WF1CE47 - WMCHealth - Comprehensive Central Sterile Processing Services RFP.pdf

Comprehensive Central Sterile Processing Services

REQUEST FOR PROPOSALS

RFP #: WF1CE47

RFP Issue Date: November 2, 2026 Proposal Due Date: December 18, 2026

WESTCHESTER MEDICAL CENTER HEALTH NETWORK

Westchester Medical Center Executive Offices at Taylor Pavilion Office of Legal Affairs 100 Woods Road Valhalla, New York 10595

Table of Contents

1. Introduction and Background

1.1 Purpose of the Request for Proposals

1.2 Background

2. RFP Instructions

2.1 General Instructions

2.2 Letter of Intent

2.3 RFP Questions and Clarifications

2.4 Key Events/Timeline

2.5 Submission of Proposal

2.6 Designated Contacts

2.7 Addenda to RFP

2.8 Cost of Proposals

2.9 Proposal Format and Content

3. RFP Award

3.1 Method of Award

4. Scope of Services

5. Facility Information and Historical Volume

5.1 Staffing

5.2 12 Months of Central Sterile Volume Data (October 2025- September 2026)

5.3 Facility Case Volume by Specialty

6. Administrative Information

6.1 Reservation of Rights

6.2 Confidentiality of Proposals

6.3 Non-Discrimination and MWBE Policy

7. Contract Overview

7.1 Contracting Parties

7.2 Contract Provisions

7.3 Acceptance of Terms and Conditions

7.4 Disposition of Proposals

Attachments

Attachment A – WMCHealth Definitions and Standard Terms and Conditions Attachment B – Travel and Expense Policy for Vendors Attachment C – Vendor Debarment/Exclusion Questionnaire Attachment D – Disclosure of Prior Non-Responsibility Determinations Attachment E – State Finance Law Affirmation Attachment F – M/WBE and EEO Compliance Documentation Forms Attachment G– Diversity Practices Questionnaire

1. Introduction and Background

1.1 Purpose of the Request for Proposals

The Westchester Medical Center Health Network (“WMCHealth”) is issuing this Request for Proposals (“RFP”) to invite qualified firms to submit proposals to perform Comprehensive Central Sterile Processing (CSP) services throughout WMCHealth. A detailed description of the Comprehensive Central Sterile Processing (CSP) services is set forth in Section 4 “Scope of Services.”

All prospective RFP respondents will submit proposals to provide services throughout WMCHealth, including the following acute care locations:

1. Westchester Medical Center 100 Woods Road Valhalla, NY 10595

5. St. Anthony Community Hospital, a member of WMCHealth 15 Maple Avenue Warwick, NY 10990

2. MidHudson Regional Hospital Of Westchester Medical Center 241 North Road Poughkeepsie, New York 12601

6. HealthAlliance Hospital, a member of WMCHealth Mary’s Ave Campus 105 Mary’s Ave Kingston, NY 12401

3. Good Samaritan Hospital, a member of WMCHealth 255 Lafayette Avenue Suffern, NY 10901

4. Port Jervis Community Hospital, a member of WMCHealth 160 E Main Street Port Jervis, NY 12771

1.2 Background

WMCHealth Network

The Westchester Medical Center Health Network (WMCHealth) is a 1,700-bed healthcare system headquartered in Valhalla, New York. Serving nearly 2.5 million residents across more than 6,000 square miles, WMCHealth is the Hudson Valley’s only academic medical center-led health network, and includes nine hospital locations on seven campuses, 60 ambulatory care sites, nearly 13,500 employees and nearly 3,000 attending physicians. WMCHealth is home to the region’s only Level 1 adult and pediatric trauma center with 24/7 Medevac, advanced care children’s hospital, organ transplant center, full-service heart center and Level 4 neonatal ICU, as well as the only Burn Center between New York City and the Canadian border. WMCHealth includes community hospital locations, specialized institutes and centers, skilled nursing and one of the largest behavioral health systems in New York State.

Westchester Medical Center Health Network includes the flagship, Westchester Medical Center, Maria Fareri Children’s Hospital and Behavioral Health Center in Valhalla, New York; MidHudson Regional Hospital in Poughkeepsie, New York;

Good Samaritan Hospital in Suffern, New York; Port Jervis Community Hospital in Port Jervis, New York; St. Anthony Community Hospital in Warwick, New York; HealthAlliance Hospital-Mary’s Avenue Campus, in Kingston, New York; and Margaretville Hospital in Margaretville, New York, with an overview of each location available on locations section of the WMCHealth website, www.wmchealth.org/locations. (WMCHealth and each of its component entities may be hereinafter referred to as “WMCHealth” or the “Corporation”).

2. RFP Instructions

2.1 General Instructions

Prospective Respondents should read this entire document. The Respondent must complete all sections of this RFP and sign where indicated. Submission of this RFP represents acceptance of all terms, conditions and prices contained herein.

2.2 Letter of Intent

Vendors interested in responding to the RFP are encouraged to submit a Letter of Intent to Propose to the Designated Contact(s) identified in Section 2.6 by November 9, 2026, with email subject and file title WF1CE47 – Comprehensive Central Sterile Processing Services – Letter of Intent – [INSERT VENDOR NAME]. Letters of Intent to Propose shall be non-http://www.wmchealth.org/locations binding. Vendors who submit a letter of intent to respond may be provided with a Non-Disclosure Agreement for execution.

If walkthroughs are scheduled, only vendors that execute a Non-Disclosure Agreement will be invited to participate in scheduled walkthroughs of WMCHealth facilities.

2.3 RFP Questions and Clarifications

All questions or requests for clarification concerning the RFP shall be submitted in writing or via e-mail to the Designated Contact(s) identified in Section 2.6 by November 20, 2026, with email subject and file title WF1CE47 – Comprehensive Central Sterile Processing Services – Questions – [INSERT VENDOR NAME]. No questions or requests for clarification will be accepted by telephone. Questions submitted by vendors and all Corporation’s responses will be distributed to all prospective proposers.

