biomedical infusion pump reprocessing meeting OEM biomedical disinfection and cleaning service IDIQ five ordering periods

Description This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2026-01. This solicitation is for full and open competition. The associated North American Industrial Classification System (NAICS) code for this procurement is 811210, with a small business size standard of $34 Million. The FSC/PSC is J065. The Robley Rex Veterans Affairs Medical Center (VAM) is seeking biomedical infusion pump reprocessing meeting OEM disinfection and safety standards service. In addition to the requirements as set forth in the combined synopsis/solicitation notice (to be issued), the proposed contractor must also be determined responsible in accordance with RFO Part 9 Contractors Qualifications. The Contracting Officer (CO) will determine responsibility prior to any award being made. Wage Determination Jefferson County SCA 2015-4717 REV33 07-30-2026 is applicable. Questions related to this requirement will only be addressed in writing by way of email to Christina Lawrence at Christina.Lawrence2@va.gov. The Solicitation Number must be included in the subject line 36C24926Q0358 for all questions related to this requirement. All interested companies shall provide quotations for the following: B.1 CONTRACT ADMINISTRATION DATA 1. Contract Administration: All contract administration matters will be handled by the following individuals: a. CONTRACTOR: TBD b. GOVERNMENT: Contracting Office 36249 Network Contracting Office Department of Veterans Affairs 1639 Medical center Parkway, Suite 204, Murfreesboro, TN 37129 B.2 INVOICING INSTRUCTIONS Submission - In accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests, all invoices shall be submitted electronically. A copy of all invoices shall be provided to the contracting POC identified in section B.1. Tungsten ELECTRONIC INVOICE SUBMISSION FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS Vendor Electronic Invoice Submission Methods: Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below. VA s Electronic Invoice Presentment and Payment System The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website: http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge. Vendor e-invoice Set-up information: Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below. Tungsten e-Invoice setup information: 1-877-489-6135 Tungsten e-Invoice email: VA.Registration@tungsten-network.com FSC e-Invoice contact information: 1-877-353-9791 FSC e-Invoice email: vafsccshd@va.gov http://www.fsc.va.gov/einvoice.asp Submission of Proper Invoice - The following data must be included in an invoice for it to constitute a proper invoice: a. Name and address of the contract b. Invoice date and number c. IFCAP Purchase Order No.:TBD d. Contract No. TBD e. Item number, description, quantity, unit of measure, price, extended price and a total of supplies delivered or services performed. Cumulative billing (per line item and total) Final invoices must be marked FINAL INVOICE Proof of supplies delivered or services performed MUST also be provided. Signature, printed name and title of Government receiving official and date of delivery or performance period must be included. INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS SHALL BE REJECTED. Contractor Remittance Address All payments by the Government to the contractor will be made in accordance with: [X] 52.232-33, Payment by Electronic Funds Transfer System for Award Management, or [] 52.232-36, Payment by Third Party 4. Invoices: Invoices shall be submitted in arrears: a. Quarterly [] b. Semi-Annually [] c. Other [X] Monthly in arrears 5. Government Invoice Address: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. U.S. Department of Veterans Affairs Financial Services Center PO BOX 149971 (See Section B.2 Invoicing/Payment) Austin TX 78714-8917 ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows: AMENDMENT NO DATE B.3 PRICE/COST SCHEDULE Supplies/Services All interested companies shall provide quotations for the following: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 12.00 MO ___________ ____________ Onsite Management Cleaning Service cleaning, delivery, pick up, tracking, rounding and data insights for the facility (Ordering Period 1) 2001 12.00 MO ___________ ____________ Onsite Management Cleaning Service cleaning, delivery, pick up, tracking, rounding and data insights for the facility (Ordering Period 2) 3001 12.00 MO ___________ ____________ Onsite Management Cleaning Service cleaning, delivery, pick up, tracking, rounding and data insights for the facility (Ordering Period 3) 4001 12.00 MO ___________ ____________ Onsite Management Cleaning Service cleaning, delivery, pick up, tracking, rounding and data insights for the facility (Ordering Period 4) 5001 12.00 MO ___________ ____________ Onsite Management Cleaning Service cleaning, delivery, pick up, tracking, rounding and data insights for the facility (Ordering Period 5) GRAND TOTAL ____________ B.4 STATEMENT OF WORK DESCRIPTION OF REQUIREMENT: Key elements include: Seven day a week coverage to ensure proper cleaning, processing, and staffing support Standard coverage hours: 9:00 a.m. to 5:30 p.m. Central Time (CT). Start/end times can be shifted earlier or later based on your needs Total hours of daily coverage would remain consistent Dedicated team members to support workflow and operational needs across the facility Comprehensive support model built to align with your throughput, demand, and patient care schedules Onsite cleaning Cleaning process: For Alaris pumps is more involved than a standard wipe down. Each device type Point-of-Care (PCU), Large Volume Pump (LVP), Syringe Pump Module ,Patient-Controlled Analgesia (PCA), End-TidalCO (EtCO ) has its own detailed procedure. Many steps require special tools, trained technique, and careful handling to avoid damaging sensitive components such as the Inter-Unit Interface (IUI) connectors, sensors, drive mechanisms, and ports.  