DA10--Laser Marking, Commissioning, and Data Optimization

Other / Unclassified (Sources Sought Notice)

This is a Sources Sought Notice issued by the Department of Veterans Affairs Network Contracting Office 2. Its primary purpose is to conduct market research to identify interested and capable parties for Onsite Surgical Instrument Laser Marking, Commissioning, and Data Optimization services at the NY Harbor Healthcare System, Manhattan campus. The information gathered will help the VA determine the appropriate procurement method, including the viability of setting aside the requirement for specific socio-economic categories. This notice is for information gathering only; no contract will be awarded based on responses, and the government will not pay for information submitted.

This document provides a critical opportunity for potential bidders to demonstrate their capabilities and influence the future procurement strategy for these services. Responding allows vendors to inform the VA about their ability to meet the requirement, their socio-economic status, and any relevant Federal Supply Schedules, potentially shaping a future solicitation.

• Capability Statement: Detailing ability to provide the required laser marking, commissioning, and data optimization services.

• NAICS Code Status: Identification of size status under NAICS 811210 (Electronic and Precision Equipment Repair and Maintenance, size standard $34.0 Million).

• Federal Supply Schedules: Identification of any FSS that carry the desired services.

• Company Contact Information: Including UEI number for SAM and SBA verification.

• Subcontractor Information (if applicable): Details on services performed by prime vs. subcontractors/1099 employees and approximate percentage of contract price.

• Service Specifics:

  • Description of laser marking services, including limitations (e.g., materials, sizes) and proposed solutions.
  • Capability and recent experience in providing optimization services (commissioning markings to VA’s CensiTrac system).
  • Ability to identify and reconcile inconsistencies in the VA’s database (as detailed in SOW I.c.3).

• Response Deadline: February 24, 2026, by 2:00 PM EST.

• Submission Method: Email capability statement and full information to Lynn Krakowiak at Lynn.Krakowiak@va.gov.

• Inquiries: All inquiries must be sent via email to Lynn.Krakowiak@va.gov. Phone calls will not be accepted or acknowledged.

• A Statement of Work (SOW) titled "P09 SOW R2 Laser Marking Commissioning Data Optimization" is attached and provides detailed requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

To have approximately 25,000 reusable medical devices (RMD)/instruments at the VA New York Harbor Healthcare System's Manhattan Campus Sterile Processing Service (SPS) laser marked, commissioned, and have their data optimized within the existing CensiTrac system.

• Laser Marking: Apply permanent or semi-permanent scannable laser marks to VA-owned instruments. Marks must be in the same format as existing instruments and include a unique identifier. Work to be performed on-site at the Manhattan Campus SPS.

• Commissioning: Scan marked instruments to ensure they are correctly read by the CensiTrac system. This involves linking the unique identifier to manufacturer and product information in the database. The contractor will use their own workstation and scanning method.

• Data Optimization: Clean up the CensiTrac instrument database by removing errors, inconsistencies, and duplicates to ensure data accuracy. This includes standardizing contractor names and catalog numbers, and identifying acceptable substitutes for instruments.

• Marking and commissioning must be completed within 120 business days (6 months) from the date of award.

• Data optimization must be completed within 10-12 weeks after marking is finished.

• Daily goal of marking 250 instruments, with 300 provided each day.

• Defective markings must be resolved within 72 hours.

• Contractor must provide a written daily report and participate in weekly progress review meetings.

• Period: 120 business days for marking/commissioning, followed by 10-12 weeks for data optimization.

• Place: On-site at VA New York Harbor Healthcare System, Manhattan Campus, 423 East 23rd Street, New York, NY 10010. Work hours are Monday-Friday, 7:30 am – 4:00 pm, excluding Federal Holidays.

• Data optimization will be performed remotely offsite.

• Contractor must provide a certified trained laser technician and all necessary equipment and supplies.

• Contractor must provide training certification for the laser unit used.

• Contractor must enter data into the CensiTrac database for all marked instruments and tray count sheets.

• Contractor must provide instructions and a list of approved chemistries for cleaning marked instruments.

• Contractor must provide training to SPS staff on scanning instruments.

• Contractor employees must complete VA Privacy Training for personnel without access to VA computer systems.