J065--Surgical Instrument Preventative Maintenance, Repair & Inspection

Effective Date: 01/15/2026 Revision: 03 Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06. This solicitation is a 100% Small Business (SB) set aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34 million. The FSC/PSC is J065. The VAMC West Haven is seeking to establish a Base plus four (4) option year contract for the routine preventative maintenance, sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System in accordance with (IAW) the Statement of Work (SOW), ensuring optimal performance, safety, and longevity of instruments used in patient care. All interested companies shall provide quotations for the following: Supplies/Services Line Item Description Quantity Unit of Measure 0001 Surgical Instrument Maintenance/Repair-West Haven, CT 24 DAY 0002 Surgical Instrument Maintenance/Repair Newington, CT 6 DAY 1001 Surgical Instrument Maintenance/Repair-West Haven, CT 24 DAY 1002 Surgical Instrument Maintenance/Repair Newington, CT 6 DAY 2001 Surgical Instrument Maintenance/Repair-West Haven, CT 24 DAY 2002 Surgical Instrument Maintenance/Repair Newington, CT 6 DAY 3001 Surgical Instrument Maintenance/Repair-West Haven, CT 24 DAY 3002 Surgical Instrument Maintenance/Repair Newington, CT 6 DAY 4001 Surgical Instrument Maintenance/Repair-West Haven, CT 24 DAY 4002 Surgical Instrument Maintenance/Repair Newington, CT 6 DAY The contract period of performance is: Base: 03/01/2026-02/28/2027 Option Year 1: 03/01/2027-02/29/2028 Option Year 2: 03/01/2028-02/28/2029 Option Year 3; 03/01/2029-02/28/2030 Option Year 4: 03/01/2020-02/28/2031 Place of Performance VAMC West Haven 950 Campbell Avenue West Haven, CT 06516 United States VAMC Newington 555 Willard Avenue Newington, Ct 06111 United States All quoters shall submit the following: Quote All quotes shall be sent to Contract Specialist Kim McCarthy, kim.mccarthy@va.gov Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services [insert date of clause] To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Quoters shall list exception(s) and rationale for the exception(s), if any. Submission of your response shall be received not later than February 20, 2026, 3:00PM to kim.mccarthy@va.gov. Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact: Kim McCarthy, kim.mccarthy@va.gov Statement of Work: Surgical Instrument Preventative Maintenance, Repair & Inspection 1. Purpose To establish a contract for the routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS), ensuring optimal performance, safety, and longevity of instruments used in patient care. Requested services are periodic in nature and are required to maintain the equipment in such a condition that it may be operated in accordance with its intended manufacturer s design and functional capacity. Recommendations for replacement and/or removal of surgical instruments is also covered within the scope of PM. 2. Contractor Responsibilities The contractor shall provide the following services: On-location service at both West Haven and Newington campuses with visits based on a scheduled determined by the Point of Contact (POC). On-location service shall include but not be limited to: Inspection of surgical instruments for wear, damage, and functionality. Sharpening of cutting instruments (e.g., scissors, scalpels, rongeurs) to manufacturer specifications. Preventative Maintenance, Honing, Deburring, Demagnetizing, Aligning, Adjusting, Cleaning, Buffing, Polishing, Passivation, Stain Removal, Restoration of Finish, and Lubricating of instruments as needed to ensure proper function. Minor Repairs including spring replacement, screw tightening, and box lock or handle adjustments. Replacement of standard factory parts and restoration of instruments to manufacturer specifications Minor Repair of rigid surgical containers and replacement of serviceable parts Pickup and Delivery of instruments from and to the facility on a scheduled basis. Documentation of services performed, including instrument condition and work completed. Documentation to be provided for each episode of service. Recommendations for replacement vs. repair and clear photos and documentation of items that are beyond repair. For items unable to be repaired on-location, contractor must be capable of sending out damaged instruments for off-site repair without additional cost to Government Off-site instrument repair service shall include but not be limited to: Repotting of bi-polar forceps with subsequent, documented testing to verify electrical insultation integrity Diamond dust application Gold plating Microscopic/ophthalmic instrument service Contractor shall report to Sterile Processing Services (SPS) upon arrival at the VA for the pickup and return of instruments. If an instrument cannot be repaired, it will be returned to SPS. If an instrument requires off-site instrument repair service, the contractor must have obtained verbal approval from VA SPS Chief, or designee, prior to doing so. Contractor shall make recommendations for surgical instrument replacement which may be pertinent to meet the scope of surgical tray completion. All instruments that can be disassembled will be disassembled, and undergo a detailed contractor inspection. Instruments will not be altered, changed or tampered with and will be repaired following manufacturers original design specifications and in compliance with ANSI-AAMI ST-79. All cannulated items will have interior lumens flushed and inspected. Delicate sharp, pointed