THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is for market research to obtain information regarding the availability and capability of all qualified sources to perform or provide a potential requirement. The responses received from interested vendor will assist the Government in determining the appropriate acquisition method. The Department of Veterans Affairs (VA), Network Contracting Office 16 (NCO 16) is seeking to identify potential qualified vendors capable of providing the requirement. This requirement is for the Veterans Health Care System of the Ozarks (VHSO) at 1100 N. College Ave Fayetteville, AR 72703. The North American Industry Classification Code (NAICS) is333413 (Industrial and Commercial Fan and Blower and Air Purification Equipment Manufacturing), and PSC code: 6530 (Hospital Furniture, Equipment, Utensils, and Supplies) with a size standard of 500 employees. REQUESTED RESPONSES: All responsible vendors and interested parties please respond to this source sought announcement if you can fulfill the requirements. Responses to this source sought shall include the following information: 1. Your company name, address, contact person name, phone number, fax number, e-mail address(s), UEI number, number of employees, and company website if available. 2. If you are an GSA/FSS contract holder are the referenced items available on your schedule/contract? Provide your company GSA/FSS contract number and contract expiration date, if applicable. 3. If you are a NASA SEWP V contract holder are the referenced items available on your schedule/contract? Provide your company NASA SEWP V contract number, contract group, and contract expiration date, if applicable. 4. Is your company a contract holder on any other federal contract? If so, please provide the contract number. 5. Socio-economic status of business such as but not limited to (Service-Disabled Veteran Owned Small Businesses (SDVOSB) or Veteran Owned Small Businesses (VOSB) SDVOSB/VOSB, 8(a), HUB Zone, Women Owned Small Business, Small disadvantaged business, or Small Business HUB Zone business, Large Business, etc.). 6. Is your company considered small under the NAICS code identified in this source sought announcement? 7. Is your company the manufacturer, distributor, or an equivalent for the products being offered? If an authorized distributor or equivalent, can you provide documentation from the manufacturer confirming authorization to provide the referenced items and/or products being offered? If not, can you provide additional information shown below. This is to confirm compliance with the non-manufacturer rule in accordance with Title 13 CFR 121.406(b) Nonmanufacturers. Does your company exceed 500 employees? Is your company primarily engaged in the retail or wholesale trade and normally sells the type of item being supplied? Does your company take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice; and Will supply the end item of a small business manufacturer, processor or producer made in the United States, or obtains a waiver of such requirement pursuant to Title 13 CFR 121.406 paragraph (b)(5). 8. If your company is a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of contact and size status (if available). 9. What is the manufacturing country of origin of the items and/or products being offered? 10. Delivery Timeframe The Government would like to know the standard delivery time frame for a requirement like this. 11. Provide warranty information for the items and/or products being requested? 12. Vendors are requested to submit estimated market research pricing with their responses. The estimated pricing will be considered when determining the procurement strategy for the future solicitation. (e.g., if Contracting Officer determines that capable small businesses cannot provide fair and reasonable pricing, then the solicitation will not be set-aside). Please note that if no responses to this notice are received, from either authorized distributors of the cited brand name nor from manufacturers marketing a potentially equivalent brand, then this action will be sole sourced to the manufacturer. If an authorized distributor letter or certifications proving your business can provide the needed requirement or provide documentation that you will be able to install and remove the current convection steamer, your response will not be taken into consideration. CONTACT INFORMATION AND RESPONSE DUE DATE: Please email all responses to caleb.parker@va.gov. Please respond to this source sought notice no later than 5:00 PM Central Time 03-03-2025. DISCLAIMER: This source sought is issued solely for informational and planning purposes and does not constitute a solicitation. Responses to this notice are not offers and cannot be accepted by the Department of Veterans Affairs to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this