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Page 2 of 2 REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this source so... Page 2 of 2 REQUEST FOR INFORMATION / SOURCES SOUGHT SYNOPSIS The Department of Veterans Affairs Network Contracting Office (NCO) 19, Rocky Mountain Acquisition Center (RMAC) is issuing this source sought notice as a means of conducting market research to identify parties having an interest in, and the resources to support this requirement for Decontamination, Packaging and Sterilization of Dental and Medical Instrument Services for the Eastern Colorado Health Care System. Community Based Outpatient Clinics (CBOC), at PFC Floyd K. Lindstrom Outpatient Clinic Colorado Springs CBOC 3141 Centennial Blvd. Colorado Springs, CO 80907. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 561910 (Packaging and Labeling Services). This is a request for information and sources only, which may or may not lead to a future solicitation! This is not a solicitation. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor shall provide Decontamination, Packaging and Sterilization of Dental and Medical Instrument Services for the Eastern Colorado Health Care System. Community Based Outpatient Clinics (CBOC), at PFC Floyd K. Lindstrom Outpatient Clinic Colorado Springs CBOC 3141 Centennial Blvd. Colorado Springs, CO 80907 are included in this Request. BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE, THIS REQUIREMENT MAY BE SET-ASIDE FOR SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION, and multiple awards MAY be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. SUBMISSION INSTRUCTIONS: If your organization can provide these services and is interested in this opportunity, please respond to Alejandra Sierra, Contracting Specialist, Department of Veterans Affairs, NCO 19, 6162 South Willow Drive, Suite 300, Greenwood Village, Colorado 80111 or via e-mail at Alejandra.Sierra@va.gov and NCO19Services1@va.gov with a statement describing your capabilities. The capability statement shall include a point of contact, complete mailing address, telephone number, email address, and state the company s business size status and should address this specific requirement, with appropriate documentation supporting claims of organizational and staff capability. Please provide your SAM UNIQUE ID and be as thorough as possible in your submission. Requests for copies. The deadline for responses is Monday, January 08, 2024 at 8:00 AM mountain time. STATEMENT OF WORK DECONTAMINATION, PACKAGING AND STERILIZATION OF DENTAL AND MEDICAL INSTRUMENT SERVICES TITLE OF PROJECT Decontamination, Packaging and Sterilization of Dental and Medical Instrument Services For the Eastern Colorado Health Care System. Community Based Outpatient Clinics (CBOC), at PFC Floyd K. Lindstrom Outpatient Clinic Colorado Springs CBOC 3141 Centennial Blvd. Colorado Springs, CO 80907 OVERVIEW The Contractor shall perform all decontamination, packaging, and sterilization in accordance with the Food and Drug Administration (FDA), Environmental Protection Agency (EPA), Association for the Advancement of Medical Instrumentation (AAMI) ST79:2010, Center for Disease Control (CDC), State, and Federal rules, regulations, and guidelines. SCOPE OF WORK Contaminated instrument cassettes and loose instruments will be transported by a VA funded courier service in solid biohazard- labeled containers provided by the VA for the transport of soiled equipment or supplies to the Contractor. Soiled instruments will be sprayed with an enzymatic cleanser by VA staff prior to VA funded courier pick- up for delivery to the contractor. A VA funded courier will pick up all transport containers marked with biohazard warning labels from the CBOC during the daily scheduled soiled item pick up. Contaminated medical and dental instruments shall be delivered to the Contractors for decontamination, sterilization, and packaging daily by a VA- contracted courier service. The contractor shall remove the soiled items from the biohazard container(s) and once empty, clean/decontaminate the biohazard containers for transport back to the CBOCS. The contractor shall accept delivery of contaminated medical and dental instruments, including, but not limited to the following: loose medical instruments, dental instrument cassettes, and loose dental instruments. Instrument cassettes delivered to the Contractor shall be washed, decontaminated, and sterilized by the Contractor prior to use and delivery of instruments back to the VA. The contractor shall provide wrap for cassettes, peel packs for loose instruments that are run through the sterilizer as well as packaging and tape for all instruments. The Contractor shall perform all decontamination, packaging, and sterilization in accordance with FDA, EPA, AAMI ST79: 2010, CDC, State, and Federal rules, regulations and guidelines. The Contractor shall complete cleaning, packaging and sterilization of all loose medical instruments, dental cassettes, and loose dental instruments and have them available and ready for pick- up no later than 9:00 a.m. MST, the next business day. All sterilized supplies and equipment shall be placed in the container(s) marked Clean for transport back to the CBOC. The VA funded courier will return the container(s) marked clean with sterilized items and the biohazard container(s) from the contractor to the CBOC. Zip ties will be used to secure the sterile supplies during transport. Reference: AAMI ST79: 2010 6.3 Care and Handling of contaminated reusable items at point of use, AAMI ST79: 2010 6.4 Containment, AAMI ST79: 2010 6.5.2 Transportation equipment, 10.610 cleaning and disinfecting procedures. Contractor shall provide a daily count for cassettes, bagged instruments, and loose instruments by written documents