RFI INFO SHEET
THIS REQUEST FOR INFORMATION (RFI)/SOURCES SOUGHT/RFI IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY. THIS IS NOT A SOLICITATION.
THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).
DISCLAIMER
This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
SOURCES SOUGHT/RFI DESCRIPTION
This is NOT a solicitation announcement. This is a Sources Sought/RFI/RFI only. The purpose of this Sources Sought/RFI/RFI is to gain knowledge of potential qualified sources and their size classification relative to NAICS 339112 (size standard of 1000). Responses to this Sources Sought/RFI/RFI will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought/RFI, a solicitation announcement may be published. Responses to this Sources Sought/RFI synopsis are not considered adequate responses for a solicitation announcement.
The Department of Veterans Affairs (VA), VISN 5 Martinsburg Network Contracting Office, is seeking sources who can possibly provide SPS Sterilizers for operating rooms in VA Maryland Health Care System Baltimore VA Medical Center (512), 10 North Greene Street, Baltimore, MD 21201.
SALIENT CHARACTERISTICS:
Instrument washers, automation & dedicated rack return must have:
Operating panel with minimum 10 inch touchscreen on the loading and unloading side
Water usage, per load, shall be automatically varied by the washer in response to the size of the load using a frequency-controlled wash pump
Integrated data storage for over 1,000 wash cycles
External dimension of washers must be equal to or cannot exceed 72.5 H x 35.5 W x 37.0 L
Must have minimum net usable chamber dimensions of 24.75 W x 27 H x 31.5 D
A thermal disinfection A0 level of at least 3000 and need to be shown on the user interface display at the end of the disinfection rinse cycle; in order to maximize safe instrument handling by the SPS staff.
Actual A0 value shall be displayed on the washer user interface area
Service access shall be through easily opened panel(s) on the front of the machine
Automation infeed conveyor on the dirty side must be powered and cannot exceed a width of 29
Automation outfeed conveyor on the clean side must be powered and cannot exceed a width of 29
Dedicated washer rack return must contain a powered window return between clean and decontamination areas
Power window must be able to fit into 30.75 wall opening
Must include a large backlit cycle status indicator, separate from the main control display, located on both sides of the washer (decontamination and clean sides)
Unit must use low pressure (low impingement)/ high volume wash technology
Two (2) flowmeters should be included to ensure proper dosing of chemicals
Wash/rinse water should be dumped after each step in the wash/decontamination process to prevent infection control issues
Washer must have optional networking capability for the purpose of logging of cycle information into instrument tracking software
Unit must have fifteen (15) DIN tray capacity with wash arms, spraying both up and down, between each level.
Unit must be able to fit three (3) full-sized trays with wash arms, spraying both up and down, between each level.
Unit must be vented and include a built-in air exhaust damper.
Must utilize a direct exhaust connection with a pressure not to exceed 250 CFM.
Washer must contain a 3 HP (2200 watt) stainless steel circulation pump
Washer must include two sensors that provide a cross check that proper water temperatures are met so if the readings deviate beyond a set tolerance a message will be displayed.
1 washer will be required to operate on 3-phase 480V and 1 will be required to operate on 3-phase 208V.
Cart washer must have:
A full cycle including wash, rinse and complete dry in 8 minutes
Water usage of 8 gallons or less per cycle
Dual steam to air heat exchangers for fast, complete drying
Must have usable chamber dimensions of 79 H x 39 W x 116 D
Must have outer dimensions of 114 H x 120 W x 151 D
External surfaces, top and sides, must be insulated
Chamber must have a pitched angle ceiling to direct water to the sides of the chamber and minimize dripping on the washed goods
Perforated, four section, hinged, stainless steel floor allowing for faster draining and access to the pan below
Inward opening pivoting double walled thermo-glass doors to prevent water from dripping outside the chamber
Large, bright status indicator easily visible from across the room on both load and unload sides
EXTENDED INSTALLATION
The contractor will perform installation in two phases, 2 washers and 1 cart washer to ensure SPS operations can continue during the equipment installation. Contractor will provide ICRA Plans and will install all necessary ICRA barriers per VAMHCS Infection control guidance and VHA requirements. Contractor will be responsible for shutting off and disconnecting all utilities and de-installing existing washers and cart washer and disposing of the removed equipment. The contractor will be responsible for all labor and materials to relocate plumbing connections as necessary to connect to new equipment. Contractor will use existing drains and will cap off any unused lines. Contractor will be responsible for providing all labor and materials necessary for reconnecting the DI/RO water, hot and cold water and compressed air to all equipment. Contractor will provide and install sample ports for critical water (DI/RO water) testing. Contractor will provide necessary labor and material to disconnect and reconnect power to the 2 washers and 1 cart washer. Contractor will be responsible for providing labor and materials to ensure the flooring is level to equipment manufacture specifications. Contractor will match existing epoxy floor. Contractor will be responsible for patching and painting where needed.
The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.