2.4 Key Events/Timeline

Event Date and Time RFP Release Monday, November 2, 2026 Letter of Intent Monday, November 9, 2026 Mandatory RFP Conference Thursday, November 12, 2026 Questions and Requests for Clarification Due Friday, November 20, 2026 Questions and Answers Distributed Friday, December 4, 2026 Proposal Due Date Friday, December 18, 2026 Tentative Finalist Presentations Tuesday, January 5, 2027 Anticipated Notice of Tentative Award Friday, January 15, 2027 Tentative Contract Start Date Thursday, July 1, 2027

2.5 Submission of Proposal

PROPOSERS MUST EMAIL THEIR PROPOSAL NO LATER THAN 4:00 PM EASTERN STANDARD TIME ON FRIDAY, DECEMBER 18, 2026], TO THE DESIGNATED CONTACTS IDENTIFIED IN SECTION 2.6, with email subject and file title WF1CE47 – Comprehensive Central Sterile Processing Services – Proposal – [INSERT VENDOR NAME]. Proposals received after this time and date will not be considered. The Corporation is not responsible for any internal or external delivery delays that may cause a proposal to arrive after the deadline.

2.6 Designated Contacts

State Finance Law Sections 139-j and 139-k (the “Procurement Requirements”) restrict communications between THE CORPORATION and vendors responding to RFPs. EXCEPT AS OUTLINED BELOW, FROM THE DATE THIS RFP IS ISSUED UNTIL THE TENTATIVE AWARD AND APPROVAL OF ANY CONTRACT (THE “RESTRICTED PERIOD”) ALL COMMUNICATIONS BETWEEN VENDORS AND THE CORPORATION REGARDING THIS RFP, MUST BE CONDUCTED ONLY WITH REPRESENTATIVES IDENTIFIED

BY THE CORPORATION AS “DESIGNATED CONTACTS.”

Please ensure that all communication is sent to all the Designated Contacts for this RFP listed below:

Subject-Matter Contacts

Stephanie Rosenthal Vice President, Network Perioperative Services Stephanie.Rosenthal@wmchealth.org

James Crecco Vice President, Operations James.Crecco@wmchealth.org

Administrative Contacts

Ainsley Maynard Procurement Specialist Ainsley.Maynard@wmchealth.org

Patrice Gordon-Poyser Network Director, Contracting Patrice.Gordon-Poyser@wmchealth.org

A. Exceptions: Permissible Contacts

In certain limited circumstances, it is permissible for vendors to communicate with CORPORATION representatives other mailto:Stephanie.Rosenthal@wmchealth.org mailto:James.Crecco@wmchealth.org mailto:Ainsley.Maynard@wmchealth.org mailto:Patrice.Gordon-Poyser@wmchealth.org than the Designated Contacts about the RFP. These Permissible Contacts include:

• Submission of written proposals;

• Written complaints by a prospective vendor to Corporation’s General Counsel regarding the failure of Corporation to timely respond to authorized contacts by vendors;

• Participation in RFP conferences or interviews;

• Negotiations following the tentative award of a contract;

• Requests to review the award of a contract; and

• Legal or administrative proceedings regarding the award of a contract.

B. Record of Contacts.

As required by § 139-k of the State Finance Law, WMCHealth will record information about contacts with vendors during the Restricted Period. Information recorded by Corporation will include but not be limited to the name, address, telephone number, place of principal employment, and occupation of the person or entity making the contact. All recorded information concerning contacts made during the Restricted Period will become part of the procurement record for this

RFP.

C. Responsibility of Proposer.

WMCHealth will review whether vendors’ contacts with WMCHealth were made in accordance with the terms of this Section 2.5 or otherwise qualify as a Permissible Contact under the State Finance Law. A finding that a vendor has knowingly and willfully violated the terms of State Finance Law §§ 139-j and 139-k may result in a determination that such vendor is not a “responsible” proposer. Such a determination will be considered by Corporation in its assessment of whether a vendor is qualified to perform the services described in this RFP.

D. Disclosure of Non-Responsibility.

All proposers must disclose to Corporation, on the Disclosure of Prior Non-Responsibility Determinations Form attached hereto as Attachment D, any finding of non-responsibility made by a governmental entity within the previous four (4) years based on either impermissible contacts under § 139-j of the State Finance Law or the intentional provision of false or incomplete information to a governmental entity. Failure of any proposer to timely disclose a finding of non-responsibility or the submission of any intentionally false or incomplete information may result in the rejection of a proposal, the cancellation of a contract award, or if such contract has been executed, the immediate termination of the contract.

E. Written Affirmation.

Each proposer must submit a written affirmation, in the form attached hereto as Attachment E, as to the proposer’s understanding and agreement to comply with Corporation’s procedures relating to Permissible Contacts. The affirmation must be completed and signed by a corporate officer or Principal of the proposer. Proposals that do not contain a signed original affirmation will be rejected.

2.7 Addenda to RFP

In the event it becomes necessary to revise any part of this RFP or extend any deadline listed herein, the Corporation will issue an addendum to the RFP and distribute it to all known prospective proposers.

2.8 Cost of Proposals

Proposers shall not be reimbursed for any costs or expenses incurred in the preparation or submission of proposals or the attendance of RFP conference or interview. All costs associated with a proposer’s response to this RFP shall be borne by the proposer.

2.9 Proposal Format and Content

Proposals should provide a straightforward complete and concise description of the vendor’s capabilities to satisfy the requirements of the RFP. Proposals must state the assumptions made when preparing the proposal. Proposals must include the following sections:

A. Title Page: The title page should show the proposed title, name of the proposer, its address, the name and title of the contact person, the name and title of the person authorized to represent the proposer and the date.

B. Table of Contents: The table of contents in the proposal should clearly identify all items of the proposal by question number and page number.

