SPS Surgical Instrument Sharpening and Repair

Statement of Work (SOW)

To establish an onsite instrument sharpening and repair service contract for the Sterile Processing Service (SPS) at the South Texas Veterans Healthcare System (STVHCS) and its satellite locations, ensuring surgical instruments are maintained in optimal working condition in compliance with VHA Directive 1116(2).

• Onsite Services: Inspection, sharpening, polishing, lubrication, and repair of surgical instruments and rigid sterilization containers/cassettes.

• Instrument Types: Includes various stainless-steel surgical instruments, power equipment, light cables, fiberoptic retractors, phacoemulsification handpieces, and laparoscopic instruments.

• Component Replacement: Replacement of damaged instrument parts with new, medical-grade components.

• Repair Assessment: Identification and reporting of instruments deemed beyond repair.

• Quality Control: Testing to ensure instruments meet performance standards.

• Off-site Repairs: Permitted for instruments with extensive damage, requiring prior approval from the Contracting Officer Representative (COR) and potentially a clinical manager. Additional costs for off-site repairs require COR approval.

• Reporting: Detailed reports on non-repairable instruments, repair history, and service summaries.

• Service Frequency: One visit per month to Kerrville, Datapoint Dental, and Northwest HCC (NWHCC). Three visits per month to Audie L. Murphy (ALM) VAMC. Total of 36 visits annually to ALM, and 12 visits annually to each of the other three locations.

• Reporting: Daily, weekly, or monthly documentation on non-repairable instruments; digital images of non-repairable devices; detailed repair history; service reports emailed to COR within 3-5 business days.

• Compliance: Adherence to VHA Directive 1116(2) and use of Censis tracking system.

• Period: Base year (04/17/2026 to 04/16/2027) plus four option year periods through 04/16/2031.

• Place: South Texas HCS (San Antonio), South Texas HCS (Kerrville), Northwest HCC (San Antonio).

• Service Hours: Monday through Friday, 0730 to 1730.

• Personnel Qualifications: Technicians must possess current, nationally recognized sterile processing and instrument maintenance credentials. Previous experience in surgical instrument sharpening is required.

• Health & Safety: Compliance with all relevant health and safety regulations.

• Coordination: Regular coordination with the COR for visit scheduling and work execution.

• Documentation: Provision of before/after photos for select repairs, inventory of serviced instruments, and quality assurance reports.

• Audie L. Murphy VA: 25-30 trays, 36 jobs annually.

• NWHCC: 600-800 instruments, 12 jobs annually.

• Datapoint Dental: 410-430 instruments, 12 jobs annually.

• Kerrville: 410-430 instruments, 12 jobs annually.

Note: Workload and job numbers are estimates and subject to change. Invoicing is based on actual completed jobs.

Form / Attachment / Pricing Sheet

This document is Attachment 36C25726Q0348, titled "PAST PERFORMANCE REFERENCES." It serves as a template for bidders to provide information about their past performance on government or commercial contracts. This information is crucial for the government to evaluate a bidder's ability to successfully perform the work required for the opportunity.

This form requires detailed information for each past performance reference, including:

• Name of Government or Commercial Organization
• Address
• Contract Number
• Brief Description of the work performed
• Whether the contractor performed as a Prime Contractor or Sub-Contractor
• Dates of Performance (including expiration if current)
• Total Value of Contract
• Information on any terminations for cause or default, including explanations if applicable
• Information on any contract discrepancy reports filed, including explanations if applicable
• Point of Contact/COR, Title, Telephone Number, and Email address
• General comments

Bidders must complete this form accurately and thoroughly for each relevant past performance reference. This section of the proposal will be used by the government to assess the bidder's track record and likelihood of success on the current opportunity. Failure to provide complete or satisfactory past performance information may negatively impact the evaluation.

Form / Attachment / Pricing Sheet

This Excel file, "D.2 Container Product Details Totals (ALM-DP-NW-Kerrville).xlsx", contains detailed product information, including catalog names, numbers, suppliers, quantities, and costs, organized by sheet. The primary sheet, "Container -- Product Detail ALM", lists various surgical instruments and their associated details.

• Catalog Name: Identifies the product or set (e.g., "ALM ASIF VERBRUGGE BONE HOLDERS").
• Catalog Number: Unique identifier for the product (e.g., "40-2598").
• Supplier: The manufacturer or provider of the item (e.g., "Sklar", "Storz", "Hu-Friedy").
• Qty.: Quantity of the item.
• Instr. Cost: Individual instrument cost (all listed as 0.0).
• Ext. Cost/Cont.: Extended cost per container (all listed as 0.0).
• Total Ext. Cost: Total extended cost (all listed as 0.0).
• Total Ext. Qty: Total extended quantity.

This document serves as a detailed product catalog or list, likely for pricing or inventory purposes. Bidders may need to reference this list to understand the specific items required for the opportunity, potentially for quoting or ensuring compliance with the specified product details and suppliers.

Solicitation / RFP / RFQ

This solicitation is for Sterile Processing Service (SPS) Sharpening and Repair Services. The Department of Veterans Affairs, South Texas VA Healthcare System, is procuring these services for multiple locations.

• On-site surgical instrument sharpening and repair services for Sterile Processing Services (SPS).

• Services are required for various VA facilities including Audie Murphy VA, Northwest HCC, Datapoint Dental, and Kerrville.

• The contract is a Firm-Fixed Price contract.

• The period of performance includes a base period and four option periods.

  • Base Period: 04-17-2026 to 04-16-2027
  • Option 1: 04-17-2027 to 04-16-2028
  • Option 2: 04-17-2028 to 04-16-2029
  • Option 3: 04-17-2029 to 04-16-2030
  • Option 4: 04-17-2030 to 04-16-2031

• The contract includes options to extend services (FAR 52.217-8) for up to six months.

• Offer Due Date: March 19, 2026, 12:00 PM CDT.

• Offers must be submitted electronically to Shannon Robinson (shannon.robinson3@va.gov) and Shannon Hodgson (shannon.hodgson@va.gov).

• Offerors must submit a signed SF 1449, signed SF 30 amendments (if applicable), complete vendor information, pricing, and address specific provisions and clauses.

• The solicitation is divided into three volumes for submission: Technical Capability, Price, and Past Performance.

• Technical questions are due by March 16, 2025, 10:00 AM CDT.

• Evaluation will be based on Technical Capability, Past Performance, and Price.

• The award will be made to the responsible Offeror whose offer conforming to the solicitation is most advantageous to the Government.

• This requirement is 100% set aside for Service-Disabled Veteran-Owned Small Business (SDVOSB) entities.

• Offerors must be verified/registered in SAM and SBA certified at the time of offer submission.

• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance)

• Size Standard: $34 Million

• The contract includes numerous FAR and VAAR clauses related to contract administration, payment, insurance, security, small business programs, and protest procedures.

• Specific clauses address limitations on subcontracting for SDVOSBs.