J065--Surgical Instrument Preventative Maintenance, Repair & Inspection

Description

{"description":"THIS IS A SOURCES SOUGHT NOTICE ONLY: This announcement seeks information from the industry, which will be used for preliminary planning purposes for procurement. No proposals are being requested or accepted with this sources sought notice. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SOURCES SOUGHT NOTICE. THIS IS STRICTLY MARKET RESEARCH. \n\nDepartment of Veteran Affairs West Haven Healthcare requires routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments are also covered within the scope of PM.\nThe purpose of this sources sought is to gain knowledge of interest, capabilities, and qualifications of various members of industry, who have the capability to provide these services.\nAll interested firms must be registered in SAM (System for Award Management) to be eligible for the award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum:\n\n(1) Company name and address point of contact with phone number and SAM UEI. \n(2) Documentation relating to performance capability, current point of contact, and phone number). \n(3) Socio-economic status to identify the business class as a large business, SDVOSB, VOSB, small business, Woman Owned, etc. \n(4) Place of manufacture \n(5) Any other pertinent company documentation prior to submission of offers to a solicitation. \n\nAny small business (SB) firms responding to this Sources Sought Notice must also provide proof of registration in the SBA DSBS prior to submitting offers to a solicitation.\n\nThis market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised that the government will not pay any costs for responses and information submitted. All submissions sent via kim.mccarthy@va.gov.\n\nRESULTS INFORMATION: Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement.\n\n\n\n\n\n\n\n\nScope of Work:\nSurgical Instrument Preventative Maintenance, Repair & Inspection\n1. Purpose\nTo establish a contract for the routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments is also covered within the scope of PM.\n2. Contractor Responsibilities\nThe contractor shall provide the following services:\nOn-location service at both West Haven and Newington campuses with visits based on a scheduled determined by the Point of Contact (POC).\nOn-location service shall include but not be limited to: \nInspection of surgical instruments for wear, damage, and functionality.\nSharpening of cutting instruments (e.g., scissors, scalpels, rongeurs) to manufacturer specifications.\nPreventative Maintenance, Honing, Deburring, Demagnetizing, Aligning, Adjusting, Cleaning, Buffing, Polishing, Passivation, Stain Removal, Restoration of Finish, and Lubricating of instruments as needed to ensure proper function.\nMinor Repairs including spring replacement, screw tightening, and box lock or handle adjustments.\nReplacement of standard factory parts and restoration of instruments to manufacturer specifications\nMinor Repair of rigid surgical containers and replacement of serviceable parts\nPickup and Delivery of instruments from and to the facility on a scheduled basis.\nDocumentation of services performed, including instrument condition and work completed. Documentation to be provided for each episode of service.\nRecommendations for replacement vs. repair and clear photos and documentation of items that are beyond repair.\nFor items unable to be repaired on-location, contractor must be capable of sending out damaged instruments for off-site repair without additional cost to Government\nOff-site instrument repair service shall include but not be limited to:\nRepotting of bi-polar forceps with subsequent, documented testing to verify electrical insultation integrity\nDiamond dust application\nGold plating\nMicroscopic/ophthalmic instrument service\nContractor shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If an instrument cannot be repaired, it will be returned to SPS. If an instrument requires off-site instrument repair service, the contractor must have obtained verbal approval from VA SPS Chief, or designee, prior to doing so.\nContractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical tray completion.\nAll instruments that can be disassembled will be disassembled, and undergo a detailed contractor inspection.\nInstruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79.\nAll cannulated items will have interior lumens flushed and inspected.\nDelicate sharp, pointed instruments will be returned covered with appropriate tip protectors.\nThe contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufacturer s instructions for use (MIFU). \nAll returned, inspected, and repaired instruments will be stain-free and polished to a mirror finish while maintaining locator barcodes.\nCollaboration and coordination with VACHS staff on how to best schedule instrument maintenance to minimize OR downtime, prevent case delays, and support efficiency in the Sterile Processing department.