S02 RFI 36C25925Q0554 - ScopeTrac Advanced.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* ScopeTrac Advanced Implementation plus base year

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 80111

SOLICITATION NUMBER* 36C25925Q0554

RESPONSE DATE/TIME/ZONE 06-30-2025 15:00 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* H270

NAICS CODE* 811210

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300

Greenwood Village CO 80111

POINT OF CONTACT*

Contract Specialist

Tiffani Perkins

Tiffani.Perkins@va.gov

918-577-3261

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs

Oklahoma City VA Health Care System

921 NE 13th St

Oklahoma City OK

POSTAL CODE 73104

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov/oklahoma-city-health-care/

URL DESCRIPTION Oklahoma City VA Health Care System

AGENCY CONTACT’S EMAIL ADDRESS Tiffani.Perkins@va.gov

EMAIL DESCRIPTION Contract Specialist

DESCRIPTION

Performance Work Statement (PWS) Department of Veterans Affairs (VA)

Veterans Health Administration (VHA) (Brief Scope of Work)

BACKGROUND:

The Oklahoma City VA Health Care System (OKCVAHCS) has a need to purchase 1 ScopeTrac software with training and installation which can be utilized safely by ensuring endoscope sterilization accountability which meet the needs of OKCVAHCS.

SPECIFICATIONS:

The Oklahoma City VAHCS specifications are designed to outline all the Oklahoma City VAHCS Nursing Service requirements. These requirements will be provided to the Contracting Officer Representative (COR) before final approval. The ScopeTrac specifications are provided below:

• Offeror must meet these specifications:

ScopeTrac must be:

• Specify any combination and sequence of data fields

• Filter data based on user-selected values

• Hide data fields not required in the customer report

• Set up exception reporting that can alert users via email of issues requiring attention

• Extrapolate reprocessing histories to include testing, cleaning, point-of-use treatment with user and real-time data

DELIVERY LOCATION:

Oklahoma City VAHCS – Nursing Service – Selena Simmons 921 N.E 13th Street Oklahoma City, Ok 73104

The C&A requirements do not apply, and that a Security Accreditation Package is not required.

IMPORTANT NOTE: This Sources Sought is for information only (to determine the socioeconomic status of interested companies). No award will be made off of this posting.

LIMITATIONS OF SUBCONTRACTING: The Limitations of Subcontracting may or may not apply to a resulting solicitation from this Market Research. Vendors are advised to familiarize themselves with Federal Acquisition Regulation parts 19.505(a)(2) and 19.505(b)(1) as it pertains to subcontracting limitations. Vendors are also advised to familiarize themselves with 13 CFR 125.6 and the penalties described in this regulation.

STANDARD BUSINESS HOURS:

Contract performance shall occur during standard business hours unless approved and arranged through the COR.

Standard business hours at this location occur between 8:00am to 4:30pm, Monday through Friday, excluding Federal holidays.

FEDERAL HOLIDAYS:

The Federal Government observes the following days as holidays.

New Year’s Day January 1st *

Martin Luther King’s Birthday Third Monday in January

Presidents Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th *

Independence Day July 4th *

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans’ Day November 11th *

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th * *Holidays that fall on Saturday are observed on the preceding Friday. Holidays that fall on Sunday are observed on the following Monday.

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President of the United States to be a Federal holiday

CHECK IN/OUT PROCEDURES:

Prior to commencement of and immediately after each service visit the Contractor or Contractor’s authorized representative must check in and out with the local VA POC. Only individual VA Engineering Services staff, as delegated by the local VA POC, can coordinate check in and check out procedures for the Contractor in the absence of the local VA POC. Due to heightened security requirements, the Contractor or Contractor’s authorized service representative will be required to wear an ID Badge which will be signed for upon arrival and turned in when leaving. All Badges must be worn at or above the waist and facing forward. This badge must be turned in before leaving the premises; otherwise, the person signing for it will be required to pay for the unreturned ID badge. When at the location, all contractor personnel must be accompanied by the local VA POC, or those VA Engineering Services staff, as delegated by the local VA POC.

CONTRACTOR POINT OF CONTACT (POC):

Upon contract award, the Contractor shall specify an individual who shall serve as a single point of contact (POC) for all Contract related business. Contractor must provide the local VA POC and Contracting Office with the POC contact details, to include cell phone and email, as a minimum. The POC must be easily accessible by phone.

LOCAL VA REPRESENTATIVES:

Upon contract commencement, the Contracting Officer will notify the Contractor of a local VA staff to act as a point of contact assigned to this contract. Contractor shall only respond to requests for service from the VA locally assigned POC, as written in this contract, or the CO. If service is requested from any source, other than the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The Government reserves the right to inspect and test services in accordance with this PWS and the Contract.

AUTHORITY TO MAKE CHANGES:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

SAFETY AND COMPLIANCE:

The Contractor must perform services in accordance with:

a. local, state and federal Occupational Safety and Health guidelines and legislation, which includes Occupational Safety and Health Administration (OSHA).

b. local, state, and federal guidelines and legislation, as well as VA Medical Center Directives and guidelines, relating to chemicals and usage of chemicals.

c. local, state, and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code);

and

d. 29 CFR 1910.132, Personal Protective Equipment.

The contractor is also responsible for immediately notifying the local VA POC at the first instance a safety issue or risk is identified during the Service.

Please communicate via e-mail to tiffani.perkins@va.gov by COB 6/30/2025 as to your company’s interest and ability to perform service per this brief Scope of Work.

If interested, please provide the following:

1. Please state your company’s business size as related to NAICS code 811210

2. As per the Limitations of Subcontracting: (see FAR 19.505)

a. As Primary Contractor: what % of “Total Contract Value” will you retain?

b. If using a Subcontractor: what % of “Total Contract Value” will go to them?

3. Please provide SAMs Unique Entity Identifier number

4. If you have an FSS/GSA contract that includes this service

5. Provide FSS/GSA contract number if applicable

In order for you company’s information to be counted in relation to this Market Research all above questions must be answered.

Request for Information (RFI) 36C25925Q0554