SOURCES SOUGHT
J -- Sources Sought Service Contract for Patient Lifts for the North Texas Health Care System
- Notice Date
- 5/21/2018
- Notice Type
- Synopsis
- NAICS
- 811219
— Other Electronic and Precision Equipment Repair and Maintenance
- Contracting Office
- Department of Veterans Affairs;NCO 17 North Texas Healthcare System;NCO 17 Network Contracting Activity;124 E. Hwy 67;Duncanville, Texas 75137
- ZIP Code
- 75216
- Solicitation Number
- 36C25718Q9078
- Response Due
- 6/5/2018
- Archive Date
- 9/3/2018
- Point of Contact
- Victoria.Rone3@va.gov
- Small Business Set-Aside
- N/A
- Description
- This is a Sources Sought notice. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding the availability and capability of all qualified sources, small and other than small businesses, to perform a potential requirement. Respondents are required to be registered and in good standing in The System for Award Management (SAM) https://www.sam.gov/portal/SAM/#1 Purpose and Objectives: Your responses to the information requested will assist the Government in determining the appropriate acquisition method. NAICS code: 811219 and sized standard is $20.5M. NOTE: Respondent claiming SDVOSB and VOSB status must be registered and CVE verified in VetBiz Registry www.vetbiz.gov. Project requirements: To provide a full service contract for patient lifts throughout the North Texas Health Care System. See the Statement of Work. Anticipated period of performance: Base plus four option year renewals Base: October 1, 2018 September 30, 2019 Option Year One: October 1, 2019 September 30, 2020 Option Year Two: October 1, 2020 September 30, 2021 Option Year Three: October 1, 2021 September 30, 2022 Option Year Four: October 1, 2022 September 30, 2023 Information sought: Response to this announcement shall not exceed 10 pages and should include the following information: (1) A tailored capability statement indicating the firm s ability to provide the services required in the Statement of Work. Include any certifications/qualifications for accomplishing the repairs and maintenance for the patient lift outlined within the Statement of Work; (2) The respondents DUNS number, organization name, address, point of contact, and size and type of business (e.g., SDVOSB/VOSB, small, etc.) pursuant to the applicable NAICS code; (3) Information should be provided electronically in a Microsoft Word or Adobe PDF format. (4) All Sources Sought responses must outline detailed experience/past performance (i.e., describe the scope of the effort, the type of tasks involved, labor skills used, and products/services delivered) that the firm is presently or has previously performed the required services in the Statement of Work for EVERY patient lift type included in the Statement of Work. Please e-mail your response with the above information to ReginaldD.Hayes@va.gov and Victoria.Rone3@va.gov with the subject line "Sources Sought, 36C25718Q9078, Service Contract for Patient Lifts (NTX)/your company name" by 11:00 A.M. CST on June 6, 2018. Disclaimer and Important Notes. This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization s qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). STATEMENT OF WORK Description of Need: Annual Testing, Preventive Maintenance and Service for Overhead Lifts, Rail Structures, and Floor-Based/Rolling Lifts for the North Texas Health Care System. Patient lifts are designed to lift and transfer patients from one place to another. They reduce the risk of injury to patients and provide safety to patients as well as medical staff. General Guidance: Scope of Work: Contractor shall provide maintenance service and perform required annual weight and function tests of up to 658 ceiling lift systems, 22 rail systems for portable lifts, 87 floor-based and sit-to-stand lift systems, and 1 pool lift throughout the VA North Texas Health Care System as enumerated in this document, in accordance with VHA and manufacturer requirements. Contractor will provide all parts, equipment, material, and labor (including travel cost and batteries) to perform the tests and correct any deficiencies identified by the tests. Locations include Dallas VAMC (4500 S Lancaster Rd, Dallas, TX 75216), Sam Rayburn Memorial Veterans Center (1201 E. 9th Street, Bonham, TX 75418), Fort Worth Outpatient Clinic (2201 SE Loop 820, Fort Worth, TX 76119), Polk Street VA Clinic (4243 S. Polk Street, Dallas, TX 75224), Tyler Broadway VA Clinic (7916 S. Broadway Ave., Tyler, TX 75703), and Tyler VA Primary Care Clinic (3414 Golden Rd, Tyler, TX 75701) and may expand to sites in Plano, Decatur and Grand Prairie in later years. Service needs to start October 1, 2018. All annual lift testing must be completed by September 30, 2019 and by Sept. 30 each option year. Preventive and corrective maintenance must follow manufacturer recommendations. In addition to any manufacturer requirements, VHA has its own required