J065--Perform Surgical Instrument Maintenance and Repair Sources Sought Notice

Department of Veterans Affairs

Veterans Health Administration (VHA)

Sources Sought Notice Obtain a qualified vendor to perform Surgical Instrument Maintenance and Repair

This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought, please also ensure that you provide your company DUNS number on your response.

The Veterans Health Administration (VHA) is seeking to obtain a qualified vendor to provide Surgical Instrument Maintenance and Repair. The services shall be provided at the West Haven and Newington Connecticut facilities. The standard of services shall be of quality; meeting or exceeding those outlined below.

Refer to the General Requirements section below for the requested service description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

General Requirements:

The contractor shall provide Full-Service Repairs Agreement for Instrument Repair Service. (Inclusive of On-site & Off-site).

The contractor shall provide the following services:

On-Location Instrument Repair Service (approximate number of items 50,000):

Provide on location surgical instrument service visits based on a schedule determined by the COR.

On location service is inclusive of but not limited to: Inspection, Preventative Maintenance, Repair, Laparoscopic Shaft Reinsulating, Adjustments, Sharpening, Realignment, Deburring, Demagnetizing, Stain Removal, Restoration of finish, Ultrasonic cleaning, Glass Bead Blasting, Lubrication, Polishing, Replacement of standard factory parts, Repair Bins, Detailed reporting and Tray Service reports, Ability to provide Microscopic Photos of non-repairable items.

Vendor shall provide Educational training with VA staff achieving CEU credit hours. Training class shall be held ether in person at the VA facility or virtually. Classes shall be offered at a minimum of 1 time per quarter totaling 4 classes per year on dates and times prearranged and agreeable to the vendor and COR.

Vendor shall send out damaged instruments that cannot be repaired onsite to third party for repair without additional cost to Government.

The vendor shall have a tracking system for all repairs made

The On-Site surgical instrument service visits shall take place at the following two Medical Centers:

VA Connecticut Healthcare System, West Haven located at 950 Campbell Avenue, West Haven, CT 06511

Two (2) On-Location visits per month

Inclusive of off-location repairs

VA Connecticut Healthcare System, Newington located at 555 Willard Avenue, Newington, CT 06111

One (1) On-Location visits per month

Inclusive of off-location repairs

Off-Location Instrument Repair Service:

Provide off location surgical instrument services at contractor s location. Off location services inclusive of but not limited to: Laparoscopic handle re-insulation, laparoscopic drive shaft replacement, repotting of bi-polar forceps diamond dust application, gold platting, and microscopic/ophthalmic instrument service.

Quarterly Reviews. All parties agree to Quarterly Business Reviews. Discussions will address quantity and quality of repairs, turn times, service histories, actual repair costs, procedure counts, and suggestions to proactively reduce repair and service costs.

Before/After Onsite Picture Reporting. Utilize picture reporting to track trends and to provide necessary education; to reduce damage and cost.

Transparency. Root Cause Analysis Reporting that the contractor shall delivers to our customers. The Root Cause Analysis Report provides a detailed visual diagnostic and a clear explanation of how and why your equipment is out for repair.

Reporting. Updated Tray Service Reports will be sent electronically daily to site contacts. This information will contain the name of the trays serviced, the date, the number of instruments serviced and all detailed repairs complete. This report will be comprehensive, including all instrument that were repaired and inspected.