SAM #36C24226Q0756

VA Solicitation for Custom Sterirack Storage System and Cart Covers

This opportunity is for a custom storage solution at the VA New York Harbor Healthcare System's Brooklyn Campus: - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 2, James J. Peters VA Medical Center - OEMs and Vendors: - Sterirack (primary OEM for storage system) - Coulmed (assembly service provider) - Products Requested: - Sterirack Storage System (custom configuration per drawing SR-5324.001.03REV1) - Includes multiple mobile, modular racks (various elevations and bay types) - Color-coded labeling, adjustable stainless steel shelves, drawers for peel packs - 11 Aisle Signs - Custom Cart Covers (400 Denier Nylon, clear front flap/zippered closure, clear routing pocket, Velcro tabs) - 9 for 4-Bay Carts (CC-8136-714) - 3 for 3-Bay Carts (CC-8137-714) - 2 for 2-Bay & Double Wide Carts (CC-8138-714) - 1 for 1-Bay Cart (CC-8139-714) - Services Requested: - Assembly and installation of Sterirack units (by Coulmed) - Includes site walkthrough, color coding, debris removal, documentation, and warranty - Notable Requirements: - All products must be ADA compliant and delivered to the Brooklyn Campus - Installation must be completed within 3 business days during normal business hours - 10-year warranty on the storage system - Maintenance guides and privacy training for contractor personnel required - Set-aside for small businesses - Shipping and handling included