C. Transmittal Letter: A transmittal letter, which shall be considered an integral part of the proposal, shall be signed by the individual or individuals authorized to bind the firm contractually. An unsigned proposal may be rejected.

The letter shall include:

o Indication that the signer is so authorized to sign the proposal and the contract, and the title or position the signer holds in the proposer’s firm.

o If the signer is not the contact person identified on the title page, also include the address and telephone number of the authorized signatory.

o A statement as to the willingness of the proposer’s firm to enter into a contractual agreement containing, at a minimum, the terms and conditions set forth in Attachment A of this RFP. In accordance with Section 6 of this RFP, any exceptions to these terms and conditions must be explicitly stated in a separate section of this proposal.

D. Executive Summary: A concise (no more than one page) summary of the key points, including which services detailed in the Scope of Services are included in the proposal.

E. Proposer’s Background and Experience

• Provide a history and background description of the proposer’s firm including, but not limited to, the date the company was organized and, if proposer is a corporation, when and where it was incorporated.

• Please provide a profile of the firm including:

i. A brief description of the full range of services provided by your firm;

ii. The total number of offices of the firm, the addresses of each, and the total number of employees;

iii. The location of the office from which the services to be provided under this engagement are to be managed and the number of personnel employed at such office;

iv. List of all former and current clients for the past 3 years;

v. Scope of services provided to each client identified in question iv above;

• Name, Address, Telephone number Fax number and Website (if applicable) of firm.

• Contact person(s) (including e-mail address(es).

• A brief history of the firm, its healthcare experience and its length of time in operation.

• A list of the principals to be used on this engagement including project role.

• Include a copy of firm’s most recent financial statement.

F. Experience: Please provide details of the firm’s experience including:

• Any other projects of similar scope and complexity as this project.

• References, with the names of the contact person, address, and telephone numbers for at least three healthcare clients for which your firm has provided similar services.

• Specific experience in healthcare, including a description of the size and nature of such projects.

G. Staffing Proposal: A staffing proposal that includes a list of staff who will participate in the project, showing the role of each and their level of effort and qualifications.

• Justification of staffing proposal.

• Customer service training (initial and on-going) provided.

• Metrics used to ensure best-in-class service.

H. Key Performance Indicators. The selected vendor shall be responsible for meeting or exceeding the performance standards outlined below. Performance will be monitored and reported monthly using standardized definitions and measurement methodologies approved by WMCHealth. Any failure to meet established expectations, including any critical safety event, will require timely notification, root cause analysis, and corrective action, and may result in contractual penalties or other remedies as defined in the agreement. Site-specific targets may be established where necessary to account for operational differences, subject to Health System approval.

KPI Penalty/Unacceptable Performance Expected Performance

First Case On- Time Starts

(FCOTS)

More than 3% of eligible first cases delayed due to central sterile services

No more than 3% of eligible first cases delayed due to central sterile services

Missing Instruments

Exceeds the agreed site-specific threshold or recurring missing critical instruments

Target established using a standardized network-wide rate per 100 trays, with site-specific baselines as needed

Backlog Backlog jeopardizes scheduled surgical cases or routine turnaround requirements

All trays processed within agreed turnaround times, with no backlog jeopardizing scheduled cases

Never events/ Cancellations

Any confirmed critical safety breach, including release of improperly processed instruments

Zero preventable critical safety events;

100% compliance with validated sterilization, inspection, and release requirements

I. Fee Proposal: The Vendor shall submit an individual fee proposal for each of the following facilities:

• Westchester Medical Center

• MidHudson Regional Hospital

• Good Samaritan Hospital

• St. Anthony Community Hospital

• Port Jervis Community Hospital

• HealthAlliance Hospital

For MidHudson Regional Hospital, Good Samaritan Hospital, St. Anthony Community Hospital, Port Jervis Community Hospital, and HealthAlliance Hospital, the Vendor shall submit a management-only fee proposal that includes all costs associated with managing and overseeing central sterile services operations, with hospital staffing provided by WMCHealth.

For Westchester Medical Center’s Valhalla Campus, the Vendor shall submit both a management-only fee proposal and a full-service proposal that includes all costs associated with management, staffing, and operational oversight of central sterile services.

All proposals shall clearly itemize fees and associated costs, identify any assumptions or exclusions, and distinguish fixed fees from variable or volume-based charges. The Vendor shall provide sufficient detail to allow WMCHealth to evaluate and compare proposals across all facilities and service models.

The fee proposal must be submitted in the proposer’s package in a separate, clearly marked, document.

Although proposed fees will be taken into account, WMCHealth reserves the right to negotiate a lower or different fee structure with any proposer that is tentatively selected. The fee proposal must include an analysis, in as much detail as possible, of the components of compensation you propose to receive in connection with your provision of services under this RFP with subtotals by task and phase of work.

J. Additional Information: Why should your firm be selected? What can you do for the Corporation that other firms cannot? Please include any other information about your firm that can answer these questions.

K. Conflicts of Interest:

• A statement describing any financial interest of any employee, officer, or director of, and physician or physician practice affiliated with, the Corporation in proposer’s firm. A “financial interest” shall include the following transactions or relationships: (a) payment of fees including consulting fees, royalty fees, honoraria, or other emoluments or “in kind” compensation; (b) any gift of more than nominal value; (c) service as an officer or director of vendor whether or not remuneration is received for such service; or (d) an ownership interest in vendor, except that a shareholder owning less than a majority of shares of a publicly traded entity shall not be deemed to have a financial interest.

• A statement describing any potential conflict of interest or appearance of impropriety, relating to other clients of proposer’s firm, or employees of the Corporation or New York Medical College, that could be created by providing services to the Corporation.

• Indicate whether any owner, officer, or employee of proposer’s firm has served as an officer of, or has been employed by the Corporation or its affiliates during the previous twelve (12) month period.

