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 unrestricted. 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 Total $ 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   Brockton VAMC 940 Belmont St Brockton, MA 02301-5596   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   OR Light ALM PRX 6400   OR 1   OR Light ALM PRX 6400   OR 2   OR Light ALM PRX 6400   OR 3   OR Light ALM PRX 6400   OR 4   OR Light ALM PRX 6400   OR 5   OR Light ALM PRX 6400   OR 6   OR Light ALM PRX 6400   OR 7   OR Light ALM PRX 6400   OR 8   OR Light ALM PRX 6400   OR 9   OR Light ALM PRX 6400   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   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   A320-02 127335 Sterilizer Steris FS1221001   A320-02 14984 Ultrasonic Washer Sonic System   112594   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   CHROMOPHARE OR Light Stryker ATO model 700001945 OR 1   CHROMOPHARE OR Light Stryker ATO model 700001944 OR 2   CHROMOPHARE OR Light Stryker ATO model 700001946 OR 3   CHROMOPHARE OR Light Stryker ATO model 700001947 OR 4   CHROMOPHARE OR Light Stryker ATO model 700001948 OR 5 RECORDS MANAGEMENT OBLIGATIONS A.  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.   B.  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.   The term Federal record: includes VHA records.  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.  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.  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.  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.  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.  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.  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.  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.  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.  VHA training for contractors is available in Talent Management System (TMS): Records Management for Records Officers and Liaisons, Item #3873736 D.  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.  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 Thursday, September 11, 2025 at 3:00 PM EST. 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.  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 Monday September 15, 2025 at 3:00 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