\nEducation and staff training to VACHS staff on topics such as proper instrument handling and care, recognizing signs of instrument failure, proper use to extend instrument life, and best practices for cleaning and inspection.\nTraining classes shall be held either in person at the VA facility or virtually. \nClasses 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 POC.\nIn addition to the PM service, a one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses is required at the beginning of the contract. This inspection, together with a review of the inventory included in the Instrument Tracking System, is required to establish a preventative maintenance inspection schedule.\n3. Service Schedule and Place of Performance\nService visits will take place at the following locations:\nWEST HAVEN VAMC\n950 Campbell Avenue\nWest Haven, CT 06516\n*TWO (2) on-location visits per month. Inclusive of off-location repairs.\n\nNEWINGTON VAMC\n555 Willard Avenue\nNewington, CT 06111\n* ONE (1) on-location visit every other month. Inclusive of off-location repairs.\n\nOn each visit, the contractor shall service at least 10-15 instruments sets or the equivalent in single instruments or a combination of sets/single instruments. \n\nEmergency or unscheduled services must be available within 24 48 hours upon request.\n4. Quality Standards\nAll work must comply with industry standards from ANSI/AAMI and the Healthcare Sterile Processing Association. \nAll repairs must be performed by qualified service technicians and must align with the instrument s MIFU\nInstruments must be returned in ready-to-use condition, properly packaged and labeled. \nContractor must maintain ISO 13485 certification or equivalent quality assurance standards.\n5. Facility Responsibilities\nProvide access to instruments requiring service. \nDesignate a point of contact for coordination and communication. \nMaintain a log of instruments sent for service.\n6. Reporting and Documentation\nContractor shall provide a detailed service report with each episode of service which includes the following information:\nDate of service\nTechnician name or ID\nInstrument or tray type, ID, or description\nType of service performed status of instrument repair or resolution\nInstruments that are nonrepairable shall also be annotated in this log.\n7. Performance Monitoring\nThe facility reserves the right to inspect serviced instruments and audit contractor performance. \nContinued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by SPS and POC.\nQuarterly Reviews: All parties agree to Quarterly Business Reviews. Discussions will address quantity and quality of repairs, turnover times, service histories, actual repair costs, procedure counts, and suggestions to proactively reduce repair and service costs. \nBefore/After Onsite Picture Reporting: Utilize picture reporting to track trends and to provide necessary education with the aim to reduce costs and prevent instrument damage. \nProblem Identification: Contractor shall provide Root Cause Analysis evaluations to aid with the identification of potential instrument misuse or handling that may be leading to the need for repeat repairs. \nThe POC will be responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO)\n8. Contract Duration\nInitial term: 12 months. \nRenewal: Option to renew annually based on performance and mutual agreement.\n9. Pricing and Payment\nPricing shall be based on:\nPer instrument serviced or flat rate per visit\nEmergency service surcharge (if applicable/only if used)\nInvoices must include the service dates and must reference the contract ID/Purchase Order\nThe SPS Chief, or designee, will verify that services were performed against the contractor's certified delivery repairs document. Only after verification are invoices certified for payment.\n10. Security, Compliance, and Confidentiality\nBefore work is performed and during the entire performance period when work is being conducted the contractor shall ensure they possess or obtain the necessary credentials/badges needed to enter/exit the facility to include obtaining access to needed and specific site areas where instruments are located. Coordination and check in with the VA police and other appropriate security personnel may be required. Contractor shall coordinate with the POC, other authorized representative, or the Contracting Officer if assistance is needed.\nContractors must comply with all applicable VA, HIPAA, and OSHA regulations. \nAll work shall be completed according with all terms within this Scope of Work.\nNational Archives and Records Administration (NARA) Records Management Contract Language Clause will be required in the contract if it will result in the creation and/or deletion of new federal records (such as invoices, project guidelines, reports, etc.)