Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 23, 2016 FBO #5356
DOCUMENT

J -- 676-16-4-041-0611 Instrument Sharpening and Sterilizer Cleaning - Attachment

Notice Date

7/21/2016
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Great Lakes Acquisition Center (GLAC);Department of Veteran Affairs;115 S 84th Street, Suite 101; WI 53214-1476
 

ZIP Code

53214-1476
 

Solicitation Number

VA69D16N1063
 

Response Due

7/28/2016
 

Archive Date

8/27/2016
 

Point of Contact

Benjamin J Dufour
 

E-Mail Address

0-2998<br
 

Small Business Set-Aside

N/A
 

Description

This is a Sources Sought Synopsis published for market research purposes only; THERE IS NO SOLICITATION AVAILABLE. Requests for solicitation will not receive a response. Under FAR 52.219-14, Limitations on Subcontracting, the prime contractor must perform at least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern for service-type procurement. The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is conducting market research with the intent of determining the interest, capabilities, and qualifications of vendors to provide surgical instrument sharpening in Tomah, WI. This Sources Sought Synopsis is published for market research purposes. This market research will be used to identify responsible vendors. Proposed project anticipates a competitive, firm fixed price contract. Please review this announcement, including all attachments, in their entirety. Request that interested offerors complete and return a Capabilities Statement as described below. Capabilities Statement will be used to identify firms who possess the capability and experience to provide elevator maintenance at the Jesse Brown VA Medical Center. The Government is in no way obligated to do business with or to enter into any form of contract with any person, firm or other entity that receives or responds to this announcement. The contractor shall provide all labor, travel, materials and equipment necessary to effectively, economically, and satisfactorily perform elevator maintenance in accordance with the DRAFT Statement of Work included in this posting. In addition to the information requested in the paragraph below, entitled "Capabilities Statement", responding parties must also indicate their size in relation to the applicable North American Industry Classification System (NAICS). The NAICS Code is 811219 - Surgical instrument repair and maintenance services. CAPABILITIES STATEMENT Interested parties shall submit a Capabilities Statement, BRIEF and CONCISE, yet clearly demonstrates ability to meet the stated requirements. The Capabilities Statement should clearly present evidence that the interested party feels is relevant. All interested firms responding to this Sources Sought Notice are requested to provide a capability statement which needs to include: - Company Name - Point of Contact Name, Phone Number and Email - Business Status (i.e., 8(a), HUBZone, Woman-owned, SDVOSB, Large, etc.) - Dunn & Bradstreet Number - Commercial and Government Entity (CAGE) Code - Indication of Current Systems for Awards Management (SAM) Registration (i.e., SAM and Online Representations and Certifications (ORCA) registration, etc.) - Capabilities statement (i.e., similar government and commercial contracts for gerontology training, pertinent information, organizational structure, etc.) The period of performance shall be for one year with four one year option periods. Prior Government contract work is not required for submitting a response under this sources sought synopsis. Interested Firm's shall respond to this Sources Sought Synopsis no later than 9:00 a.m. EST on July 28, 2016. All interested firms must be registered in System for Award Management (SAM) to be eligible for award of Government contracts. Email your response to benjamin.dufour@va.gov. POINT OF CONTACT: Benjamin DuFour, benjamin.dufour@va.gov, fax (414) 844-4891. Submit Capabilities Statements (e-mail preferred) by 9:00 a.m. Eastern Standard Time on July 28, 2016. Contracting Office Address: Great Lakes Acquisition Center(GLAC) 115 S. 84th ST Milwaukee, WI 53214-1476 Place of Performance: Tomah VA Medical Center 500 E. Veterans Street Tomah, WI 54660-3105 Primary Point of Contact: Benjamin DuFour Contract Specialist benjamin.dufour@va.gov Fax: 414-844-4891 ? STATEMENT OF WORK (SOW) Instrument Sharpening and Pre-vacuum Sterilizer Cleaning Objective: Find contractor to provide all material, supplies, equipment, retrieval, delivery and qualified personnel to provide Instrument Sharpening and Repair services for the Tomah VA Medical Center, 500 E. Veterans Street, Tomah, WI. The service provided shall be performed in such a manner as to assure the safety and welfare of patients, visitors and staff. The Contractor shall furnish all transportation, management, supervision, personnel, equipment and supplies necessary to provide instrument sharpening and repair service as defined in the Statement of Work (SOW). Contract services for base year plus four option years. Background Surgical instruments need to be sharpened and maintained for optimal performance. The Pre-vacuum sterilizers also need to be professionally cleaned, to help maintain the integrity of the instruments and sterilization containers. The Tomah VA Medical Center is currently seeking a company that can provide services to repair, refurbish, and assess for replacement surgical instruments for use in Dental, Podiatry, Urgent Care, Minor Procedures, Dermatology Clinics and professionally clean the Medium and Small Pre-vacuum Steris sterilizers. Scope Vendor shall provide services that include, but are not limited to, cleaning of the Medium and Small Pre-vacuum sterilizers, sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, lubricating, adjusting, and replacing parts of various individual surgical instruments and procedural instrument trays. Instruments will be provided individually or as components of a specialty tray. All instruments shall be maintained in proper operating conditions as specified by the original manufacturer. Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS), located 500 E. Veterans Street, Tomah, Wisconsin, 54660. Specific Tasks Sterilizer Service "Sterilizer cleaning must be performed semi-annually, for each device, following manufacturer's guidelines. The times and machines to be cleaned will be coordinated between the COR (or designee) and the vendor. In the case of equipment failures of other sterilizers in the SPS, the cleaning service would need to be rescheduled; workflow disruption should be avoided. The vendor will be responsible for providing all necessary chemicals and equipment for this process. Any water hoses available in the area may be used by the vendor. Vendor will provide documentation that cleaning was performed, per manufacturer's guidelines. Instrument Service "Instruments are to be retrieved from and delivered to the Sterile Processing Service (SPS) located in Tomah VA Medical Center, 500 E. Veterans Street, Tomah, WI, 54660. "The Contractor's employee(s) shall report to the Sterile Processing Service (SPS) upon arrival at the Tomah VA Medical Center for the pickup and return of instruments. If instruments cannot be repaired, they must be marked or tagged and returned to SPS. If an instrument needs to be sent out for third party repairs by the contractor, authorization must be obtained from SPS. "The repair vendor will provide multiple levels of repair service including, but not limited to, same-day turn-around, 24 hour turn-around, mail-in repair service, and onsite repair service. All Urgent instrument repairs will have a 48-hour turnaround time. All Emergency Instrument Repairs will have a 24-hour turnaround time. Urgent and Emergency status will be determined by the using service and/or SPS. "Surgical instrument maintenance and repair will be handled with care. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration. The contractor will return instruments in as good as new condition. All instruments shall be repaired and maintained in proper operating conditions as specified by the original manufacturer. "New, original manufactured instruments and parts will be used. "Repairs, maintenance, and testing of surgical instruments, electric/battery (cordless), surgical instrument containers, push carts, and case carts should be considered for repair. A comprehensive list is included below. SPS may not utilize all services. Instruments to be serviced include, but are not limited, to: a.General Instruments b.Dental c.Podiatry d.Dermatology e.Gynecology f.Outpatient/Ambulatory Care g.Audiology h.Ophthalmic "Instruments will not be altered, changed or tampered with and will be repaired following manufacturers' original design specifications. "All instruments that can be disassembled will be disassembled for maintenance and repair. They will also be sharpened and aligned in accordance with the manufacturer's original specifications. Any bio burden found once disassembled, should be photographed and submitted as part of the service documentation for that visit. "Instruments will be stain free with a finish that complies with the manufacturer's specifications. All instruments must be in working order after any chemicals that may be used on them. The vendor will be responsible for returning within 24 hours to fix any instruments found to be in non-working order after the use of chemicals. "Instruments that cannot be repaired or refurbished due to cracking, pitting, corrosion, or exceeding life expectancy will be tagged or marked for removal and/or replacement. Information should include the reason for removal, and which instrument set the instrument was removed from. "The repair vendor will not repair any surgical instruments that are on the "DO NOT USE" list. These instruments should be pulled from service. The list will be provided to the vendor at the initial visit, and new copies will be provided as the list is updated. "Sterilization guidelines should be provided for any labels and/or stickers placed on sterilization containers. The label used must be validated for the type of sterilization required for that instrument set (Steam). "Free shipping containers and materials will be provided for offsite repairs. "Pre-paid shipping labels and transportation insurance will be provided for offsite repairs. "Case cart and push cart repair services should be available, including, but not limited to, wheel replacement, hinge replacement, bumper replacement, and rust removal. Reporting/Documentation "All documentation should be provided on vendor letterhead. "The repair vendor, with the input of the clinical and SPS staff, will implement a Surgical Instrument Quality Assurance Program (SIQAP) whereas instrument sets will be repaired, documented, and monitored by specialty. The vendor will work with SPS to create maintenance schedules for instrument trays. "Instruments are to be handled with care to avoid further damage. While instruments are in the contractor's possession, the contractor take full responsibility and accountability for all instruments removed from the VA facility. Contractor will provide an inventory of instruments and instrument sets removed from and returned to the facility that are to be serviced or repaired. "The contractor must provide a summary document upon delivery of processed instruments containing the following information; date of repair, instrument tray, instrument type, type of repair, and cost. "Items that have been repaired for the last time before replacement is needed should be reported after every visit. "The repair vendor will provide education regarding instrument repairs, instrument care and handling, instrument testing, instrument processing, power equipment repairs. An electronic presentation that details issues, problems, bioburden, etc., should be provided after every visit. Requirements "Repairs will be completed either on location at the Tomah VA Medical Center in a mobile repair vehicle, or offsite at the vendor's repair facility. "1S09001 and 1S013485 (medical device) certifications must be obtained by the repair vendor. "Employees of the repair vendor responsible for repairing surgical instruments must be ASQ (American Society for Quality) certification and receive CQI (Certified Quality Inspector) training. "The repair vendor will provide enough technicians for onsite service to be completed in one business day. "Individual instrument repairs will be performed