J065--Surgical Instrument Preventative Maintenance, Repair & Inspection

Form / Attachment / Pricing Sheet

This Excel spreadsheet, "Attachment B - VACHS Instrument Maintenance Items.xlsx", lists specific surgical instruments and their quantities. It appears to be a detailed inventory or a list of required items for maintenance or procurement related to the VACHS (Veterans Affairs Cooperative Health System) program.

The document contains a single sheet titled "Inst- Maintenance Hx. West hav" which lists numerous surgical instruments. Each entry includes a catalog number (e.g., 689, 689A4) followed by the instrument name and a quantity. The instruments cover a wide range of medical specialties, including general surgery, ophthalmology (cataract trays, vitrectomy trays), orthopedics, ENT, and more. It also includes specific power systems and drills from brands like Stryker.

Bidders responding to this opportunity should review this list carefully to understand the specific instruments and quantities required. This attachment is crucial for accurately estimating costs, developing a procurement strategy, and ensuring compliance with the stated inventory needs. It may form the basis for a Bill of Materials (BOM) or a required equipment list within a proposal.

Amendment / Modification

This amendment addresses questions submitted by industry regarding the solicitation. Key clarifications include:

• Current Inventory: A listing of current inventory by campus is provided (attached). This list is not exhaustive.
• Repair History/Log: The current repair schedule includes 2 onsite visits per month at West Haven VAMC and 1 onsite visit per month at Newington VAMC.
• Offsite Repairs: Scopes and probes are currently sent offsite for repair under separate contracts and are not expected to be serviced under this contract.
• Condemnation/Replace History: There is no specific condemnation or "replace-only" policy. Repairs follow manufacturer's Instructions for Use (IFU) for required replacement intervals.
• Loaner Expectations: Loaner equipment is not expected for offsite repairs.
• Turnaround Time: The goal for offsite repair turnaround time is within 4 weeks.

This amendment primarily provides clarifications and answers to industry questions. No specific sections of the original solicitation are explicitly stated as changed or replaced, but the provided answers may impact bidder understanding of requirements.

This amendment does not appear to modify proposal deadlines or submission requirements. However, bidders should incorporate the provided clarifications into their understanding of the scope of work and service expectations.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services for routine preventative maintenance, sharpening, and minor repair of surgical instruments used within the VA Connecticut Healthcare System (VACHS). The goal is to ensure optimal performance, safety, and longevity of instruments used in patient care.

• On-location service at West Haven and Newington campuses.

• Inspection, sharpening, preventative maintenance (honing, deburring, demagnetizing, aligning, adjusting, cleaning, buffing, polishing, passivation, stain removal, restoration of finish, lubricating) of surgical instruments.

• Minor repairs including spring replacement, screw tightening, box lock/handle adjustments.

• Replacement of standard factory parts and restoration to manufacturer specifications.

• Minor repair of rigid surgical containers.

• Pickup and delivery of instruments.

• Documentation of services performed, including photos for non-repairable items.

• Off-site repair capability for instruments unable to be repaired on-location (e.g., repotting bi-polar forceps, diamond dust application, gold plating, microscopic/ophthalmic instrument service).

• A one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses at the beginning of the contract.

• Education and staff training to VACHS staff on instrument handling, care, and maintenance.

• Compliance with industry standards (ANSI/AAMI, Healthcare Sterile Processing Association) and manufacturer's Instructions for Use (IFU).

• Contractor must maintain ISO 13485 certification or equivalent.

• Contract Type: Base plus four (4) option years.

• Period of Performance:

  • 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: 03/01/2030 - 02/28/2031

• Place of Performance: VAMC West Haven, CT and VAMC Newington, CT.

• Submission Deadline: February 20, 2026, 3:00 PM Eastern Time.

• Submission Method: Email quotes to Kim McCarthy at kim.mccarthy@va.gov.

• Evaluation Factors: Price and Technical/Quality (meeting/exceeding requirements, ISO 13485 certification, veteran involvement).

• Award: The government intends to award to the responsible Quoter whose offer is most advantageous, price and other factors considered.

• This solicitation is a 100% Small Business (SB) set-aside.

• NAICS Code: 811210 (Small business size standard: $34 million).

• Solicitation Number: 36C24126Q0184.

• The solicitation is issued as an RFQ.

• Offerors must complete annual representations and certifications electronically via SAM.gov.

• Quoters must include a statement regarding acceptance of terms and conditions or list exceptions.

Sources Sought Notice / Market Research

This is a Sources Sought Notice for market research purposes only. The Department of Veterans Affairs (VA) West Haven Healthcare System is seeking information from industry regarding capabilities to provide routine preventative maintenance (PM), sharpening, and minor repair of surgical instruments for the VA Connecticut Healthcare System (VACHS). This notice does not constitute a solicitation for proposals, and no contract will be awarded from this announcement. It is strictly for planning and information gathering.

The anticipated services include:

• On-location service at West Haven and Newington campuses.

• Inspection, sharpening, preventative maintenance, and minor repairs of surgical instruments.

• Pickup and delivery of instruments.

• Documentation of services performed and recommendations for replacement.

• Off-site repair capabilities for instruments unable to be repaired on-location.

• Repotting of bi-polar forceps, diamond dust application, gold plating, and microscopic/ophthalmic instrument service.

• A one-time, joint, wall-to-wall inventory of all surgical instruments at both campuses.

• Education and staff training on instrument handling and care.

• WEST HAVEN VAMC, 950 Campbell Avenue, West Haven, CT 06511

• NEWINGTON VAMC, 555 Willard Avenue, Newington, CT 06111

Firms must be registered in SAM (System for Award Management) and provide:

1. Company name, address, POC, phone number, and SAM UEI.
2. Documentation of performance capability and current POC.
3. Socio-economic status (large business, SDVOSB, VOSB, small business, Woman Owned, etc.).
4. Place of manufacture.
5. Any other pertinent company documentation. Small businesses must also provide proof of registration in SBA DSBS.

All submissions should be sent via email to kim.mccarthy@va.gov. No costs will be paid for responses. Respondents will not be notified of the results.