• Indicate what procedures will be followed to detect and notify the Corporation of, and to resolve any conflicts of interest.

• Indicate any pending litigation and/or regulatory action brought by any oversight body or entity that could have an adverse material impact on the proposing firm’s ability to serve the Corporation.

• Indicate if the firm has ever, under current or previous corporate names: a) had a contract with any governmental entity terminated for any reason, and if so, provide an explanation and/or b) received any governmental or regulatory criminal or civil sanctions, the circumstances, and how they were resolved.

L. Attached Forms: All proposals must include completed copies of the forms annexed hereto as Attachments C, D, E, F and G.

3. RFP Award

3.1 Method of Award

The award will be made on the basis of best value (the proposal which optimizes quality, cost, and efficiency) to the most responsive and responsible proposer as determined in the evaluation process. The contract will not be awarded solely on the basis of lowest cost. Instead, the award will be made to the respondent(s) whose proposal receives the highest overall evaluation score based on the criteria stated herein, which includes, but is not limited to:

• Customer Service focus, metrics, training.

• Proven track record.

• Ability to meet or exceed scope of services.

• References.

• Fee Proposal.

All proposals received in accordance with this RFP will be reviewed and evaluated. Incomplete proposals and proposals that do not meet the minimum requirements in the discretion of Corporation including, but not limited to, conflicts of interest, will be rejected.

Proposers may be requested by the Corporation to clarify contents of their proposals. Other than to provide such information as may be requested by the Corporation including, but not limited to, best and final offers, no proposer will be allowed to alter its proposal or add new information after the final submission date and time.

4. Scope of Services

A. Purpose and Objectives

The purpose and objective of this RFP is to establish a high-quality, standardized, efficient, and accountable sterile processing program that supports surgical services, procedural areas, and other clinical departments requiring reprocessed medical instruments and equipment. The selected vendor shall provide the leadership, management, staffing for select facilities, technical expertise, quality assurance, operational infrastructure, and other resources necessary to perform the services defined in this Scope of Services.

The primary objectives of this engagement are to:

a. Ensure the safe, effective, and compliant reprocessing of reusable medical and surgical instruments and devices.

b. Maintain continuous availability of clean, functional, sterile, and complete instrument sets to support scheduled and emergency patient care.

c. Standardize policies, procedures, workflows, training, and quality controls across all participating hospital locations.

d. Improve instrument set completeness, case cart accuracy, turnaround times, productivity, and service reliability.

e. Establish consistent performance metrics, reporting, accountability, and continuous improvement processes.

f. Optimize staffing, inventory utilization, equipment performance, and operating costs without compromising patient safety or quality.

g. Establish clear accountability between the vendor and WMCHealth for operational performance, regulatory compliance, and patient safety.

Patient safety, infection prevention, and compliance with applicable requirements shall take precedence over productivity, turnaround time, and cost-reduction objectives.

B. General Scope of Services The vendor shall provide the management and operational resources necessary to support the complete reprocessing lifecycle for applicable reusable medical and surgical instruments and devices.

Services shall include:

a. Receipt and tracking of contaminated instruments and equipment.

b. Decontamination, cleaning, rinsing, drying, and cleaning verification.

c. Inspection, testing, and functional assessment of instruments.

d. Instrument assembly, set configuration, packaging, and labeling.

e. Sterilization using approved methods appropriate to the device and its manufacturer instructions.

f. Sterilization monitoring, documentation, load release, and traceability.

g. Sterile storage, inventory control, and distribution.

h. Instrument tray and case cart preparation, verification, and delivery.

i. Management of loaner and vendor-owned instrument sets.

j. Instrument repair coordination, damage tracking, and replacement recommendations.

k. Staff recruitment, supervision, education, competency assessment, and scheduling.

l. Equipment utilization, preventive maintenance coordination, and performance monitoring, as assigned under the contract.

m. Quality assurance, regulatory compliance, performance reporting, and continuous improvement.

n. Emergency and on-call services.

o. Implementation, transition, and business continuity planning.

The final list of instruments, devices, equipment, departments, and ancillary services included in the contract shall be established through a mutually approved inventory and responsibility matrix before contract execution.

C. Decontamination and Cleaning The vendor shall establish and maintain documented processes for the safe receipt, handling, decontamination, and cleaning of reusable medical and surgical instruments. Requirements shall include:

a. Compliance with applicable manufacturer instructions for use (IFUs), approved reprocessing procedures, and relevant regulatory and professional standards.

b. Proper handling and transportation of contaminated instruments from clinical areas to designated decontamination areas.

c. Appropriate separation of contaminated, clean, and sterile workflows to prevent cross-contamination.

d. Use of approved cleaning agents, equipment, water quality, and processing parameters appropriate to the instruments being reprocessed.

e. Cleaning and verification procedures for complex devices, including cannulated instruments and other devices requiring specialized processing.

f. Inspection and verification of instrument cleanliness before assembly and packaging.

g. Maintenance of current manufacturer IFUs and documentation of staff access to applicable processing instructions.

h. Documentation of cleaning failures, equipment malfunctions, and other deviations from established procedures.

i. Quarantine and escalation of instruments that fail cleaning, inspection, or functional requirements.

j. Investigation and corrective action for recurring cleaning deficiencies.

The vendor shall maintain appropriate records to demonstrate compliance with established cleaning and verification procedures and shall provide those records to WMCHealth upon request.

D. Inspection, Assembly, Packaging, and Sterilization

a. Instrument inspection and assembly

The vendor shall inspect instruments for cleanliness, integrity, function, and completeness before assembly.

