Sources Sought Notice Sources Sought Notice Page 12 of 12 Sources Sought Notice *= Required Field Sources Sought Notice Page 1 of 12 SUBJECT* Full-Service Plan/Agreement for select Steris Equipment GENERAL INFORMATION CONTRACTING OFFICE S ZIP CODE* 39216 SOLICITATION NUMBER* 36C25625Q0730 RESPONSE DATE/TIME/ZONE 04-04-2025 12 pm CENTRAL TIME, CHICAGO, USA ARCHIVE 60 DAYS AFTER THE RESPONSE DATE RECOVERY ACT FUNDS N SET-ASIDE PRODUCT SERVICE CODE* J065 NAICS CODE* 811210 CONTRACTING OFFICE ADDRESS Department of Veterans Affairs G.V. (Sonny) Montgomery VAMC 1500 E. Woodrow Wilson Dr. Jackson MS 39216 POINT OF CONTACT* Contracting Officer Damuel Thomas PLACE OF PERFORMANCE ADDRESS Biloxi VAMC 400 Veterans Blvd, Biloxi, MS 39531 Pensacola CBOC 790 Veterans Way, Pensacola, FL 32507 POSTAL CODE COUNTRY USA ADDITIONAL INFORMATION AGENCY S URL https://www.biloxi.va.gov/ URL DESCRIPTION Agency's Homepage AGENCY CONTACT S EMAIL ADDRESS damuel.thomas@va.gov EMAIL DESCRIPTION Point of Contact email This is a SOURCES SOUGHT NOTICE ONLY. This SOURCE SOUGHT NOTICE is for the purpose of Market Research. Response to this notice will be used for information and planning purposes. No proposals or quotes are being requested or accepted with this notice. THIS IS NOT A SOLICITATION FOR PROPOSALS or QUOTES and NO CONTRACT SHALL BE AWARDED FROM THIS NOTICE. This notice shall NOT be construed as solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). Responses to this notice is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. The Gulf Coast Veterans Health Care System is seeking preferably Service-Disabled Veteran Owned Small Businesses, or Small Businesses (but will accept other than small business for market research purposes), capable of providing full-service plan/agreement on sterilizers located in Biloxi, MS and Pensacola, FL. See DRAFT Statement of Work for description of services. (NOTE: Must be compatible with existing Steris equipment.) The NAICS code is 811210Â Other Electronic and Precision Equipment Repair and Maintenance Services and the Size Standard is $22M. Responses must be received by no later than 12:00 p.m. Central Time, Friday, April 4, 2025. Responses shall be emailed to damuel.thomas@va.gov. Responses shall include Capabilities Statements, DUNS number, and whether the requirement is on GSA/FSS schedule or Open Market. Facsimile or Telephonic responses will not be accepted. Note: All interested parties are reminded to be registered, active and verified in the following to be considered for Award. SAM: https://sam.gov/SAM/ VETBIZ: https://www.vip.vetbiz.va.gov/ Vet 4212 (Veteran owned small Business are reminded of Reporting Requirements) https://www.dol.gov/agencies/vets/progams/vets4212 Statement of Work Service Plan/Agreement Gulf Coast Veterans Health Care System Biomedical Engineering 1. OBJECTIVE: The Gulf Coast Veterans Health Care System requires the following services for the facility: Full-Service Plan/Agreement for select Steris Equipment. The service plan/agreement being sought includes but is not limited to the following: 24-hour vendor support, parts needed for service, software upgrades, new software versions, and on-site corrective and preventative maintenance services. 2. GENERAL: This is a non-personnel services requirement. The contractor shall provide all management, supervision, labor, transportation, tools, materials, parts, and other items necessary to perform work, execute services, and to successfully complete all deliverables as contained within this Statement of Work. The Government shall not exercise any supervision and/or control over contractor personnel (which includes contractor service providers, contractor representatives, and subcontractors employed with and/or being utilized by the prime contractor) during all active performance periods of the contract. All contractor personnel shall be accountable solely to the Contractor, who in turn is responsible to the Government. 3. BACKGROUND: Steris Sterilization equipment is already and will be utilized by the facility in support of facility operations for the delivery of veteran patient care. Some of the equipment will be coming off their warranty while others have been in use. This will be a firm fixed price contract. The Steris equipment is used to reprocess reusable medical equipment used by the hospital. Examples include endoscopes being processed after a colonoscopy, or surgical instruments being sterilized between cases. All the equipment is critical to the continuation of services at the GCVHCS. This is a service agreement for all Steris equipment at the GCVHCS that biomed cannot service ourselves. This equipment is complex and proprietary, so the skills and technology needed to service it are unique and specialized. This service agreement is intended to cover all Steris equipment deployed at the GCVHCS that cannot be serviced by Biomedical Engineering staff. As equipment is replaced or added, the equipment needing coverage may change. This will be communicated with the contracting officer and additional funding required. 