Description

Description This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation. Offers are being requested and a separate written solicitation will not be issued. Solicitation number 36C24226Q0756 is issued as a request for quotation (RFQ) for Sterile Processing Service Storage System. This acquisition is set-aside for small business concerns. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at www.acquisition.gov. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular number 2026-01, effective date of 03/13/2026. This solicitation is set-aside for Small Businesses (SB). The associated North American Industrial Classification System (NAICS) code for this procurement is 339113, with a small business size standard of 800 employees. The FSC/PSC is 6530. All interested parties shall provide quotations for the following: Statement of Work Introduction/Background This request is to purchase a custom-designed storage system for the Sterile Storage area of the Sterile Processing Service (SPS) at the Brooklyn Campus of VA New York Harbor Healthcare System (VA NYHHS). Currently, the Sterile Storage area in SPS at the Brooklyn Campus consists of fixed wire racks without labels. Sterilized instrument trays for surgical procedures are organized by service, but not by tray. The trays are scanned into the room, but not to a specific location. Some trays look similar from the outside, making them easy to put away in the wrong place. For the above reasons, SPS technicians need to spend time looking for trays, sometimes needing to look through the entire Sterile Storage area, to find the instrument trays needed for surgery, which leads to wasted time and increased inefficiency. In addition, the trays are currently stacked one on top of the other increasing the likelihood of a tear in the sterile wrapping which can cause an OR case cancellation. The storage racks are not on wheels, making it a challenge to clean the space effectively. If there is a prolonged issue with the temperature, humidity, or pressure relationship in the room, the instrument trays need to be removed from the racks and placed on a cart to transport to a different storage area. Transporting the trays in this manner is incredibly time-consuming and labor-intensive, taking time away from the reprocessing activities of SPS. Moreover, since each tray can weigh up to 25 pounds, it can lead to SPS staff injuries due to the physical labor involved. The requested storage system will maximize and organize the available storage space and have mobile, modular racks that can be easily moved as needed. In the requested storage system, racks will be color-coded by service, every instrument tray/container will have its own labeled location, and all instrument tray locations will be color-coded and labeled on the racks, enabling the trays to be scanned to a specific location on the rack, making the trays easier to find, thereby maximizing efficiency. Since each tray will have its own space, trays will not need to be stacked, preventing holes and tears in the wrappers that could lead to OR cancellations due to the instrument tray having to be reprocessed again prior to use. Loose instruments in peel packs will have their own drawer space, making them easier to find as well. The racks are modular, on wheels and have covers, making them easy to transport to other areas, as needed, e.g., in the event of temperature, humidity, and pressure relationship issues in the Sterile Storage Room, while preserving the sterility of the instrument trays. Requirements This request is for the Sterirack Storage System as detailed in drawing number SR-5324.001.03REV1 (embedded below). The requested items must possess the characteristics described herein. This request, with the following salient characteristics required: The storage system must be custom designed and configured to fit the Sterile Storage room in the Brooklyn SPS department and maximize storage space in the room. The racks must be mobile, modular, and of the required sizes with covers for each rack for greater flexibility and adaptability of the space. It is the sole responsibility of the Contractor to verify all dimensions and take field measurements to confirm that a particular installation effort can proceed. The Contractor must conduct a mandatory site walkthrough with VA staff to acquire requirements for the installation of the Sterirack Storage System. Some modifications might be required due to height restrictions, shelf spacing, etc. Also ensure all racks and their locations are ADA compliant. Create documentation and drawings for the installations. Submit in writing results of the on-site walkthrough and the project requirements set forth by VA NYHHS SPS staff. Racks: Must be adjustable and made of stainless steel with solid bottoms. Racks will be color-coded by service (e.g., using color-coded post strips). (Color-coding will be worked out prior to the assembly of Sterirack Units.) All instrument tray locations must be labeled on the racks. Each tray will have its own location. Color-coded label holders will be provided by the vendor. Shelves: Must be adjustable and be open-wire or fine mesh to prevent dust build-up on the shelves. Options for shelves that are fixed or slide out will be provided for better ergonomics. All shelves must have rounded corners to prevent tears in instrument tray wrappers. Drawers with adjustable dividers for instruments in peel packs are requested. All surfaces must be easy to clean. Assembly/Installation The vendor will: Assemble the Sterirack units and furnish and install all necessary equipment to enable storage racks to be functional. Test the storage racks for safety and to ensure they are functioning effectively. Provide a designated supervisor present and responsible in charge on the project site during all phases of the installation. Provide all labor, materials, transportation and equipment to complete assembly/installation. Assembly/installation of the storage system will take place during the administrative work week (Monday to Friday) between 8AM and 4:30PM and should be completed within 3 business days to minimize disruption to SPS workflow. Warranty the Sterirack Storage System for 10 years. The system is fully customizable; it is flexible and adaptable based on changing needs. The vendor will come onsite and make requested changes (e.g., swap out baskets/shelves) within 30 days of system installation at no additional cost to VA NYHHS. If applicable, provide a project maintenance guide with all manufacturer-specific operating and maintenance instructions for all necessary equipment installed. Provide manual with basic system overview and instructions for routine use. Shipping and handling are included. Summary of Items Needed # Item # Description Quantity 1 SR-324.001.03REV1 Sterirack Storage System configuration detailed in drawing number SR-5324.001.03REV1. 