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J -- Surgical Instrument Repair Services

Notice Date
Notice Type
811219 — Other Electronic and Precision Equipment Repair and Maintenance
Contracting Office
Department of Veterans Affairs;Network Contracting Office 22;4811 Airport Plaza Drive;Suite 600;Long Beach CA 90815
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Small Business Set-Aside
Veteran-Owned Small Business
THIS REQUEST FOR INFORMATION (RFI) SOURCES SOUGHT IS ISSUED SOLELY FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION 1. Responses to this Sources Sought must be in writing. The purpose of this Sources Sought Announcement is for market research only to make appropriate acquisition decisions and to gain knowledge of Small Business Capability, including Service Disabled Veteran Owned Small Businesses and Veteran Owned Small Businesses (SDVOSB/VOSB) interested and capable of performing the work. 2. The NAICS for this requirement is NACIS 811219 Other Electronic and Precision Equipment Repair and Maintenance. 3. Interested and capable Contractors should respond to this notice not later than 3:00 PM (PST) on May 23, 2019 by providing the following via email only to Cynthia Dunbar at Cynthia.dunbar3@va.gov. Please provide the following: a) company name b) address c) point of contact d) phone, fax, and email of primary point of contact e) DUNS number f) Type of small business, if applicable, (e.g. Services Disabled Veteran Owned Small Business (SDVOSB), Veteran-Owned Small Business (VOSB), 8(a), HUB-Zone, Women Owned Small Business, Small disadvantaged Business, or Small Business). g) A capability statement that addresses the organization s qualifications and ability to perform as a contractor specifically for the work described in the enclosed DRAFT excerpt of the Performance Work Statement (PWS). Respondents are also encouraged to provide specific examples (e.g. contract number, point of contact information) of the Contractor s experience providing the same or similar services to that described in the enclosed DRAFT PWS. 4. SDVOSB/VOSB respondents. a) If respondent is VOSB or SDVOSB, respondent is encouraged to provide proof of https://www.vip.vetbiz.va.gov certification. In addition, SDVOSB/VOSB Contractors are asked to acknowledge that they understand the limitations on sub-contracting pursuant to FAR 52.219-14, Limitations on Sub-Contracting, which will be included in the impending solicitation. Further SDVOSB/VOSB contractors are asked to respond that they are capable of providing the requested services keeping within the parameters of this clause. b) Small businesses, including SDVOSB/VOSBS are also advised that per 13 CFR, 125.6 the prime contractor's limitations on subcontracting are as follows: In order to be awarded a full or partial small business set-aside contract with a value greater than $150,000, an 8(a) contract, a SDVOSB/VOSB contract, a HUBZone contract, a WOSB or EDWOSB contract pursuant to part 127 of this chapter, a small business concern must agree, in the case of a contract for services (except construction), it will not pay more than 50% of the amount paid by the government to its firms that are not similarly situated. Any work that a similarly situated subcontractor further subcontracts will count towards the 50% subcontract amount that cannot be exceeded. 5. Required Services: The Veterans Integrated Service Network 22 (VISN-22), VA San Diego Healthcare System (VASDHS) is seeking a contractor that can provide On-Demand, On-Site services related to a Preventive Maintenance (PM) program for surgical instrumentation used in the operating room and in clinical procedures which includes repair, refurbish and assessment for Government replacement. Please review the attached Draft Performance Work Statement (PWS) attached. 6. Please note that if VA s pending market research establishes that two or more VOSB or SDVOSB, who are certified in VA s Vendor Information Pages (VIP) site https://www.vip.vetbiz.va.gov, can provide the services, VA will set aside the underlying solicitation per 38 U.S.C. 8127. 7. All Offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) database found at https://www.sam.gov. Registration must include Representations and Certifications. --End of Sources Sought Announcement PERFORMANCE WORK STATEMENT SURGICAL INSTRUMENTS REPAIRS, TESTING AND INSPECTIONS VA SAN DIEGO HEALTHCARE SYSTEM DRAFT INTRODUCTION: The Veterans Integrated Service Network 22 (VISN-22), VA San Diego Healthcare System (VASDHS) is seeking a contractor that can provide On-Demand, On-Site services related to a Preventive Maintenance (PM) program for surgical instrumentation used in the operating room and in clinical procedures which includes repair, refurbish and assessment for Government replacement. In addition to the preventive maintenance program, a one-time, joint, wall-to-wall inventory of all surgical instruments contained within the Surgery Departments and Sterile Processing Services (SPS) is required at the beginning of the contract. This inspection is required to establish a PM schedule. PARTICIPATING FACILITY AND PLACE OF PERFORMANCE: The contractor shall provide on-demand, on-site services at the government facility below: VA San Diego Healthcare System (VASDHS) ATTN: Sterile Processing Service (SPS) 3350 La Jolla Village Drive San Diego, CA 92161 PERIOD OF PERFORMANCE: The expected performance period shall be a five (5) year period of performance which includes one (1) year base period and four (4) one (1) year ordering periods. REQUIRED SERVICES: Preventive Maintenance Instructions: The contractor shall provide PM services, which consists of aligning, calibrating, refurbishing, cleaning, stain removal, polishing, sharpening, oiling, straightening, adjusting, replacing parts and maintaining Government owned surgical