J066--Surgical Instrument Tracking System and Etching Service

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

To establish a contract for a NuTrace Laser marking device, scanners, marking service, and maintenance to enhance the traceability of reusable medical devices (RMDs), improve reprocessing workflows, support compliance with industry standards, and ensure effective Veteran care at the VA Connecticut Healthcare System (VACHS).

• Installation and Implementation: Provide and install a fully functional NuTrace NUX-20 laser unit and associated accessories, including a 1-year maintenance service period post-installation.

• Training: Train 2 VA staff in Laser Safety and operation of the NuTrace NUX-20 laser unit, including all required safety accessories.

• Laser Marking Service: Perform laser marking of up to 35,000 instruments, with a minimum rate of 800 instruments per day.

• Equipment Provision: Supply the NuTrace NUX-20 Laser Unit, 17 NuTrace R+ Scanners, and associated accessories. All equipment must be FDA approved, new, and fully operational.

• Marking Capabilities: The laser must produce CensiTrac compatible data matrix marks on various instrument materials (titanium, stainless steel, plastics, etc.) and be capable of marking Unique Device Identifiers (UDI).

• Service and Maintenance: Provide a 1-year service/maintenance contract post-setup, including preventative maintenance, mechanical repairs, on-location specialist support, and loaner device costs.

• Scanners must read a 2D Data Matrix in < 0.5 seconds per instrument.

• Laser marking of up to 35,000 instruments at a minimum of 800 per day.

• Installation downtime should not exceed 24 hours; compensation via warranty extension is required if exceeded.

• Place of Performance: VA Connecticut Healthcare System, Sterile Processing Services (SPS), West Haven, CT.

• Installation & Integration: Implementation and integration with VA Systems shall not exceed 90 days from the date of award.

• Warranty: 18-month manufacturer's warranty on parts and labor, plus a 1-year service/maintenance contract from the date of setup.

• All equipment must be FDA approved and new.

• Contractor must provide all necessary PPE and laser safety equipment.

• Compliance with VA, HIPAA, and OSHA regulations is mandatory.

• Installation personnel must be manufacturer-trained and certified in PPE and infection control.

• Contractor must coordinate closely with VACHS SPS staff to minimize OR downtime and prevent case delays.

• A&A requirements do not apply; a Security Accreditation Package is not required.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for a brand-name or equal, domestically produced, fully functional laser marking system, including training and etching services. The Department of Veterans Affairs (VA) Connecticut Healthcare System requires this system for surgical instrument tracking and marking.

• Laser Marking System: Must meet salient characteristics derived from the NuTrace NUX-20 NG Laser System, including a computer, fume extractor, templates, safety glasses, electropolishing unit, and a laser capable of marking various materials (titanium, stainless steel, plastics, etc.) with CensiTrac compatible data matrix. Warranty starts on setup date.

• Scanners: 17 units capable of reading 2D Data Matrix codes quickly (<0.5 seconds), with small code capability (.010 X .010mm), and stainless steel housing for hospital disinfection. Warranty starts on setup date.

• Training: Laser start-up training for 2 VA staff, certified by Laser Institute of America or equivalent, up to 32 hours (online/on-site), covering marking various materials and data entry/editing.

• Etching Service: Application of Unique Device Identifiers (UDI) to up to 35,000 instruments (minimum 800/day), including data entry/editing, reapplication if scanner fails, commissioning in CensiTrac, and count sheet revisions.

• Service/Maintenance: 1-year contract post-setup, including preventative maintenance, mechanical repairs, 3 days/year on-location specialist, and loaner laser costs.

• Period of Performance: Anticipated 6/30/2026 - 6/29/2027.

• Place of Performance/Delivery: VA Connecticut Healthcare System, Sterile Processing Services, West Haven, CT 06516.

• Submission Deadline: March 26, 2026, 11:00 AM Eastern Time.

• Submission Method: Quotes must be sent via email to Kim McCarthy at kim.mccarthy@va.gov.

• Evaluation Factors: Award will be based on a comparative evaluation of Technical, Price, and Past Performance.

• This solicitation is a 100% set-aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• NAICS Code: 332812 (Small business size standard: 600 employees).

• PSC Code: J066.

• The attached Statement of Work (P09_STATEMENT OF WORK NuTrace Laser and Marking_2026) provides detailed specifications.

• Offerors must comply with FAR 52.212-1, 52.212-2, and 52.212-4, including providing a statement of acceptance of terms and conditions or listing exceptions.

• Annual representations and certifications must be completed electronically via SAM.gov.