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FBO DAILY - FEDBIZOPPS ISSUE OF DECEMBER 13, 2017 FBO #5864
DOCUMENT

J -- Surgical Instrument Repair and Maintenance at the Minneapolis VAMC, Minneapolis, MN POP: Base plus 4 option years, commence 02/10/2018 - Attachment

Notice Date

12/11/2017
 

Notice Type

Attachment
 

NAICS

811219 — Other Electronic and Precision Equipment Repair and Maintenance
 

Contracting Office

Department of Veterans Affairs;Network 23 Contracting Office (NCO 23);113 Comanche Rd.;Fort Meade SD 57741
 

ZIP Code

57741
 

Solicitation Number

36C26318Q0173
 

Response Due

12/11/2017
 

Archive Date

12/16/2017
 

Point of Contact

Mr. David A. Raad, Contract Specialist
 

Small Business Set-Aside

N/A
 

Description

This announcement constitutes a Sources Sought Notice. This is not a Request for Quote (RFQ) or a Request for Proposal (RFP). This announcement is for information and planning purposes only and is not to be construed as a commitment by the government, implied or otherwise, to issue a solicitation or award a contract. Minneapolis VA Medical Center, 1 Veterans Drive, Minneapolis, MN has a requirement for a Firm Fixed Price Service Contract to be performed at the VA Medical Center campus, Minneapolis, MN. The purpose of this notice is to determine interest and capability of potentially qualified businesses in particular Service-Disabled Veteran-Owned Small Businesses (SDVOSB) and Veteran-Owned Small-Businesses (VOSB) relative to the North American Industry Classification code (NAICS) 811219 Other Electronic and Precision Equipment Repair and Maintenance. To make an appropriate acquisition decision for this requirement, the Government will use responses to this sources sought synopsis. The type of solicitation issued and the manner of advertisement will also depend on the response to this sources sought synopsis. Surgical Instruments: Maintenance, Inspection, Testing and Repair General Information The Minneapolis VA Medical Center (MVAMC) is currently seeking a company that can provide a maintenance program for surgical instrumentation used in surgical and clinical procedures; including preventative maintenance, repair, refurbish and recommendation for replacement. Sterile Processing Services at the MVAMC is a 24/7 department servicing the facility s 18 operating rooms, 2 hybrid ORs, 4 cath labs, and multiple specialty clinics that provide invasive procedures. Surgical Services include: Orthopedic, Cardiovascular, Thoracic, General, Urology, Optometry, Neurology Gynecology, Audiology, Oncology, and ENT Specialties. The contractor shall provide Preventive Maintenance (PM) and As-Needed Repair, which may consist of aligning, calibrating, refurbishing, cleaning, stain removal, polishing, sharpening, oiling, straightening, adjusting, replacing parts, and maintaining the equipment, including all emergency calls necessary between regular maintenance. The scheduled pick up for repairs will occur at a minimum of twice a week. Preventive Maintenance of individual surgical pans will occur at a minimum of yearly. Instrumentation includes a wide variety of general and specialty surgical tools, but is not limited to: curettes, hemostats, scissors, graspers, laparoscopic instruments, rongeurs, surgical knifes, power equipment (camera, drills & saws), etc. This contract will not include flexible endoscopes. Introduction and Scope of Work Vendor shall provide preventative maintenance and repair services for various surgical and procedural instruments, in accordance with the original manufactures instructions, to include but not limited to; sharpening, adjusting, aligning, straightening, refurbishing, calibrating, cleaning, stain removal, polishing, oiling, adjusting, and replacement of parts. Instruments will be provided individually or as components of a specialty tray. All preventative maintenance required by the Manufacture to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity, with minimal incidence of malfunction or inoperative conditions, is required to be completed. All instruments shall be maintained in proper operating conditions, and must also be in compliance with ANSI-AAMI ST-79:2010 Part 7.7 (Servicing and Repairs of Devices in the Health Care Facility), and ISO-9001 standards. Vendor will supply document clarifying company s scope of work, in which will state what type of work will be able to be accomplished on-site, locally and what will need to be sent to a 3rd party vendor. All 3rd party repairs need to be authorized by the Chief of SPS, or designee. Instruments are to be retrieved from and delivered to the Sterile Processing Services Department (SPS) located in VA Medical Center at One Veteran s Drive, Minneapolis, MN 55417. Contact phone number: 612-725-2537. Specific Mandatory Task and Associated Deliverables The Contractor's employee(s) shall report to Sterile Processing Services (SPS) upon arrival at the MVAMC for the pickup and return of instruments. Departmental contacts include: Chief of SPS, Assistant Chief of SPS, Quality Assurance Technician and/or the Program Support Assistant. Provide preventative maintenance, testing and repairs, of all surgical instruments owned by the MVAMC, including, but not limited to: orthopedic (including pneumatic orthopedic