J079--Surfacide Maintenance and Support

DISCLAIMER: THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS SYNOPSIS IS NOT A REQUEST FOR QUOTE, PROPOSAL, OR BID. This notice is not a solicitation as defined by FAR 2.101, therefore it shall not be construed as a commitment by the Government to enter a contract, nor does it restrict the Government to an acquisition approach. All information contained in this Request for Information (RFI) is preliminary as well as subject to amendment and is in no way binding on the Government. Information submitted in response to this notice is voluntary; the Government will not pay for information requested nor will it compensate any respondent for any cost incurred in developing information provided to the Government. The Government is requesting that restrictive or proprietary markings not be used in response to this notice. If a solicitation is released, it will be synopsized in the Federal Contract Opportunities website or GSA. It is the responsibility of the interested parties to monitor these sites for additional information pertaining to this RFI. 1. Title: Surfacide Maintenance and Support 2. Purpose: The purpose of this RFI is to identify potential sources which will aid in defining the procurement strategy (e.g., set-aside, sole source, unrestricted) for a solicitation the NCO 16 on behalf of the Fayetteville, Arkansas VA Medical Center intends on issuing shortly for the following: The anticipated Small Business Administration (SBA) size standard for the North American Industry Classification System (NAICS) code 811310 is $12.5 Million. 3. Responses Requested: The following questions must be answered in response to this RFI. Answers that are not provided shall be considered non-responsive to the RFI: a. Where are the requested items/equipment manufactured? Vendor must attach documentation of this information to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice b. Are the requested items/equipment manufactured by a small or large business? Is the potential vendor in compliance with the Non-Manufacturer Rule (NMR)? Vendor must attach documentation of this to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice c. Is the Vendor an authorized distributor with access to Original Equipment Manufacturer (OEM) parts which may be required in performance of this requirement? If so, please provide authorized distributor letter. The VA does not accept grey market items and therefore the Vendor must attach evidence of this access (Authorized Distributor letter) to be viewed by the government to be considered as part of the Market Research and responsiveness to this Sources Sought notice. d. Name of potential Contractor that possess the capability to fulfill this requirement. Contractors shall also provide the following: Point(s) of contact name: _______________________________________________ Address: ___________________________________________________ Telephone number: ___________________________________________ Email address: _______________________________________________ Company's business size: ________________________________________________ Data Universal Numbering System (DUNS) #: _______________________________ e. Is your company considered a small business concern, SB, SDVOSB, VOSB, HUBZone, or 8A concern, with the requisite __________________ NAICS code? Please provide proof of qualifications. f. Is your company available under any Government Wide Agency Contract (GWAC), General Services Administration (GSA) Schedule, Indefinite Delivery Indefinite Quantity (IDIQ), and/or Blanket Purchase Agreement (BPA)? If so, please identify the contract number for the Government to review as part of this Market Research. 4. Opportunity/Market Pricing: Fayetteville VA Medical Center is seeking information from potential vendors on their ability to provide the required items/equipment. THIS IS A SOURCES SOUGHT REQUEST FOR INFORMATION (RFI) ONLY. Small Business Concerns are encouraged to provide responses to this RFI to assist the Fayetteville VA Medical Center in determining potential levels of competition and general market pricing available in the industry. Therefore, vendors are requested to submit estimated market research pricing along with their responses to the above. The estimated pricing will be considered when determining the procurement strategy for the forthcoming solicitation. 5. Instructions and Response Guidelines: RFI responses are due by 5:00pm (CST), Friday, 01-09-2025; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word format via email to contact@example.gov The subject line shall read: Fayetteville VA Medical Center NO SOLICITATION EXISTS AT THIS TIME. There is no page limitation on subparagraphs 3(a) - 3(f). Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Information provided will be used solely by The Fayetteville VA Medical Center as Market Research and will not be released outside of the Fayetteville VA Medical Center Purchasing and Contract Team. 7. Contact Information: Caleb Parker contact@example.gov Your response to this notice is greatly appreciated! 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 FAR 15.201(e), 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. Statement of Work The Surfacide® Helios Multiple Emitter Disinfection System is an automated system used in an unoccupied healthcare environment to disinfect a variety of hard surfaces through UV-C exposure after manually cleaning using traditional cleaning procedures. The use of UV-C energy is well established as an effective germicidal agent and has been tested against several common healthcare associated pathogens, including C. difficle (both vegetative and spore forms), vancomycin-resistant Enterococci (VRE), carbapenem-resistant Enterobacteriaceae (CRE), Klebsiella pneumoniae carbapenemase (KPC), Acinetobacter, Pseudomonas, methicillin-resistant Staphylococcus aureus (MRSA), Candida Aurisas well as the MERS-CoV virus. With the current focus on coronaviruses and the effectiveness of UV-C energy against it, Surfacide is one of the few companies that has documented evidence on the effectiveness against coronavirus from a study completed at the University of Iowa and published in 2016 in Infection Control & Hospital Epidemiology (Kurt Bedell, Adam H. Buchaklian and Stanley Perlman (2016). Efficacy of an Automated Multiple Emitter Whole-Room Ultraviolet-C Disinfection System Against Coronaviruses MHV and MERS-CoV. Infection Control & Hospital Epidemiology,37, pp 598-599 doi:10.1017/ice.2015.348. This study showed Surfacide to eradicate the MERS-CoV coronavirus by 99.999% in only five minutes. The MERS-CoV virus tested and the SARS-CoV-2 virus that causes COVID-19 are very similar in structure and it is reasonable to expect very similar results against the current strain of coronavirus. The Helios system is used to disinfect hard surfaces and equipment in the direct line-of-sight of the emitters in a variety of healthcare environments. The system can be used to disinfect an entire room (operating