Instrument sets shall be assembled according to approved count sheets, set configurations, manufacturer instructions, and applicable clinical requirements. The vendor shall coordinate with Operating Room leadership and other designated clinical representatives to maintain accurate instrument preferences and approved set configurations. The vendor shall:

i. Maintain current, approved instrument count sheets and set configurations.

ii. Identify missing, damaged, malfunctioning, or unsuitable instruments before packaging.

iii. Document incomplete sets and promptly notify the designated Health System representative.

iv. Obtain approval before making changes to approved tray contents or substituting instruments.

v. Maintain traceability for set assembly, processing, and release.

vi. Support updates to instrument sets and preference cards through an approved change-control process.

b. Packaging and labeling The vendor shall package instruments using materials and methods appropriate for the sterilization process and intended use.

Packaging and labeling shall meet applicable requirements and allow the instruments to be accurately identified and traced. The vendor shall inspect packaging integrity and ensure that processed items are handled and stored in a manner that maintains event-related sterility.

c. Sterilization The vendor shall select and perform sterilization methods appropriate to the device, manufacturer instructions, and validated processing requirements.

The vendor shall maintain documented procedures addressing:

i. Sterilization cycle parameters and monitoring.

ii. Mechanical, chemical, and biological indicators, as applicable.

iii. Required equipment testing, qualification, validation, and preventive maintenance.

iv. Load documentation and release criteria.

v. Traceability of sterilization loads to instrument sets and, where supported by available systems, patient procedures.

vi. Management of failed cycles, positive biological indicators, wet packs, damaged packaging, and sterilizer malfunctions.

vii. Identification, quarantine, retrieval, and reprocessing of affected items when indicated.

viii. Notification, investigation, and documentation of sterilization failures and other significant quality events.

The vendor shall not release items for clinical use when applicable release criteria have not been satisfied.

The vendor shall maintain contingency procedures for equipment failures or loss of sterilization capacity and shall immediately notify WMCHealth of any condition that may affect patient care.

E. Sterile Storage, Inventory Management, and Distribution The vendor shall maintain an accurate inventory of instruments and instrument sets within the scope of services.

Responsibilities shall include:

a. Tracking hospital-owned, vendor-owned, and consigned instrument sets, as applicable.

b. Maintaining inventory records identifying set contents, location, status, and availability.

c. Monitoring missing, damaged, incomplete, and unavailable instruments.

d. Coordinating instrument repairs, replacements, and replenishment with designated WMCHealth representatives.

e. Maintaining appropriate sterile storage conditions and inventory rotation procedures.

f. Identifying shortages and potential service disruptions before they affect scheduled procedures.

g. Providing routine inventory, utilization, repair, and loss reports.

h. Recommending opportunities to improve instrument utilization, reduce unnecessary duplication, and minimize avoidable expense.

The vendor shall not discard, permanently remove, or materially alter WMCHealth-owned instruments or instrument sets without prior authorization.

The vendor shall maintain a documented process for instrument repairs and replacement recommendations.

Responsibility for repair expenses, replacement costs, and capital purchases shall be defined in the contract and responsibility matrix.

F. Loaner and Vendor-Owned Instrument Sets The vendor shall establish a standardized process for the receipt, tracking, inspection, processing, release, and return of loaner and vendor-owned instrument sets.

For elective procedures, vendor trays shall be delivered to the designated receiving location at least 48 hours before the scheduled procedure, unless an alternative timeline is approved by WMCHealth.

The vendor shall:

a. Record the receipt date and time, originating vendor, set identification, and intended procedure.

b. Verify that the set is accompanied by appropriate documentation and processing instructions.

c. Inspect the set for completeness, condition, and processing suitability.

d. Notify the designated clinical and operational representatives of missing, damaged, or unsuitable instruments.

e. Process and release the set in time to meet the approved surgical readiness deadline.

f. Maintain documented chain of custody and processing records.

g. Coordinate return of loaner trays within 24 hours after the procedure, unless otherwise agreed or clinically necessary processing requirements dictate a different timeline.

The 48-hour advance receipt requirement shall not replace the vendor's responsibility to meet the required ready-for-case deadline. The vendor shall promptly escalate late arrivals or other conditions that threaten surgical readiness.

The vendor shall propose procedures for urgent loaner sets, add-on cases, after-hours deliveries, and emergency situations.

G. Surgical Case Carts and Instrument Delivery The vendor shall prepare, verify, and deliver surgical case carts according to the approved surgical schedule, preference cards, and established delivery windows.

The vendor shall:

a. Verify case cart contents against approved case requirements.

b. Confirm the availability and completeness of required instrument sets and supplies within the vendor's assigned scope.

c. Identify and escalate missing instruments, unavailable supplies, and discrepancies before delivery.

d. Maintain documentation of case cart preparation, verification, and delivery.

e. Establish procedures for add-on cases, schedule changes, urgent requests, and emergency cases.

f. Coordinate with Operating Room personnel to resolve discrepancies and prevent delays.

g. Monitor case cart accuracy and on-time delivery performance.

h. Participate in reviews of cases delayed or affected by instrument or case cart deficiencies attributable to the vendor.

The vendor shall not independently modify clinical preference cards or approved case requirements. WMCHealth and vendor shall agree upon facility-specific case cart delivery windows, required readiness times, and escalation procedures before implementation.

H. Quality Assurance and Patient Safety The vendor shall maintain a comprehensive quality assurance program covering all aspects of sterile processing and distribution.

The program shall include:

a. Routine audits of instrument cleanliness, assembly, completeness, packaging, and labeling.

b. Monitoring of sterilization and cleaning processes.

c. Routine case cart audits and verification of contents.

d. Documentation and trending of reprocessing defects, missing instruments, and quality events.

e. Identification and escalation of actual or potential patient safety risks.

f. Root-cause analysis and corrective and preventive action plans.

g. Follow-up audits to confirm that corrective actions are effective.

h. Participation in applicable infection prevention investigations, recalls, and regulatory reviews.

i. Maintenance of quality records and supporting documentation.

j. Collaboration with WMCHealth Quality, Infection Prevention, Perioperative Services, and other designated departments.

