6515--Sterile Processing Steam Sterilizers

Sources Sought Notice Sterile Processing Steam Sterilizers 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. In accordance with RFO 15.101(c), 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. Response Instructions: Do not provide more than 8 pages, including cover letter page. Submit your response via email to peyton.wilkerson1@va.gov Submit your response NLT 15:00 (MST) on Tuesday, June 30th, 2026; Mark your response as Proprietary Information if the information is considered business sensitive. VA has identified the appropriate North American Industry Classification System (NAICS) Code as 339112 Surgical and Medical Instrument Manufacturing with a Small Business size of 1000 Employees. Please identify and explain any NAICS codes your company believes would better represent the predominated work included in the attached Statement of Work draft / Salient Characteristics List; Information Requested from Industry: In response to the Sources Sought, interested Contractors shall submit the following information and any Capabilities/Qualifications Statement to include but not limited to an overview of proposed solution(s) and a description of the product your company possesses in accordance with the Statement of Work draft / Salient Characteristics List. Vendor Name: SAM UEI #: Name of Manufacturer: Manufacturer Address: Estimated Delivery Time: SAC FSS contract number Vendor Point of Contract (POC) Name POC Phone Number: POC Email Address: Statement of Work (SOW) Eastern Oklahoma VA Health Care System Provision and Installation of Sterile Processing Steam Sterilizers at Jack C. Montgomery VAMC & VA 51st Dental Clinic (Tulsa) General Purpose Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install sterile processing steam sterilizers that meet VHA Directives and Policies, and that produce consistent positive readings from the physical/recorded cycle parameters (mechanical), that pass chemical indicator changes, have no growth in biological indicators, and comply with this SOW. The sterile processing steam sterilizers, including associated parts and equipment, ( sterilizers ) must be delivered and installed at the locations and period of performance identified in this SOW, in a cost effective, efficient, and safe manner, while complying with VHA and industry Standards, and contributing to the VA Mission. Contractor shall deliver, install, and test all sterilizers in accordance with: VHA Directive 1116 (2) (Sterile Processing Services [SPS]), VA Reusable Medical Equipment (RME) Management Policy, AAMI ST79 Comprehensive Guide to Steam Sterilization, All relevant safety, infection control, and environmental standards in force at the facility. The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor. Background Both facilities require replacement and modernization of their steam sterilization equipment. Qualifications of Contractor: For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor s quote and identified in this SOW. LOCATIONS Jack C. Montgomery VAMC 1011 Honor Heights Dr, Muskogee, OK 74401 VA 51st Dental Clinic 5110 S Yale Ave, Tulsa, OK 74135 PERFORMANCE PERIOD Contractor must deliver and install at the locations 4 weeks after receipt of order (ARO). SCOPE EOVAHCS requires a contractor to provide equipment and installation that meets or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the department's needs and account for retrofitting an existing structure. Contractor must provide steam sterilizers, load carts and transfer carriages that are configured to fit into the existing footprint of the current sterilizers. Contractor shall uninstall/deinstall and dispose of the existing sterilizers by the most efficient method possible. SALIENT CHARACTERISTICS Steam Sterilization Units The steam sterilization units shall meet or exceed the following minimum specifications. Chamber Size and Construction Chamber sizes shall be approximately 26.5 inches (W) × 26.5 inches (H) × 63 inches (L) and 20 inches (W) x 20 inches (H) x 38 inches (L) respectively. Chamber shall be constructed of solid 316L stainless steel (or higher grade) with a fully jacketed, corrosion resistant design. The pressure chamber shall carry a minimum 15 year warranty. Electrical and Compliance Units shall operate on 480 Volts. Units shall comply with AAMI ST 8:2013 and AAMI ST8:2008. Capacity and Performance Chamber shall support sterilization of up to fifteen (15) instrument trays weighing 25 lbs each per validated load. Unit shall support a minimum of twelve (12) programmable cycles, including: five (5) pre vacuum cycles, gravity cycles, and liquid cycles. Cycle names shall be customizable. Doors and Gaskets Doors shall slide vertically with pneumatic drive. Door gasket shall be steam activated and require no lubrication. Control and Display Unit shall have an integrated ergonomic control/display visible from a minimum distance of 15 feet. Control panel shall support programming and storage of at least twelve (12) custom cycles. Unit shall include an integrated impact printer capable of printing permanent ink on paper cycle records. Monitoring and Sensing System shall include multiple temperature sensors for optimized utility usage. Unit shall support advanced, secure, HIPAA compliant remote monitoring using a non network configuration, providing continuous surveillance and improved uptime. Steam and Utility Connections Unit shall support connection to external facility supplied steam (JCM) or integral generator (Dental). Unit shall include an in line steam filter assembly. Accessories Two loading carts and transfer carriages shall be provided and must be designed to fit the sterilizers. Ancillary and Replacement Components Vendor shall replace modular stainless steel wall sections on the decontamination side of Sterile Processing as required during installation. Loading Cars Designed to fit the sterilizer chamber dimensions listed above. Capable of safely securing and transporting fully loaded sterilizer racks. Transfer Carriages Compatible with the loading car system. Supports safe, ergonomic movement of loaded carts to/from sterilizer chambers. Water Conservation & Cooling Equipment Provides necessary cooling and water saving functions to support sterilizer operations. Must be compatible with the sterilizers and designed for efficiency in condensed water use. Delivery Contractor shall coordinate with the COR prior to equipment delivery. The COR will be the primary point of contact for facilitating other key parties for installation, such as SPS leadership, VAMC Engineering, and VAMC Biomedical. All equipment shall be delivered in clean, undamaged conditions directly to the designated SPS area. Contractor must ensure no contamination occurs during delivery or staging. Installation Contractor shall perform uncrating, set-in-place, installation, utility connections, testing, documentation, and staff training as part of this procurement. Contractor must submit a detailed installation plan and schedule for approval. Installation shall occur within 4 weeks after receipt of order (ARO). Weekend installation is permitted and required where specified in quote documentation. Installation must be performed by manufacturer-authorized personnel. All manufacturer s instructions for installation, calibration, and setup shall be strictly followed. Contractor shall ensure that sterilizer location, hookups, and environmental factors (e.g., air flow, humidity) meet manufacturer and VHA specifications. Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.  The contractor shall provide a turnkey installation, including all incidental facility modifications necessary to install and make fully operational the sterilizers. The predominant purpose of this procurement is the purchase and installation of sterilization equipment. All facility modifications are incidental and solely for the purpose of installing and operating the equipment. These incidental modifications may include adjustments to steam piping, electrical connections, minor carpentry, trim and finish, stainless steel panel installation, and integration with the existing air compressor. No structural, loadbearing, or architectural redesign work is required or authorized. All work is limited to interior, non structural, low voltage, and mechanical tie ins necessary to support installation of the purchased equipment. This requirement does not involve architectural or engineering (A E) design services, formal construction renovation, or work requiring building permits. The contractor shall not modify facility structure, HVAC systems, or utilities beyond what is required for direct equipment tie in. All installation and incidental modifications shall comply with OEM specifications, VHA Directive 1116(2), NFPA 99 (Health Care Facilities Code) requirements for sterilizer utilities, and VA infection control protocols. If unexpected facility conditions are encountered (e.g., hidden utilities, wall obstructions), the contractor shall immediately notify the CO before proceeding. No additional work shall be performed without written authorization. All installation and facility modifications must be in compliance with the following: VHA Directive 1811, VA Biomedical Engineering Program (Biomed); VHA Directive 1116(2), VA Sterile Processing Services (SPS); 29 CFR 1926.1434, OSHA Equipment Modifications. Deliverables Installation Plan: Prior to start, the contractor shall submit to the COR a detailed Installation Plan for all facility modifications. This Plan must include drawings, scope descriptions, work sequence, equipment tie-ins, access logistics, infection control steps, and a timeline. The Plan must be reviewed and approved by JCMVAMC Engineering and Safety Environmental Management Program System (SEMPS) before any work begins. The contractor must coordinate in advance with the COR prior to completion of the following key milestones, at a minimum, so that the COR can schedule inspections by JCMVAMC Engineers and SEMPS. Key milestones of facility modifications: pre-construction walkthrough, post-steam-piping and electrical tie-in, final finish and commissioning, and COR verification of OEM validation documents before Government acceptance. Phased Sign-Off Requirements. VA Engineering and SEMPS sign-off is required at each stage before proceeding. Infection Control clearance before wall opening Utility/Mechanical Engineer sign-off after piping/electrical work Environmental Services sign-off post-cleanup and before panel installation Final Engineering Acceptance upon completion Training Manuals: Contractor shall provide COR with electronic copies of the user manuals and repair manuals for each different model of product and software installed under this contract at no additional cost to the government. Standards Compliance Confirmation: Contractor shall provide the COR with documentation that includes confirmation of compliance with VHA and AAMI standards. Warranties: Contractor shall provide the COR with manufacturer contact for technical support and warranty information. Validation and Testing Upon installation, contractor shall perform mechanical, chemical, and biological indicator tests, witnessed by the COR and SPS staff and documented according to VHA Directive 1116(2). Contractor shall provide a written validation report to the COR, that includes all installation parameters, cycle logs, and test results. Environmental and Infection Control Contractor shall comply with all facility infection prevention measures, including use of appropriate PPE and hand hygiene. Contractor must ensure work areas are cleaned and disinfected post-installation. Contractor shall not access clean/sterile areas without SPS escort. Warranty & Preventive Care Contractor must provide the standard OEM warranties. Training Contractor shall provide initial operator training to designated SPS staff as part of project completion. Training must be coordinated through the COR and conducted over multiple sessions, as needed, over a two-week period. Incident Reporting Contractor must report any equipment malfunction, breach, or environmental safety concern immediately to the COR. Rework or Remedy Rework or Remedy is defined as performing the Service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR. VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m. through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR. In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as Legal Federal official holidays.   New Year s Day  January 1st Martin Luther King s Birthday  Third Monday in January  President s Day  Last Monday in February  Memorial Day  Last Monday in May  Juneteenth  June 19th  Independence Day  July 4th Labor Day  First Monday in September  Columbus Day  Second Monday in October  Veteran s Day  November 11th Thanksgiving Day  Fourth Thursday in November  Christmas Day  December 25th In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Federal Statute Any other day designated by Executive Order Any other day designated by the President of the United States to be a Federal holiday Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court. Contracting Officer s Representative (COR) Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. Authority of the COR The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority, and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government. LIABILITIES AND INSURANCES Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish. Liability Insurance Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.