Inactive

The purpose of this Sources Sought Notice is to search for business concerns capable of providing on-site surgical instrument inspection, repair, sharpening, and cleaning for all types of surgical ins... The purpose of this Sources Sought Notice is to search for business concerns capable of providing on-site surgical instrument inspection, repair, sharpening, and cleaning for all types of surgical instrumentation regardless of manufacturer at the Pittsburgh VA Medical Center. This Sources Sought Notice is for market research purposes only and shall not be considered an Invitation for Bids, Request for Quotations, or a Request for Proposal. Do not submit a proposal or quote. This market research is issued for information and planning purposes only and does not constitute a solicitation nor does it restrict the Government as to the ultimate acquisition approach. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this Sources Sought Notice. You will not be entitled to payment for direct or indirect costs that you incur in responding to this Sources Sought Notice. Any contract that might be awarded based on information received or derived from this market research will be the outcome of a competitive process. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this Sources Sought Notice. The draft Statement of Work (SOW) is attached. Any interested small business concern must submit a no longer that 3 page capability statement addressing its ability to meet the requirements listed in the Draft Statement of Work to Katrina Tavares, Contract Specialist, at katrina.tavares@va.gov no later than Wednesday, February 12th, 1:00 PM EST. Interested parties are also welcome to identify any ambiguities with the SOW and are welcome to suggest enhancements to the SOW and include them separately with their capability statement. Questions regarding this Sources Sought Notice will not be answered. STATEMENT OF WORK INSTRUMENT SHARPENING & REPAIR SCOPE: The Contractor shall provide surgical instrument inspection, repair, sharpening, and cleaning for all types of surgical instrumentation regardless of manufacturer. The Contractor shall provide all personnel, equipment, tools, materials, supervision, technical literature, manufacturer repair requirements and manuals, transportation and other items and services necessary to provide a Surgical Instrument Maintenance Program (SIMP) as defined in the PWS. The Contractor shall track frequency of repair for all surgical instruments in order to report trends to the VA Pittsburgh Healthcare System (VAPHS). The Contractor shall provide support consistent with the policies and standards of the customer and its governing authority (e.g. The Joint Commission (TJC), American Association of Medical Instrumentation (AAMI). The Contractor shall provide support in the following areas: On-site maintenance services See below. The primary location of VAPHS is: University Drive C, Pittsburgh, PA 15240-1003 Off-site maintenance services. It is expected that 90% to 95% of all repairs will be done on site. Any repairs that must be done off site will be coordinated through the Contracting Officer Representative (COR) or Technical Point of Contact. This will be accomplished under a separate order and the prices must be deemed fair and reasonable. QUALIFICATIONS Contractor must be certified for quality repair service (International Organization For Standardization (ISO) number required. All Contractor personnel must be certified in blood borne pathogens and operating room protocol. SPECIFIC TASK REQUIREMENTS Contractor must provide on-site repair/sharpening and surgical tray maintenance services. Contractor must complete 90% of repairs and maintenance same day and on-site. Contractor must offer on-site visits at the minimum of 2 days per month but no more than 1-2 day per week. Contractor must confirm 10 days in advance of upcoming scheduled repair date with VA staff as well as work with VA staff on appropriate availability, as well as having the ability to make visit changes at the last minute in an emergency situation Contractor must offer quotes for necessary repairs and maintenance prior to completing any work. Contractor will service Operating Room, Sterilization and Processing Department and all surgical clinics, if necessary. Any instrument found not to be repairable will be returned to the VAPHS tagged cannot repair. Contractor must have expertise in repairing and offering maintenance of all surgical instrumentation. Prices for on-site maintenance services will be on a fixed price basis per tray. The estimated quantity is shown in the Delivery Schedule. The vendor cannot exceed the quantity in the contract until a contract modification is issued to increase the quantity. Contractor must work in conjunction with VAPHS Staff to track repairs and log a history of maintenance with VAPHS Censitrac Tracking Database and in conjunction with contractor repair database. VA personnel should have access to view the Contractor database on repair status and progress as well as past reports. Contractor must place color coded taping on all trays that are processed. (Color selection will be coordinated with VA service line staff). Maintenance of surgical instruments shall be performed in accordance with manufacturer requirements. Contractor must have the ability to mark all required Instrumentation with the Censitrac Marking, although it is highly suggested the contractor use their own Censitrac marking equipment. Use of the VAPHS Censitrac Marking Machine is permitted, with the knowledge that if the machine becomes broken in the contractor s possession, then replacement of the machine will be made by the contractor at no cost to the VA. Contractor must have a mobile onsite truck to perform services. If VAPHS area is used then the Contractor shall be responsible for initial set up, and then upon completion of services is responsible for clean-up of all areas where repair and sharpening services have been performed. Based on the results of the on-site inspection, the Contractor will provide advice to the VAPHS on ways to improve processes, reduce maintenance costs and provide a recommended maintenance schedule. Contractor shall inspect, mark, remove, and repair all unserviceable surgical instruments. Every instrument that is defective shall be clearly marked with a description of the problem and be removed from service to avoid any potential injury. The customer will determine if permanent removal of the instrument is