SAM #36C26326Q0758

Surgical Instrument Maintenance and Repair Services for Des Moines VA

This opportunity seeks vendors to provide comprehensive surgical instrument maintenance and repair services for the Des Moines VA Healthcare System. - Government Buyer: - Department of Veterans Affairs, VA Central Iowa Health Care System, Network Contracting Office 23 - Scope of Services: - Preventative maintenance and repair for a wide range of surgical instruments and instrument sets (both critical and routine) - Onsite mobile repair lab operations with twice-weekly visits for unscheduled and critical needs - Offsite repairs as needed - Digital tracking system for repair status, including QR code application for inventory management - Compliance with original manufacturer (OEM) specifications—no modifications allowed that deviate from OEM standards - Adherence to regulatory standards: CDC, HSPA, AORN, APIC, ANSI, and AAMI - Urgent repair response required within 48 hours for critical sets; routine sets must be serviced within 7 days - Maintenance includes rigid instrument containers and a variety of specialized instrument sets (dental, orthopedic, vascular, ophthalmic, etc.) - Products/Instrument Sets: - Over 100 distinct instrument sets, including: Cataract Trays, Straumann Implant Kits, Stryker System 7 Large Power, Karl Storz Scope Holder, Nobel Implant Kit, Stryker Ortho Biters, Synthes Mini Frag Set, Arthrex Ankle Distractor, and many more - Quantities range from 1 to 43 per set, with detailed descriptions for each - Unique/Notable Requirements: - All repairs and maintenance must restore instruments to near-original OEM condition - Contractor must provide an online digital inventory system for tracking - QR code application for all instruments - Staff must comply with VA security and badging requirements - Documentation and training for VA staff as needed - OEMs Highlighted: - While no single OEM is specified, the solicitation references products from Stryker, Karl Storz, Straumann, Nobel, Arthrex, Synthes, Tornier, Olympus, and others, indicating a multi-OEM environment - Potential for Multiple Competing Vendors: - Opportunity is open to vendors capable of servicing a broad range of OEM instruments and adhering to strict regulatory and OEM standards