preventive/corrective maintenance checklist which must be filled out when annual preventive maintenance is performed and also at the time of corrective maintenance that affects the lift structure, such as replacement of the lift strap or actual lift or anything that requires removing an end stop or altering a rail. The Preventive Maintenance checklist may be changed by the VHA National Center for Patient Safety (NCPS), possibly including detailed instructions for testing the emergency stop, and will be provided to the Contractor any time it is changed. The current required checklist and its FAQ are attached here: (Note on timing: Lifts can be inspected in an order suitable to both the Contractor and the lift location. The COR may ask for earlier inspection in specific areas if inspections have expired or lifts have a pattern of problems.) (Note on quantity: Periodic renovation and purchases may change the number of lifts needing maintenance in a given year. We do expect purchases as we grow, meaning that numbers of lifts maintained in option years may be larger than those in the initial year. Lifts that are newly installed but under warranty will require annual testing under this contract but have warranty service supplied by the manufacturer.) The contractor shall provide all labor, supervision, travel, parts, and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. Locations are specified on the following page. Scheduling will be arranged with the COR, Marie Martin, and other Safety, Patient Administrative Service, Nursing, or other service personnel may at times be delegated to assist the contractor in locating rooms. Contractors do not need to be supervised by VA employees at all times but do need to check in with the designated person onsite at the beginning of each work day. COR will designate the person to check in with at each facility. Contractor shall provide written documentation of tests and service performed on each lift. The service will be deemed received only when the documentation is supplied. Lift Types: This list of lifts is changing as stock is upgraded. We also expect need to add ceiling lifts and a few floor-based and sit-to-stand lifts in future years as new patient care areas open. Lift type Quantity Ceiling lifts: (TOTAL regardless of status) Guldmann GH2 lifts 354 Guldmann GH2 Twin lifts 10 Guldmann GH2F lifts 4 Guldmann GH2F rail systems only 26 Guldmann GH3 550# 33 Guldmann GH3 550# with scale 32 Guldmann GH3 660# 2 Guldmann GH3 770# 4 Guldmann GH3 770# with scoop 2 Guldmann GH3 770# with scale 12 Arjo Maxi Sky 600 36 EZ-Way portable ceiling lift 2 Floor lifts: Handicare/Romedic Multilift550 2 Molift Partner 255 2 Molift Partner 255 with scale 24 Molift Partner 205 1 Molift Smart 1 THE (Tollos) Ultralift 7510X 1 Arjo Maxi Move 2 Hoyer HPL600 3 Liftem Millennium 1 Barton Ready Car Lift 3 EZ-Way Smart Lift 600 with scale 2 Liko Golvo 1 Sit-to-stand lifts: Arjo SARA 3000 21 EZ-Way Smart Stand 800 with scale 2 Pool lift: AquaCreek Revolution 1 Background: VA North Texas Health Care System has patient lifts bought between 2008 and 2018 that need testing and service, and a unified and fast service agreement is a benefit. Any future lifts bought by VA North Texas Health Care System are expected to require the same annual weight and function tests, and option years may have minor quantity changes. Lift systems are installed in a wide variety of patient care areas. Some will be available during the day when patients are out of the way, and some will only be available outside normal working hours. The COR will negotiate with services controlling the spaces for access. Place(s) of Performance: Lift systems are installed at the following locations: Dallas VAMC (4500 S Lancaster Rd, Dallas, TX 75216) Sam Rayburn Memorial Veterans Center (1201 E. 9th Street, Bonham, TX 75418) Fort Worth Outpatient Clinic (2201 SE Loop 820, Fort Worth, TX 76119) Polk Street VA Clinic (4243 S. Polk Street, Dallas, TX 75224) Tyler Broadway VA Clinic (7916 S. Broadway Ave., Tyler, TX 75703) Tyler VA Primary Care Clinic (3414 Golden Rd, Tyler, TX 75701) May expand to sites in Plano, Decatur and Grand Prairie in later years. Performance Period: Base: October 1, 2018 September 30, 2019 Option Year One: October 1, 2019 September 30, 2020 Option Year Two: October 1, 2020 September 30, 2021 Option Year Three: October 1, 2021 September 30, 2022 Option Year Four: October 1, 2022 September 30, 2023 Lifts must be tested between date of issue and September 30, 2019. COR will work to assure timely access to lifts. Option years, if issued, will all start on Oct. 1 of each year. Type of Contract: This is a firm fixed-price contract. Contract Award Meeting: Contractor shall commence work only when the Contracting Officer (CO) has conducted a kick-off meeting, or has elected to waive the meeting. The COR and the onsite contractor supervisor must be included in this meeting, and