necessary based on instrument inspection and Contractor recommendation. When required and supplied by the VAPHS, wear special protective clothing and shoe covers. When duties will be performed in specified areas, a disposable protective hood shall be worn to ensure infection control standards are met. These items shall remain the property of the Government and shall not be removed from the VAPHS. After use, protective clothing shall be turned in or destroyed as directed by the Chief of Service. Participate in Quality Inspection and Risk Management activities to the extent required by the VAPHS QI/RM plan or regulation. Release of Information Only release medical information obtained during the course of this contract to VAPHS staff involved in the care and treatment of the individual patient. List and/names of patients shall not be disclosed or revealed in any way for any use outside the VAPHS without prior written permission by the Chief of the Medical Staff. Maintain open and professional communication with members of the VAPHS staff. The VAPHS Inventory Management Specialist for the Surgical Specialty Service Line (SSSL) or the COR for this contract will contact the Contractor between the hours of 7:00 A.M. 3:30 P.M. Monday through Friday to determine the need for surgical instrument repair services. GOVERNMENT RESPONSIBILITIES OVERSIGHT OF SERVICES/PERFORMANCE MONITORING; Contract Administration: After award of contract, all inquires and correspondence relative to the administration of the contract shall be addressed to the Contract Specialist listed on the contract and the Technical POC or COR. The COR for this contract is: Andrea Thomas, Surgical service Inventory Management Specialist; 412-360-3223 CO Responsibilities: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements of this contract. The Contractor shall communicate with the Contracting Officer on all matters pertaining to contract administration. Only the Contracting Officer is authorized to make commitments or issue any modification to include (but not limited to) terms affecting price, quantity or quality of performance of this contract. 4.1.2.1 The Contracting Officer shall resolve complaints concerning Contractor relations with the Government employees or patients. The Contracting Officer is final authority on validating complaints. In the event the Contractor effects any such change at the direction of any person other than the Contracting Officer without authority, no adjustment shall be made in the contract price to cover an increase in costs incurred as a result thereof. 4.1.2.2 In the event that contracted services do not meet quality and/or safety expectations, the best remedy will be implemented, to include but not limited to a targeted and time limited performance improvement plan; increased monitoring of the contracted services; consultation or training for the contract staff to be provided by the VA or the contract agency as indicated; replacement of the contract staff and/or renegotiation of the contract terms or termination of the contract. COR Responsibilities: 4.1.3.1 The COR shall be the VA official responsible for verifying contract compliance. After contract award, any incidents of Contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. 4.1.3.2 The COR will be responsible for monitoring the Contractors performance to ensure all specifications and requirements are fulfilled. 4.1.3.3 The COR will review and certify monthly invoices for payment. If in the event the Contractor fails to provide the services in this contract, payments will be adjusted to compensate the Government for the difference. 4.1.3.4 All contract administration functions will be retained by the VAPHS. VAPHS Support Personnel, Services or Equipment: Other necessary personnel for the operation of the services contracted for at the VAPHS will be provided by the VAPHS at levels mutually agreed upon which are compatible with safety of the patient and personnel and with quality medical care programming. NON PERSONAL SERVICES The parties agree that the Contractor, All Contractor staff, agents and sub Contractors shall not be considered VA employees for any purpose. Government Inherent Functions: Contractor and Contractor staff shall not perform inherently governmental functions. This includes, but is not limited to, determination of agency policy, determination of Federal program priorities for budget requests, direction and control of government employees, selection or non-selection of individuals for Federal Government employment including the interviewing of individuals for employment, approval of position descriptions and performance standards for Federal employees, approving and contractual documents, approval of Federal licensing actions and inspections, and/or determination of budget policy, guidance, and strategy. No Employee status: The contractor shall be responsible for protecting the Contractor s staff furnishing services. To carry out this responsibility, The Contractor shall provide or certify that the following is provided for all their staff providing services under the resultant contract: Workers compensation Professional liability insurance Health examinations Income tax withholding, and Social security payments. SPECIAL CONTRACT REQUIREMENTS Billing: Invoice requirements and supporting documentation: Supporting documentation and invoice must be submitted no later than the 20th workday of the month. Subsequent changes or corrections shall be submitted by separate invoice. In addition to information required for submission of a proper invoice in accordance with FAR 52.212-4 (g), all invoices must include: Name and Address of Contractor Invoice Date Contract Number and Purchase/Task Order Number Date of Service Type of service of service performed Unit Cost Total Price Payment Remittance: Monthly billings will be sent to the following addresses: Department of Veterans Affairs Financial Service Center PO Box 149971 Austin, TX 78714-8971 Invoices can also be faxed to the Commercial Payment Section at (512) 460-5540. VA Pittsburgh has roughly 450 Surgical Instrument trays within their surgical inventory with the possibility of totals increasing or decreasing. Surgical services provided in the Operating room are below ATTACHMENT A SPECIALTY SERVICES FOR INSTRUMENT TRAYS Open Heart ENT Liver Transplant General Surgery Plastic Surgery Plastic Eyes Plastic Hands Eye Gynecology Orthopedic Orthopedic Spine Vascular Bariatric Kidney Transplant Urology Dental Neurosurgery