J065--OFFSITE SURGICAL REPROCESSING & STERILIZATION SVSC - BASE PLUS FOUR OPTION YEARS (B+4OYS) | POP: (12/31/2026 - 12/30/2031)| VA Loma Linda Healthcare System (VALLHCS)

TITLE: OFFSITE SURGICAL REPROCESSING & STERILIZATION SERVICES - BASE PLUS FOUR OPTION YEARS (B+4OYS) | POP: (12/31/2026 - 12/30/2031) | This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes. It does not oblige the Government to award a contract. Requests for a solicitation will not receive a response. Responses to these sources sought must be in writing. The purpose of these sources sought (36C26227Q0040) announcement is for market research used to make appropriate acquisition decisions and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, 8(a), HubZone and other Small Businesses interested and capable of providing the services described below. Documentation on technical expertise must be presented in sufficient detail for the Government to determine that your company possesses the necessary functional area expertise and experience to compete for this acquisition. Responses: This notice shall include the following: (a) Company name (b) Address (c) Point of contact (d) Phone, fax, and email (e) UEI number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Service-Disabled Veteran Owned Small Business, Veteran Owned Small Business, 8(a), HUBZone, Women Owned Small Business, Small Disadvantaged Business, or Small Business HUBZone and (i) A capability statement that addresses the organization s qualifications and ability to perform as a contractor for the work described below. The VA Loma Linda Healthcare System (VALLHCS) is located at 11201 Benton Street, Loma Linda, CA 92357-1000 is seeking a potentially qualified contractor that can provide Sterile Processing Support Services (Offsite Surgical Reprocessing and Sterilization services) for VALLHCS. Important information: The Government is not obligated to, nor will it pay for or reimburse any costs associated with responding to these sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service-Disabled Veteran Owned Small Business set aside. However, if response by Service-Disabled Veteran Owned Small Business firms proves inadequate, an alternate set-aside or full and open competition may be determined. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 339112 - Surgical and Medical Instrument Manufacturing (no more than 1,000 employees, based on SBA s employee-based size standards). Notice to potential offerors: All offerors who provide goods or services to the United States Federal Government must be registered in the System for Award Management (SAM) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). All interested Offerors should submit information by e-mail to barry.bland@va.gov. All information submissions to be marked Attn: Dr. Barry Bland, Senior Contract Specialist and should be received no later than 10:00 AM CA (PST) on October 19, 2026. Offsite Surgical Reprocessing and Sterilization Services VA Loma Linda Healthcare System (VALLHCS), California (605) - Jerry L. Pettis Memorial Veterans Hospital Sterile Processing Support Services Healthcare Facility Operations INTRODUCTION: This requirement is for the procurement of offsite surgical tray reprocessing, sterilization, and courier services to provide continuous sterile processing support for surgical and clinical operations at VA Loma Linda Healthcare System (VALLHCS), California (605) - Jerry L. Pettis Memorial Veterans Hospital. BACKGROUND / DESCRIPTION OF WORK: The source contract provides for offsite surgical reprocessing and sterilization services for Sterile Processing Services, including contractor responsibility for labor, materials, equipment, transportation, setup, and continuous calibration and maintenance. The contractor is responsible for collecting soiled reusable medical equipment and surgical trays, transporting them to the contractor's offsite processing location, performing decontamination, cleaning, inspection, assembly, sterilization, and returning processed trays and documentation to the medical center. In performing these services, the vendor shall comply with applicable AAMI guidelines, use critical water consistent with sterile processing ST108 standards and equipment manufacturer instructions for the final rinse and other required processing steps, and ensure the courier vehicle maintains temperature and humidity conditions appropriate for the safe transport of sterile and nonsterile items in accordance with applicable transport and storage requirements. This version reorganizes that information into the format of the attached mobile sterile processing trailer statement of work for use at VA Loma Linda Healthcare System (VALLHCS), California (605) - Jerry L. Pettis Memorial Veterans Hospital. LEASING DOCUMENT: The Contractor shall furnish all labor, materials, equipment, supervision, transportation, delivery vehicles, transfer carts, software scanning capability, customer support, documentation, setup, and maintenance necessary to provide complete offsite surgical tray reprocessing, sterilization, disinfection and courier services. System Component Description Collection Services Soiled tray pickup from Government-designated collection point. Transportation Services Transport of soiled trays to offsite processing location and return delivery of processed trays. Processing Services Tray inspection, cleaning, decontamination, assembly, sterilization, and storage. Documentation Daily itemized records, sterilizer printouts where applicable, and biological indicator result documentation. Transfer Equipment Transfer carts and containers for movement of trays to and from the facility. Quality Support Return Quality Audits, incident reporting, and customer support. Training/Coordination Onboarding coordination and schedule alignment with facility operations. SPECIFICATIONS: A. The contractor shall provide offsite sterile processing services designed for healthcare surgical and clinical support operations according to AAMI/ANSI standards. B. The contractor shall provide all resources necessary to accomplish the surgical reprocessing and sterilization services described in the statement of work, except as otherwise specified by the Government. C. Soiled reusable medical equipment shall be placed in properly labeled red biohazard, leak-proof, puncture-resistant rigid containers for transport. D. The contractor shall provide daily copies of itemized reprocessed reusable medical equipment and sterilization loads, including log sheets, sterilizer printouts as applicable, and biological indicator result documentation. E. The contractor shall provide 24-hour customer support and a representative capable of providing immediate assistance to Sterile Processing Services staff. F. The vendor shall perform all reprocessing and sterilization services in compliance with applicable AAMI guidelines and related manufacturer instructions for use. G. The vendor shall use critical water for final rinse and other processing steps where required by applicable standards and manufacturer instructions for reusable medical equipment and surgical instrumentation. H. The contractor's courier vehicle shall maintain and monitor temperature and humidity conditions appropriate for the transport of trays, instruments, and sterile items, in accordance with applicable sterile processing transport requirements. 