The vendor shall immediately notify the designated WMCHealth representative of any serious safety event, sterilization failure, suspected breach of sterility, significant equipment malfunction, or other event that may affect patient care.

The vendor shall cooperate with investigations and provide relevant documentation within the timeframes established by WMCHealth.

Quality assurance requirements and audit frequency shall be documented in an approved quality plan. The vendor shall not substitute self-reported compliance for required monitoring, validation, or independent oversight.

I. Regulatory Compliance and Policies The vendor shall comply with applicable federal, New York State, and local laws and regulations; applicable accreditation requirements; manufacturer instructions; and relevant recognized standards and professional guidelines governing sterile processing and reusable medical device reprocessing.

These may include applicable requirements and guidance from:

a. U.S. Food and Drug Administration (FDA)

b. Centers for Disease Control and Prevention (CDC)

c. Occupational Safety and Health Administration (OSHA)

d. Association for the Advancement of Medical Instrumentation (AAMI)

e. Association of periOperative Registered Nurses (AORN)

f. The Joint Commission and other applicable accreditation organizations.

g. Applicable ANSI standards and New York State requirements.

The vendor shall maintain current policies and procedures consistent with applicable requirements and WMCHealth's approved policies.

The vendor shall promptly report identified compliance deficiencies and provide corrective-action plans, supporting documentation, and evidence of resolution as requested.

WMCHealth shall retain the right to conduct audits, review records, observe operations, and require corrective actions related to services delivered under the contract.

J. Staffing, Management, and Training The vendor shall provide appropriately qualified personnel to deliver the required services at each facility and during all required operating hours.

a. The vendor shall designate an accountable executive sponsor and an operational leader responsible for network-wide performance. The vendor shall also identify facility-level management and supervisory coverage appropriate to the proposed operating model.

b. The vendor shall provide an organizational chart, reporting relationships, escalation contacts, and a staffing plan by facility, position, and shift.

c. The vendor shall ensure adequate staffing to meet established service levels, scheduled case volumes, emergency demand, and required operating hours.

d. The vendor shall maintain a plan for:

i. Staff vacancies and turnover

ii. Absences and relief coverage

iii. Recruitment and retention

iv. Overtime and temporary staffing

v. Supervisory coverage

vi. Volume surges and emergency demand

vii. Staff orientation, competency validation, and continuing education

e. The vendor shall ensure that personnel possess the qualifications, credentials, training, and competencies required for their assigned duties.

f. The vendor shall maintain records of initial training, competency assessments, required certifications, and continuing education. Documentation shall be available to the WMCHealth upon request.

K. Technology, Tracking, and Data Management The vendor shall describe the technology required to support instrument tracking, sterilization records, inventory management, case cart preparation, quality assurance, and performance reporting.

The vendor shall identify whether its proposed solution uses existing WMCHealth systems, vendor-provided systems, or interfaces between platforms. The solution shall support, as applicable:

a. Instrument and tray identification and tracking

b. Sterilization load and cycle documentation

c. Instrument set inventory and location

d. Case cart status and delivery documentation

e. Missing and damaged instrument tracking

f. Audit records and corrective-action tracking

g. Operational dashboards and KPI reporting

The vendor shall comply with applicable WMCHealth cybersecurity, access control, data retention, privacy, and information security requirements.

WMCHealth shall retain access to its operational and quality data generated under the contract. Data ownership, system licensing, integration costs, transition of records, and access following contract termination shall be expressly addressed in the agreement.

L. Performance Metrics and Reporting The vendor shall establish and maintain a performance management program with standardized definitions, reporting methodologies, and targets approved by WMCHealth. At a minimum, reporting shall address:

a. Instrument processing turnaround times

b. Sterilization monitoring and documentation compliance

c. Cleaning verification and reprocessing defects

d. Instrument set completeness and accuracy

e. Missing, damaged, and unavailable instruments

f. Case cart completeness and accuracy against approved preference cards

g. Case cart delivery and on-time performance

h. Loaner tray compliance with receipt and ready-for-case deadlines

i. Emergency request response and fulfillment

j. Instrument inventory utilization and repair activity

k. Staffing levels, vacancies, overtime, and competency compliance

l. Productivity and workload

m. Quality events, corrective actions, and repeat findings

n. Code cart stock accuracy, if specifically included in the contracted services

The vendor shall provide monthly reports for each participating hospital and a consolidated network dashboard.

The vendor shall also participate in periodic operational and executive performance reviews.

5. Facility Information and Historical Volume

5.1 Staffing

The following information reflects the current-state staffing and operating hours provided for RFP planning purposes.

• Network:

o System Director: 1

• Westchester Medical Center; Hours: 24/7 o Director: 1 o Manager: 4 o Educator: 1 o Administrative Assistant: 1 o Lead Tech: 9 o Case Cart Coordinator: 2 o Instrument Coordinator: 1 o Transporter: 5 o Certified Registered Central Service Technician (CRCST): 57

• MidHudson Regional Hospital; Hour: Mon-Fri 24/7, Saturday and Sunday 7a-7p, on call Saturday and Sunday 7p-7a o Manager: 1 o Supervisor: 1 (evening) o Certified Registered Central Service Technician (CRCST): 12

• Good Samaritan Hospital; Hours: 24/7 o Manager: 1 o Supervisor: 1 o Lead Tech: 1 o Certified Registered Central Service Technician (CRCST): 12

• St. Anthony Community Hospital; Hours: 6am-7pm M-F and on call F 7pm-Mon 7am o Lead Tech: 1 o Certified Registered Central Service Technician (CRCST): 3

• Port Jervis Community Hospital; Hours: 7a-4p M-F and 10a-1:30 p Sat /Sun o Lead Tech: 1 o Certified Registered Central Service Technician (CRCST): 3

• HealthAlliance Hospital; Hours: 6:30- 9pm M-F and on call 9am-7pm on Saturday o Manager: 1 o Certified Registered Central Service Technician (CRCST): 4

5.2 12 Months of Central Sterile Volume Data (October 2025- September 2026)

Health Alliance

Mid Hudson

Westchester Medical Center

Good Samaritan Hospital

St.