suites, patient rooms, and bathrooms, including furniture and equipment in the room) or can be used to disinfect a defined area within a room or space, such as disinfection of a single patient bed area in a multi-bed hospital room. Finally, the system can be used to disinfect multiple pieces of equipment that are temporarily placed in a room or defined area. The system is operated in unoccupied environments: when the device is in use, no persons are in the room or area intended for disinfection and only the inanimate surfaces in the room or defined area are exposed to UV-C energy. Unlike other UV-C disinfection systems, the Surfacide system utilizes multiple UV-C emitters to minimize the effect of shadows created by objects within the target area, decrease the distance between the emitter and target surfaces, and increase the efficiency of the labor assigned to operate the system. Shadows and distance have historically plagued single-emitter UV-C systems due to fact that an operator would need to either move the emitter to multiple positions within the target area or rely on severely weakened reflected UV energy which is required to travel excessive distances to compensate for shadowed areas. In either case, use of the Surfacide multiple emitter system leads to dramatically shorter cycle times, and decreased labor/operating costs. We anticipate the Surfacide system being used throughout the hospital in areas where transmission of infection causing bacteria is a concern. Training and certification will be provided to all assigned users to ensure proper operation and the safety of the operator(s) and surrounding patients and staff. Surfacide Specifications/Salient Characteristics: 1. A continuous 254nm wavelength UV-C Disinfection system. 2. The disinfection system shall be able to combine multiple emitters into one single system, operating together or as single emitters operating independently. This is beyond just having multiple emitters in one room. The disinfection system shall be able to maximize the effectiveness of each emitter to significantly reduce shadows in a single operation. 3. The system shall be able to operate with anywhere from 1-5 emitters paired together depending on the requirement of the room being serviced 4. The system shall deliver at least 1500mj for total delivered energy during a single cycle without the need for repositioning. No staff interaction shall be required to move or adjust emitters designed for use with the multiple UV-C emitters for total room coverage in a single operation. The system shall be capable of eliminating shadows and maximizing proximity to all surfaces. 5. The system of multiple UV-C emitters shall incorporate a UV-C concentrator for increased energy dosage and intensity. This process shall be controlled by the system and not have any staff interaction. 6. The system shall be able to pause a cycle during normal operation and continue the cycle without having to start over from the beginning. 7. The system shall utilize automated laser measurement and validation of room size to determine and ensure an effective dose of energy has been delivered to all surfaces in the least amount of time. 8. The system shall have the ability to validate energy output to ensure proper UV-C intensity during each disinfection cycle through reports in the disinfection system and be able to save those files in the cloud or in the control unit. 9. The UV-C system shall have a feature to apply "targeted and limited" range disinfection with safe continuous disinfection delivered unilaterally in a single direction from multiple emitters while safely ensuring that NO UV-C radiation is delivered outside of the chosen disinfection area. 10. The system shall incorporate a process for control of emitter s from outside the room when starting the system for employee safety. This control shall include starting and stopping the system and reporting the status and operations information. The operator shall not have to enter the room for any reason while the system is operating. All functions shall be controllable from the control device. 11. The system shall accomplish unattended total room disinfection in a single, uninterrupted cycle without a need for repositioning or movement of the emitters. 12. The system shall incorporate multiple motion sensors within a single room with multiple entry/exit points for added safety. The system shall incorporate dual motion sensors with Passive Infrared motion detection and movement detection by an accelerometer/gravimeter in order to ensure staff safety and avoiding false starts or stops. 13. The system shall use Bluetooth technology to connect to the tablet to operate the emitters wirelessly. 14. The system Wi-Fi connectivity allowing "Cloud" connectivity for maintaining and monitoring performance, archive capability and remote accessibility. 15. Shall include all applicable technical specifications, studies and white papers as evidence of meeting these requirements. Place of Performance: Fayetteville VA Medical Center 1100 North College Avenue Fayetteville, AR 72703-1944 Period of Performance: Base Period: February 15, 2025 February 14, 2026 Authorized Government Representative The authorized Government representative will be responsible for technical monitoring of the contractor's performance and deliveries. The authorized Government representative and the Contractor's Representative shall work together to ensure that all contractual requirements are being met. The authorized Government representative will interpret specifications or technical portions of the work. The authorized Government representative for this contract is: Final Invoicing Instructions: It is your firm s responsibility to submit a completed and signed Final Invoice Memo (see attached template) in accordance with the terms and conditions of this contract. The Final Invoice Memo must be signed and attached to your firm s submission of the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration. If the CO or designated representative does not receive a signed copy of the Final Invoice Memo with your firm s final invoice for final payment and/or if the Government does not hear from your firm via e-mail after seven (7) calendar days, after the period of performance or contract expiration, the Government will accept that there is adequate evidence that all supplies and services have been delivered and accepted, all invoices have been paid, and that there are no outstanding invoices or issues concerning this contract; thus, the Government will continue with a unilateral de-obligation of any remaining funds and issue the signed modification to all parties. Further, failure to submit a signed Final Invoice Memo could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer which in this case is the VAMC. Notwithstanding the claim period stated in FAR 52.233-1, Disputes, and pursuant to FAR 33.206, Initiation of a Claim, the contractor agrees to submit any claim related to this contract within 12 months after accrual.