instruments), neurological, laparoscopic, cardiovascular/vascular, ENT, gynecological, bariatric and gastrointestinal. See Appendix A for list of surgical pans, and volume of instrumentation, owned by facility. Maintenance and repair will be handled with care. All maintenance required by the Manufacture to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity, with minimal incidence of malfunction or inoperative conditions, are required to be completed. The contractor will return instruments in as good as new condition. If an instrument is unable to be repaired, instrument must be returned to MVAMC with documentation of inability-to-repair. All returned, inspected and repaired instruments will be stain free and polished to a mirror finish, while maintaining QR code and instrument catalog number. All instruments will have their QR code verified at each inspection and repair, and re-etched if necessary. If instrument does not have said barcode, vendor agrees to apply one. Vendor will be asked to etch barcodes on all new instrumentation. Sterile Processing will provide the barcodes for the chemical etching process. All single instruments and surgical trays picked up/delivered by the contractor will be properly listed for accountability verification. 3.6 Vendor will provide maintenance and repair for rigid instrument containers to ensure that all lid gasket vent devices are fully functional, in accordance with manufacturer specifications. The contractor must provide a summary document upon delivery of processed instruments containing the following information; date of repair, instrument type, type of repair, and cost. Vendor will communicate with facility if an instrument is going to take longer than expected to repair. When other instruments from the same invoice are returned to the facility, an estimated date of completion and cause of delay should be documented. No partial invoices can be submitted for payment until instruments have completed their required repairs. If an instrument needs to be sent out for third party repairs by the contractor, the contractor must obtained the verbal approval of the MVAMC SPS Chief, or designee, prior to doing so. 3.10 The Vendor will provide a clear pricing structure, with details of any tiered billing. 4. Preventative Maintenance (By Specialty) Surgical Instrument Trays 4.1 Preventative Maintenance (PM) of Surgical Instruments will be done by the inspection of entire trays. All trays will be done at a minimum of annually, according to Appendix B: Preventative Maintenance Schedule. 4.2 Maintenance is preferred to be performed in the contractor s mobile unit, on the grounds of the Minneapolis VA Medical Center. If it is believed a better inspection can be completed off-site, arrangements can be made with Chief of SPS. If Off-Site inspection is recommended, instrument tray MUST be returned within 2 business days. 4.3 During Preventative Maintenance inspections, instruments will also be sharpened, adjusted, aligned, straightened, refurbished, calibrated, cleaned, oiled, and parts replaced in accordance with the manufacturer s original specifications and configuration, in compliance with ANSI-AAMI ST-79 part 7.7. Any stains, sharp edges and/or scratches will be removed. Instruments should have a mirror finished appearance, with the exception of the QR Code and instrument catalog number, on return. 4.4 Instruments 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 part 7.7. 4.5 All instruments that can be disassembled, will be disassembled, and undergo a detailed contractor inspection. 4.6 All cannulated items will have interior lumen flushed and visually inspected. 5. General Repair of Surgical and Procedural Instrumentation 5.1 Individual instrument repairs will be arranged for two days a week, and must be performed Monday through Friday between the hours of 8:00am 4:00pm, excluding weekends and national holidays. Instruments should be returned only via: Vendor (Hand Delivery) or Courier Services (not parcel post, FedEx, etc.). 5.2 Instruments will also be sharpened, adjusted, aligned, straightened, refurbished, calibrated, cleaned, oiled, and parts replaced in accordance with the manufacturer s original specifications and configuration, in compliance with ANSI-AAMI ST-79 part 7.7. Any stains, sharp edges and/or scratches will be removed. Instruments should have a mirror finished appearance, with the exception of the QR code and instrument catalog number, on return. 5.3 If any repair is estimated to be more than 50% of the replacement cost, approval must be sought from the Chief of SPS, or designee. 5.4 Vendor Representative will meet with SPS Chief monthly about observations of trends in repairs and potential areas for increased education or cost saving initiatives. Frequency of this meeting is subject to change at any time during this contract period, based on Facility s need. 5.5 Delicate sharp, pointed instruments will be returned covered with appropriate tip protectors. 5.6 Single instrument sent out to third-party for repairs will be returned no later than 7 business days. All 3rd party repairs need to be authorized by the Chief of SPS, or designee. 5.7 All Urgent instrument repairs will have a 48-hour turnaround time. 5.8 All Emergency Instrument Repairs will have a 24-hour turnaround time. 5.9 If an instrument is un-repairable the contractor will notify Sterile Processing Services (SPS) Tel. (612) 725-2537 for further instructions. 