\n\n\n\n\n\n\n\n"} Solicitation Number: 36C24126Q0184 Type: Sources Sought Base Type: Sources Sought NAICS: 811210 Classification Code: J065 Response Deadline: 2026-01-29T11:00:00-05:00 Office Address: TOGUS, ME Place of Performance: West Roxbury, MA, 02132 POC: Kim McCarthy, kim.mccarthy@va.gov, 774-826-4806 {"description":"THIS IS A SOURCES SOUGHT NOTICE ONLY: This announcement seeks information from the industry, which will be used for preliminary planning purposes for procurement. No proposals are being requested or accepted with this sources sought notice. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SOURCES SOUGHT NOTICE. THIS IS STRICTLY MARKET RESEARCH. \n\nDepartment of Veteran Affairs West Haven Healthcare requires routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments are also covered within the scope of PM.\nThe purpose of this sources sought is to gain knowledge of interest, capabilities, and qualifications of various members of industry, who have the capability to provide these services.\nAll interested firms must be registered in SAM (System for Award Management) to be eligible for the award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum:\n\n(1) Company name and address point of contact with phone number and SAM UEI. \n(2) Documentation relating to performance capability, current point of contact, and phone number). \n(3) Socio-economic status to identify the business class as a large business, SDVOSB, VOSB, small business, Woman Owned, etc. \n(4) Place of manufacture \n(5) Any other pertinent company documentation prior to submission of offers to a solicitation. \n\nAny small business (SB) firms responding to this Sources Sought Notice must also provide proof of registration in the SBA DSBS prior to submitting offers to a solicitation.\n\nThis market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised that the government will not pay any costs for responses and information submitted. All submissions sent via kim.mccarthy@va.gov.\n\nRESULTS INFORMATION: Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement.\n\n\n\n\n\n\n\n\nScope of Work:\nSurgical Instrument Preventative Maintenance, Repair & Inspection\n1. Purpose\nTo establish a contract for the routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments is also covered within the scope of PM.\n2. Contractor Responsibilities\nThe contractor shall provide the following services:\nOn-location service at both West Haven and Newington campuses with visits based on a scheduled determined by the Point of Contact (POC).\nOn-location service shall include but not be limited to: \nInspection of surgical instruments for wear, damage, and functionality.\nSharpening of cutting instruments (e.g., scissors, scalpels, rongeurs) to manufacturer specifications.\nPreventative Maintenance, Honing, Deburring, Demagnetizing, Aligning, Adjusting, Cleaning, Buffing, Polishing, Passivation, Stain Removal, Restoration of Finish, and Lubricating of instruments as needed to ensure proper function.\nMinor Repairs including spring replacement, screw tightening, and box lock or handle adjustments.\nReplacement of standard factory parts and restoration of instruments to manufacturer specifications\nMinor Repair of rigid surgical containers and replacement of serviceable parts\nPickup and Delivery of instruments from and to the facility on a scheduled basis.\nDocumentation of services performed, including instrument condition and work completed. Documentation to be provided for each episode of service.\nRecommendations for replacement vs. repair and clear photos and documentation of items that are beyond repair.\nFor items unable to be repaired on-location, contractor must be capable of sending out damaged instruments for off-site repair without additional cost to Government\nOff-site instrument repair service shall include but not be limited to:\nRepotting of bi-polar forceps with subsequent, documented testing to verify electrical insultation integrity\nDiamond dust application\nGold plating\nMicroscopic/ophthalmic instrument service\nContractor shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If an instrument cannot be repaired, it will be returned to SPS. If an instrument requires off-site instrument repair service, the contractor must have obtained verbal approval from VA SPS Chief, or designee, prior to doing so.\nContractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical tray completion.\nAll instruments that can be disassembled will be disassembled, and undergo a detailed contractor inspection.\nInstruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79.\nAll cannulated items will have interior lumens flushed and inspected.\nDelicate sharp, pointed instruments will be returned covered with appropriate tip protectors.\nThe contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufacturer s instructions for use (MIFU). \nAll returned, inspected, and repaired instruments will be stain-free and polished to a mirror finish while maintaining locator barcodes.