J066--Des Moines VAHCS Surgical Instrument Maintenance Sources Sought

The Des Moines VA Healthcare System requires surgical instrument maintenance and repair services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before June 22nd, 2026. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. Question # Questions Vendor Responses 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks. *If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses.* *If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses.* Draft Statement of Work Central Iowa Veterans Health Administration Health Care System Surgical Instrument Maintenance and Repair The Central Iowa Administration Health Care System (CIHCS) requires surgical instrument Preventative Maintenance (PM) and repair services for their Surgical Processing Suite (SPS). The Contractor shall provide an online digital inventory system, or digital tracker, to track instrument repair status and requests that is accessible by the CIHCS. Preventative Maintenance and Repair Instrument(s) for this requirement mean: individual general surgical instrument identified during assembly inspection or front line use as not functional and requires evaluation and repair. Instrument Set(s) for this requirement mean: a uniquely named instrument tray used to contain a series of instruments defined by an instrument count sheet. Sets are between 1 and up to 612 individual instruments used during invasive procedures. The instrument set is assembled and held inside of a container system where most instruments will stay inside the set over repeated use. An instrument set may include multiple levels of instruments inside one instrument set. All instruments sent out within the instrument set must return with the instrument set. Critical Instrument set : Instrument sets listed below in Appendix A. Critical sets cannot be removed from circulation for more than two to three days at a time without approval of the SPS Chief or designee. Routine Instrument Set : All non-critical instruments sets, identified in Appendix B. Preventative maintenance of surgical instruments shall be done by the inspection of entire trays. Repairs and preventative maintenance shall align with the original manufacturer s design and product specifications. Equipment subject to repairs and preventative maintenance shall be returned to a state near or at its original OEM specifications in terms of functionality and appearance. Any modification or repair performed during repair that deviates from the OEM functional or physical specifications for the instrument will render the instrument damaged beyond repair and will need to be replaced at the expense of the repairer per FAR 52.212-4(b). The Contractor shall ensure repairs and service functions are performed in conformance, the Center for Disease Control (CDC) regulations, Healthcare Sterile Processing Association (HSPA), Association of Peri-Operative Registered Nurses (AORN) Standards, Associate for Professionals in Infection Control and Epidemiology (APIC), the American National Standards Institute (ANSI) and Association for the Advancement of Medical Instrumentation (AAMI). Instruments submitted for repair and preventative maintenance shall be: sharpened, adjusted, aligned, straightened, calibrated, cleared of rust or debris, oiled removal of stains, sharp edges and/or scratches cannulated/lumened items shall have interior lumen flushed and visually inspected. all instruments able to be disassembled, shall be disassembled and undergo a detailed inspection. The following miscellaneous repairs shall also be required as applicable: Gasket Replacement Baffle, Inner, Outer Latch Assembly, Single Action Latch Assembly, Upper Latch Plate Replacement, Lower Latch Replacement, Single Action Latch Replacement, Single Action Latch Sheer Block Replacement, Single Action Latch (w/o handle) Replacement, Double Action Latch (w/o handle), Retention Plate Repla cement, Retention Plate Repair, Handle, Replacement, E-Clip Replacement, Hex Nut Replacement, Stud Nut Replacement, Instrument Holding Pin Replacement, Nut Plate Replacement, Screw Replacement for End Plates, Fastener Replacement, Tag Replacement, General Repair, Bent Container, Burr Removal, Dent Removal, Basket Handle Replacement, Basket Handle Bracket, and Basket Handle Leg Bracket. Returned Instruments shall: have a mirror finished appearance, have legible QR Code, manufacturer name, and instrument catalog number The Contractor shall provide maintenance and repair for rigid instrument containers to ensure that all lid gasket vent devices are fully functional, in accordance with manufacturer specifications. Items deemed unrepairable need to be returned to facility with clear identification as such. Any non-OEM parts used to repair an instrument must have product part numbers provided and must have a Food and Drug Administration (FDA) approved Instructions for Use (IFU) that outlines all steps for reprocessing. The repairer must be able to provide onsite, twice weekly repairs for: Unscheduled repair needs same day PM services for critical sets Site visits should follow a set schedule and be arranged so there is a minimum of 2 weeks between service site visits. During repair and PM, all instruments are to be evaluated for a 2D QR scan code. When a device does not have a 2D laser code, the repairer will place a laser marked QR code on the instrument, as part of the PM service contract or will flag the instrument. Devices with new QR codes shall be returned as part of the set it arrived in. Notification of code placement needs to be communicated to facility via the digital tracker for entry into Censitrac, information to be documented on the digital tracker are: Device product number, Device description Device serial number (if applicable) QR code numeric assignment. The Contractor shall place a QR code on the instrument using a laser etching system if no etch is present. Delicate sharp, pointed instruments delivered in puncture proof containers shall returned be returned in puncture proof containers. Routine individual instruments that need to have part replacements or more complex repairs, can be relocated to facility repair shop with updates of location change provided via the digital tracker. Any instruments that fail the quality check upon return to CIHCS shall be resubmitted to the Contractor for repair at the Contractor s expense per Federal Acquisition Regulations (FAR) 52.212-4(a). All single instruments and surgical trays picked up and delivered back to the hospital should be updated by the Contractor on the digital tracker and following information should be included for each: Instrument Name of instrument, Manufacture catalog number, Serial number (when applicable), Quantity of items for accountability, QR code number assigned to the item. Instrument set: Instrument set name, Tray actual number, # of instruments included. Prohibited Repairs Any instrument found having an unreadable or non-existent Manufacturer s name AND product number visible on the instrument are NOT considered valid reusable instruments. These instruments shall be marked as damaged beyond repair and returned to SPS. Any repairs performed on these instruments will not result in compensation. The Repairer is prohibited from knowingly altering or modifying an original instrument in ANY WAY from the original manufacturers intended design. Any instrument rendered damaged beyond repair due to performance of the repair or preventative maintenance will be replaced at the Contractor s expense. This can include but not limited to: Sandblasting shiny instruments to make them dull. Removing the manufacturer s name or product number found on the instrument. Altering the product dimensions, angles…