J065--Sterilizer Preventative Maintenance Services

Description

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through the most current Federal Acquisition Circular. The most current Federal Acquisition Circular can be found at Acquisition.gov.

This solicitation is set-aside for Small Business.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance, with a small business size standard of $34.0 million.

The FSC/PSC is J065 Maint/repair/rebuild Of Equipment- Medical, Dental, and Veterinary Equipment and Supplies.

The VA Boston Healthcare System (HCS) is seeking to a contractor to perform sterilizer preventative maintenance services on the equipment listed below.

All interested companies shall provide quotations for the following:

Supplies/Services

Line Item

Description

Quantity

Unit of Measure

Unit Price

Total Price

0001

Base Year: Sterilizer Preventative Maintenance Services for Jamaica Plain

12

MO

0002

Base Year: Sterilizer Preventative Maintenance Services for Brockton

12

MO

0003

Base Year: Sterilizer Preventative Maintenance Services for West Roxbury

12

MO

1001

Option Year 1: Sterilizer Preventative Maintenance Services for Jamaica Plain

12

MO

1002

Option Year 1: Sterilizer Preventative Maintenance Services for Brockton

12

MO

1003

Option Year 1: Sterilizer Preventative Maintenance Services for West Roxbury

12

MO

2001

Option Year 2: Sterilizer Preventative Maintenance Services for Jamaica Plain

12

MO

2002

Option Year 2: Sterilizer Preventative Maintenance Services for Brockton

12

MO

2003

Option Year 2: Sterilizer Preventative Maintenance Services for West Roxbury

12

MO

3001

Option Year 3: Sterilizer Preventative Maintenance Services for Jamaica Plain

12

MO

3002

Option Year 3: Sterilizer Preventative Maintenance Services for Brockton

12

MO

3003

Option Year 3: Sterilizer Preventative Maintenance Services for West Roxbury

12

MO

4001

Option Year 4: Sterilizer Preventative Maintenance Services for Jamaica Plain

12

MO

4002

Option Year 4: Sterilizer Preventative Maintenance Services for Brockton

12

MO

4003

Option Year 4: Sterilizer Preventative Maintenance Services for West Roxbury

12

MO

Statement of Work

STERILIZER MAINTENANCE SERVICES

Objective: The Full-Service Maintenance Services shall include all necessary labor, tools, equipment, transportation, and parts (with the exclusions noted below) required to perform repair and preventive maintenance on the equipment listed below. All equipment shall be maintained in proper operating condition as specified by the manufacturer. The Contractor must have proven access to manufacturers (OEM) parts, manuals and schematics needed to perform the service.

Hours of coverage: 8:00 am to 4:30pm, Monday-Friday (excluding Federal Holidays)

Place of Performance: The place of performance is the Boston Healthcare System:

Jamaica Plain VAMC

150 South Huntington Ave

Boston, MA 02130-48170

Â

Brockton VAMC

940 Belmont St

Brockton, MA 02301-5596

Â

West Roxbury VAMC

1400 VFW Parkway

West Roxbury, MA 02132-4927

Period of Performance: The anticipated period of performance will be a one base year with four (one) year options.

Specifications of Work: Repair Services will be provided, at the request of the VA, to diagnose and correct equipment malfunctions on a routine basis. All repairs shall be performed to manufacturer s specification by a trained technician with experience on the unit.

The Preventive Maintenance Service will be mutually scheduled in advance during contractor s normal weekday working hours and will be performed at two (2) month intervals. Preventive maintenance inspections shall include a minimum: electrical safety testing, lubrication, adjustment, testing and replacement of faulty parts and parts which are likely to fail during the specified time of this contract, and verification of proper operation conforming to manufacturer s specifications. Upon completion of PM, the unit must be clearly labeled with a sticker stating the date the last PM was completed and the due date of the next PM, as well as the name of the technician that performed said PM.

Documentation Requirements: At the completion of each service call/PM, the contractor will provide a written service report to Engineering. This report will clearly show the date of service, type of service performed, model and serial numbers, name of field technician(s), a description of the work performed, and a list of any parts replaced. All Documentation shall be electronically transmitted to the COR.

Service and Parts Not Covered or Excluded by Contractor: COR authorization must be received prior to performance of any work or parts outside the scope of this contract or payment will not be authorized. Work and parts outside the scope of this contract are:

Consumables including charts, paper roll, ink cartridges, lamps lubricants, test items, cleaning agents, sterilization agent, printer paper and similar items are not covered. Expendable parts, such as filters, gaskets/seals, trap elements, fuses, detergent squeeze tubes, light handles, technician supplies, and similar items are not covered.