Anthony Port Jervis

Case volume 3,532 5,524 29,443 9,852 3,180 2,298

Total Number of Trays 664 2,600 4,575 1,741 497 287 Total Trays Sterilized Per Year (not including loaners and peelpacks)

17,537 15,890 141,951 24,968 14,467 6,009

Total Number of Peel Packs Sterilized Per Year

7,835 8,356 18,840 8,381 4,469 4,581

Total Number of Loaner Trays Sterilized Per Year

1,170 5,094 17,100 1,644 5,405 941

Total Number of Endoscopes 18 28 140 26 15 21

Total Number of Endoscopes Sterilized Per Year

1,444 3,170 19,512 2,822 1,203 1,229

Total Number of TEE probes 2 2 17 9 1 1

5.3 Facility Case Volume by Specialty

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Bariatric and Minimally Invasive Surgery 43 29 50 35 41 48 41 47 49 52 26 30 491 Breast Surgery (SN) 5 4 5 3 8 5 6 8 7 12 5 4 72 Burn (SN) 18 15 17 25 27 26 22 28 25 15 21 27 266 Cardiothoracic (SN) 81 71 69 85 66 82 59 66 64 86 64 72 865 Dentistry (SN) 48 37 52 49 40 34 55 48 48 51 57 46 565 Gastroenterology (SN) 596 531 528 541 465 651 598 549 600 561 579 556 6,755 Gynecologic Oncology (SN) 20 23 24 27 29 32 20 26 33 21 26 30 311 Gynecology and Obstetrics (SN) 108 92 116 103 91 103 90 115 120 120 115 113 1,286 Integrated Wound Care 2 6 8 5 4 - 2 1 5 2 4 6 45 Neurosurgery (SN) 125 101 121 79 90 114 105 96 112 86 100 101 1,230 Oncology/Hematology (SN) 44 35 31 31 22 30 38 33 35 40 28 36 403 Ophthalmology (SN) 125 91 121 104 110 133 123 130 130 121 117 137 1,442 Orthopedic (SN) 316 239 250 218 232 221 272 294 297 329 291 297 3,256 Otorhinolaryngology (SN) 314 264 264 268 252 268 296 307 311 323 300 284 3,451 Pediatric and Adult Congenital Heart Surgery 3 1 10 9 11 13 5 12 15 7 12 14 112 Pediatric Surgery (SN) 103 105 118 104 99 119 91 102 107 102 93 110 1,253 Plastics (SN) 66 72 70 66 58 64 64 65 78 59 59 57 778 Pulmonology (SN) 59 47 48 57 51 64 62 60 76 72 63 63 722 Surgical Oncology (SN) 66 59 47 51 73 69 66 62 71 56 63 68 751 Thoracic (SN) - - - 5 10 6 16 11 14 6 10 14 92 Transplant (SN) 28 33 38 33 35 37 36 38 51 44 39 36 448 Trauma, General Surgery and Surgical Critical Care 129 129 137 129 116 134 131 126 116 159 154 131 1,591 Urogynecology 7 7 4 5 4 12 8 5 10 15 - - 77 Urology (SN) 206 178 189 183 168 243 204 175 176 193 167 162 2,244 Vascular (SN) 93 69 75 95 79 83 75 73 85 99 64 64 954 Grand Total 2,605 2,238 2,392 2,310 2,181 2,591 2,485 2,477 2,635 2,631 2,457 2,458 29,460

WESTCHESTER MEDICAL CENTER

Case Volume Report YTD - 2026 - By Surgical Specialty

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Cardiology (SN) - - - - - - 1 - - - - - 1 Dentistry (SN) 16 8 6 6 2 11 12 7 15 7 14 16 120 Gastroenterology (SN) 93 93 88 81 61 75 87 111 88 85 91 91 1,044 Gynecology and Obstetrics (SN) 22 12 12 12 12 10 15 20 3 4 2 - 124 Neurosurgery (SN) 17 22 16 10 14 12 15 19 29 22 19 11 206 Ophthalmology (SN) 18 11 11 17 13 12 25 17 17 16 10 14 181 Orthopedic (SN) 105 99 105 80 78 89 91 90 76 79 79 97 1,068 Otorhinolaryngology (SN) 46 44 43 42 50 59 44 38 35 27 25 21 474 Pain Management (SN) 27 20 16 7 21 27 30 27 18 32 25 22 272 Pediatric Surgery (SN) - - 1 2 - - - - - - - - 3 Plastics (SN) 15 13 15 13 5 10 11 5 5 12 4 7 115 Pulmonology (SN) 15 13 8 13 13 9 12 4 10 9 5 5 116 Surgical Oncology (SN) 17 20 14 24 21 30 22 11 27 25 13 15 239 Thoracic (SN) - - - - - - - - - - - - - Transplant (SN) 1 - 1 - 1 - 1 1 1 - 2 1 9 Trauma, General Surgery and Surgical Critical Care 56 47 55 43 45 49 52 47 47 52 52 49 594 Urogynecology (SN) - - - - - - - - - - - 11 11 Urology (SN) 78 66 60 71 70 64 50 70 59 55 57 54 754 Vascular (SN) 9 13 11 9 10 7 14 12 6 5 4 9 109 Grand Total 535 481 462 430 416 464 482 479 436 430 402 423 5,440