instruments will be returned covered with appropriate tip protectors. The contractor will be required to test instruments for accurate alignment, sharpness, insulation and calibration per manufacturer s instructions for use (MIFU). All returned, inspected, and repaired instruments will be stain-free and polished to a mirror finish while maintaining locator barcodes. Collaboration and coordination with VACHS staff on how to best schedule instrument maintenance to minimize OR downtime, prevent case delays, and support efficiency in the Sterile Processing department. Education and staff training to VACHS staff on topics such as proper instrument handling and care, recognizing signs of instrument failure, proper use to extend instrument life, and best practices for cleaning and inspection. Training classes shall be held either in person at the VA facility or virtually. Classes shall be offered at a minimum of 1 time per quarter totaling 4 classes per year on dates and times prearranged and agreeable to the vendor and POC. In addition to the PM service, a one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses is required at the beginning of the contract. This inspection, together with a review of the inventory included in the Instrument Tracking System, is required to establish a preventative maintenance inspection schedule. 3. Service Schedule and Place of Performance Service visits will take place at the following locations: WEST HAVEN VAMC 950 Campbell Avenue West Haven, CT 06516 *TWO (2) on-location visits per month. Inclusive of off-location repairs. NEWINGTON VAMC 555 Willard Avenue Newington, CT 06111

• ONE (1) on-location visit every other month. Inclusive of off-location repairs.

On each visit, the contractor shall service at least 15 instrument sets or the equivalent in single instruments or a combination of sets/single instruments. 4. Quality Standards All work must comply with industry standards from ANSI/AAMI and the Healthcare Sterile Processing Association. All repairs must be performed by qualified service technicians and must align with the instrument s MIFU Instruments must be returned in ready-to-use condition, properly packaged and labeled. Contractor must maintain ISO 13485 certification or equivalent quality assurance standards. 5. Facility Responsibilities Provide access to instruments requiring service. Designate a point of contact for coordination and communication. Maintain a log of instruments sent for service. 6. Reporting and Documentation Contractor shall provide a detailed service report with each episode of service which includes the following information: Date of service Technician name or ID Instrument or tray type, ID, or description Type of service performed status of instrument repair or resolution Instruments that are nonrepairable shall also be annotated in this log. 7. Performance Monitoring The facility reserves the right to inspect serviced instruments and audit contractor performance. Continued monitoring of instrument repairs quality and turnaround time, as well as contract compliance, will be progressively monitored by SPS and POC. Quarterly Reviews: All parties agree to Quarterly Business Reviews. Discussions will address quantity and quality of repairs, turnover times, service histories, actual repair costs, procedure counts, and suggestions to proactively reduce repair and service costs. Before/After Onsite Picture Reporting: Utilize picture reporting to track trends and to provide necessary education with the aim to reduce costs and prevent instrument damage. Problem Identification: Contractor shall provide Root Cause Analysis evaluations to aid with the identification of potential instrument misuse or handling that may be leading to the need for repeat repairs. The POC will be responsible for verifying contract compliance. Any incidents of contractor noncompliance as evidenced by the monitoring procedures will be forwarded immediately to the Contracting Officer (CO) 8. Contract Duration Initial term: 12 months. Renewal: Option to renew annually based on performance and mutual agreement. 9. Pricing and Payment Pricing shall be based on: Flat rate per visit Invoices must include the service dates and must reference the contract ID/Purchase Order The SPS Chief, or designee, will verify that services were performed against the contractor's certified delivery repairs document. Only after verification are invoices certified for payment. 10. Security, Compliance, and Confidentiality Before work is performed and during the entire performance period when work is being conducted the contractor shall ensure they possess or obtain the necessary credentials/badges needed to enter/exit the facility to include obtaining access to needed and specific site areas where instruments are located. Coordination and check in with the VA police and other appropriate security personnel may be required. Contractor shall coordinate with the POC, other authorized representative, or the Contracting Officer if assistance is needed. Contractors must comply with all applicable VA, HIPAA, and OSHA regulations. All work shall be completed according with all terms within this Scope of Work. National Archives and Records Administration (NARA) Records Management Contract Language Clause will be required in the contract if it will result in the creation and/or deletion of new federal records (such as invoices, project guidelines, reports, etc.) The following solicitation provisions and clauses apply to this acquisition: 52.212-1 Instructions to Quoters Commercial Products and Commercial Services (OCT 2025) (a) Submission of quotes. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. As a minimum, offers shall include (1) The solicitation number; (2) The name, address, telephone number of the Quoter; (3) The Quoter s Unique Entity Identifier (UEI) and, if applicable, Electronic Funds Transfer (EFT) indicator; (4) Information necessary to evaluate the factors contained in the provision at 52.212-2 or as described in the solicitation; Technical Approach to the Performance of Work Statement identifying the quoter s capability and resources to support the requirements of the solicitation detailed in the Statement of Work (SOW). Address each point separately as listed in the evaluation factors. (5) Responses to provisions that require Quoter completion of information, representations, and certifications (other than those collected via the System for Award Management (SAM)); and (6) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and any solicitation amendments. (b) Period for acceptance of offers. The Quoter agrees to hold the prices in its offer firm for 60 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation. (c) Late submissions, modifications, revisions, and withdrawals of offers. (1) Quoters are responsible for submitting offers and any modifications or revisions to the Government office designated in the solicitation by the time specified in the solicitation. (2) Any offer, modification, or revision received after the time specified for receipt of offers is late and will not be considered unless it is received before award is made and the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition. However, a late modification of an otherwise successful offer that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted. (3) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (4) Quoters may withdraw their offers by written notice to the Government received at any time before award. (d) Contract award. The Government intends to evaluate offers and award a contract without discussions with Quoters. Therefore, the Quoter s initial offer should contain the Quoter s best terms. However, the Government reserves the right to conduct discussions, if necessary. The Government may reject any or all offers if such action is in the public interest, accept other than the lowest offer, and waive informalities and minor irregularities in offers received. (e) Debriefings. If a postaward debriefing is given to requesting Quoters, the Government will disclose the following information, if applicable: (1) The agency s evaluation of the significant weak or deficient factors in the debriefed Quoter s offer. (2) The overall evaluated cost or price and technical rating of the successful Quoter and the debriefed Quoter and past performance information on the debriefed Quoter. (3) The overall ranking of all Quoters when any ranking was developed by the agency during source selection. (4) A summary of the rationale for award. (5) For acquisitions of commercial products, the make and model of the product to be delivered by the successful Quoter. (6) Reasonable responses to relevant questions posed by the debriefed Quoter as to whether the agency followed source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities. (End of provision) 52.212-2 Evaluation Commercial Products and Commercial Services (OCT 2025) Basis for Award: Evaluation factors. The Government will award a contract resulting from this solicitation to the responsible Quoter whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers: Price Technical or Quality: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Identification of Quoter s ISO 13485 certification or equivalent quality assurance standards. Veteran involvement. (b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. The evaluation of options does not obligate the Government to exercise the option(s). (c) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Quoter within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (OCT 2025) (a) Definitions. As used in this clause American Security Drone Act-covered foreign entity means an entity included on a list that the Federal Acquisition Security Council (FASC) develops and maintains and publishes in the System for Award Management (SAM) at https://www.sam.gov (section 1822 of Pub. L. 118-31, 41 U.S.C. 3901 note prec.). Backhaul means intermediate links between the core network, or backbone network, and the small subnetworks at the edge of the network (e.g., connecting cell phones/towers to the core telephone network). Backhaul can be wireless (e.g., microwave) or wired (e.g., fiber optic, coaxial cable, Ethernet). Covered application means the social networking service TikTok or any successor application or service developed or provided by ByteDance Limited or an entity owned by ByteDance Limited. Covered article, as defined in 41 U.S.C. 4713(k), means: (1) Information technology, as defined in 40 U.S.C. 11101, including cloud computing services of all types; (2) Telecommunications equipment or telecommunications service, as those terms are defined in section 3 of the Communications Act of 1934 (47 U.S.C. 153); (3) The processing of information on a Federal or non-Federal information system, subject to the requirements of the Controlled Unclassified Information program (see 32 CFR part 2002); or (4) Hardware, systems, devices, software, or services that include embedded or incidental information t…