4. SPECIFIC REQUIREMENTS Scope of Work a. General The selected Contractor shall: Reprocess and sterilize surgical trays in accordance with the quantities and schedule established by the Government, with the source contract identifying a baseline of 400 trays per month subject to distribution over the month and a daily commitment formula. Provide the following general services for customer trays: tray collection, tray inspection for tray returns protocol adherence, cleaning and decontamination, tray inspection and assembly, tray sterilization, tray storage, and processed tray delivery. Not transfer clinical waste as part of performance. Provide transfer carts for delivering trays in containers to and from the facility. Scan trays and/or transfer carts at the collection point and delivery point using software to record collection and delivery activities. Perform Return Quality Audits to validate facility adherence to the tray return protocol and create tray return protocol incident reports, including photos in the software system, when nonconforming trays are identified. Deliver reprocessed reusable medical equipment and sterilization loads daily, including log sheets, sterilizer printouts where applicable, and biological indicator result documentation, until acceptance by the VA point of contact. Ensure that reprocessed reusable medical equipment products are in acceptable quality and working order. Provide surgical turnaround time within 48 hours and report any delays or issues to the facility customer. Comply with AAMI ST79, AAMI ST90, equipment manufacturer instructions for use, and VHA Directive 1116 requirements referenced in the source contract. Use critical water, where required, for final rinse and other applicable processing steps in accordance with AAMI guidance and manufacturer instructions. Ensure courier vehicles used in performance are suitable for transport of reusable medical equipment and sterile items and maintain temperature and humidity conditions consistent with applicable sterile processing transport requirements. Ensure employees and agents performing services are fully qualified to perform the assigned work. Allow Government access to contractor facilities, upon reasonable notice and subject to contractor restrictions and applicable policies, for audit purposes related to instrument processing. Maintain accurate and complete records regarding services rendered to the Government. b. Government Responsibilities The facility customer shall: Provide a collection point for soiled trays and a delivery point for processed trays, including reasonable secure off-hours access where approved. Provide a computer and barcode scanner connected to the facility network, as identified in the source contract. Work with the contractor during onboarding to provide information regarding instruments, trays, schedules, and other information relevant to the services. Ensure each shipment of soiled trays is accompanied by documents and/or electronically available information identifying and quantifying the instruments trays, and containers. Adhere to the tray return protocol, including point-of-use treatment, return of instruments to proper trays, pretreatment of soiled trays consistent with IFU, proper placement into containers, closure and latching of containers, and placement in case carts. Retain Biological results to always instruments and trays. c. Vendor Loaner Tray Policy If vendor-owned loaner trays are included in service volumes, customer vendors shall deliver loaner trays no later than the timeframes required by the contractor, all loaner trays shall be scanned into the contractor software system at delivery, and the contractor shall retrieve soiled trays after the applicable procedure as soon as possible but no later than 12 hours after completion of the procedure. CONFORMANCE STANDARDS: A. All work accomplished pursuant to this contract shall comply with the latest edition of the following documents unless otherwise directed by the Contracting Officer and approved in writing where required. AAMI ST79. AAMI ST90. VHA Directive 1116. Equipment manufacturer instructions for use (IFU). Applicable VA, facility, privacy, safety, infection control, and access requirements in the solicitation or resulting contract. HOURS OF COVERAGE: A. Hours of coverage in the source contract are Monday through Friday, 0700 to 1900. B. Pickup and drop-off of reprocessed reusable medical equipment shall not take place on weekends or Federal holidays unless directed by the Contracting Officer, except in emergencies as determined by Sterile Processing Services. C. Work shall be coordinated to minimize interference with Government operations and personnel. INFORMATION SECURITY: If software is used to scan trays and/or transfer carts at the collection point and delivery point, the contractor shall support secure use of that system in accordance with applicable VA and facility information handling requirements stated in the solicitation or resulting contract. PERIOD OF PERFORMANCE: The period of performance shall be 365 calendar days from issuance of order, unless revised in the resulting solicitation or contract. SUBMITTALS: A. Contractor shall submit daily itemized records of reprocessed reusable medical equipment and sterilization loads, including log sheets, sterilizer printouts as applicable, and biological indicator result documentation. B. Contractor shall submit invoices monthly for items delivered during the month under active delivery orders, consistent with the source contract invoice section. C. Contractor shall maintain and provide records regarding services rendered to the Government as required for administration and audit support. COMMENCEMENT, COMPLETION, AND PAYMENT FOR WORK: A. Services shall begin on the service start date once the Government has provided the required information and access and the onboarding process has been completed. B. Customer and contractor shall cooperate in onboarding, including establishing an agreed pickup schedule and other operational coordination necessary to begin services as quickly as reasonably practicable. C. Contractor may invoice in accordance with contract terms for services rendered and delivered. CONTRACTOR QUALIFICATIONS: The contractor shall ensure its employees and agents performing services are fully qualified to perform the assigned work and shall provide the staffing, support, and operational capability necessary to deliver timely sterile processing services, transportation support, documentation, and customer assistance. OPTIONAL FEATURES: Surge processing above baseline monthly tray commitments, subject to contractor authorization and additional per-tray fees where applicable. Additional reporting formats or software-generated documentation. Expanded local access, badging, and site-specific handling procedures as required by VA Loma Linda Healthcare System (VALLHCS), California (605) - Jerry L. Pettis Memorial Veterans Hospital.