11 units - Elevation A Mobile Starter Bays 28 units - Elevation A Mobile Addon Bays 3 units - Elevation B Mobile Starter Bays 1 unit - Elevation B Mobile Addon Bay 1 unit - Elevation C Mobile Addon Bay 1 unit - Elevation D Mobile Addon Bay 1 unit - Elevation E Mobile Addon Bay 1 unit - Elevation F Mobile Starter Bay 1 unit - Elevation F Mobile Addon Bay 11 Aisle Signs 2 CC-8136-714 Custom Cart Cover, 74 1/5"W x 27 3/16"D x 76"H, 400 Denier Nylon (Color TBD), Clear Front Flap/Zippered Closure, Clear Routing Pocket on Left Side, Velcro Tabs on Top of Cart Made for 4-Bay Carts 9 3 CC-8137-714 Custom Cart Cover, 57"W x 27 3/16"D x 76"H, 400 Denier Nylon (Color TBD), Clear Front Flap/Zippered Closure, Clear Routing Pocket on Left Side, Velcro Tabs on Top of Cart Made for 3-Bay Carts 3 4 CC-8138-714 Custom Cart Cover, 39"W x 27 3/16"D x 76"H, 400 Denier Nylon (Color TBD), Clear Front Flap/Zippered Closure, Clear Routing Pocket on Left Side, Velcro Tabs on Top of Cart Made for 2-Bay & Double Wide Carts 2 5 CC-8139-714 Custom Cart Cover, 21 1/2"W x 27 3/16"D x 79"H, 400 Denier Nylon (Color TBD), Clear Front Flap/Zippered Closure, Clear Routing Pocket on Left Side, Velcro Tabs on Top of Cart Made for 1-Bay Carts 1 6 Sterirack Assembly - Coulmed will assemble the Sterirack Units. - Color coding will be worked out prior to the assembly of Sterirack Units. - Debris removal left-over from project to be discarded in facilities bin. - Assembly to be conducted during normal business hours 7:30am-5pm (Monday - Friday). 1 Additional Requirements Privacy Training for contractor without access to VA Sensitive Information: All contractor employees and subcontractors participating under this contract are required to complete the VA's Privacy training requirement - VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or the Use of VA Sensitive Information. Contractors must provide certifications of completion to the COR during each year of the contract. Training expires 365 days after the training is taken. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). The COR for the contract is responsible for ensuring the contractor takes the training and to follow up with the annual requirements. Place of Performance / Delivery VA NYHHS New York CampusSterile Processing Service800 Poly PlaceBrooklyn, NY 11209 Period of Performance 2 months (ARA). The full text of FAR provisions or clauses may be accessed electronically at http://www.va.gov/oal/library/vaar/index.asp (VAAR) and https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_252_2 (FAR OVERHAUL). Applicable Solicitation Provisions and Clauses The following solicitation provisions and clause apply to this acquisition: FAR 12.205 Solicitation Provisions and Contract Clauses. Included Provisions: 52.203-11 Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions 52.203-18 Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representation 52.204-7 System for Award Management Registration 52.204-7 System for Award Management Registration, with Alternate I 52.204-90 Offeror Identification 52.207-6 Solicitation of Offers from Small Business Concerns and Small Business Teaming Arrangements or Joint Ventures (Multiple-Award Contracts) 52.209-12 Certification Regarding Tax Matters 52.219-2 Equal Low Bids 52.222-18 Certification Regarding Knowledge of Child Labor for Listed End Products 52.222-48 Exemption from Application of the Service Contract Labor Standards for Maintenance, Calibration, or Repair of Certain Equipment Certification 52.222-52 Exemption from Application of the Service Contract Labor Standards for Certain Services-Certification 52.222-56 Certification Regarding Trafficking in Persons Compliance Plan 52.223-4 Recovered Material Certification 52.225-2 Buy American Certificate 52.225-4 Buy American-Free Trade Agreements-Israeli Trade Act Certificate 52.225-6 Trade Agreements-Certificate 52.225-20 Prohibition on Conducting Restricted Business Operations in Sudan-Certification 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications 52.226-3 Disaster or Emergency Area Representation 52.229-11 Tax on Certain Foreign Procurements Notice and Representation 52.240-90 Security Prohibitions and Exclusions Representations and Certifications Additional FAR Clauses: 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (DEVIATION OCT 2025) 52.212-2 Evaluation-Commercial Products and Commercial Services (NOV 2021) (DEVIATION OCT 2025) 52.222-90 Addressing DEI Discrimination by Federal Contractors 52.225-2 Buy American Certificate 52.225-4 Buy American-Free Trade Agreements-Israeli Trade Act Certificate 52.225-6 Trade Agreements-Certificate 52.225-20 Prohibition on Conducting Restricted Business Operations in Sudan-Certification 52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran-Representation and Certifications 52.226-3 Disaster or Emergency Area Representation 52.229-11 Tax on Certain Foreign Procurements Notice and Representation 52.240-90 Security Prohibitions and Exclusions Representations and Certifications VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.242-71 Administrative Contracting Officer (OCT 2020) VAAR 852.246-71 Rejected Goods (OCT 2018) VAAR 852.247-73 Packing for Domestic Shipment (OCT 2018) VAAR 852.219-76 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING CERTIFICATE OF COMPLIANCE FOR SUPPLIES AND PRODUCTS (JAN 2023) (DEVIATION) Offeror Certifications and Submissions Signature: _____________________________________ Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://sam.gov/. Contract Terms and Conditions FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025). To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows: "The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition." OR "The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:" Clauses Incorporated by Reference FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998) FAR 52.219-33 Nonmanufacturer Rule (SEP 2021) (DEVIATION NOV 2025) FAR 52.225-1 Buy American-Supplies (OCT 2022) (DEVIATION NOV 2025) FAR 52.240-91 Security Prohibitions and Exclusions (DEVIATION NOV 2025) VAAR 852.219-73 VA Notice to Total Set-Aside for Certified Service-Disabled Veteran-Owned Small Businesses (JAN 2023) (DEVIATION) Additional Requirements All quoters shall submit: One (1) quote in PDF format One (1) Limitations on Subcontracting certificate, filled out and signed in PDF format One (1) Buy America Certificate, filled out and signed in PDF format All quotes shall be sent to the Contracting Officer at Wilmen.Joa@va.gov Submission deadline: July 27th, 2026, at 11:00 AM EST. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(c). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below. Point of Contact Wilmen JoaContracting OfficerNetwork Contracting Office (NCO2)Wilmen.Joa@va.gov Additional Links:VHA

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