4. SCOPE OF SERVICES: The services needed (to include required Deliverables) are described below. The manufacturer of the devices needed services is Steris Corporation. Services must ONLY be performed by manufacturer trained technicians, who have evidence of current factory training on the specific device being serviced. This must be available 24 hours a day from the vendors help desk line. Must provide evidence of equipment standards and traceability and final device performance testing that follows and complies with all manufacturer s procedural requirements. Must guarantee that safety inspections performed will comply with all applicable federal, state, and regulatory requirements, manufacturer standards, and meet FDA alerts and recall requirements. Each technician must be certified on the device prior to performing any service and/or maintenance on manufactured equipment. Must provide evidence of recent attendance and successful completion of the Manufacturer Factory Training Seminars for each product serviced. Must maintain continuous access to the most up to date manufacturer software revisions of the equipment listed. Must guarantee execution of all Manufacturer Service Recommendations during each service incident, including the use of ONLY manufacturer planned maintenance and repair parts. (Note: Failure to utilize original manufacturer parts may result in the improper operation of the equipment.) Must possess the legal rights to propriety software. Must provide updated versions of the software when released at no charge to the Government. The service technician must have completed training for each specific device by a Manufacturer Authorized Trainer prior to performing service on said device. The vendor must keep equipment functioning at a 95% uptime rate. The vendor must perform preventative maintenance that adheres to the original equipment manufacturer schedules. Maintenance activities must have a corresponding field service report outlining the actions taken and data collected from the tests. This includes corrective maintenance, recall remediation, and preventative maintenance. The maintenance for the Amsco Devices must also include the Chamber Cleanings per manufacturer and facility standards. The Advantage Plus with serial number 13148483 is under warranty until 2027. It should be included on the proposals submitted, but not billed until FY28. The equipment to be covered under this contract is listed below: Manufacturer: Model: Serial Number: MX Number: Steris Corp Endodry CM04030 520 MX3438093 Steris Corp Endodry CM04031 520 MX3438089 Steris Corp Endodry CM04032 520 MX3438084 Steris Corp Endodry CM04034 520 MX3438091 Steris Corp Endodry CM04106 520 MX3438087 Steris Corp Endodry CM04292 520 MX3452050 Steris Corp Endodry CM04293 520 MX3452051 Steris Corp Endodry CM04294 520 MX3452049 Steris Corp Advantage Plus ADV - 1007 13145625 520 MX3620940 Steris Corp Advantage Plus ADV - 1007 13145636 520 MX3621022 Steris Corp Advantage Plus ADV - 1007 13148483 520 MX3629412 Steris Corp Amsco 600 Series 032352437 520 MX3703280 Steris Corp Amsco 600 Series 032352440 520 MX3703281 Steris Corp Amsco 600 Series 032282409 520 MX3703282 Steris Corp Amsco 400 Series 20 032212401 520 MX3703283 5. PLACE OF PERFORMANCE: Work will be performed, services will be executed, and deliverables will be completed at the Gulf Coast Veterans Health Care System in Biloxi, MS and Pensacola, FL. Biloxi VAMC 400 Veterans Blvd, Biloxi, MS 39531 Pensacola CBOC 790 Veterans Way, Pensacola, FL 32507 6. PERIOD OF PERFORMANCE: The expected period of performance for services executed under the final contract for this acquisition is the following. Base Year: 10/1/2025 thru 09/30/2026 Option Year One: 10/01/2026 thru 09/30/2027 Option Year Two: 10/01/2027 thru 09/30/2028 Option Year Three: 10/01/2028 thru 09/30/2029 Option Year Four: 10/01/2029 thru 09/30/2030 Option years may or may not be exercised based on the needs of (and at the discretion of) the U.S. Government. 7. WORK HOURS AND SCHEDULE: All work, execution of services, and completion of deliverables must be accomplished during normal business hours, 8:00 a.m. through 4:30 p.m. Monday through Friday, Federal Holidays excluded. Prior to work being performed proper coordination shall be initiated between the contractor and the government to ensure that services/work can be executed when scheduled. Any work, services, and/or other tasks performed during other than normal business hours must be approved in advance by the Contracting Officer Representative (COR), Contracting Officer, and/or other authorized facility designee/representative before such work begins. The Federal Holidays that are currently being observed by the facility are listed in the table below. New Year s Day January 1 Martin Luther King s Birthday Third Monday in January President s Day Third Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4 Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11 Thanksgiving Day Fourth Thursday in November Christmas Day December 25 Other Federal Holidays (that could occur) Any other day specifically declared to be a national holiday (per Federal Statute, Executive Order, or by the President s Proclamation). An alternative schedule (different from the schedule described above) may be utilized if there is mutual agreement between the government and the contractor regarding this alternative schedule if implemented. 8. PERSONNEL PERFORMING WORK/SERVICES - REQUIRED CORE COMPETENCIES : Personnel performing work, executing services, and completing deliverables during the active performance periods of the contract shall possess the knowledge, skills, and abilities required to successfully execute the services described herein. No unqualified individual shall be allowed to perform work, execute services, and to complete deliverables at any time under the contract while active. 