J065--Instrument Sharpening Contract Base Plus 4 Spokane WA VA

Notice of Sources Sought The purpose of this Sources Sought Announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses (SDVOSB), Veteran Owned Small Businesses (VOSB), and Small Businesses interested and capable of providing the services requested, as well as any large businesses. The results from this source sought notice will be used to determine the appropriate set-aside. The intended contract is a firm-fixed price service contract. The SBA Non-Manufacturer Rule is not applicable as the intended contract is for services. The Department of Veterans Affairs, NCO20 is looking for service providers of the following requirement: Quarterly instrument and equipment sharpening, repair, and modification on surgical and dental instruments and procedure case carts in accordance with Statement of Work below. This requirement is for the Mann-Grandstaff VA Medical Center in Spokane, WA. Base + 4 Option Years Statement of Work: 1. Contract Title. Equipment Maintenance and Repair of Surgical/Dental Instruments and equipment. 2. Background. The Mann-Grandstaff VA Medical Center (MGVAMC), Spokane, WA requires quarterly instrument and equipment sharpening, repair, and modification on surgical and dental instruments and procedure case carts. 3. Scope. The contractor shall provide all equipment, materials, and labor for the quarterly instrument sharpening and repair for surgical, podiatry, Clinics, CBOCs, and Dental Instruments kept in the care of the MGVAMC. 4. Specific Tasks. 4.1 Task 1- Onsite Instrument Maintenance and Repair: The contractor shall perform onsite sharpening on scissors, nail clippers, osteotomes, chisels, bone cutting forceps, curettes, wire and pin cutters, rongeurs, elevators. The Contractor shall restore inserts on needle holders, check instruments to ensure they are in good working order, have no cracks, and perform deep surface cleaning. The Government estimates the number of instruments to be sharpened or repaired each quarter to be 1500. The agreement does not include maintenance or repair of items such as flexible or rigid scopes, dental handpieces, or other items that the original manufacturer either prohibits the sale of original equipment manufacturer parts, or that cleaning, and sterilization validations are considered invalid by the device manufacturer after third party repair. This does not represent a set number of repair opportunities over the duration of this agreement as services will be rendered on an as needed basis. 4.1 Task 2 - Case Cart Repair: The Contractor will need to be able to repair up to at least 5 case carts per scheduled service day. Case cart repair will include adjustments, cleaning, preventative maintenance, and minor part replacement. 4.1 Task 3 Scheduling of Instrument Maintenance and Repair: The Contractor shall coordinate with the Contracting Officer Representative (COR) to schedule periods of performance. Contact will be made not less than 1 week prior to date/ time request. The Contractor will be escorted by the COR when picking up and returning instruments after repair. The contractor shall perform all work on-site and return the instruments on the same day. Parking will be permitted in the Contractor Vehicle Parking only. 4.1 Task 4 Off Site Instrument Maintenance and Repair: In the event that an instrument item is found to be defective beyond the capabilities of the mobile service, or in the event an instrument requires repair or sharpening and cannot wait until the quarterly service period, it may become necessary for the government to ship items via a route to be determined to the Contractor for service or repair. The Contractor will be responsible for all shipping or freight charges incurred during transit. Contractor will diagnose the defective item and coordinate with the COR within 3 business days of receipt. At that time the Contractor will provide the COR with a description of the defect, repair options, and repair cost, as well as an estimated time of repair. COR will determine whether to continue or return item without repair. All items will be returned to the MGVAMC. Under no circumstances will the Contractor retain MGVAMC property. 4.2 Task 5 Summary of Completed Instrument Maintenance and Repair: The Contractor shall provide within 3 business days a summary of any work completed. This summary should include a description of items serviced, service completed, as well as service price. This Summary should also include a list of any defective instruments with defects listed for future reference. a. Deliverables: The Contractor will e-mail a copy of the Completed Instrument Maintenance and Repair to the designated point of contact. 5. Performance Monitoring (if applicable). The MGVAMC Medical Supply Technicians assigned to the Sterile Processing Service (SPS) will evaluate the instruments upon return. Items must be in a clean state and in a proper working condition. 