P02 Sources Sought 36C24227Q0006 Sterrad 100NX PM and Repair.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* Sterrad 100NX Preventative Maintenance and Repair Services

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 14215

SOLICITATION NUMBER* 36C24227Q0006

RESPONSE DATE/TIME/ZONE 07-17-2026 10am EASTERN TIME, NEW YORK, USA

ARCHIVE 60 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

Network Contracting Office (NCO) 2

3495 Bailey Avenue

Building 3, 2nd floor

Buffalo NY 14215

POINT OF CONTACT*

Contract Specialist

Tracy Vega

Tracy.Vega@va.gov

6074864282

PLACE OF PERFORMANCE

ADDRESS The Department of Veterans Affairs

VA Northport Health Care System

Northport VA Medical Center

79 Middleville Road

Northport NY

POSTAL CODE 11768

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS Tracy.Vega@va.gov

EMAIL DESCRIPTION Point of contract

DESCRIPTION

1. This is a Sources Sought Notice

(a) The Government does not intend to award a contract on the basis of this Sources Sought or to otherwise pay for the information solicited.

(b) Although "proposal," "offeror," contractor, and "offeror" may be used in this sources sought notice, any response will be treated as information only. It shall not be used as a proposal. The Government is seeking information for market research purposes only.

(c) Any information received from a contractor in response to this Sources Sought may be used in creating a solicitation. Any information received which is marked with a statement, such as "proprietary" or "confidential," intended to restrict distribution will not be distributed outside of the Government, except as required by law.

(d) This Sources Sought is issued by VISN 2 Contracting Office located at Buffalo Medical Center, Network Contracting Office (NCO) 2 3495 Bailey Avenue, Building 3, 2nd floor Buffalo, NY 14215 for the purpose of collecting information about Northport VA Medical Center, Sterrad 100NX Preventative Maintenance and full service service for semi-annual maintenance, repair, and software updates, Northport VA Medical Center, 79 Middleville Road, Northport, NY 11768- 2200. The VA is seeking to provide for this requirement as of October 1, 2026, to replace an expiring contract. The NAICS code identified for this requirement is 811210, Electronic and Precision Equipment Repair and Maintenance. The requirement is detailed in the Statement of Work section of this document.

(e) Cursory market research has identified small businesses that may be able to provide for this requirement. Contractors that can meet the requirements in the attachment and possess an interest in performing these services, are encouraged to email a capability statement and full information to Tracy Vega at Tracy.Vega@va.gov

- Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic.

If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran- Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government’s Procurement Strategy.

The following information is required for determining procurement strategy and viability of sources:

Set-aside requirements have limitations on subcontracting. This service is located in Northport, NY. Provide your site location and supporting documentation. Given your location and proximity to the service site, how do you plan to accomplish self-performance of this work?

If your intention is to subcontract work, what tasks will be performed by you as the prime contractor? What tasks will require a subcontractor perform due to your inability to perform them within your company?

How many years’ experience does your company have in performing tasks of this nature, of this scope and this complexity? How many years of service do your proposed technicians have performing tasks of this nature, this scope, and this complexity? How many years does your proposed subcontractor have in performing tasks of this nature, this scope, and this complexity?

How many jobs of this nature, of this scope and this complexity have you performed in the past five years?

How many certified/licensed technicians does your company currently employ?

- Contractors shall also identify any Federal Supply Schedules that may carry the desired services.

- Contractors shall identify pertinent points of contact for company, contractor UEI number for size standard and socioeconomic verification in SAM and SBA Small Business Search, as well as for any intended subcontractors.

- Contractor shall provide 2 to 3 instances of past experience which demonstrate that they are a firm regularly engaged in this type of work, to include subcontractors for those jobs.

- Contractor shall provide a listing of any teaming agreements they intend to employ in the performance of this requirement if awarded.

- Contractor shall supply proof of any applicable certification or training required to meet the regulatory requirements, if applicable.

- Contractors shall include any relevant comments about the Attachment(s) if applicable.

Below is the Limitation on Subcontracting – Certificate of Compliance Clause. Please complete this as part of your response.

852.219-75 VA Notice of Limitations on Subcontracting—Certificate of Compliance for Services and Construction.

As prescribed in 819.7011(b), insert the following clause:

VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE

FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

(a) Pursuant to 38 U.S.C. 8127(l)(2), the offeror certifies that—

(1) If awarded a contract (see FAR 2.101 definition), it will comply with the limitations on subcontracting requirement as provided in the solicitation and the resultant contract, as follows:

[Contracting Officer check the appropriate box below based on the predominant NAICS code assigned to the instant acquisition as set forth in FAR 19.102.]

(i) [ ] Services. In the case of a contract for services (except construction), the contractor will not pay more than 50% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219- 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74.