Overhaul or rebuild, upgrade or modification of contracted equipment. Industry standard exclusions such as heat exchangers, sonic & scope washer lid assemblies are not covered.

Service visits due to equipment failure resulting from operator error, misuse by any party, or improper operations or when after inspection of the equipment in question by contractor, it is determined that, in fact, no repair was required.

Visits to perform preventive maintenance and safety inspections on equipment which was not available, or which could not be located at the time of a previously scheduled preventive maintenance and safety inspection.

Service visits due to damage or loss caused by fire, theft, explosions, strikes, floods, riots, power failures, unauthorized repair, or any other cause beyond the control of contractor.

Additions And Deletions

Under the terms of the contract similar and identical equipment may be added or deleted. Pricing shall be communicated with and negotiated with the Contracting office at the time of each occurrence.

Equipment List SPS

Machine

Facility

SN#

Belimed Steam Autoclave #1, MST-H-9-6-12 HSI

Brockton

Belimed 21635

Belimed Steam Autoclave #2, MST-H-9-6-12 HIS

Brockton

Belimed 21533

Sterrad NX #14, ASP

Brockton

33090328

Belimed Cart Washer

Brockton

Belimed 16937

Belimed Washer #1, Model# WD 250

Brockton

Belimed N/A

Belimed Washer #2, Model # WD 250

Brockton

Belimed N/A

Ultrasonic - Steris Innowave Unity 20 Sonic Irrigator 208V 60Hz

Brockton

08231876202

L&R Ultrasonics Quantrex, Model# Q310

Brockton

DESCO 00725

Steris Innowave Eco Tabletop Ultrasonic

Brockton

03236273205

STERRAD NX #4, ASP

Brockton

33090009

Sterrad NX100, ASP (Advanced Sterilization Products), Johnson & Johnson

Jamaica Plain

1047180232

Belimed Steam Sterilizer Machine #1, Model CL:8583, 9-6-15 HS1

Jamaica Plain

21615

Belimed Steam Sterilizer Machine #2, Model CL:8583, 9-6-15 HS1

Jamaica Plain

21607

Eye Sonic instruments, Sonic Systems Inc, HL series

Jamaica Plain

17211

Steris AMSCO 7000 Series Washer Disinfector, MN#7052HP

Jamaica Plain

3600523021

Belimed Washer #1, WD 290

Jamaica Plain

994031

Belimed Washer #2, WD 290

Jamaica Plain

VJPEE140232

Evoqua RO/DI Systems

Jamaica Plain

Site ID# 0133014763

Steris AMSCO Drying Cabinet Model#DCR101101

Jamaica Plain

6602

Innowave Ultra Table Top Ultrasonic

Jamaica Plain

0424 22822 01

Innowave Ultra Table Top Ultrasonic

Jamaica Plain

0424 84787 01

Ultrasonic UW565 DVI, Belimed

West Roxbury

SN#3UW565K18061

Steris Washer #21, AMSCO 7000 Series, Model# 7250HP

West Roxbury

SN#3625921008

Steris Washer #22, AMSCO 7000 Series, Model# 7250HP

West Roxbury

SN#3624421009

Belimed Washer #23, Model# WD 290

West Roxbury

SN#2008554

Belimed Cart Washer

West Roxbury

17006

Medivator (28L + 29R), Advantage, Steris

West Roxbury

SN#13133744

Medivator (26L + 27R), Advantage, Steris

West Roxbury

SN#13133746

Evoqua RO/DI Systems

West Roxbury

Site ID# 0132165957

Medisafe Sonic Irrigator digital Table top Ultrasonic

West Roxbury

desco N/A

OR IUSS #1

West Roxbury

31811206

OR IUSS #2

West Roxbury

31141002

Equipment List Other

VA JP#

Description

Manufacturer

Model

Serial

Location

69453

Sterilizer

Castle

133

99D59964

F342

83552

Sterilizer

Castle

133

99D59966

F353

115498

Sterilizer

Steris

Lab 250

0323009-06

Research room 219

69516

Warming Cabinet

Steris

QDJ04

414802019

3F55

180742

Warming Cabinet

Claflin

DC350

2282507

PACU

139140

Warming Cabinet

Ganim Medical

SWC72

071612-710

2D159-1-JP

139090

Sterilizer

Steris

Lab 250

0317812-17

Bldg 1A Rm 218

Â

OR Light

ALM

PRX 6400

Â

OR 1

Â

OR Light

ALM

PRX 6400

Â

OR 2

Â

OR Light

ALM

PRX 6400

Â

OR 3

Â

OR Light

ALM

PRX 6400

Â

OR 4

Â

OR Light

ALM

PRX 6400

Â

OR 5

Â

OR Light

ALM

PRX 6400

Â

OR 6

Â

OR Light

ALM

PRX 6400

Â

OR 7

Â

OR Light

ALM

PRX 6400

Â

OR 8

Â

OR Light

ALM

PRX 6400

Â

OR 9

Â

OR Light

ALM

PRX 6400

Â

OR 10

Equipment List Other

VA WR#

Description

Manufacturer

Model