100% of all instruments returned must be in an acceptable working condition. Any item that is not able to be repaired should have a written statement as to why the repair could not be made and COR should be notified. 6. Security Requirements. Background Investigation and Special Agreement Checks All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or routine access to VA Facilities. The level of background investigation commensurate with the level of access needed to perform the statement of work is: Not Applicable The Contactor will not have access to VA sensitive information. They will always be escorted by SPS during their visits. 7. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI). The Contractor will not have access to any Government-Furnished Equipment. All equipment and supplies used under the terms of this contract will be the responsibility of the Contractor. 8. Other Pertinent Information or Special Considerations. The contractor shall have the capabilities to maintain and repair delicate and micro instrumentation. This instrumentation may include such items as Ophthalmic, ENT, and Vascular equipment. a. Identification of Possible Follow-on Work. There is no Identified Possible Follow-on Work. b. Identification of Potential Conflicts of Interest (COI). The requesting entities have identified no Potential Conflicts of Interest. e. Inspection and Acceptance Criteria. The Contractor will not have access to any VA sensitive information. Non-Disclosure Agreement does not apply. d. Packaging, Packing and Shipping Instructions. In the event that an instrument item is found to be defective beyond the capabilities of the mobile service, or in the event an instrument requires repair or sharpening and cannot wait until the quarterly service period, it may become necessary for the government to ship items to the Contractor for service or repair at the Contractors expense. e. Inspection and Acceptance Criteria. SPS staff will inspect 100% of the instruments serviced, using trade tools designed for the testing of surgical instrumentation that have been serviced/repaired. Any instruments found to be of unacceptable quality will be documented in writing and returned to the contractor for repair. The Contractor will not bill for items that have not been repaired to acceptable order. 9. Risk Control. There are no risk factors associated with this agreement. 10. Place of Performance. Mobile Instrument repair will be performed at the MGVAMC. The Contractor will be authorized to park on MGVAMC property to perform this service in the Contractor s Vehicle. The Contractor shall perform all work on-site and return the instruments on the same day. If the requested workload takes more than one day, all instrumentation will be returned to SPS by 1700 each day of service. Travel expenses will be at the expense of the Contractor. 11. Period of Performance. This contract will be a Base plus four option years. Effective start date will be November 7, 2024. See base and option years below. Base 11/07/2024 11/06/2025 OY 1 11/07/2025 11/06/2026 OY 2 11/07/2026 11/06/2027 OY 3 11/07/2027 11/06/2028 OY 4 11/07/2028 11/06/2029 12. Delivery Schedule. See Section, 4.2 Task 5 Summary of Completed Instrument Maintenance and Repair. Required Information in Your Response to Sources Sought: In order to be considered a valid source that can impact the set-aside determination of a possible future solicitation, potential contractors shall provide, at a minimum, the following information to peter.park2@va.gov by below response deadline: 1) Company name, address, and point of contact, phone number, e-mail address, and UEI. 2) Please identify your company s size in comparison to the anticipated North American Industry Classification System (NAICS) code 811210 Medical and Surgical Equipment Repair and Maintenance Services. To be considered a small business your company must have less than 34 million dollars in average annual receipts. This notice is to determine the marketplace for this specific requirement. Please check one of the following: [ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB) [ ] yes [ ] no Veteran Owned Small Business (VOSB) [ ] yes [ ] no Small Business Manufacturers [ ] yes [ ] no All other Small Business (SB) [ ] yes [ ] no Other than Small Business 3) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must provide a SBA certification and be registered with U.S. Small Business Administration Veteran Small Business Certification (VetCert) located at https://veterans.certify.sba.gov/. 4) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination. (Base + 4 Option Years) 5) Capabilities Statement addressing the requirements in the Statement of Work to include: References for similar services currently being provided or previously provided at the required service levels as outlined in the Statement of Work. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). Service Address: Mann-Grandstaff VA Medical Center 4815 N Assembly St Spokane, WA 99205 Point of Contact: Peter Park Contracting Officer peter.park2@va.gov Response Deadline: 07/05/2024 by 3:00pm PDT