9. KEY PERSONNEL During the active performance periods of the contract a Key Personnel Person shall be designated by the contractor (to be contacted by the government when needed) regarding performance of work, execution of services, and completion of Deliverables as contained within this Statement of Work and covered by the final contract. This Key Personnel person must have sufficient knowledge to be able to respond to technical questions by the government. 10. DELIVERABLES: Required Deliverables DELIVERABLE #1: ROUTINE REPORTING, DOCUMENTATION, AND SERVICE LOG Documentation shall be provided following execution of services, performance of work, and completion of deliverables during the active performance periods of the contract. A service log describing the efforts completed under the final contract shall be prepared, maintained, and provided to the government if/when requested. DELIVERABLE #2: CHECK IN AND CHECK OUT PROCEDURES Before beginning any work at any time during the active performance periods of the contract personnel performing services must physically check in with the appropriate facility representative to obtain approval and confirmation of the expected work to be performed and services to be executed. Check out procedures will be the same once work has been completed and services have been executed. Check in and check out procedures shall include the following: 1). Written documentation of the contractor s arrival and departure while on site and 2). Written documentation showing the expected work to be performed, approval of such work before such work begins, and confirmation/completion status of the planned work that was scheduled to be performed. Facility personnel and the contractor may modify such procedures if there is mutual agreement among both parties regarding changes to these procedures if implemented. 11. RECORDS MANAGEMENT 1. 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. 2. 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 management and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be management 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. 4. GVSM 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 GVSM VAMC 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 GVSM VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. 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. Contractor personnel shall sign VA Form 10-0708 Employee Clearance from Indebtedness before resigning or termination from Contractor working for GVSM VAMC Facility Records Officer must sign form. A copy of completed signed VA Form 10-0708 (Contractor personnel and Facility Records Officer signatures) shall be place in each competency folder. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to GVSM 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). 6. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA 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. TMS (Talent Management System) course VA 4192704 : Records Management for Everyone . 7. Flow-down of requirements to subcontractors a. 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. b. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. 12. OTHER REQUIREMENTS: 12.1 Identification and Badges: Any individual performing work under this contract shall wear a badge or other identification while on site that is clearly displayed at all times. While on site, any person performing work directly or indirectly must be in a position to specify their authorized purpose for their presence at the facility in the event that such information is requested by VA facility personnel. 12.2 Parking: It is the responsibility of the contractor to park in the appropriate designated parking areas, to avoid ticketing or towing. Information on parking is available from the facility if requested by the contractor. 12.3 Contract Administration: The Contracting Officer is the only person authorized to approve changes or modify any of the requirements under 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 changes that will affect price, quantity, or quality of performance of this contract. In the event the Contractor makes any such change at the direction of any person other than the Contracting Officer, this change shall be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. All changes to the contract will be issued via an amendment and/or modifications in writing from the Contracting Officer to the Contractor. 12.4 Invoicing and Payment: Contractor is authorized prompt payment IAW applicable regulation following the successful performance of work, execution of services, and completion of required deliverables. Contractor invoices shall be submitted IAW VAAR Clause 852.232-72 Electronic Submission of Payment Requests. Invoices submitted for payment must be detailed to the extent necessary to reflect the work done and the services performed during the time periods when completed so an accurate assessment can be made by the facility for certification of these invoices for payment. Advance payments are not authorized, and contractor is not authorized payment for future work not performed and/or for work that has not been successfully completed. VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TOVAINFORMATION ANDVAINFORMATIONSYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information is subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment.