instruments, sets, trays and lids currently used by the VASDHS to ensure safe functionality and reliability per manufacture s specifications. Instruments shall be serviced individually or as components of a specialty tray. Requested services are periodic in nature and is required in order to maintain the equipment s intended manufacturer s design and functionality with minimal incident of malfunction. Recommendations for Government replacement and/or removal of surgical instruments is also covered within the scope of PM. The contractor shall report to the Contracting Officer Representative (COR) upon execution of the contract and shall work with the COR and SPS to conduct a one-time, joint, wall-to-wall inventory of all surgical instruments contained within the facility within three (3) days of execution of the contract. Upon completion of the inventory, the contractor shall work with Shift Supervisor or Lead to establish a preventive maintenance schedule, that supports the Operating Room Schedule, for the items identified during the inventory. Preventive Maintenance Instrumentation Instructions: Provide preventive maintenance, repairs, and testing of all surgical instruments owned by the VASDHS including but not limited to, orthopedic (including pneumatic orthopedic instruments), ophthalmic, GU, dental, neurological, laparoscopic, vascular, ENT, gynecological, bariatric, gastrointestinal and insulated items. Instrumentation includes but is not limited to, specialty trays, curettes, hemostats, scissors, graspers, laparoscopic instruments, rongeurs, dental instruments, and containers that house the instruments. During PM, instruments shall be sharpened, adjusted, aligned, straightened, refurbished, calibrated, cleaned, oiled, and parts replaced in accordance with manufacturer s original specifications and configuration, in compliance with ANSI/AAMI ST79:2017. Any stains, sharp edges and/or scratches shall be removed. All returned, inspected, and repaired instruments shall be stain-free and polished to a mirror finish while maintaining locator barcodes. All instruments that can be disassembled shall be disassembled and undergo a detailed contractor Inspection and calibration per manufacturer s Instructions For Use (IFU). Instruments shall not be altered, changed or tampered with and shall be repaired following manufacturers original design specifications and in compliance with ANSI/AAMI ST79:2017. All cannulated items shall have interior lumen flushed and inspected. Delicate, sharp, pointed instruments shall be returned covered with appropriate tip protectors. Specific Laparoscopic Instrument PM Services shall include: Sharpening Resetting Aligning Adjusting Repair with part replacement Cleaning/Oiling Replace Flush port Straightening Repair/replacement of cautery posts Thumb screws Skirts Inner stem resetting Repair/replacement of shaft insulation Repair/replacement of ratchet assemblies Repair/replacement of valves Repair/replacement of springs Repair/replacement of resealing of handles Replace needles/hooks/spatulas On-site Laparoscopic Insulation Testing and Replacement (Lap) Removal of Old Color Coating Final Inspection Performance Complete rebuilding of laparoscopic instrument components including replacement of all parts as necessary General PM Services shall include: Complete inspection and evaluation of all general and micro instruments Disassembly when applicable Sharpening Refurbishment Align and adjust as required for optimal performance Tape/color coating removal and tape re-application Replace damaged or worn carbine inserts Repair ratchet, jaw, and shank as required Ultrasonic cleaning and revitalization Replace worn, missing, or broken parts Buffing Cleaning/oiling as needed Refinish on request Trays serviced according to case volume Ensure all sharps, such as scissors, rongeurs, osteotomes, elevators and curettes are checked for sharpness, fractures, proper tension, lose or missing screws, alignment etc. All ringed instruments are inspected for alignment, box lock tension and fractures. All forceps are inspected for alignment, proper spring tension and fractures. Special attention shall be focused on delicate instruments and teeth alignment. After sharpening and repairing all the instruments, the Contractor shall place the instruments in an ultrasonic cleaner to remove debris and oxidation. Ensure proper screws, springs are to be used in the repair process. There will be no center punching of screws in rongeurs/Kerrisons etc. Refurbishment Repair Services Program: Each surgical set in the inventory shall be inspected, repaired, and refurbished on an as needed basis. Instruments that are damaged or broken during the repair or refurbishment process shall be replaced by the contactor with an identical instrument at no expense to the Government. Instruments that are deemed unrepairable shall be returned to the service with a statement of discrepancy. ADDITIONAL REPAIR INSTRUCTIONS: Containers shall be inspected and repaired as needed, removing dents, tightening or replacing latches, replacing broken rivets, rails, retention plates, and gaskets. The Contractor shall utilize Original Equipment Manufacturer (OEM) replacement parts. Damaged instruments are the property of VASDHS and shall be returned to the SPS for turn-in according to established procedures. Curettes, osteotomes, rongeurs, and scissors shall be sharpened according to original manufacturer specifications. Vendor specific rigid containers, base, lid, and baskets shall be maintained. Missing or damaged handles shall be replaced with OEM parts. Damaged filter holders shall be repaired. If they cannot be repaired, they will be replaced with OEM components. Colorized container lids shall have the color coat replaced when excessive scratches are noted by the COR. Instruments marked with 2-D data matrices