MID HUDSON REGIONAL HOSPITAL

Case Volume Report YTD - 2026 - By Surgical Specialty

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Breast - 2 - - - - - 1 - 1 - - 4 Endo 67 39 51 49 39 73 39 62 67 63 59 60 668 General 109 93 83 99 79 97 102 75 102 123 92 91 1,145 Neuro - 1 - 1 2 - 1 - - - - - 5 Ob/Gyn 12 14 16 12 7 13 13 23 21 13 19 13 176 Ortho 54 64 74 74 72 57 49 47 62 37 74 46 710 Plastic 9 5 8 7 7 8 7 8 3 7 6 8 83 Podiatry 22 17 25 23 29 27 30 24 18 16 20 20 271 Urology 33 24 29 28 36 29 34 35 27 30 22 27 354 Vascular 9 6 4 7 12 9 16 13 13 6 10 13 118 Grand Total 315 265 290 300 283 313 291 288 313 296 302 278 3,534

HAHV

Case Volume Report YTD - 2026 - By Surgical Specialty

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Bariatric (SN) 16 7 16 13 12 11 9 5 14 1 1 6 111 Breast Surgery (SN) 12 16 17 5 16 7 12 12 10 10 6 12 135 Cardiac (SN) 7 4 8 13 8 5 8 11 12 12 9 12 109 Cardiothoracic (SN) - 1 - - - 1 - - 1 - - - 3 Dentistry (SN) - - - - - - - - - - 2 3 5 Gastroenterology (SN) 141 135 132 139 111 129 131 143 142 154 126 128 1,611 General (SN) 136 157 137 142 139 150 150 163 156 144 130 147 1,751

GYN (SN) 45 44 57 51 38 44 42 39 35 35 37 46 513

Neurosurgery (SN) - - - - - - 3 4 7 8 3 1 26 Ophthalmology (SN) 95 84 80 98 79 89 78 91 101 111 115 93 1,114 Oral Maxillofacial (SN) 2 - 3 1 4 1 1 - 2 2 1 - 17 Orthopedic (SN) 51 45 46 42 50 57 32 34 52 45 46 43 543 Otorhinolaryngology (SN) 25 19 25 23 30 30 14 18 16 18 30 20 268 Pain Management (SN) 45 43 43 37 32 36 40 42 41 46 45 35 485 Pediatric Surgery (SN) - - - - - - - - - - - 2 2 Plastics (SN) 7 4 10 10 9 7 3 8 8 6 10 12 94 Podiatry (SN) 37 30 31 31 23 32 31 26 30 26 33 32 362 Procurement (SN) 4 - - 1 - - - - - 3 1 - 9 Thoracic (SN) 15 10 9 12 9 7 7 6 6 5 4 8 98 Urology (SN) 172 156 153 145 143 173 193 192 181 217 157 142 2,024 Vascular (SN) 46 44 43 38 46 55 47 44 41 53 33 48 538 Grand Total 856 799 810 801 749 834 801 838 855 896 789 790 9,818

GOOD SAMARITAN HOSPITAL

Case Volume Report - October 2025 through September 2026 - By Surgical Specialty

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Bariatric (SN) 7 6 4 2 1 5 4 4 3 5 4 3 48 Cardiac (SN) - - - - 1 1 2 2 - 1 1 3 11 Gastroenterology (SN) 106 78 81 63 59 92 98 97 91 90 73 79 1,007 General (SN) 30 22 15 19 22 18 24 18 27 29 15 31 270

GYN (SN) 7 5 6 5 7 6 7 8 5 9 3 8 76

Ophthalmology (SN) 41 17 14 20 14 36 32 38 26 22 24 30 314 Orthopedic (SN) 28 36 31 28 25 40 38 32 34 30 30 28 380 Otorhinolaryngology (SN) 2 5 4 5 1 2 7 2 5 3 2 6 44 Plastics (SN) 2 1 - - 2 1 2 - 1 - - - 9 Podiatry (SN) 8 3 12 6 8 10 11 14 10 7 7 3 99 Procurement (SN) - - - - - - - - - - - 1 1 Pulmonology (SN) - - - 2 1 2 - - - 1 - - 6 Urology (SN) 1 1 - 2 - 1 - - - 4 1 - 10 Grand Total 232 174 167 152 141 214 225 215 202 201 160 192 2,275

PORT JERVIS COMMUNITY HOSPITAL

Case Volume Report - October 2025 through September 2026 - By Surgical Specialty

6. Administrative Information

6.1 Reservation of Rights

The Corporation reserves the right to:

• Reject any or all proposals received in response to the RFP;

• Withdraw the RFP at any time, at the Corporation’s sole discretion;

• Make an award under the RFP in whole or in part;

• Pursue any or all of the services described herein from alternate sources;

• Disqualify a proposer whose conduct and/or proposal fails to conform to the requirements of the RFP;

• Seek clarifications and revisions of proposals;

• Require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a proposer’s proposal and/or to determine a proposer’s compliance with the RFP requirements;

• Prior to the opening of proposals, amend the RFP specifications to correct errors or oversights, or to supply additional information about the services sought as such information becomes available;

• Prior to the opening of proposals, direct proposers to submit proposal modifications addressing subsequent amendments or addenda to the RFP;

• Change any date set forth in this RFP;

• Waive any informalities or any non-material requirements of the RFP;

• Negotiate with the successful proposer within the scope of the RFP in the best interests of the Corporation;

• Require proposers to submit best and final offers (“BAFOs”);

• Award contracts to more than one successful proposer;

• Negotiate with selected proposers prior to contract award;

• Make any payment contingent upon the submission of specific deliverables; and

• Require that all offers be held open for a period of 120 days unless otherwise expressly provided for in writing.

Surgical Specialty Oct-25 Nov-25 Dec-25 Jan-26 Feb-26 Mar-26 Apr-26 May-26 Jun-26 Jul-26 Aug-26 Sep-26 Grand Total Cardiac (SN) 2 3 2 3 - - 2 4 1 1 2 3 23 Gastroenterology (SN) 94 72 57 51 58 76 62 89 78 86 85 102 910 General (SN) 19 8 5 3 12 9 23 17 12 11 9 12 140

GYN (SN) 81 45 54 53 38 72 45 57 55 71 49 2 622

Gynecology…