Any work that a similarly situated certified SDVOSB/VOSB subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. Other direct costs may be excluded to the extent they are not the principal purpose of the acquisition and small business concerns do not provide the service as set forth in 13 CFR 125.6.

(ii) [ ] General construction. In the case of a contract for general construction, the contractor will not pay more than 85% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219- 73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74.

Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 85% subcontract amount that cannot be exceeded. Cost of materials are excluded and not considered to be subcontracted.

(iii) [ ] Special trade construction contractors. In the case of a contract for special trade contractors, the contractor will not pay more than 75% of the amount paid by the government to it to firms that are not certified SDVOSBs listed in the SBA certification database as set forth in 852.219-73 or certified VOSBs listed in the SBA certification database as set forth in 852.219-74. Any work that a similarly situated certified SDBOSB/VOSB subcontractor further subcontracts will count towards the 75% subcontract amount that cannot be exceeded.

Cost of materials are excluded and not considered to be subcontracted.

(2)The offeror acknowledges that this certification concerns a matter within the jurisdiction of an Agency of the United States. The offeror further acknowledges that this certification is subject to Title 18, United States Code, Section 1001, and, as such, a false, fictitious, or fraudulent https://www.va.gov/oal/library/vaar/vaar819.asp#8197011b https://www.acquisition.gov/far/2.101 https://www.acquisition.gov/far/19.102 https://www.va.gov/oal/library/vaar/vaar852.asp#85221973 https://www.va.gov/oal/library/vaar/vaar852.asp#85221973 https://www.va.gov/oal/library/vaar/vaar852.asp#85221974 https://www.va.gov/oal/library/vaar/vaar852.asp#85221973 https://www.va.gov/oal/library/vaar/vaar852.asp#85221973 https://www.va.gov/oal/library/vaar/vaar852.asp#85221974 https://www.va.gov/oal/library/vaar/vaar852.asp#85221973 https://www.va.gov/oal/library/vaar/vaar852.asp#85221974 certification may render the offeror subject to criminal, civil, or administrative penalties, including prosecution.

(3) If VA determines that an SDVOSB/VOSB awarded a contract pursuant to 38 U.S.C. 8127 did not act in good faith, such SDVOSB/VOSB shall be subject to any or all of the following:

(i) Referral to the VA Suspension and Debarment Committee;

(ii) A fine under section 16(g)(1) of the Small Business Act (15 U.S.C. 645(g)(1)); and

(iii) Prosecution for violating 18 U.S.C. 1001.

(b)The offeror represents and understands that by submission of its offer and award of a contract it may be required to provide copies of documents or records to VA that VA may review to determine whether the offeror complied with the limitations on subcontracting requirement specified in the contract. Contracting officers may, at their discretion, require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during performance and upon completion of a contract if the information regarding such compliance is not already available to the contracting officer. Evidence of compliance includes, but is not limited to, invoices, copies of subcontracts, or a list of the value of tasks performed.

(c)The offeror further agrees to cooperate fully and make available any documents or records as may be required to enable VA to determine compliance with the limitations on subcontracting requirement. The offeror understands that failure to provide documents as requested by VA may result in remedial action as the Government deems appropriate.

(d)Offeror completed certification/fill-in required. The formal certification must be completed, signed and returned with the offeror’s bid, quotation, or proposal. The Government will not consider offers for award from offerors that do not provide the certification, and all such responses will be deemed ineligible for evaluation and award.

Certification:

I hereby certify that if awarded the contract, [insert name of offeror] will comply with the limitations on subcontracting specified in this clause and in the resultant contract. I further certify that I am authorized to execute this certification on behalf of [insert name of offeror].

Printed Name of Signee:________________________________________

Printed Title of Signee:_________________________________________

Signature:___________________________________________________

Date:_____________________

Company Name and Address:______________________________________

(End of clause)

STATEMENT OF WORK

Preventative Maintenance (PM) and Repair STERRAD 100NX - Sterile Processing Services Equipment

Department of Veterans Affairs Northport Medical Center

1. SCOPE:

The Department of Veterans Affairs Medical Center wishes to contract for Repair and Preventative Maintenance Services for Advanced sterilization Products (ASP) systems for Sterile Processing Services (SPS) equipment located at 79 Middleville Road, Northport, NY 11768. The Contractor shall furnish all necessary labor, equipment, tools, materials, repair service, software updates, parts, etc., for complete On-Site Maintenance and Repair Services.

2. PERIOD OF PERFORMANCE:

Base year begins at time of award, with four (4) one-year option periods:

Base Year: 10/01/2026 - 09/30/2027 Option Year 1: 10/01/2027 - 09/30/2028 Option Year 2: 10/01/2028 - 09/30/2029 Option Year 3: 10/01/2029 - 09/30/2030 Option Year 4: 10/01/2030 - 09/30/2031

3. SPECIFICATIONS OF WORK:

Repair Services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed solely by manufacturer trained staff, with current applicable certifications from the Original Equipment Manufacturer (OEM).