\nCollaboration and coordination with VACHS staff on how to best schedule instrument maintenance to minimize OR downtime, prevent case delays, and support efficiency in the Sterile Processing department.\nEducation and staff training to VACHS staff on topics such as proper instrument handling and care, recognizing signs of instrument failure, proper use to extend instrument life, and best practices for cleaning and inspection.\nTraining classes shall be held either in person at the VA facility or virtually. \nClasses 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 POC.\nIn addition to the PM service, a one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses is required at the beginning of the contract. This inspection, together with a review of the inventory included in the Instrument Tracking System, is required to establish a preventative maintenance inspection schedule.\n3. Service Schedule and Place of Performance\nService visits will take place at the following locations:\nWEST HAVEN VAMC\n950 Campbell Avenue\nWest Haven, CT 06516\n*TWO (2) on-location visits per month. Inclusive of off-location repairs.\n\nNEWINGTON VAMC\n555 Willard Avenue\nNewington, CT 06111\n* ONE (1) on-location visit every other month. Inclusive of off-location repairs.\n\nOn each visit, the contractor shall service at least 10-15 instruments sets or the equivalent in single instruments or a combination of sets/single instruments. \n\nEmergency or unscheduled services must be available within 24 48 hours upon request.\n4. Quality Standards\nAll work must comply with industry standards from ANSI/AAMI and the Healthcare Sterile Processing Association. \nAll repairs must be performed by qualified service technicians and must align with the instrument s MIFU\nInstruments must be returned in ready-to-use condition, properly packaged and labeled. \nContractor must maintain ISO 13485 certification or equivalent quality assurance standards.\n5. Facility Responsibilities\nProvide access to instruments requiring service. \nDesignate a point of contact for coordination and communication. \nMaintain a log of instruments sent for service.\n6. Reporting and Documentation\nContractor shall provide a detailed service report with each episode of service which includes the following information:\nDate of service\nTechnician name or ID\nInstrument or tray type, ID, or description\nType of service performed status of instrument repair or resolution\nInstruments that are nonrepairable shall also be annotated in this log.\n7. Performance Monitoring\nThe facility reserves the right to inspect serviced instruments and audit contractor performance. \nContinued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by SPS and POC.\nQuarterly Reviews: All parties agree to Quarterly Business Reviews. Discussions will address quantity and quality of repairs, turnover times, service histories, actual repair costs, procedure counts, and suggestions to proactively reduce repair and service costs. \nBefore/After Onsite Picture Reporting: Utilize picture reporting to track trends and to provide necessary education with the aim to reduce costs and prevent instrument damage. \nProblem Identification: Contractor shall provide Root Cause Analysis evaluations to aid with the identification of potential instrument misuse or handling that may be leading to the need for repeat repairs. \nThe POC will be responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO)\n8. Contract Duration\nInitial term: 12 months. \nRenewal: Option to renew annually based on performance and mutual agreement.\n9. Pricing and Payment\nPricing shall be based on:\nPer instrument serviced or flat rate per visit\nEmergency service surcharge (if applicable/only if used)\nInvoices must include the service dates and must reference the contract ID/Purchase Order\nThe SPS Chief, or designee, will verify that services were performed against the contractor's certified delivery repairs document. Only after verification are invoices certified for payment.\n10. Security, Compliance, and Confidentiality\nBefore work is performed and during the entire performance period when work is being conducted the contractor shall ensure they possess or obtain the necessary credentials/badges needed to enter/exit the facility to include obtaining access to needed and specific site areas where instruments are located. Coordination and check in with the VA police and other appropriate security personnel may be required. Contractor shall coordinate with the POC, other authorized representative, or the Contracting Officer if assistance is needed.\nContractors must comply with all applicable VA, HIPAA, and OSHA regulations. \nAll work shall be completed according with all terms within this Scope of Work.\nNational Archives and Records Administration (NARA) Records Management Contract Language Clause will be required in the contract if it will result in the creation and/or deletion of new federal records (such as invoices, project guidelines, reports, etc.)\n\n\n\n\n\n\n\n"}