If you are interested and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:
(1) Please indicate the size status and representations of your business, such as but not limited to: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc.)?
(2) Is your company considered small under the NAICS code identified in this RFI?
(3) Are you the manufacturer, authorized distributor, and/or can you provide equivalent solution to the items being referenced above?
3.a What are the manufacturers lead times for equipment? (provide in days)
3.b What are the lead times for installation services? (provide in days)
(4) If you are a large business, do you have any designated/authorized distributors? If so, please provide their company name, telephone, point of Contact and size status (if available).
(5) If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified?
(6) Limitations on Subcontracting: How does your business ensure compliance with the limitations on subcontracting as outlined in FAR 19.505? Specifically, what percentage of the work will be performed by your company versus subcontractors?
(7) Are the items you are identifying/providing considered Commercial of the Shelf (COTS) items as defined in FAR Part 2.101 under commercial items
(8) Non-Manufacturer Rule: If applicable, can you confirm your business complies with the Non-Manufacturer rule? Specifically, does your company: Provide a product from a small business manufacturer or processor? Take ownership or possession of the item(s) with its personnel, equipment, or facilities in a manner consistent with industry practice?
(9) Please indicate whether your product conforms to the requirements of the Buy American Act?
(10) Please complete FAR 52.225-2 below.
(11) Does your company have a Federal Supply Schedule (FSS) GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract? If so, please provide the contract number(s).
(12) If you are an FSS GSA/NAC/SAC/BPA/NASA SEWP or any other Federal Government contract holder, are all the items/solution you are providing information for available on your schedule/contract? Please state if all or some items are available on the contract.
(13) General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award.
(14) Please submit your capabilities statement illustrating your organization s ability to meet the described salient characteristics or equal to items for planning purposes; show clear, compelling and convincing evidence that all equal to items" meet all the salient characteristics.
(15) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A.
(16) Please provide your SAM.gov Unique Entity ID/Cage Code number.
Responses to this notice shall be submitted via email to joseph.krupa@va.gov. Telephone responses will not be accepted. Responses must be received no later than Friday, August 21, 2026, by 12:00pm EDT.
All responses to this Sources Sought/RFI will be used for planning purposes only. If a solicitation is issued as a result of the information provided from this RFI, all interested parties must respond to that solicitation separately IAW the specifications of that solicitation announcement.
Responses to this Sources Sought/RFI notice is not considered a request to be added to a prospective bidders list or to receive a copy of the solicitation.
Statement of Work
SPS Washer-Disinfectors and Cart Washer Replacement with Extended Installation
VA Maryland Health Care System
Baltimore, MD
PURPOSE:
The overall purpose of this requirement is to procure one (1) cart washer and two (2) washer-disinfectors to be deployed in the Sterile Processing Service (SPS) at the VA Maryland Health Care System (VAMHCS), Baltimore, MD location. The requirement will account for the procurement of one cart washer and two washer-disinfectors, the necessary accessories, training, extended installation, and system validation.
SCOPE:
The contractor shall deliver and install the systems with all specified salient characteristics. Only new equipment will be accepted. The contractor shall provide shipping, transport, installation, and all equipment necessary to meet the requirements and capabilities listed within the scope.
The contractor shall deliver the cart washer and washer-disinfectors to the rooms of choice at the Baltimore VA medical center. The assembly and validation of the system must be performed by a representative who has been service trained by the Original Equipment Manufacturer (OEM). The contractor is responsible for identifying any missing parts or components not included in the order for the specified equipment to be successfully installed and validated to their full potential. The contractor shall include accessories and consumables that have been detailed on the provided quotes.
SALIENT CHARACTERISTICS
Instrument washers, automation & dedicated rack return must have:
Operating panel with minimum 10 inch touchscreen on the loading and unloading side
Water usage, per load, shall be automatically varied by the washer in response to the size of the load using a frequency-controlled wash pump
Integrated data storage for over 1,000 wash cycles
External dimension of washers must be equal to or cannot exceed 72.5 H x 35.5 W x 37.0 L
Must have minimum net usable chamber dimensions of 24.75 W x 27 H x 31.5 D
A thermal disinfection A0 level of at least 3000 and need to be shown on the user interface display at the end of the disinfection rinse cycle; in order to maximize safe instrument handling by the SPS staff.
Actual A0 value shall be displayed on the washer user interface area
Service access shall be through easily opened panel(s) on the front of the machine
Automation infeed conveyor on the dirty side must be powered and cannot exceed a width of 29
Automation outfeed conveyor on the clean side must be powered and cannot exceed a width of 29
Dedicated washer rack return must contain a powered window return between clean and decontamination areas
Power window must be able to fit into 30.75 wall opening
Must include a large backlit cycle status indicator, separate from the main control display, located on both sides of the washer (decontamination and clean sides)
Unit must use low pressure (low impingement)/ high volume wash technology
Two (2) flowmeters should be included to ensure proper dosing of chemicals
Wash/rinse water should be dumped after each step in the wash/decontamination process to prevent infection control issues
Washer must have optional networking capability for the purpose of logging of cycle information into instrument tracking software
Unit must have fifteen (15) DIN tray capacity with wash arms, spraying both up and down, between each level.
