RFI - 36C10B25Q0219.pdf

Sources Sought Notice

SUBJECT* Electronic Database Subscription Services (VA-25-00054117)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 07724

SOLICITATION NUMBER* 36C10B25Q0219

RESPONSE DATE/TIME/ZONE 05-01-2025 3:00 PM EASTERN TIME, NEW YORK, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* DC10

NAICS CODE* 518210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

POINT OF CONTACT*

Contract Specialist Chanté Frith Chante.Frith@va.gov

PLACE OF PERFORMANCE

ADDRESS

POSTAL CODE

COUNTRY

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Department of Veterans Affairs (VA) Veterans’ Health Administration (VHA) National Office of Sterile Processing Services (12OSP)

Electronic Database Subscription Services Request for Information (RFI)

Introduction:

This Request for Information (RFI) is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. In accordance with Federal Acquisition Regulation (FAR) 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract.

The purpose of this RFI is to identify qualified vendors, who are able to meet Department of Veterans Affairs (VA) requirements for Electronic Database Subscription Services. Any contract/order that might be awarded based on information received or derived from this market research will be the outcome of the competitive process. The purpose of this RFI is to obtain market information on capable sources of supply, industry best practices, and input specific to the information provided. The Government is not responsible for any cost incurred by industry in furnishing this information. All costs associated with responding to this RFI will be solely at the interested vendor's expense. Not responding to this RFI does not preclude participation in any future Request for Proposal (RFP), if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions will become Government property and will not be returned. Interested vendors are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response.

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible.

The North American Industry Classification System (NAICS) for this requirement is 518210 Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Service with a size standard of $40.0 million. A company that is a Service- Disabled Veteran-Owned Small Business (SDVOSB) or a Veteran-Owned Small Business (VOSB) must be VetCert registered and verified (https://veterans.certify.sba.gov).

Generic capability statements or marketing materials will not be accepted nor reviewed.

RFI Response Instructions

NOTE: The capability package must be clear, concise, and complete. VA is under no obligation to provide feedback to the company, or to contact the company for clarification of any information submitted in response to this RFI.

Provide the following information:

(A) Provide Company Information:

1) Company Name

2) Unique Entity Identifier Number (UEI) under which the company is registered in

SAM

3) Company Address

4) Point of contact name

5) Telephone number

6) Email address

7) Company Business Size and Status. For me information refer to http://www.sba.gov/.

If SDVOSB/VOSB, evidence your business verified in the VetCert database (https://veterans.certify.sba.gov)

8) For small business concerns, indicate whether at least 50 percent of the total amount paid by the Government will be paid to firms that are similarly situated.

9) List any existing contracting vehicles you currently maintain that cover the intended scope of work

10) Other applicable NAICS code(s) operating under

VA Office of Sterile Processing and Healthcare Technology Management is seeking information from potential contractors to provide a comprehensive electronic database of manufacturer’s instructions for the cleaning/reprocessing, sterilization/disinfection/preventive maintenance of Medical/Surgical instrumentation and Equipment, as well as Instructions for Use (IFU) for Dental, Tissue/Implants Biomedical Equipment Preventive Maintenance Service Manuals, Consumables, Non-Medical Equipment and Medical Safety Data Sheets (MSDS). In addition, OSP is seeking the services of web-based URL linkage to the VA instrument tracking system used by all Sterile Processing Services with the VA system. This RFI document seeks to gather information on potential contractors who can provide the necessary services to meet the requirements outlined in the attached Performance Work Statement (PWS).

Scope of Work: See attached draft PWS

Please provide responses to the following questions.

1. Can you provide the following services: Electronic access to IFUs, Supplemental Guides, User Manuals, and Service Manuals for all medical and non-medical reusable and single use instruments, implants, devices, equipment, http://www.sba.gov/ https://veterans.certify.sba.gov/ supplies, chemicals, and pharmaceuticals, along with manufacturer provided end of life guidelines and Tech Ready information.

2. Can you provide the following libraries, and if so, specify which services you currently offer:

a. Surgical Instruments and Equipment: Manufacturer instructions for sterilizing, high level disinfection and cleaning reusable surgical instruments and devices and operator/user manuals along with cleaning for medical equipment and devices.

b. Dental: IFUs, Operator Manuals and Safety Data Sheets (SDS) for dental specific instruments, equipment, implants, and consumables.

c. Tissue and Implants: IFUs and packaging inserts for biologic and non-biologic tissue products and surgical implants; tissue certificates including Food and Drug Administration (FDA) registrations, state licenses, and American Association of Tissue Banks (AATB) accreditations.

d. Biomedical PM: Service manuals, preventative maintenance, and technical publications for medical and lab equipment.

e. Non-Medical Equipment: Operator, User, Owner, and Service Manuals and IFUs for non-medical equipment.

f. Consumables: IFUs, Important Guidelines, and Packaging inserts for non-medical and medical supplies that are single-use, single patient use, disposable, non-durable, and cannot withstand repeated use or sterilization.

g. Safety Data Sheets: Documents that provide information on the safe handling of chemicals including details about the chemical’s physical properties, health effects and how to respond to a spill or leak.

3. Can you provide archived versions of historical revisions of manufacturer documents?

4. Can you provide customer notifications of all documentation that has been recently revised by manufacturers along with summary of revisions?

5. Can you provide FDA and AATB, Association for the Advancement of Blood & Biotherapies (AABB), and Eye Bank Association of America (EBAA) registrations & certificates for tissues?

6. Can you provide ISO 9001:2015 certified processes for manufacturer document acquisition, manufacturer document updates via Intelligent Update process, library build and continuous improvements through enhancements, and customer support?

7. Are you currently ISO 9001:2015 certified, and if so provide evidence.

8. Do you have the ability for customers to request needed documentation?

9. Do you have integration with instrument tracking software (ITS)? If, yes what current ITS software are you currently integrated with?

10. Do you allow proprietary documents, Standard Operating Procedures (SOPs), videos, and pictures posting services?

11. Do you have the ability to customize greater collection of manufacturer documents to be a most relevant document collection by use of favorites?

12. What type of national training support can be provided? Please specify a typical training plan and type for multiple facilities.

13. What type of continuing education is available?

Submission Instructions:

Reponses to this RFI shall be submitted electronically by 3:00 PM Eastern Time, May 1, 2025 via email to the Technology Acquisition Center point of contact Contract Specialist, Chanté Frith, Chante.Frith@va.gov. Please note “Response to RFI – Electronic Database Subscription Services” in the subject line of your response.

The email file size shall not exceed 5 MB.

Questions and Answers (Q&A) cut-off date: 3:00 PM Eastern Time, April 24, 2025.

WARNING: Please do not wait until the last minute to submit your responses! To avoid submission of late responses, we recommend the transmission of your response file 24 hours prior to the required response due date and time. Please be advised that timeliness is determined by the date and time an Offeror’s response is received by the Government not when an Offeror attempted transmission. Offerors are encouraged to review and ensure that sufficient bandwidth is available on their end of the transmission.

All responsible sources may submit a response in accordance with the following:

mailto:Chante.Frith@va.gov

All proprietary/company confidential material shall be clearly marked on every page that contains such.

No more than 15 pages (excluding transmittal page). Responses should be submitted in Microsoft Word format with Times New Roman font, 12 pt. minimum that addresses the above information. Interested parties should exclude marketing material in order to allow sufficient space for adequately, directly, and substantively responding with the information of most interest to the Government. NO MARKETING MATERIALS ARE

ALLOWED AS PART OF THIS RFI.

See attached: Draft PWS – Electronic Database Subscription Services