5.10 The contractor shall provide repair service invoices. All correspondence invoices shall include the current contract number. Billings shall be made in by certified invoice. 5.11 All repairs shall be completed according with all terms within this Statement of Work. VA Monitoring: 6.1 The contractor shall make recommendations for surgical instrument replacement, which may be pertinent to meet the scope of surgical trays completion. 6.2 Continued instrument repairs, quality improvement monitoring, and turnaround time, as well as contract compliance, will be progressively and jointly monitored by the VA SPS and Surgical Service COR. 6.3 COR will designate appropriate VA personnel to monitor contractor employee work hours/services through one or a combination of the following mechanisms: 6.3.1 The COR jointly with the Chief of SPS will monitor Contractor instrument pick-up and drop-off through written logs and schedules, to ensure that services called for in the contract have been received by the VA. 6.3.2 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. 6.3.3 Periodic Customer Service interviews with End Users, to user quality work are being performed to their standards. 6.4 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. 6.5 Any incidents of Contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO) by the COR. 6.6 Weekly invoices will be submitted to the Chief of SPS, or designee at the beginning of the contract, until it is determined that billing documentation meets requirements. Weekly invoices must be approved by MVAMC prior to the monthly invoices being submitted to Financial Services Center in Austin, Texas by the contractor. The COR will verify that services were actually performed against contractors certified delivery repairs document. Only after verification are invoices certified for payment. A full billing catalog must be provided to MVAMC, to facilitate billing audits. Vendor/Contractor Requirements 7.1 Vendor will provide documentation of staff training, competencies and any pertinent certifications, in relation to the repairs they will be conducting. 7.2 The contractor performing the repairs, maintenance and inspections of surgical instruments shall be ISO-9001 certified, or moving towards certification. 7.3 Contractor shall be compliant with relevant VA Policies and with AAMI ST-79:2010 Part 7.7 standards (Servicing and Repairs of Devices in the Health Care Facility). 7.4 A Mobile Repair Unit is required, and will properly display the contractor s name and permit numbers. The mobile unit should be self-sustained with electrical power, air compressor, etc. 7.5 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 experience providing these services to Hospital or Major Medical Center. 7.6 Vendor will provide VA SPS staff with two (2) CEU eligible in-services, on instrumentation, per year. Documentation Requirements 8.1 Contractor will sign out all instruments /surgical trays removed from MVAMC for repairs. 8.2 Repaired instruments returned to SPS will be on a detailed list document provided by the contractor containing the following information; date of repair, instrument type, type of repair, and cost. 8.3 The hand-written checklist/delivery slip will be checked against the instruments returned after repairs. 8.4 A quarterly Surgical Instrument Trays Maintenance Inspection certification shall be provided to the COR. SPS and Surgical Service Operating Room (OR) Support The VA SPS will be the point of contact for all surgical instrument pickups and returns. The returned repaired instruments will be inspected and reprocessed in SPS. Any instruments that fail the quality check by the OR will be re-processing by SPS and returned to the contractor for additional repairs, at no additional cost to the facility. Security Clearance 8.1 Contractor shall be required to complete a security clearance with the VA Police. 8.2 An ID badge will be issued by the VA Police which needs to be presented by contractor s employee at the VA entrance security check points. The issued badge is for official pickup and deliveries of surgical instruments and trays. 8.3 Contractor mobile unit(s) shall be registered with the MVAMC Police Department. Submission requirements for responses to this sources sought notice: Interested vendors need to provide a letter of interest along with their capabilities statement. Where to send responses: ATTN: David A. Raad david.raad@va.gov Response Deadline: 22 December 2017, 1400 MST
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VABHHCS568/VABHHCS568/36C26318Q0173/listing.html)
 

Document(s)

Attachment
 

File Name: 36C26318Q0173 36C26318Q0173.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3957751&FileName=36C26318Q0173-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3957751&FileName=36C26318Q0173-000.docx

 

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

Place of Performance

Address: Department of Veterans Affairs;Minneapolis VAMC;One Veterans Drive;Minneapolis, MN

Zip Code: 55417
 

Record

SN04762744-W 20171213/171211231215-48b087fa416ceebbeb1c11bcd9b8b68f (fbodaily.com)
 

Source

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

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