Unit must be able to fit three (3) full-sized trays with wash arms, spraying both up and down, between each level.
Unit must be vented and include a built-in air exhaust damper.
Must utilize a direct exhaust connection with a pressure not to exceed 250 CFM.
Washer must contain a 3 HP (2200 watt) stainless steel circulation pump
Washer must include two sensors that provide a cross check that proper water temperatures are met so if the readings deviate beyond a set tolerance a message will be displayed.
1 washer will be required to operate on 3-phase 480V and 1 will be required to operate on 3-phase 208V.
Cart washer must have:
A full cycle including wash, rinse and complete dry in 8 minutes
Water usage of 8 gallons or less per cycle
Dual steam to air heat exchangers for fast, complete drying
Must have usable chamber dimensions of 79 H x 39 W x 116 D
Must have outer dimensions of 114 H x 120 W x 151 D
External surfaces, top and sides, must be insulated
Chamber must have a pitched angle ceiling to direct water to the sides of the chamber and minimize dripping on the washed goods
Perforated, four section, hinged, stainless steel floor allowing for faster draining and access to the pan below
Inward opening pivoting double walled thermo-glass doors to prevent water from dripping outside the chamber
Large, bright status indicator easily visible from across the room on both load and unload sides
EXTENDED INSTALLATION
The contractor will perform installation in two phases, 2 washers and 1 cart washer to ensure SPS operations can continue during the equipment installation. Contractor will provide ICRA Plans and will install all necessary ICRA barriers per VAMHCS Infection control guidance and VHA requirements. Contractor will be responsible for shutting off and disconnecting all utilities and de-installing existing washers and cart washer and disposing of the removed equipment. The contractor will be responsible for all labor and materials to relocate plumbing connections as necessary to connect to new equipment. Contractor will use existing drains and will cap off any unused lines. Contractor will be responsible for providing all labor and materials necessary for reconnecting the DI/RO water, hot and cold water and compressed air to all equipment. Contractor will provide and install sample ports for critical water (DI/RO water) testing. Contractor will provide necessary labor and material to disconnect and reconnect power to the 2 washers and 1 cart washer. Contractor will be responsible for providing labor and materials to ensure the flooring is level to equipment manufacture specifications. Contractor will match existing epoxy floor. Contractor will be responsible for patching and painting where needed.
DELIVERY
The contractor shall deliver equipment and any necessary accessories to the Baltimore VA Warehouse as required in the quantities specified. Any delivery must be coordinated with the COR prior to shipping. The contract must give the COR a minimum of 3 weeks notice prior to shipping. Delivered materials will arrive in manufacturer s original sealed containers with the associated purchase order number listed on the outside of the box. The contractor shall remove all related shipping debris and packing from the VAMHCS facilities. Delivery address will be:
Baltimore VA Medical Center
10 North Greene St.
Baltimore, MD 21201
SITE CONDITIONS
There shall be no smoking on hospital property at any time. Contractor personnel on-site may be required to wear masks to protect against the spread of COVID-19 at any time in accordance with local health guidelines. Due to the sensitive location of the equipment install, personnel on-site may be required to don and doff disposable protective clothing upon entering and exiting the space.
INSPECTION AND ACCEPTANCE
The contractor shall conduct a joint inspection with the COR upon delivery of equipment. The contractor shall provide the VA COR a list of missing and/or damaged items found upon inspection and have those items replaced at no cost to the Government. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the VA Contracting Officer.
OPERATOR TRAINING
Onsite education and training by a vendor service trained representative will be provided to VAMHCS clinical staff, Facilities and Engineering staff, and the Biomedical Engineering staff. The scheduling of operator training shall be coordinated with the COR after delivery and installation.
PROTECTION OF PROPERTY
The contractor shall protect all items from damage. The contractor shall take precaution against damage to the building(s), grounds and furnishings. The contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.
SECURITY REQUIREMENTS
The contractor must have a photo ID available when performing work at the VA Medical Center and be willing to present it to VA staff. The contractor is responsible for providing any personal protective equipment (PPE) that is deemed necessary to complete tasks stated in this requirement. The contractor must follow the VA Maryland Health Care Systems current COVID-19 guidance for entry to any medical center or Community Based Outpatient Clinic (CBOC).
WARRANTY
At a minimum the cart washer and washer-disinfectors and accessories must include a 1-year warranty on all parts and labor at no cost to the Government. Additional years are highly recommended as added value to the government. The warranty shall begin upon completion of validation testing. Warranty shall include onsite repairs and over the phone support. Contractor shall provide routine maintenance service program during warranty period. All repairs shall be performed by a vendor or contractor which has been certified by the vendor to perform the repairs. The warranty shall include all travel and shipping costs associated with any warranty repair.
