R410--Surgical Asset Management (SAM) Consulting Services 36C25925Q0728

Request for Quote (RFQ) #: 36C25925Q0728 Surgical Asset Management Consulting Services This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. The Government reserves the right to make no award from this solicitation. * The deadline for all questions is 4:00pm ET, August 21, 2025 All questions must be submitted in writing no later than the question cut-off date marked above. All questions will be answered officially through an amendment to the solicitation. ** Quotes are to be provided to chris.hollingsworth@va.gov no later than 4:00pm ET, August 28, 2025. Quotes shall not be hand carried. Faxed quotes shall not be accepted. Emailed quotes are the only method of submitted quotes (4MB email limit). The Government reserves the right to make award solely on initial Quotes received. Offerors bear the burden of ensuring that all portions of the offer (and any authorized amendments) reach the designated office before the deadline specified in the solicitation. This RFQ shall be completed in its entirety, and signed and dated, failure shall not be considered for award. This is a Request for Quote (RFQ) and the solicitation number is 36C25925Q0728. The government anticipates awarding a firm-fixed price contract resulting from this solicitation. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2025-05 effective August 7, 2025. The North American Industrial Classification System (NAICS) code for this procurement is 541611 with a small business size standard of $24.5 Million. This solicitation is a 100% set-aside for Small Business. List of Line Items; Line Item Description Quantity Unit of Measure Unit Price Total Price 0001 Surgical Asset Management (SAM) Consulting: Data Preparation and Logistics 1 Yr $ $ 0002 Surgical Asset Management (SAM) Consulting: ASSET OPTIMIZATION AO Planning Visits and Workshops 1 Yr $ $ 0003 Surgical Asset Management (SAM) Consulting: ASSET OPTIMIZATION IMPLEMENTATION - AO Implementation Services 1 Yr $ $ Grand Total $ Description of Requirements for the items to be acquired; See attached Statement of Work (SOW). 52.212-1, Instructions to Offerors--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL Gray market items are Original Equipment Manufacturer s (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable. Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items. Any award made as a result of this solicitation will be made on an All or Nothing Basis. State if quoted items are available and priced through offerors existing Government-wide Acquisition Contract (GWAC), GSA Multiple Award Schedule (MAS) contract, or VA-wide Acquisition Contract. If the acquisition is set-aside for SDVOSBs/VOSBs, their socioeconomic status must be VetCert verified and visible in the VA Veterans Small Business Certification Pages: https://veterans.certify.sba.gov// at the time of quote submission AND award, or will be considered non-responsive, and will NOT be considered for award. Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below. All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote. Submission of quote shall include the following volumes: (I) Technical capability or quality of the item offered to meet the Government requirement; (II) Price; Volume I - Technical capability or quality of the item offered to meet the Government requirement The offeror shall submit a narrative in 10 pages or less explaining how they intend to meet the requirements as defined in the Statement of Work (SOW). Volume II Price Price - The offeror shall complete the pricing schedule provided in Section (v) above: Price/Cost Schedule. (End of Addendum to 52.212-1) 52.212-2, Evaluation--Commercial Items applies to this acquisition ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS: The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government considering price and other factors. The following factors shall be used to evaluate quotations: Factor 1. Technical capability or quality of the item offered to meet the Government requirement Factor 2. Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2(b)(3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation, but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Factor 1. Technical capability or quality of the item offered to meet the Government requirement: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation and based on the information requested in the instructions to quoters section of the solicitation. Factor 2. Price: The Government will evaluate the price by adding the total of all line item prices. The Government may use various price analysis techniques and procedures to make a price reasonableness determination. Offers that do not meet or exceed the technical capability or quality of the item offered to the Government requirement shall not be selected regardless of price. (End of Addendum to 52.212-2) 52.212-3 Offeror Representations and Certifications Commercial Products and Commercial Services (MAY 2024) (DEVIATION FEB 2025) applies to this acquisition. Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required. Offerors must be registered in SAM at time of offer submission. 52.212-4, Contract Terms and Conditions--Commercial Items applies to this acquisition Any inconsistencies in this solicitation or contract shall be resolved by giving precedence IAW 52.212-4(s). By submitting a quote, the offeror understands that quotes will not be referenced in 1449 and clauses incorporated in the solicitation will dictate the contract. All offerors shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under the contract IAW FAR 52.212-4(q). The Government reserves the right to deny requests for clause changes that are not included in this solicitation should the request be inconsistent with the FAR or VAAR. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services (JAN 2025) (DEVIATION FEB 2025) FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference; FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020 FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (OCT 2020) FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) FAR 52.219-6 Notice of Total Small Business Set-Aside (NOV 2020) FAR 52.219-8 Utilization of Small Business Concerns (SEP 2021) FAR 52.219-14 Limitations on Subcontracting (Oct 2022) FAR 52.219-28 Post Award Small Business Program Representation (NOV 2020) FAR 52.222-3 Convict Labor (JUN 2003) FAR 52.222-19 Child Labor Cooperation with Authorities and Remedies (JUL 2020) FAR 52.222-35 Equal Opportunity for Veterans (JUN 2020) FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUN 2020) FAR 52.222-37 Employment Reports on Veterans (JUN 2020) FAR 52.222-40 Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) FAR 52.222-50 Combating Trafficking in Persons (OCT 2020) FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) FAR 52.223-23 Sustainable Products and Services (MAY 2024) (DEVIATION FEB 2025) FAR 52.225-13 Restrictions on Certain Foreign Purchases (JUN 2008) FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management (Oct 2018) Additional contract requirements or terms and conditions: 852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (Apr 2020) VAAR 852.203-70 Commercial Advertising (MAY 2018) VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2018) VAAR 852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018) VAAR 852.233-71 Alternate Protest Procedure (OCT 2018) VAAR 852.246-71 Rejected Goods (OCT 2018) VAAR 852.219-74 VA Notice of Total Set-Aside for Verified Veteran-Owned Small Businesses (NOV 2022) 852.252-70, Solicitation Provisions or Clauses Incorporated by Reference (Jan 2008) The following provisions or clauses incorporated by reference in this solicitation must be completed by the offeror or prospective contractor and submitted with the quotation or offer. Copies of these provisions or clauses are available on the Internet at the web sites provided in the provision at FAR 52.252-1, Solicitation Provisions Incorporated by Reference, or the clause at FAR 52.252-2, Clauses Incorporated by Reference. Copies may also be obtained from the contracting officer. http://www.acquisition.gov/far/index.html https://www.acquisition.gov/vaar The following FAR provisions are to be incorporated by reference: FAR 52.204-7 System for Award Management (OCT 2018) FAR 52.204-16 Commercial and Government Entity Code Reporting (AUG 2020) FAR 52.229-11 Tax on Certain Foreign Procurements Notice and Representation (JUN 2020) The following VAAR provisions are to be incorporated by reference: None The following FAR clauses are incorporated by reference: FAR 52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (JUN 2020) FAR 52.204-13 System for Award Management Maintenance (OCT 2018) FAR 52.204-18 Commercial and Government Entity Code Maintenance (AUG 2020) FAR 52.232-40 Providing Accelerated Payments to Small Business Subcontractors (NOV 2021) The following VAAR clauses are to be incorporated by reference: VAAR 852.212-71 Gray Market Items (APR 2020) The Defense Priorities and Allocations System (DPAS) does not apply. Date and Time offers are due to chris.hollingsworth@va.gov by 4:00pm ET, August 28, 2025. Name and email of the individual to contact for information regarding the solicitation: Chris Hollingsworth Chris.Hollingsworth@va.gov