Contractor will follow manufacturer’s recommendation for preventative maintenance (PM), repairs, calibrations, and modifications. Full-service contract shall include all necessary labor, tools, equipment, transportation, and parts required to perform repair and PM on listed equipment. All equipment shall be maintained in proper operating conditions as specified by the manufacturer. Vendors shall have access to OEM’s parts, manuals, and schematics to perform the service. Vendors have their own schematics available on site at time of service. During scheduled service intervals, all parts including batteries and accessories shall be replaced.

a. No work shall be performed outside the scope of this contract. Any justification must be pre-approved by the Contracting Officer, and a modification to the contract as well as a purchase order must be issued before any work can commence. Failure to obtain prior authorization shall result in NON-PAYMENT of charges incurred.

4. PREVENTATIVE MAINTENANCE:

1. The contractor shall perform Preventive Maintenance services to ensure that equipment listed under Section 11 performs in accordance with Conformance Standards (Section 10). The contractor shall make thorough technical inspections of the equipment listed in

Section 11 within ten (10) days after the award of the contract. The contractor shall submit a schedule of PM services and a PM checklist describing in detail the scheduled maintenance procedures for each piece of equipment listed. This checklist is subject to the approval of the COR. The contractor shall provide and utilize these procedures and checklists with worksheet originals indicating the work performed and actual values obtained (as applicable) provided to the COR at the completion of the PM.

2. PM Service shall be mutually scheduled within 10 days after submission and approval of the schedule of PM Services and PM Checklists as outlined above. Thereafter, PM Service shall be scheduled

Semi-Annual for each period of performance - PER MANUFACTURER’S PUBLISHED

PM STANDARDS.

3. PM procedures performed shall be in accordance with manufacturer’s specifications, documented, and submitted in writing to biomedical engineering at inception of contract PM. The PM should also include testing and replacement of faulty parts and/or parts which are likely to fail. Upon completion of PM, the unit shall be clearly labeled with a sticker stating the date last PM was completed and the due date of next PM, as well as name of technician that performed PM.

4. The contractor shall be contacted by Biomedical Engineering when repair services are needed prior to, or after PM has been performed. Examples of repair services: calibration, cleaning, oiling, adjusting, and replacement of parts needed between regular PM services.

5. Contractor shall perform all unscheduled services, including emergencies when needed.

This includes on-site visits during normal business hours and repair, labor and travel costs relating to the services to be performed. In cases when technical support is required over the phone, the contractor shall provide 24/7 technical support to the government at no additional cost. All site visits must be scheduled, coordinated, and approved by Clinical Engineering and/or the COR before such site visits take place.

6. The contractor assumes the risk of, and shall be responsible for, any loss, damage, destruction, or theft of Government furnished property as well as the equipment being serviced by the Contractor.

7. Prior to commencement of work on this contract, contractor shall provide the VAMC with a copy of the current calibration certification on all test equipment which is to be used by the contractor on VAMC equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

8. PM services shall include, but are not limited to the following (where applicable):

a. Cleaning of equipment.

b. Reviewing operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

c. Calibrating and lubricating the equipment.

d. Performing remedial maintenance of non-emergent nature.

e. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

f. Measuring and adjusting and calibrating as necessary for optimal performance, output or image quality.

g. Inspecting electrical wiring and cables for wear and fraying.

h. Inspecting all mechanical components including, but not limited to patient restraints and support devices, cables and mounting hardware, chains, belts, bearings and tracks, interlocks, clutches, motors, keyboards, and patient couches for mechanical integrity, safety, and performance.

i. Performing any Electrical Safety Inspections required by NFPA-99, 2012 as they may apply to this class of equipment and its application.

j. Image quality assessment.

k. Returning the equipment to the operating conditions defined in Section III, Conformance Standards.

l. Providing documentation of services performed.

5. RESPONSE TIME:

Contractor shall provide a phone call back by a qualified technician within 2 hours of a service request and an onsite response by a qualified technician within 6 hours. The Contractor shall proceed progressively without undue delay to correct the misfunction or mechanical breakdown.

Equipment shall be returned to full functionality, to manufacturer specifications within 16 business hours of initial service call.

6. HOURS OF COVERAGE:

8am - 9pm, Monday-Friday (excluding Federal Holidays). Overtime shall only be paid for emergencies and pre-approved situations as determined and approved by the Contracting Officer.

