S S Base letter-example-1.docx

The VA Medical Center is conducting this Sources Sought to identify contractors who possess capabilities to provide the product described in the specification below.

As permitted by the FAR Part 10, this is a market research tool being utilized for the informational and planning purposes. Your responses will assist the Government in the development of its acquisition strategy.

Response is strictly voluntary – it is not mandatory to submit a response to this notice to participate in formal RFQ process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitation posted because of this sources sought notice.

Respondents will not be notified of the results of the evaluation. We appreciate your interest and thank you in advance for responding to the sources sought.

This service will be implemented using the North American Industry Classification System (NAICS) Code 339112.

Respondents who are supply information from a GSA contract please provide your contract number and category number in your response.

NOTES

All Capability Statements/Responses to this Sources Sought Notice shall be submitted via email only to joseph.krupa@va.gov. Telephone, Fax, or any other form of communication inquiries will not be reviewed or accepted. Responses to this Sources Sought Notice must be received no later than August 7, 2025, at 12:00 p.m. (Eastern Standard Time). This Sources Sought Notice may or may not assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued, it may or may not be announced later, and all interested parties shall respond to that solicitation announcement separately from the responses to this Sources Sought Notice.

DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked a proprietary will be handled accordingly in accordance with (IAW) Federal Acquisition Regulation (FAR), RFIs may be used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes. Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred associated with responding to this RFI.

Please indicate if you have a letter of distribution or authorization from manufacturer.

Specifications:

Statement of Work Surgical Drill Replacement VA Maryland Health Care System Baltimore, MD

PURPOSE:

The overall purpose of this requirement is to procure four (4) surgical drills and accessories to be deployed in the operating rooms at the VA Maryland Health Care System (VAMHCS), Baltimore, MD location. The requirement will account for the procurement of four surgical drills, the necessary accessories, training, and system validation.

SCOPE:

The contractor shall deliver and install the systems with all specified salient characteristics. Only new equipment will be accepted. The contractor shall provide shipping, transport, installation, and all equipment necessary to meet the requirements and capabilities listed within the scope.

The contractor shall deliver the surgical drills and accessories to the rooms of choice at the Baltimore VA Medical Center. The assembly and validation of the system must be performed by a representative who has been service trained by the Original Equipment Manufacturer (OEM). The contractor is responsible for identifying any missing parts or components not included in the order for the specified equipment to be successfully installed and validated to their full potential. The contractor shall include equipment, accessories, and attachments that are technically greater than or equal to those outlined below:

SALIENT CHARACTERISTICS

Surgical drills must have:

· Compatibility with foot switch and hand switch controllers

· Compatibility with multiple attachments for use in multiple surgical disciplines

· Ability to perform at high temperatures,

· Compatible with Core 2 Console

DELIVERY

The contractor shall deliver equipment and any necessary accessories to the Baltimore VA Warehouse as required in the quantities specified. Any delivery must be coordinated with the COR prior to shipping. The contract must give the COR a minimum of 3 weeks’ notice prior to shipping. Delivered materials will arrive in manufacturer’s original sealed containers with the associated purchase order number listed on the outside of the box. The contractor shall remove all related shipping debris and packing from the VAMHCS facilities. Delivery address will be:

Baltimore VA Medical Center ATTN: Biomedical Engineering 10 North Greene St.

Baltimore, MD 21201

SITE CONDITIONS

There shall be no smoking on hospital property at any time. Contractor personnel on-site may be required to wear masks to protect against the spread of COVID-19 at any time in accordance with local health guidelines. Due to the sensitive location of the equipment install, personnel on-site may be required to don and doff disposable protective clothing upon entering and exiting the space.

INSPECTION AND ACCEPTANCE

The contractor shall conduct a joint inspection with the COR upon delivery of equipment. The contractor shall provide the VA COR a list of missing and/or damaged items found upon inspection and have those items replaced at no cost to the Government. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the VA Contracting Officer.

OPERATOR TRAINING

Onsite education and training by a vendor service trained representative will be provided to VAMHCS clinical staff, Facilities and Engineering staff, and the Biomedical Engineering staff. The scheduling of operator training shall be coordinated with the COR after delivery and installation.

PROTECTION OF PROPERTY

The contractor shall protect all items from damage. The contractor shall take precaution against damage to the building(s), grounds and furnishings. The contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.

SECURITY REQUIREMENTS

The contractor must have a photo ID available when performing work at the VA Medical Center and be willing to present it to VA staff. The contractor is responsible for providing any personal protective equipment (PPE) that is deemed necessary to complete tasks stated in this requirement. The contractor must follow the VA Maryland Health Care Systems current COVID-19 guidance for entry to any medical center or Community Based Outpatient Clinic (CBOC).

WARRANTY

At a minimum the surgical drills and accessories must include a 1-year warranty on all parts and labor at no cost to the Government. Additional years are highly recommended as added value to the government. The warranty shall begin upon completion of validation testing. Warranty shall include onsite repairs and over the phone support. Contractor shall provide routine maintenance service program during warranty period. All repairs shall be performed by a vendor or contractor which has been certified by the vendor to perform the repairs. The warranty shall include all travel and shipping costs associated with any warranty repair.