Serial

Location

112594

Caviwave Sonic Cleaner

Steris

CR12

96AWR9

AB3-02-WR

2543

Bottel Washer

Damas Augasan

MK4

Â

Bld. 3

126808

OR Table

Steris

4085

430110020

OR

126810

OR Table

Steris

4085

430110075

OR

126811

OR Table

Steris

4085

431510002

OR

126807

OR Table

Steris

4085

430110019

OR

126800

OR Table

Steris

4085

431210074

OR

126803

OR Table

Steris

4085

430110021

OR

126806

OR Table

Steris

4085

430910127

OR

126809

OR Table

Steris

4085

430810112

OR

24825

Orthovision OR table

Steris

Orthovision

417097035

Surgical ICU

139091

Sterilizer

Steris

Lab 250

31811206

Rm 2B13

168167

Sterilizer

Steris

Lab 250

311410-02

Research

52907

Sterilizer Gravity

Amsco

2041

0116586-004

2B113

36420

Sterilizer

Amsco

2031

11688004

Bld. 3

127334

Sterilizer

Steris

FS1221001

Â

A320-02

127335

Sterilizer

Steris

FS1221001

Â

A320-02

14984

Ultrasonic Washer

Sonic System

Â

112594

Â

81482

Warming Cabinet

Amsco

QDJ02

NSN

OR

97424

Warming Cabinet

Steris

24"

429207046

A317-02-WR

97422

Warming Cabinet

Steris

24"

429007010

A313-02-WR

97421

Warming Cabinet

Steris

24"

4297707050

A313-02-WR

Â

CHROMOPHARE OR Light

Stryker

ATO model

700001945

OR 1

Â

CHROMOPHARE OR Light

Stryker

ATO model

700001944

OR 2

Â

CHROMOPHARE OR Light

Stryker

ATO model

700001946

OR 3

Â

CHROMOPHARE OR Light

Stryker

ATO model

700001947

OR 4

Â

CHROMOPHARE OR Light

Stryker

ATO model

700001948

OR 5

RECORDS MANAGEMENT OBLIGATIONS

A. Â Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. Â

B. Â Definitions

Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. Â

The term Federal record:

includes VHA records.Â

does not include personal materials.

applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

may include deliverables and documentation associated with deliverables.

C. Â Requirements

Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.Â

In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.Â

In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.Â

VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.Â

The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.Â

The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.Â

The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Training. Â All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.Â

VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736

D. Â Flow down of requirements to subcontractors

The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.Â

Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

All quoters shall submit the following:

1. Questions: Any questions must be submitted in writing no later than Friday, May 30, 2025 at 5:00 PM EST. Answers to the questions will be posted the following week.

2. Quote: Offeror shall provide a quote using the table above. Offerors must also provide all applicable labor rates for the solicited services so they can be compared to the applicable wage determination for compliance with the Service Contract Labor Standards.

All quotes shall be sent to the Contract Specialist, Rosangela Pereira at Rosangela.Pereira@va.gov.

Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government.

The following are the decision factors:

Price: Quotes will be compared by price.

Technical: The offeror s quote shall be evaluated to determine if the organization has the experience and capabilities to provide the requested services IAW the Statement of Work in a timely efficient manner.Â

Contractor shall provide specification sheets for proposed equipment and include within the solicitation response.

The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions.

Submission of your response shall be received not later than Wednesday, June 4, 2025 at 5:00 PM EST. All quotes shall be emailed to Rosangela Pereira at Rosangela.Pereira@va.gov.

Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1.

Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below.

Point of Contact: Rosangela Pereira, Rosangela.Pereira@va.gov