source sought notice. Statement of Work Requestor: VHSO VA Medical Center Pharmacy Service Fayetteville, AR Background Information Pharmacy service uses Equipment to replace end of life IV hoods to compound patient specific IV s. Fayetteville, Arkansas VAMC Station# 564. Pharmacy has a requirement for two (replacement) new clean room Primary Engineering Control sterile intravenous preparation hoods in the non-hazardous and hazardous rooms. Pharmacy employees utilize the clean room IV hoods to blend and combine various medications for patients who require intravenous chemotherapy, antibiotics, or vitamins. With the use of a barrier on the hazardous IV hood, the IV hoods regulate the airflow for pharmacy employees, preventing any potentially dangerous chemicals from reaching them. Scope In 2004, the United States Pharmacopeia issued chapter 797 Pharmaceutical Compounding Sterile Preparations (USP 797), which provides the guidelines, procedures, and compliance requirements for compounding sterile preparations as well as setting the standards that apply to all parameters in which these tasks are performed. USP 797 promotes the protection of the sterility of the drug. In 2016 USP 800 Handling Drugs in Healthcare Settings was released. It provides standards for the safe handling of hazardous drugs in order to minimize contamination transfer to healthcare personnel, patients, the environment, and the drugs themselves. VHSO VA Medical Center Pharmacy Service in Fayetteville, AR currently has two functioning primary engineering controls (IV prep hoods) that are beyond end of life and are being replaced. The requirement is for two different products with similar but separate functions. Horizontal Laminar Air Flow Hood The class LAFW for this requirement will be Horizontal Laminar Flow Clean Bench The first unit functions in a positive air pressure environment (room) and is used for non-hazardous sterile compounding for IV products. This unit primarily protects the sterility of the product begin manufactured while the second unit protects sterility and the provides protection to the person compounding. The first unit required will be for a horizontal laminar air flow hood. A laminar flow cabinet or clean bench is an enclosed workstation designed to create a contamination-free environment. It operates by using a fan to draw air through specialized filters, typically high-efficiency particulate air (HEPA) or ultra-low penetration air (ULPA) filters, which purify the air. The filtered air then flows smoothly over the work surface in parallel lines at a uniform speed, creating a unidirectional, laminar airflow. The primary purpose of a laminar flow hood is to protect samples, reactions, and equipment from airborne contamination. It achieves this by maintaining a constant flow of clean air across the work area, which prevents the intrusion of particles and contaminants. Required components/characteristics: Horizontal air flow Diffuser screen included over HEPA filter Standard adjustable height stand allows for work surface height range of 27.5-41.375 height Work area depth of 20.3 and height of 34 for ample space Satin finish on work surface that reduces light reflection LED lighting in hood interior Electronic height adjustment with touchpad operation Slanted 10% façade for user eas of access and fatigue reduction IV bar included Casters Stainless steel IV hooks (qty 6) Biological Safety Cabinet with filtered return and exhaust The class BSC for this requirement will be Class II, Type A2. The second unit functions in a negative pressure environment (room) and is used for hazardous sterile compounding for IV products.The second unit required will be for a biological safety cabinet. A biological safety cabinet (BSC), also known as a biosafety cabinet or microbiological safety cabinet, is an enclosed, ventilated laboratory workspace designed for safely working with materials contaminated with or potentially contaminated with pathogens. The main purposes for this requirement will be to: Protect Pharmacy workers from exposure to hazardous substances and maintain the sterility of materials inside the cabinet. BSCs achieve these goals through a combination of High-Efficiency Particulate Air (HEPA) filtration, laminar airflow, and containment. The cabinets use inward and downward airflow to create an air barrier, preventing airborne particles from escaping. HEPA filters clean the air entering the work area and exiting to the environment, removing particles and hazardous material. Class II is the most common type, offering personnel, product, and environmental protection and this is the version we require in the A2 model type. Required Components/Characteristics Channel stand with adjustable height (30 38 ) IV Bar Canopy exhaust connection for hard ducted external exhaust for plumbing connection - *crucial