services performed during other than normal working hours.

14) AUTHORIZED SERVICES:

Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under separate purchase authorization. The Vendor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained.

15) GOVERNMENT HOLIDAYS:

The contractor is not required to provide service on the following National holidays; not shall the Contractor be paid for these holidays. The following national holidays observed by the Federal Government:

Independence Day: July 4

If a holiday falls on Sunday, the following Monday shall be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. Also included would be any day specifically declared by the President of the United States.

16) INVOICE AND PAYMENT:

Payment to be made monthly in arrears. The Vendor shall submit original invoices in proper electronic format to the Financial Services Center (FSC). Proper electronic format means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

I. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, OB10, to transition vendors from paper to electronic invoice submission. Please see OB10 contact information below to begin submitting electronic invoices, free of charge.

A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site (http://www.x12.org) Vendor e-Invoice Set-Up Information:

· OB10 e-Invoice Setup Information: 1-877-752-0900

· OB10 e-Invoice e-mail: USClientServices@ob10.com

· Financial Services Center e-Invoice Contact Information: 1-877-353-9791 4. Financial Service Center e-Invoice e-mail: vafsccshd@va.gov

II. The invoice MUST be itemized to include the following information listed below. Any information listed below that is not provided on an invoice will render that invoice incomplete and the invoice will be returned for immediate correction.

· Time period being invoiced for.

· Description of services.

· Unit Cost Billed.

· Extended amount due.

· Invoice number, and date.

· Contract and obligation number.

(End of SOW)

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VHAPG Part 806.3 OFOC Page 2 of 4 Revision: 04 Effective Date: 12/15/25 Acquisition ID: 36C262-27-AP-1109