The purpose of RFQ modification 0001 is to: Update the quote due date to September 5, 2025 to allow more time to consider the responses to questions that were received. The Questions and answers will be posted in a separate modification to this solicitation.

The purpose of RFQ modification 0002 is to: Update the quote due date and time to 12:00 EST September 10, 2025 to allow more time to consider the responses to questions that were received. The Questions and answers will be posted in a separate modification to this solicitation.

The purpose of this amendment is to: Answer questions that were received. (see below) Update the quote due date and time to 12:00pm EST September 10, 2025 Q: Does the VA have a value analysis committee to evaluate and approve surgical supplies and instruments? A: VA has an Equipment Committee that evaluates all purchasing decisions Q: Does the VA use an instrument tracking software? A: Yes Censitrac Q: Will the VA allow a vendor to import data into our proprietary software to process advanced analytics? A: Censistrac allows for exporting multiple reports Q: How many preference cards exist at RMRVAMC? A: Approx 4000 containers with a count sheet, additional containers that need a count sheet. Q: How much flexibility is there in preference card management at the local hospital level? A: All count sheets can be locally Censitrac superusers have ability to update the count sheets Q:What is the current governance process for preference card updates today? A: E-mail requests by OR team Q: How does the VA define impact? Please clarify if impact is monetary (is there a savings goal?), resources, technology, process, or all of the above. A: The goal is to have surgical instruments available, whit reduction of unnecessary reprocessing Q: Which services lines will participate in workshops? How many locations? Is there an estimated number of total people that would participate in the workshops? A: SPS, OR, Clinics exact number of people TBD Q: Please clarify how the awarded vendor will work with Aesculap? Please confirm the intent that the awarded vendor integrates recommended assets into workshop trainings. Q: Please confirm the COR will facilitate read-only access to the instrument tracking system (e.g., Censis/SPM) and EMR-derived case data needed for baseline/utilization analysis within 10 business days of kickoff. A: The vendor should have access to Censitrac Q: Please confirm no PHI is required and that the Government will provide de-identified/aggregated datasets for analysis. A: No PHI is stored in Censitrac so no issue with this. Q: Please confirm that the contractor s post-workshop report quantifying OR/SPD time and dollar savings, along with signed change sheets and updated set indices, will serve as the basis for acceptance. A: We will review the report and implemented changes as agreed by the OR team. Q: Please indicate expected on-site workshop days per service line to plan travel within the firm-fixed price. A: It depends on the amount of changes that is require, and for which teams (OR vs SPS) the changes are needed. Q: Please confirm a bilateral modification will be used if the number of sets/procedures materially exceeds the baseline identified during mobilization (e.g., >15% variance). A: Any modification to the awarded contract will be done as a bilateral modification.