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Sources Sought Notice Sources Sought Notice Page 5 of 5 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 5 DESCRIPTION THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR INFORMATION ONLY... Sources Sought Notice Sources Sought Notice Page 5 of 5 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 5 DESCRIPTION THIS IS A SOURCES SOUGHT ANNOUNCEMENT FOR INFORMATION ONLY. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. The purpose of this notice is to conduct market research and obtain information from qualified Contractors who are able to meet the requirements identified in the accompanying Statement of Work. This is not a solicitation. A solicitation will be issued at a later date. This notice does not restrict the Government to a particular acquisition approach. All information submitted in response to this announcement is voluntary. The Government will not pay for information requested nor will it compensate any Contractor for any cost incurred in developing information provided to the Government. The U.S. Department of Veterans Affairs, Network Contracting Office 2, and the Buffalo VA Medical Center in Buffalo, NY will issue a contract for the delivery of sixty-seven (67) Elitra sterile storage shelving racks to the Buffalo VA Medical Center. See the Statement of Work for the list of requirements and Schedule of Supplies. The NAICS Code is 339113 Surgical Appliance and Supplies Manufacturing. Interested Contractors are reminded that in accordance with FAR 4.12, prospective Contractors shall complete electronic annual representations and certifications in conjunction with FAR 4.11 required registration in the System for Award Management (SAM) database prior to award of a contract. Part of the purpose of this sources sought is to determine the viability of set aside to a specific socio-economic category (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business). Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. Include letters from Original Equipment Manufacturers (OEM) if your firm is an authorized distributor. If contractor is a Service-Disabled Veteran-Owned Small Business (SDVOSB), a Veteran-Owned Small Business (VOSB), or any other special category of contractors, then contractor is responsible for providing documentation in support of this. This information will be used to determine the viability of a set aside for this requirement. If any of the requested information is not supplied with the response, this may result in the contractor not being considered in the Government s Procurement Strategy. Contractors shall identify any Federal Supply Schedules that may carry the desired equipment or supplies. Your response needs to address how you will meet the Government's requirements. All Contractors that are interested, regardless of their business type, and qualified to meet these requirements are asked to submit the following information: 1) Company Name: 2) Company Address: 3) DUNS Number: 4) Company POC Name: 5) Company POC Phone Number: 6) Company POC Email Address: 7) Company Website: 8) Business type: (Large, Small, Woman-Owned, VOSB/SDVOSB, etc.): Please identify your company's small business size standard and applicable NAICS code. For more information refer to http://www.sba.gov/content/table-small-business-size-standards. Note: If claiming SDVOSB or VOSB, the firm must be registered, and CVE verified in VetBiz Registry https://www.vetbiz.va.gov; also include VetBiz certification. Please email statements of capabilities to Jonathan Kilgore no later than March 6, 2024 at 4:00PM Eastern time to jonathan.kilgore@va.gov. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses to this sources sought announcement are not considered adequate responses to any future solicitation announcements. STATEMENT OF WORK 1. Background: The Buffalo VA Medical Center Sterile Processing Department requires 67 additional Elitra sterile storage shelving racks for use in the Sterile Processing Services (SPS) department, to support and complement current Elitra storage rack system as well as to replace the current 25+ older, Metro rack system. The 2-touch system consists of a rack cart with shelves. Each shelf will hold 1 RMD instrument tray as well as a transport tray under the instrument tray. You remove both trays at same time when putting them in and out of a case cart. You only touch the instrument tray 2x-once when putting it on the rack shelf on top of the transport tray in SPS and once when the O.R. nurse takes the instrument tray off the transport tray to put it on the instrument table/field, in the operating room. 2. Scope: The Buffalo VAMC is seeking to purchase new units that meet the clinical, functional, and performance specifications specified in this Statement of Work (SOW). The Buffalo VAMC shall only consider new, latest-generation units. Refurbished, remanufactured, and grey market products will not meet the needs of the Buffalo VAMC. 3. Specific Technical Elements: The proposed unit shall meet the following Buffalo VA Medical Center technical requirements; Benchmark equal to current Elitra storage rack system in use already in VA WNY. 3.1 The Elitra Sterile Storage racks to be added to the current Elite brand shelving racks at the VA WNY SPS sterile storage racks. 