Federal Holidays observed by the VAMC are:

New Year’s Day Labor Day Martin Luther King Day Columbus Day President's Day Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day

Juneteenth

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

7. DOCUMENTATION REQUIREMENTS:

At the completion of each service call/PM, the contractor shall provide a written service report to Biomedical Engineering. This report shall clearly show the date of service, type of service performed, model and serial numbers, name of field technician(s), a description of the work performed (including time spent on labor and travel) and a list of any parts replaced. The contractor shall leave the service report with Biomedical Engineering Administrative Office, building 11, room 1 after servicing equipment. Certification of invoices is clearly dependent upon receipt of service reports as proof of services rendered. Payment shall be declined if proper documentation is not provided.

a. If work is not completed prior to leaving the premises, a service report shall be left, as per the above procedures, indicating the equipment status.

b. No payments shall be made if the above procedures are not complied with.

8. QUALIFICATION OF VENDOR:

To be eligible for consideration, offerors shall have acquired certification in servicing the equipment listed for a period of no less than two (2) years prior to award. The contractor’s representative shall have received service training from the equipment manufacturer specifically on the model(s) listed and shall be capable of presenting certification of such training. No allowance will be made for the contractor not having qualified personnel available to respond as specified in this contract at all times within the contract period.

9. SECURITY AND REPORTING:

1. All vendors/contractors will sign in at the Biomedical Engineering Administrative Office building 11 room 1, before reporting to their respective work site. Each vendor/contractor will be issued a temporary identification badge that must be worn at all times above the waist, in front, with the face of the card visible.

2. Upon completion of the scheduled work, the vendor/contractor will return to the Biomedical Engineering Administrative Office building 11 room 1 to sign-out, return the temporary identification badge, and leave any Service Reports.

3. Outside of Normal Business Hours, the Service Report(s) may be left in the Biomedical lockbox located at the entrance to Biomedical Engineering (Building 11, Basement Level, Room 1). Detailed Service Report(s) must be received within five

(5) business days after completion of work, electronically e-mailed to the COR.

4. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COR in writing, of the existence or the development of any defects or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

10. STANDARD BIOMEDICAL PROCEDURE:

For the sake of this contract, equipment capabilities and diagnostic analysis of equipment as they relate to storage of and access to patient sensitive information will be determined by the separate completion of the Information Security 6500.6 Checklist. Contractors shall be expected to comply with Department protocol regarding removable media (i.e. USB or DVD/CD Device), hard drives, optical disks, remote system diagnosis, and compliance with applicable Federal and VA information confidentiality and security laws, regulations and policies.

11. CONFORMANCE STANDARDS:

The contractor shall ensure that the equipment (hardware and software) functions in conformance with the latest FDA (medical device regulations (including but not limited to Class I, Class II, Class III and MDDS), validation, quality assurance and compliance), latest published edition of NFPA-

99, TJC, OSHA, CDRH, ACR, and any other performance standards and specifications used when the equipment was procured by VA and any upgrades/updates.

12. LIST OF EQUIPMENT:

Equipment Description Site # /Model # VA EE # / Serial #

VENDOR MODEL SERIAL #

ASP STERRAD 100NX 1043140128

ASP STERRAD 100NX 1047180432

13. SERVICE MANUALS

The VAMC shall not provide service manuals or service diagnostic software to the contractor.

The contractor shall obtain, have on file, and make available to its Service Technicians all operational and technical documentation, (such as; operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

14. PAYMENTS:

Payments will be made QUARTERLY in arrears upon receipt of properly prepared, certified invoices at the VA Financial Services Center which must show reference to the contract’s purchase order number issued upon the award of this contract. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly [X]

b. Semi-Annually []

c. Other []

Quarterly Reports: All reports and invoices must be filed electronically:

1. Records of all scheduled PM Inspections performed under this contract as per manufacturer specifications.

2. PM checklist and frequency of calibration for each system model, serial number.

3. Repairs and parts replaced by model and serial number.

15. NATIONAL ARCHIVES and RECORDS ADMINISTRATION (NARA) RECORDS

MANAGEMENT

This contract does not create records on behalf of VA.

16. Information Security-Privacy

1. This contract does not involve access to VA patient/employee information and does not involve access and/or connection to the VA information system.

2. A Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information:

The Department of Veterans Affairs, VA must comply with all applicable privacy and confidentiality statutes and regulations. One of the requirements in VA is to have all personnel trained annually on privacy requirements. “Privacy” represents what must be protected by VA in the collection, use, and disclosure of personal information whether the medium is electronic, paper or verbal.

This document (20939 training) satisfies the “basic” privacy training requirement for a contractor, volunteer, or other personnel only if the individual does not use VA sensitive information or protected health information (PHI) in any form such as electronic or paper or have access to any VA computer system.

The Contracting Officer Representative (COR/ COTR/ Project Manager) is responsible to obtain this training from the contractor and to maintain according to the Records Control Schedule

(RCS 10-1).

A copy of this completed training by the contractor is to be provided to the Privacy Officer.

STATEMENT OF WORK