present to the VA with the sterile instruments. Quality control measures shall be put in place for decontamination according to the standard cited above. The Contractor shall store all VA sterilization records for 3 years, including correct use and documentation of physical, chemical, and biological monitors, and documented processes in place for recall in the event of a sterilization failure. An inspection for the VA will be conducted, at a minimum annually. (References: AAMI ST79: 2010 10.5. Quality control measures including maintenance records of equipment and out of service process failures). The Contractor will be provided with a copy of all pertinent and relevant VA policies and operational procedures, including Eastern Colorado Health Care System (ECHCS) standard operating procedures (SOPs) upon contract award. The Contractor shall be provided a copy of any of the reference documents shown above at any time prior to contract award, upon written request by any offeror to the Contracting Officer submitting the solicitation for this service, as shown in such solicitation. The Contractor shall notify VA representative of any failed loads immediately. HOURS OF OPERATION The Contractor shall be available to accept deliveries from the VA funded courier from 8:00 a.m. and 4:30 p.m. Mountain Standard Time, the next day, Monday through Friday of each week, excluding federal holidays. Federal Holidays: New Year s Day Dr. Martin Luther King Jr s Birthday Presidents Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran s Day Thanksgiving Day Christmas Day Any other day specifically declared a National Holiday by the President of the United States When one of the above-shown holiday falls on a Sunday the following Monday will be observed as the legal holiday. When a federal holiday falls on a Saturday, the preceding Friday is observed as the legal holiday. GOVERNMENT FURNISHED PROPERTY The Contractor shall have sufficient security arrangements in place to safeguard Government property, including all VA records required to be maintained by this Statement of Work, and any other information coming into the Contractor s possession and/ or control during the term of this Contract, including any option periods. The Contractor shall maintain records regarding failed sterilization loads for a period of at least twelve (12) months from the date of each failed sterilization load. Contractor shall make these records available to the VA upon request and deliver the same to the VA within five (5) business days from and after each written request. MISCELLANEOUS The Contractor shall notify the Contracting Officer and the VA Representative, whose contact information shall be provided to the Contractor upon award of contract, of any changes in the schedule of services provided in the Contract that may affect any of such services. Any changes to this contract shall be made only by the Contracting Officer. Should the Contractor be unable to provide services under this contract as provided by the terms and conditions of the contract, for any reason the Contractor shall notify the VA representative provided to the Contractor after award of Contract. Notification shall be in writing and shall state why the services cannot be performed as required by the contract. Such notification shall be in sufficient time to allow the VA to seek other alternatives and remedies as necessary to obtain the services required. QUALITY ASSURANCE: VA Representative will inspect sterilized packages for integrity of process. The following items may be observed, tracked, and continually evaluated during the contract period. Overall Contractor Performance: Inspect packaging if sterilized instrumentation. Packaging shall be appropriate to items being processed. See attachment A below. Attachment A Decontamination 1 Items should first be inspected for blood and soil that could be left after decontamination All Packages 100% Yearly audit at time of annual site visit from VA to include all RME processed that date Exercise of Option period and reporting of past performance. Packaging and Sterilization 1 Information should be on the chemical indicator (CI) tape or on the front, plastic portion of peel packs to include following: (1) package contents (if not readily visible): (2) Julian date to indicate date of sterilization (for purpose of rotating packages); (3) Identification of the sterilizer; (4) Sterilization cycle number, (5) Initials of the employee who prepared the package. The label should be placed on the chemical indicator tape or plastic of a peel pack. All Packages 100% Yearly audit at time of annual site visit from VA to include all RME processed that date Exercise of Option period and reporting of past performance. 2 The correct size pouch must be selected, (A) pouches that are too small may prevent adequate air removal, penetration of the sterilant and drying. Additionally, the contents may tear a pouch that is too small. (B) Pouches that are too large allow excessive movement if the content(s), which may cause tears. All Packages 100% Yearly audit at time of annual site visit from VA to include all RME processed that date Exercise of Option period and reporting of past performance. 3 An internal chemical indicator should be used within all health care facility prepared packages and rigid container systems. All Packages 100% Yearly audit at time of annual site visit from VA to include all RME processed that date Exercise of Option period and reporting of past performance. EFFECTIVE DATES OF CONTRACT Base Year: March 3, 2024, thru March 2, 2025 Option Year One (1): March 3, 2025, thru March 2, 2026 Option Year Two (2): March 3, 2026, thru March 2, 2027 Option Year Three (3): March 3, 2027, thru March 2, 2028 Option Year Four (4): March 3, 2028, thru March 2, 2029