What makes this work especially time consuming and challenging is that the team must: Clean and protect delicate connector pins using the correct alcohol and tools Remove soil from small internal parts without touching components that could be damaged Keep the device fully wet with disinfectant for the full 3 minute kill time Remove all disinfectant residue to prevent sticking or malfunction Follow multiple drying cycles and final inspection steps before the pump can go back into service For most hospitals, this level of detail means the process can take significant staff time, typically about 20 minutes from start to finish, and requires ongoing competency training, and carries risk if not done exactly as outlined. Time is something we are always short on with the complexity of caring for our patients. For that reason, many facilities choose to have a certified third party service partner complete this work. It ensures: Compliance with BD s official cleaning requirements Correct handling of sensitive components Less burden on nursing or Environmental Services (EVS) teams Faster turnaround and consistent quality Reduced device damage and downtime Cleaning Procedure: 1. Cleaning the IUI Connectors Requires strict technique (vertical brushing only). Must use only 70% isopropyl alcohol no other fluids allowed. Brushes must be rinsed, inspected, and replaced if debris remains. High safety risk: Fluid entry or incorrect technique can cause device malfunction. Extended drying time (15 minutes minimum). 2. Installing and Removing IUI Connector Covers Covers must be inspected for cracks, fit, bending, and compromised integrity. Some modules require special color coded covers (e.g., pink right side cover for PCA). Improper fit increases risk of damage and contamination. 3. Soil Removal in Hard to Reach Internal Components Examples: Pump Module: air in line sensor, pressure sensors, tubing guide arm (p.57 61). Syringe Module & PCA Module: drive head, plunger grippers, barrel clamp (p.87 104, p.118 135). EtCO Module: flat surfaces around protected ports (p.153 156). Why challenging: Numerous small moving parts. Many areas must not come in contact with disinfectant or case brushes. Requires delicate handling and precise sequencing. 4. Maintaining Continuous Wet Contact for 3 Minutes (Disinfection) Device must remain fully wet for the full 3 minute kill time. Requires repeated wiping without drying out. Labor intensive with high attention to detail. 5. Removing Disinfectant Residue Must use only deionized water on lint free cloths. Cloth cannot drip; dripping causes electrical hazard. Many surfaces must be cleaned but sensitive surfaces (IUI, ports, shafts, connectors) must not be wiped. Residue causes mechanical sticking and can lead to device malfunction. 6. Module Specific Disassembly and Handling PCA Module (keys, drive head, handset, cord, connector alignment). Syringe Module (drive head positioning, barrel clamp manipulation). Why challenging: Requires training to avoid damage. Contains multiple steps where improper handling leads to mechanical failure. 7. Final Inspection Requirements Strict criteria for IUI connector condition, membrane integrity, plating hinges, etc. Any defects require removal from service and biomedical escalation. Period of Performance Ordering Period 1:09/15/2026-09/14/2027 Ordering Period 2:09/15/2027-09/14/2028 Ordering Period 3:09/15/2028-09/14/2029 Ordering Period 4:09/15/2029-09/14/2030 Ordering Period 5:09/15/2030-09/14/2031 Service Address Robley Rex Department of Veterans Affairs Medical Center 800 Zorn Avenue Louisville, KY 40206-1433 Inventory See RFQ attachment for inventory The program is structured to fully support the needs of the 630 items at RRVAMC. Including cleaning, delivery, pick up, tracking, rounding and data insights for the facility. The program is designed to flex with your actual patient volumes, as orders our generated throughout the day our team responds in real time to ensure equipment is clean, processed, tracked and ready for use. This proposal for the 630 pumps assuming a daily turnover of approximately 250 to 350 units. This expected range is the primary reason the team will be onsite seven days a week rather than five days ensuring you always have the appropriate inventory available. In the event of a peak period where turnover exceeds our baseline assumptions say increase demand took it to 500 units per day. Benefits for Healthcare Facilities Improve Operation Room (OR) Efficiency: Reduce delays, ensure surgery-ready technology is available on demand Enhance Patient Safety: Technical expertise and education programs uphold high safety and performance standards FEDERAL HOLIDAYS: Federal Law (5 U.S.C. 6103) establishes the following public holidays for Federal employees: New Year s Day, Martin Luther King, Jr. Day, President s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving, and Christmas. Please note that most Federal employees work on a Monday through Friday schedule. For these employees, when a holiday falls on a non-workday -- Saturday or Sunday --the holiday usually is observed on Monday (if the holiday falls on Sunday) or Friday (if the holiday falls on Saturday). The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/far-overhaul C.1 PROVISIONS The following solicitation provisions and clause apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services (OCT 2025) (DEVIATION) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The following provisions are incorporated into 52.212-1 as an addendum to this solicitation: SUBMISSION INSTRUCTIONS (a) General Instructions (1) Electronic Submissions: Contractors must email their quote to Christina Lawrence at Christina.Lawrence2@va.gov on 09/02/2026 by 10:00 am CT. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 30 megabytes (MB) but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail. (2) All questions regarding this solicitation must be emailed to Christina.Lawrence2@va.gov on 08/27/2026 by 10:00 am CT. Verbal inquiries or questions will not be addressed or accepted. (3) The Quoter has completed the annual representations and certifications electronically in SAM accessed through http://www.sam.gov. (a)Basis for Award. The Government will award a Firm-Fixed Price Indefinite Delivery Indefinite Quantity resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government. (b)The following factors shall be used to evaluate quotations: Technical Capability Statement Past Performance Price Submit all questions to Christina Lawrence via email only at christina.lawrence2@va.gov. C.2 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION) (a) Using the best value trade-off process the Government will award a Firm-Fixed Price Indefinite Delivery Indefinite Quantity resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government. The Contracting Officer will use the best value, trade-off process to select the awardee, considering technical capability, past performance and price. The following factors will be used to evaluate offers: FACTOR 1 Technical Capability Quoters shall submit a quote that addresses all aspects of the Statement of Work (SOW). FACTOR 2 Past Performance Past Performance Record: Vendors shall provide information on Past Performance. This information is used in determining the level of confidence the Government has for a successful performance based upon the vendor s actions under previously awarded and/or relevant contracts, both for the Government and in the Open Market. The information provided will be utilized to evaluate the Vendor s Past Performance. To be considered part of the Past Performance record, a vendor must demonstrate execution of a total of three (3) relevant contracts (in any combination of Prime and or major Subcontractor) in the last five (5) years. If an Offeror determines that they have no relevant past performance data, they shall provide the following statement in lieu of the information provided below: (Insert vendor name) has determined that they possess no relevant past performance information in accordance with the RFQ. To be compliant with this factor, vendors shall provide the following information for both the vendor and any proposed major subcontractors: A list of Previous Contract Data for the vendor. This list shall contain the information listed below for relevant PRIME contracts and/or relevant subcontracts that the vendor is currently performing or has completed during the last five (5) years. A list of Previous Contract Data for all major subcontractors containing the information listed below as it relates to relevant Prime and Subcontracts that the major subcontractor is currently performing or has completed during the last five (5) years. The list shall include: - Contractor name - Name of customer/agency - Contract/Purchase Order Number - Customer points of contact (provide name, telephone number, and e-mail addresses) - Period of Performance (dates) - Description of product/service provided (include sufficient detail to demonstrate similarities/dissimilarities to the requirements of this solicitation). This section shall state how the Offerors performance relates to the tasks described in similar size, scope and complexity to those identified in the SOW. The Government may utilize the Federal Past Performance Information Retrieval System (PPIRS), the Contractor Performance Assessment Reporting System (CPARS), responses submitted by the vendor, and any other information available to determine the quality and relevance of the vendor s past performance. FACTOR 3 Price 1. Offerors shall submit a completed Price Schedule (Section B.3 Price/Cost Schedule). Offerors may also, within the one-page narrative, detail any discounts or other relevant pricing information. The Contracting Officer may ask for data other than certified cost and price data to assist with the determination of price reasonableness. The government is requesting a discount off of commercial pricing. 2. Offerors shall include signed amendment(s) (SF30s), if any, in the Price volume. An authorized official of the prime contractor shall sign the amendment(s) and all certifications requiring signature. Additionally, any proposed terms and conditions and/or assumptions upon which the Quote is predicated shall be included in the Price volume. 3. Offerors are hereby advised that any quote- imposed terms and conditions and/or assumptions which deviate from the Government s material terms and conditions established by the solicitation, may render the quoter s quote unacceptable, and thus ineligible for award. (b) Evaluation factors are listed in descending order of importance. The Contracting Officer will use the best value, trade-off process to select the awardee, considering technical capability, past performance and price. It should be noted that an award may be made to other than the lowest priced offeror, if the Government determines that a price premium is warranted due to increased confidence within the non-price factors. Conversely, an award may not be made to the highest rated offeror if the Government determines that the price premium is too great and therefore is not the best value for the Government. An offer that is determined to be incomplete or fails to fully meet any material requirement may render the offer unacceptable, thus ineligible for award. The Government is not requesting or accepting alternate quotations. (d) Notice of award. A written notice of award or acceptance of an offer furnished to the successful Offeror within the time for acceptance specified in the offer, shall result in