3.2 The vendor shall provide complete technical information sheets and brochures describing features; 3.3 Provide a user list including established VA sites; 3.4 The vendor will de-install and remove old existing non Elite shelving systems for proper disposal; 3.5 The Vendor must supply, ship, uncrate, assemble, set up, install and/or cycle test each new unit and each accessory load rack and load cart at Buffalo VA SPS site; 3.6 The Vendor set up includes satisfactorily testing of wheels, carts and shelves functions and verified completed before initial use; 3.7 The unit locations will be at previously discussed and CAD documented locations; 3.8 Salient Characteristics: The transport and storage system must be designed to hold existing wrapped instrument trays and rigid container trays. Must have slide out removable Stainless Steel wire trays without stacking more than one unit per tray. The design must conform to AAMI, AORN, JCAHO, ISO 9001 and VA Directive requirements, and ANSI/AAMI ST79:2017 standards on sterile storage. The system is designed to eliminate damage to the wrapped instrument sets saving valuable me and money from re-processing damaged sets. Storage will require a minimum 1890 storage slots of 13 x 24 stainless steel wire transfer trays and a minimum of 80 storage slots of 16 x 24 stainless steel wire transfer trays. Trays will be in racks and be adjustable without tools by means of slide sets. Each set of racks shall have a set of casters on each upright of the rack for mobility of transport and cleaning. The design considers that the end users will be lifting the wrapped packs out of the system on the wire transfer trays to eliminate rips, tears, and damage to the wrap of instrument sets. Trays will also be placed into surgical instrument carts for transport. Extra trays will be provided for this purpose. With the proposal, a set of CAD drawings of the layout proposed, and detailed drawings of the equipment to be provided, must be submitted to show the locations of the equipment that will be provided. The supplier must show that the equipment as specified here has been provided to other VAMC s with satisfactory performance documentation. a) Dimensions of the trays, 16 x 24 , and 13 x 24 Each tray shall have a grab handle space at each 13 /16 end. They must be able to move in/out of existing sterilizer equipment, without handling the instrument tray, and be like with sterilizer loading equipment. b) Wire trays are of #316 s/s heavy gauge welded wire, polished to a deburred smooth finish. Wire to be no greater than 1 spacing on length, and a minimum of 2 reinforcement wires in the middle. Perimeter wire borders will be a slightly heavier gauge for sturdiness. Each tray has a 150lb max load capacity showing no deflection. Trays will be designed to accompany the instrument sets into the sterilizer and wash cycles without discoloration. c) Racks have a maximum height of 80 . They will be constructed of heavy channel anodized, aluminum with no removable fasteners to secure cross members so that racks stay ridged over time and extreme use. Each rack will have 25, 3/8 holes on each upright. Each column holds a minimum of 10 sets of slides. Slides are designed for holding trays in place with a detention angle to secure the tray and are fully adjustable without the use of tools using the 3/8 holes for placement. Each rack upright contains two heavy duty locking casters. Wing type caster locks are not acceptable. A rack with a set of four casters will have a capacity of 750lbs. d) Each rack set will come with ten adjustable clear label holders that snap on the uprights. e) The bottom of the racks must incorporate dust and splash cover eight off the floor. f) The layout requirements of the completed system must allow for 2 spacing from the walls and columns, 18 from the ceilings, and spacious aisleways. Product must be compatible and interchangeable with existing units *Transfer Trays meets the 13" wide (325mm) *Transfer Trays meets the 16" wide (400mm) *Transfer Trays meets the 316 grade polished Stainless steel wire *Must supply a set of CAD drawings of the layout proposed *Must supply detailed drawings of the equipment to be provided *Must show the locations of the equipment on drawing *Must incorporate a dust and splash cover 8 off the floor. *SS Transfer Trays move in/out of sterilizer without handling Instrument Trays *Transport trays need to be compatible with existing Sterilizers *Transport trays need to be compatible with existing Storage Systems *Transport trays need to be compatible with existing Transportation *Product needs to be arrive fully assembled *Product needs to be produced in pieces, no welds. 4. Technical Terms and Conditions: The offering vendor shall meet the following Buffalo VA Medical Center Terms and Conditions. 4.1 The Vendor certifies that all products supplied will satisfy requirements for UL, CSA or TUV approval, if applicable; 4.2 The Vendor certifies that all devices meet or exceed AAMI (including ST-79 and others), ASME and NFPA Electrical Safety requirements; 4.3 Operator safety and system performance should not be adversely affected by fluid spills. If the unit is affected, it should fail safely; 4.4 The unit should be well constructed with durable materials to withstand typical abuse and cleaning. Switches, knobs, and other controls should be designed for conditions of heavy use. Mechanical, electric, and pneumatic terminators, connectors, sockets, and solder joints should be designed to prevent fluid penetration, incorrect connections, and mismatching of fitting and couplings. Labels and markings should be durable enough to withstand routine cleaning and normal wear. The unit should come with all necessary installation hardware; 4.5 The Vendor shall be responsible for all unloading of equipment and moving into place; if local labor is required, the Vendor shall coordinate any unloading of equipment; 4.6 Upon receipt of the equipment, the Vendor shall completely unpack and inspect the equipment. Upon completion of this delivery inspection, any equipment failing this delivery inspection shall be replaced prior to proceeding with equipment installation; 4.7 It shall be the sole responsibility of the Vendor to deliver all equipment in good condition. Any