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) is 339113 (Surgical Appliance and Supplies Manufacturing) and PSC code 6515 (Medical and Surgical Instruments, Equipment, and Supplies) with a size standard of 800 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 nonmanufacturer 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 provide the brand name PureSteel Wrapping Inspection Table and Accessories, 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 03-14-2025. 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 PureSteel Wrap Inspection Table 1. BACKGROUND 1.1. The Veterans Healthcare System of the Ozarks (VHSO) Sterile Processing Service requires one PureSteel Wrap Inspection Table. 2. SCOPE 2.1. The Contractor must furnish all materials, transportation, and expertise necessary to provide the VHSO with one PureSteel Wrap Inspection Table. 3. SALIENT CHARACTERISTICS 3.1. Must not exceed the following Dimensions 50 inch Length x 30 inch Width fixed height Wrap Table on locking casters. 3.2. Must have Table Pegboard 50 inch Length x 14 inch Height table pegboard organize and store a customized set of reprocessing tools. 3.3 Must have Lighted Shelves provide a stainless-steel shelf option for mounting. accessories with built-in lighting also enhances. 3.3 Must have The Ergotron® Wall Mounted Keyboard and Monitor Arm. The Ergotron® VESA. Must have scanner platform shelf for placing wireless scanners or accessories alongside monitor screens. Must hold up to 1.5 pounds and works with screens up to 24 inch scanner mount that must include mounting brackets. Must have factory back walls and/or pegboards for accessories. Must include factory assembly. 4. DELIVERY SCHEDULE 4.1. The requested equipment is required to be installed at the VHSO not later than May 16, 2025. (60 days ARO) 4.2. The contractor must coordinate all deliveries, arrangements with Angela Long, Chief Nurse of Sterile Processing Service. 4.3 Contractor must provide all manufacturer recommended maintenance schedules and operation materials packaged upon delivery. Manuals must be made available in an electronic format. 4.4. The Contractor must 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: Fayetteville Veterans Healthcare of the Ozarks Attn: Purchase Order # , 1100 North College Avenue Fayetteville AR 72703 Building 8 Warehouse 5. WARRANTY 5.1. At a minimum, the PureSteel Wrap Inspection Table must include a 36 month warranty. 6. TRAINING 6.1. No onsite training will be required. 7. INSPECTION AND ACCEPTANCE 7.1. The contractor must conduct an inspection upon delivery of the equipment and must provide logistics a list of missing or damaged items found upon inspection. 7.2. The VHSO SPS service must ensure all equipment has been delivered satisfactorily and notify Logistics prior to acceptance. Disputes must be resolved by the VA Contracting Officer. 8. CONTRACTOR REQUIREMENTS 8.1. The Contractor must not perform any service or provide any items that is outside the scope of work without the written approval of the Contracting Officer. 8.2. The contractor must protect all items from damage during shipping. I. CONTRACTOR ACCESS AND ACTIVITIES: A. 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. 1. 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. a) The term Federal record: (1) Includes U.S. Department of Veterans Affairs (VA) records. (2) does not include personal materials. (3) applies to records created, received, or maintained by Contractors pursuant to their VA contract. (4) may include deliverables and documentation associated with deliverables. 2. 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. 3. 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. 4. 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. 5. 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. 6. 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). 7. 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. 8. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy. 9. 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. 10. 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. 11. 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. 12. 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. 13. 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. 14. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. B. 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). C. 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. D. 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.