Monday through Friday between the hours of 8:00am - 4:00pm, excluding weekends and national holidays. Work to be completed in five on site visits, scheduled in advance. Any anticipated repairs exceeding the annual amount should be reported to SPS and the CO listed on page 2 of this contract to prevent any unauthorized commitment action before any repairs are performed. "Instrument repairs completed onsite at the Tomah VA Medical Center in a mobile repair lab/vehicle must be repaired in a vehicle that is clearly labeled with the vendor's name and permit numbers. The mobile repair vehicle should be self- sustained with electrical power, air compressor, tools, etc. Safety cones must be utilized around the perimeter of the mobile repair vehicle to ensure the safety of hospital and vendor staff. The vehicle must be parked in a pre-determined area, to be determined by the Warehouse. "Continued instrument repairs quality improvement monitoring and turnaround time as well as contract compliance will be progressively jointly monitored by Sterile Processing Service (SPS) and Technical Representative (COTR). This will be a periodic inspection. The government reserves the right to consider changing the method of inspection from Periodic to 100% Inspection at any time; however, deteriorating contractor performance may result in immediate 100% surveillance. "Contracting Officer's Representative (COR) will designate appropriate VA personnel to monitor contractor employee work hours/services through one or a combination of the following mechanisms: Overall Performance, Appearance of instruments, Function of Instruments, Provide technically skilled personal. "The COR jointly with the Chief, Sterile Processing Service (SPS) will monitor Contractor instrument pick-up and drop-off. This will be accomplished by the contractor's employee(s) reporting to SPS upon arrival at the facility, and again before departure. "On-line access to account should be made available to SPS. "The contractor shall provide itemized repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in compliance with OB10 requirements. All repairs shall be completed according with all terms within this Statement of Work. "The Contracting Officer's Representative (COR) 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 by the COR. "Documentation of services performed will be reviewed by the COR prior to certifying payment. The COR will perform periodic documents checks with the using service to ensure records monitoring. VA will pay only for services actually performed at VA and at the contractor's location, and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and recordkeeping procedures will be sufficient to ensure proper payment and allow audit verification that services were provided. "Quarterly invoices are submitted to the COR, by the contractor. The COR, or designee, will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices submitted for payment. "The contractor will provide a minimum 3 references listing customers name, address, timeline of services, and phone numbers of contacts. They will also have a minimum of 5 years of experience providing these services to Hospital or Major Medical Center. "In addition to the per visit requirements listed above, a quarterly repair report, business review, and Surgical Instrument Quality Assurance Program (SIQAP) update shall be provided to the COR, and Chief of SPS. This report should be free of charge "The Contractor must provide validation letters certifying contractor's competency of all representatives performing service. Letters are to be provided to Chief, SPS and the CO or COR no later than the 5th business day of each fiscal year. Validation letters must be provided within one week for all new representatives that are sent to perform repair, sharpening and educational services. "Contractor mobile unit(s) shall be registered with the Tomah VA Medical Center Police Department. General Information Hours of Operation a. Normal hours of coverage are Monday through Friday from 7:00 am to 4:00 pm, excluding national holidays. All service/repairs will be performed during normal hours. b. Federal Holidays observed by the VAMC are: New Years' DayLabor Day Martin Luther King Day Columbus DayPresidents' DayVeterans' Day Memorial DayThanksgiving Day Independence Day Christmas Day Security Requirements "General - Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. "Access to VA Information and VA Information Systems a.A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b.All contractors, subcontractors, and third-party servicers and associates working with VA information is subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c.Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d.Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor / subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e.The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. VA Information Custodial Language a.Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b.VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.\ c.Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d.The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the sanitization requirements Security Incident Investigation The term "security incident" means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. Liquidated Damages for Data Breach a.Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b.Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. Training a.All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800- 16, Information Technology Security Training Requirements.] b.The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c.Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAGLHS/VAGLHCS/VA69D16N1063/listing.html)
 

Document(s)

Attachment
 

File Name: VA69D-16-N-1063 VA69D-16-N-1063_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2888512&FileName=VA69D-16-N-1063-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2888512&FileName=VA69D-16-N-1063-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04192112-W 20160723/160722000315-07d15aba91699e949a4ea144900ac1db (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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