Cabinet pressure monitor Exhaust flow alarm Automatic variable flow motor controller to adjust airflow Standby mode for maintaining sterility during off-time Air flow curtain to minimize turbulence and support sterility All metal double-wall cabinet design NSF approved cable ports for access to sterile environment Salient Requirements: QTY 1 EA Six feet wide Biological Safety Cabinet Class II A2 (BSC IIA2) *Required Accessories Channel Stand (adjustable stand-elevations 30 to 38 ) IV Bar FlexAIR Canopy Exhaust Connection 12in. O.D. Cabinet pressure monitoring Exhaust alarm Exterior dimensions 6ft work area 77 x 30 x (86 to 94 ½ ) adjustable height-0 Cabinet Exhaust 993 CFM at -0.06/-0.13 W.G. to -0.11/-0.30 W.G. Cabinet Sound 67 dBA Cabinet current 110V,115V @16 amps QTY 1 EA Six feet wide horizontal laminar air flow work bench (LAFW) *Required Accessories Adjustable height stand (27.5 to 41 ) IV Bar Casters Stainless steel IV hooks (qty 6) Exterior dimensions 6ft work area (77 x 44.5 ) Cabinet Exhaust NONE Cabinet sound less than 67 dBA Cabinet Current 110V, 115V @ 16 amps Reusable Medical Equipment Not applicable Additional Technical Advisory Group Requirements Must feature a removable work surface for increased sterility and easy cleaning. Must feature high-velocity return air slots to maximize cleanliness and product protection by precisely controlling airflow volumes and velocities. Must feature a standard pre-filter for extended filter life located in an easy to access drawer for quick replacement. Must feature a front access to filter for ease of maintenance. Must feature a motor controller to improve performance by regulating and controlling airflow more efficiently. Must feature an airflow system that provides uniform airflow to work surface and meet up to ISO Class 4 (Class 10) air cleanliness requirements. Must feature casters with locks (LAFW only). Must feature a slanted work access area for personnel. Contractor Requirement Order fulfillment and delivery FOB Destination The contractor shall not perform any service or provide any item that is outside the scope of work without the written approval of the Contracting Officer. Should the Contractor have to come to the VHSO for any reason other than delivery, the Contractor shall be required to log in with the VA Police Dispatch (Building 1, first floor) upon arrival to obtain a contractor badge. The contractor will always visibly wear the badge while on VHSO premises and will be required to turn in the badge before leaving VHSO premises. The A&A requirements do not apply and a Security Accreditation Package is not required. The contractor for equipment supply and shipping will not be required to provide installation, testing or balancing of the equipment or clean rooms in which they are installed. These services will be handled through a separate requirement. Delivery Schedule The requested equipment is required by 07/01/2025 and will be delivered to the VHSO as soon as possible. The contractor will ensure all deliverables are delivered to the following address and reference the VA s purchase order number as an Attn: line in the shipping address: Veterans Healthcare System of the Ozarks Warehouse Building 8 ATTN Purchase Order 1100 N. College Avenue Fayetteville, AR 72703 CONTRACTOR ACCESS AND ACTIVITIES: Records Management: Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: Includes U.S. Department of Veterans Affairs (VA) records. does not include personal materials. applies to records created, received, or maintained by Contractors pursuant to their VA contract. may include deliverables and documentation associated with deliverables. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created while performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to VA. The agency must report promptly to NARA in accordance with 36 CFR 1230. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgment of same. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. Safety: Contractor s highest priority must be safety. Contractor work must be in accordance with Federal, State, Local OSHA codes, regulations, latest edition of NEC, latest edition of NFPA 70E, and 01 35 26 Safety Requirements specification. Contractor must furnish and use required safety items, including but not limited to, safety signage, cones, barricades, and must furnish and wear required Personal Protective Equipment (PPE). Equipment and Tools: Contractor must furnish construction equipment and power and hand tools, including but not limited to, ladders, scaffolds, lifts, backhoes, and forklifts to complete Contractor s work. Radios and Mobile Devices: Contractor must use mobile devices at low volume or outside. Contractor must not carry on conversations in hallways or near any patient areas. AM/FM radios and other media producing devices must not be used on VHSO property.