shall have the data matrix protected during repair so that they can be scanned, per instrument tracking protocol. As instruments are removed from the container, the Contractor shall count and separate the instruments. Hemostats and ring handled instruments shall be checked for alignment, box lock tension and fractures. Tissue forceps shall be checked for alignment, proper spring tension and fractures. Special attention shall be focused on delicate instruments and teeth alignment. All sharps shall be checked for use. Other instruments shall be tested and checked for fractures, proper tension, loose or missing screws, alignment, etc. An inventory of new needle holder foot plates shall be on hand for replacement as necessary. After instrument sharpening and repair, the Contractor shall place all stainless instruments into the ultrasonic cleaner to remove debris and oxidation. The instruments shall be rinsed with clean water, counted again, and placed back into the container. All single instruments and surgical trays picked up or delivered by the contractor shall be properly listed for accountability verification. The contractor shall work together with the Shift Supervisor or Lead to determine the best practice for pick up and delivery. The Contractor shall develop an online work order system that tracks service history and when services are due. Documentation shall be provided by the contractor to the Shift Supervisor or Lead for the specific work performed. Upon completion of services the contractor must provide a summary document (end of day report) using PowerPoint, Excel, Word or equivalent, which contains the following information: date of service, instrument type, tray description, department, status of instrument repair or refurbishment, type of repair, hours/minutes performing the service and cost. Instruments that are non-repairable shall be annotated in this log as well. The contractor shall coordinate and confirm the next repair date with a follow up phone call or email to the Shift Supervisor or Lead. The contractor shall allow an open-door policy for its repair vehicle (if applicable) which will allow VASDHS staff full access to the contractor s service technician. CONTRACTOR OWNED EQUIPMENT REQUIRED TO PERFORM SERVICES: Ultrasonic Cleaner: All stainless instruments shall go through the sonic cleaner, after the repair process. Trinco Bead Blaster: Sets shall be completely refurbished by using a fine glass bead material in the blaster. This process brings the instruments to a like new, satin finished, condition. Care is taken during this process not to remove manufacture etching, part numbers, tape or other identifiable markings on the instruments. Drill Press: The drill press shall be used for a variety of functions: Drilling holes for taping, drilling out broken rivets on containers, spinning replacement screws for filing, etc. Buffers & Bench Grinders: A variety of wheels shall be used on the buffing motors that have unique functions. From hardcore sanding to bright finish buffing, these are the tools of the trade that make the instruments function at their best. Evacuation System: All motors and grinders shall be tied into a central evacuation system that sucks the dust into a contained filtered storage unit, keeping the repair lab free from airborne particles. Stereo Boom Microscope: This is a 10x-30x powered unit that shall be used to see instruments up-close for sharpening and inspection. Microtron Unit: Shall be used in conjunction with the microscope and by inserting a variety of diamond burs into the hand piece. Demagnetizer: Demagnetizing instrument for micro sets and needle holders. Diamond Duster: This tool applies tungsten-carbide diamond dust to the worn jaws of micro instruments and needle holders. Endo Hipot Tester: Testing Lap & Endo insulation service shall be provided by the Contractor. If an instrument fails the test; the Contractor shall notify the Shift Supervisor or Lead. Hand Tools: A variety of specialized hand tools are needed to complete needed repairs. VA MONITORING: Continued monitoring of instrument repairs quality and turnaround time, as well as contract compliance shall be progressively monitored by SPS and COR. The contractor s technicians shall report to Shift Supervisor or Lead upon arrival at the VASDHS to pick-up and return instruments. The Shift Supervisor or Lead shall monitor contractor instrument pick-up and drop-off through written logs and schedules to ensure services are received by VASDHS IAW the contract. The COR shall be responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer (CO). INVOICE/BILLING PROCEDURES: Documentation of services performed shall be reviewed by the SPS IPPS Certifier prior to certifying payment. The SPS Chief shall perform periodic documents checks with the using service to ensure records monitoring. VASDHS shall pay only for services performed at the VASDHS and at the contractor s location (as applicable and approved by SPS) and in strict accordance with the schedule of prices/costs shown in the schedule of items. Contract monitoring and record keeping procedures shall be sufficient in detail to ensure proper payment and allow for audit verification that services were provided. The Contractor shall submit a monthly invoice in the arrears within five working days past the last day of the billing period to the VASDHS SPS IPPS Certifier and through the Tungsten Network System for payment of services completed. The invoice shall indicate the contract number, applicable purchase order (obligation number), billing cycle and services performed during that billing cycle. Once the SPS IPPS Certifier verifies the services performed matches the contractor s certified delivery documentation, the SPS IPPS Certifier shall certify the invoices for payment. TECHNICAL QUALIFICATION REQUIREMENTS: Contractor