Description

The Des Moines VA Healthcare System requires surgical instrument maintenance and repair services in accordance with the draft Statement of Work (SOW) below. This is a sources sought/proof of capability solicitation looking for vendors to perform the services per the SOW for market research purposes. No awards of a contract will be made from this announcement. If you are a vendor that can complete the work described in the SOW with competitive pricing, please send your contact and organization information with a descriptive proof of capability to: Jeffrey.Brown8@va.gov on or before June 22nd, 2026. Only emailed responses will be considered. Additionally, please provide answers as appropriate to the following questions in the table below with your response to this sources sought. Failure to respond to the following questions may affect the acquisition strategy. Questions 1. Identify your organization's socio-economic category. 2. State whether any of the requested services may be ordered against a government contract awarded to your organization (e.g., Federal Supply Schedule (FSS), General Services Administration (GSA), etc.). 3. State if subcontracting is contemplated for this requirement, what percentage of the work will be subcontracted and for what tasks. If applicable, VAAR 852.219-75 VA Notice of Limitations on Subcontracting Certificate of Compliance for Services and Construction, will apply to the potential solicitation if set-aside for Veteran Owned Small-Businesses or Service Disabled Veteran Owned Small-Businesses. If applicable, FAR 52.219-14 Limitations on Subcontracting, will apply to the potential solicitation if set-aside for Small-Businesses. Draft Statement of Work Central Iowa Veterans Health Administration Health Care System Surgical Instrument Maintenance and Repair The Central Iowa Administration Health Care System (CIHCS) requires surgical instrument Preventative Maintenance (PM) and repair services for their Surgical Processing Suite (SPS). The Contractor shall provide an online digital inventory system, or digital tracker, to track instrument repair status and requests that is accessible by the CIHCS. Preventative Maintenance and Repair Instrument(s) for this requirement mean: individual general surgical instrument identified during assembly inspection or frontline use as not functional and requires evaluation and repair. Instrument Set(s) for this requirement mean: a uniquely named instrument tray used to contain a series of instruments defined by an instrument count sheet. Sets are between 1 and up to 612 individual instruments used during invasive procedures. The instrument set is assembled and held inside of a container system where most instruments will stay inside the set over repeated use. An instrument set may include multiple levels of instruments inside one instrument set. All instruments sent out within the instrument set must return with the instrument set. Critical Instrument set: Instrument sets listed below in Appendix A. Critical sets cannot be removed from circulation for more than two to three days at a time without approval of the SPS Chief or designee. Routine Instrument Set: All non-critical instruments sets, identified in Appendix B. Maintenance Standards Preventative maintenance of surgical instruments shall be done by the inspection of entire trays. Repairs and preventative maintenance shall align with the original manufacturer’s design and product specifications. Equipment subject to repairs and preventative maintenance shall be returned to a state near or at its original OEM specifications in terms of functionality and appearance. Any modification or repair that deviates from OEM specifications will render the instrument damaged beyond repair and will need to be replaced at the repairer’s expense per FAR 52.212-4(b). The Contractor shall ensure repairs and service functions are performed in conformance with: CDC regulations Healthcare Sterile Processing Association (HSPA) Association of Peri-Operative Registered Nurses (AORN) Standards Associate for Professionals in Infection Control and Epidemiology (APIC) American National Standards Institute (ANSI) Association for the Advancement of Medical Instrumentation (AAMI) Instruments submitted for repair and preventative maintenance shall be: sharpened, adjusted, aligned, straightened, calibrated, cleared of rust or debris, oiled, removal of stains, sharp edges and/or scratches cannulated/lumened items shall have interior lumen flushed and visually inspected all instruments able to be disassembled shall be disassembled and undergo a detailed inspection The following miscellaneous repairs shall also be required as applicable: Gasket Replacement Baffle, Inner, Outer Latch Assembly, Single Action Upper Latch Plate Replacement Lower Latch Replacement Single Action Latch Replacement Single Action Latch Sheer Block Replacement Single Action Latch (w/o handle) Replacement Double Action Latch (w/o handle) Retention Plate Replacement Retention Plate Repair Handle Replacement E-Clip Replacement Hex Nut Replacement Stud Nut Replacement Instrument Holding Pin Replacement Nut Plate Replacement Screw Replacement for End Plates Fastener Replacement Tag Replacement General Repair Bent Container Burr Removal Dent Removal Basket Handle Replacement Basket Handle Bracket Basket Handle Leg Bracket Returned Instruments shall: have a mirror finished appearance have legible QR Code, manufacturer name, and instrument catalog number The Contractor shall provide maintenance and repair for rigid instrument containers to ensure that all lid gasket vent devices are fully functional, in accordance with manufacturer specifications. Items deemed unrepairable need to be returned to the facility with clear identification as such. Any non-OEM parts used to repair an instrument must have product part numbers provided and must have an FDA-approved Instructions for Use (IFU). The repairer must be able to provide onsite, twice weekly repairs for: Unscheduled repair needs Same day PM services for critical sets Site visits should follow a set schedule with a minimum of 2 weeks between visits. During repair and PM, all instruments are to be evaluated for a 2D QR scan code. If a device does not have a 2D laser code, the repairer will place a laser marked QR code on the instrument or flag the instrument. Devices with new QR codes shall be returned as part of the set it arrived in. Notification of code placement needs to be communicated via the digital tracker for entry into Censitrac, including: Device product number Device description Device serial number (if applicable) QR code numeric assignment The Contractor shall place a QR code on the instrument using a laser etching system if no etch is present. Delicate sharp, pointed instruments shall be returned in puncture-proof containers. Routine instruments needing part replacements or complex repairs can be relocated to the facility repair shop with updates provided via the digital tracker. Instruments failing the quality check upon return shall be resubmitted to the Contractor for repair at the Contractor’s expense per FAR 52.212-4(a). All instruments and trays picked up and returned should be updated on the digital tracker with: Instrument name Manufacturer catalog number Serial number (if applicable) Quantity QR code number Instrument set details include: set name, tray number, and number of instruments. Prohibited Repairs Instruments with unreadable or non-existent manufacturer name and product number are considered damaged beyond repair and must be returned. Repairs on such instruments will not be compensated. The Repairer is prohibited from altering or modifying an instrument beyond the original design, including: Sandblasting to dull shiny instruments Removing manufacturer’s name or product number Altering dimensions, angles, length, or adding/removing materials Creating custom instruments Refusal to Repair The contractor shall not classify any instrument as irreparable without providing: Written justification Photographic documentation Evidence of repair attempt Approval by a CIHCS representative Urgent repair services shall be completed within 48 hours of notification, especially for critical instruments, with shipping to Contractor facilities if necessary. Place of Performance Onsite repairs will occur at the VA Central Iowa Health Care System, 3600 30th Street, Des Moines, Iowa 50310. Instruments are to be picked up from the SPS Preparation Area and OR, and returned to the SPS Decontamination Area. Off-site repairs require prior certification and address submission. Scheduled Preventative Maintenance Critical instrument sets shall be scheduled for same-day turnaround. Routine sets shall be maintained within seven (7) calendar days, with communication if longer duration is needed. Mobile Repair Lab Requirements The mobile repair lab shall operate in a designated space at the hospital, with safety cones and proper display of contractor information. The contractor shall provide access to repair facilities and ensure compliance with standards. Contractor Mobile Unit and Dashboard The contractor shall provide an online service dashboard accessible 24/7, including functions for repair requests, scheduled maintenance, critical repairs, status updates, and documentation uploads. Interface with Censitrac and other equipment is preferred. Contract Monitoring The CIHCS SPS shall designate a representative to monitor services through various mechanisms, including digital dashboards, site visits, and review of documentation. Monthly reports and invoices shall be submitted and verified for payment. Staff Training and Security The contractor shall provide staff training, competencies, and certifications. Security procedures include badge issuance, background checks, and compliance with security requirements, with documentation submitted within 15 business days of contract award. Additional Information Holidays observed include: New Year’s Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day. SPS operates 24/7 during holidays. Instrument classes include various surgical, ophthalmic, arthroscopic, laparoscopic, micro, bipolar, endoscopic, and other specialized instruments, with detailed lists provided in the original document.

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