equipment damaged in shipping or delivery shall be the responsibility of the Vendor. The Vendor shall not charge the VA for multiple service engineers time, regardless of the number of people brought in at one time to service the system. During the warranty period, the VA will not be charged for travel time or overtime labor rates; 4.8 Installation will be provided by vendor. The installer will be in compliance with all VA facility policies and procedures as required; 4.9 The Vendor will examine the access routes leading to the installation site, and assure that the size and capacity of hallways, elevators and doors are adequate and will not hinder the delivery of the equipment. Any damage to the VA caused by the Vendor will be remedied by the Vendor at no cost to the Hospital, prior to final payment. The Vendor will check and verify that the equipment s weight will not hinder the delivery of the equipment, nor damage facility property during its transport; 4.10 The installation will be aesthetic with all cables tie wrapped and, when applicable, housed within a vinyl type sheathing that is zippered opened and closed. The installer will be in compliance with all facility policies and procedures as required; 4.11 The Vendor shall provide a complete set of Operators and Service Manuals; 4.12 The Vendor will provide the VA with all service publications that are used to inform or update service personnel on equipment issues, i.e., service newsletters, service alerts, and/or service procedure changes or enhancements. Such publications will be sent to the VA when they become available to the Vendor s field service personnel; 4.13 The system must conform to widely promulgated standards, such as ISO 9001 or 9002 or those of IEC, NEMA, BSI, CSA, UL, VDE, JIS, etc. any those applicable to the unit; 4.14 Visual indicators should be easy to identify; 4.15 Vendor will provide a listing of required supplies for proper operation of the unit; 4.16 On-site Operator Training to be provided and coordinated with SPS, including familiarization training for service and support personnel; 4.17 The vendor will provide instructions, schedule and training for SPS staff on routine operators maintenance requirements for safe and efficient operation. A list of acceptable cleaning and disinfecting chemistries shall be included with the proposal; 4.18 Delivery and installation must be coordinated with Facilities, SPS and Biomedical Engineering; The vendor will include a full installation and coordination of all identified storage spaces within the scope of this project. The vendor will communicate and coordinate the delivery of materials with the VA Logistics team and vendor reps. Vendor reps will personally be present to meet the truck and expedite the unloading, uncrating, and assembly of each unit prior to transporting to its final location within SPS. The vendor will coordinate with SPS leadership moving the new storage units into place, removing the existing storage system and organization of the surgical trays on to the new system. 4.19 The offering vendor shall provide two copies of all service literature, including any necessary service and maintenance software, keys, and or passwords (in accordance with: 21-CFR 820.170(a), NFPA99 (2012 edition) Chapter 10.5.3, VAAR 852.211-70, and the VA NAC AS3000 clause); 4.20 The offering vendor shall provide service training for one (1) Buffalo VAMC Biomedical Engineering Support Specialist (BESS). The BESS service training (whether on-site or off-site) will instruct one BESS on how to perform preventive maintenance and corrective maintenance on the device. Details of the service training should be provided (length and format, content, and qualification of instructor(s)); 4.21 The vendor shall disclose the preventive maintenance requirements for the proposed device (including required inspections, device testing protocols, and necessary time/ frequency dependent part replacements); 4.22 The offering vendor shall provide details about their technical support and service capabilities for the device. This includes information regarding technical support via phone (hours of offered support) and information regarding service options for both corrective and preventive maintenance of the device. Approximate turn-around time for standard repairs and standard parts orders should be detailed. If the offering vendor does not directly provide technical support, they shall provide information regarding the technical support offered by the OEM of the device; 4.23 A list, brochure, and or informational document that details the disposable, re-usable, and consumable supplies needed to operate the device shall be provided by the offering vendor (part numbers should be included). List prices for disposable, re-usable, and consumable supplies should be detailed and shall be subject to negotiation with the Buffalo VAMC before contract award; 4.24 A standard, 1 year warranty shall be included with the bid proposal. Other warranty options may be detailed (offering vendors not required to do so), but should only be listed as potential options in the bid proposal; 4.25 Delivery of the units shall be coordinated with the CO and COR. The offering vendor shall be responsible for all unloading of equipment (on day of delivery) and any assembly requirements for the device(s). The offering vendor shall completely inspect any delivered equipment after delivery is completed; upon completion of this delivery inspection, any equipment failing this delivery inspection shall be replaced prior to proceeding with equipment installation; 4.26 Removal of existing storage carts will be coordinated with Facilities and SPS Management. 4.27 The Vendor will provide testing prior to acceptance for all cycles based on site utilities and environment;