personnel performing under this contract shall be fully qualified and have the appropriate experience, knowledge, credentials and certifications relating to Surgical Instrument Repairs Services for the entire duration of the performance period. Contractor personnel performing under this contract shall provide resumes that include copies of training certifications and credentials from a reputable agency that meet or exceed the American National Standards Institute (ANSI)/Association for the Advancement of Medical Instrumentation (AAMI) certification Standards. Contractor personnel performing under this contract shall show evidence of having at least five (5) years of experience performing Surgical Instrument repair services. Contractor personnel shall be compliant with relevant VA Policies and with ANSI/AAMI ST79:2017 standards (Comprehensive guide to steam sterilization and sterility assurance in health care facility). Work performed under this contract shall be in accordance with these policies and with the AAMI standard referenced in this section. CONTRACTOR POINT OF CONTACT INFORMATION: The Contractor shall designate one (1) individual, separate from the contractor s technician, as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the contractor on all matters relating to the daily performance of this contract. An alternate shall be designated by the contractor, but the contractor shall notify the COR or Contracting Officer in writing those times when the alternate shall act as the POC. The contractor shall provide the name and telephone number of the person designated as Point of Contact and Alternate on the space below: Point of Contact, Name: Telephone Number: E-mail Address: Alternate Point of Contact, Name: Telephone Number: E-mail Address: SERVICE HOURS: The contractor shall perform the services as specified herein Monday through Friday, except for National Holidays (see below) between the hours of 07:30 a.m. 4:00 p.m. Any other services requested outside the coverage times shall be approved in advance by the COR and/or the Contracting Officer. NATIONAL HOLIDAYS: New Year s Day 1 January Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December When a holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a Saturday, the preceding Friday shall be observed as a legal holiday by U.S. Government agencies. Also included would be any other day specifically declared by the President of the United States to be a National Holiday. When a service is required less than three times per week and the time for that service falls on a holiday, the work shall be accomplished on the day following or preceding the holiday. SECURITY REQUIREMENTS: Before 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 and badges needed to enter and 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 COR or other authorized representative if assistance is needed. CONTRACTOR SUBMITTALS/INSURANCE REQUIREMENTS: The Contractor is required to comply with Federal and State Workers Compensation and liability insurance. Reference FAR clause 52.228-5-Insurance and Subpart 28.307-2-Liability, contractors shall show proof of Worker s Compensation that complies with Federal and State Worker s Compensation and Occupational requirements and proof of General Liability Insurance. 15 days after contract award, the Contractor shall furnish, to the Contracting Officer, an Official Certification from the insurance company indicating that the coverage has been obtained and that it may not be changed or cancelled without guaranteed thirty (30) day notice to the Contracting Officer. New certifications shall be furnished at least thirty (30) days prior to the expiration date of the current insurance policy. The phrase will endeavor is not acceptable terms to the Government and such coverage carrying that phrase will be rejected and services may not be rendered until proper certificate is issued. CONTRACTING OFFICER REPRESENTATIVE (COR): Delegation of Authority letters shall be forwarded to the using service and the Contractor after agreement has been signed, identifying the individual(s) as the COR(s). No service shall be provided without the approval of the COR or his/her designee of this contract. The Contractor shall not accept any instructions issued by any other person(s) other than the Contracting Officer or his/her delegated representative acting within the limits of his/her authority. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: Contractor personnel shall always wear visible identification while on the premises of the VA Medical Center. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Department. The VA Medical Center will not invalidate or make reimbursement for parking violations of the Contractor under any circumstances. Smoking is prohibited inside all buildings at the VA Medical Center. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court. AUTHORIZED SERVICES: Only those services specified within the contract are authorized. The Contractor is advised that only the Contracting Officer, acting within the scope of the contract, has the authority to make changes which affect the contract in terms of quality, quantity, price or delivery. In the event the Contractor initiates any change at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase of costs incurred as a result thereof. End of Draft Performance Work Statement NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (14-MAY-2019); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
Web Link
Link To Document
Place of Performance
Address: VA San Diego Healthcare System;ATTN: Sterile Processing Service (SPS);3350 La Jolla Village Dr.;San Diego
Zip Code: CA
Country: USA
SN05310631-F 20190516/190514230022 (fbodaily.com)
FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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