others may be included as appropriate. General Requirements: Inspection must be completed by personnel who are approved by the manufacturer and qualified to inspect each type of lift system in question, as listed above. Inspection must meet the VHA preventive maintenance checklist, which must be filled out by the inspector. A current version will be provided any time it changes. Inspection of structure and function must meet the manufacturer s requirements as described in the lift instructions, including moving parts, rollers, bearings, end stops, electrical connections, and clearances. Functional inspection must include all normal functions of the lift. Each weight test must include a full lifting cycle at maximum rated load capacity, with the weights attached appropriately to the hanger bar so that the entire system is tested including soft start/stop and emergency lowering. Common parts should be available to allow contractor personnel to complete most required work without clearing the same room multiple times. For portable ceiling lift systems (GH2F), each rail/trolley system and each lift system must be tested. This may be accomplished by testing each lift in conjunction with one rail/trolley system. Contractor is responsible to replace any items damaged by the contractor, sub-contractor, their employees or equipment. Contractor is responsible to clean up areas after each inspection is complete and keep clean at all times. Contractor shall not interrupt any utility service or fire alarm service during the process of this job. No weight testing will occur in patient rooms where the patient is present. Contractor will coordinate with Nursing and other service staff to ensure that empty rooms are available for work. Contractor must notify COR in advance of any operation that requires cutting or ceiling opening or creates dust. Any operation of this type will be subject to Infection Control Risk Assessment requirements to be established at the kick-off meeting and clarified as necessary along the way. Any part and/or service not covered by this service contract will not be installed without first receiving a formal purchase order from the VA North Texas Health Care System, Logistics Service, Dallas, TX. Service must provide a response within 24 hours, and quick response will be preferred. Specific Mandatory Tasks and Associated Deliverables: Documentation of testing must include the date of inspection, the serial number and location of the lift or trolley system being tested, VHA s inspection checklist, the manufacturer s checklist, any observations of importance for the safety of the hoist, and any corrective actions taken. Contractor must deliver certification records to COR no later than one month after certification of each system. Documentation will be required before tests are considered complete. Contractor must notify COR immediately, separately from certification forms, of any damage that jeopardizes the safety of the hoist system and any corrective action required by VA North Texas Health Care System. Contractor will provide parts, labor, shipping and travel to correct any deficiencies identified by the tests. Work will be insured and certified for 12 months following the completion of the testing and maintenance. Emergency service calls require a response within 24 hours. Contractor Conduct Requirements: The contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from damage during performance of this contract. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her employee s fault or negligence. The contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Texas. All employees and subcontractors must wear a visible name and company identification when onsite. When more than one person is onsite performing work under this contract, one must be designated as a supervisor and must be fully responsible for the work to be performed. Employees and subcontractors working onsite must wear the VA Contractor badge that can be checked out and back in with Safety service in building TT49. In Bonham, this badge can be found in Engineering Service. The Contractor shall provide all supplies, materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances and The Joint Commission. The Contractor s procedures and quality control procedures shall conform to these guidelines. The Contractor must make all subcontractors aware of the requirements of this contract. Contractor personnel must conduct their work so as not to interfere with the normal functioning of the facility and will stop work if asked by VA North Texas Healthcare System personnel. Hours of work may need to be limited to daytime on units where patients sleep and night time in areas where patients would be exposed to risk by daytime work. The Contractor shall take all precautions necessary to protect the lives and health of occupants of the building. The Contractor must follow procedures required by VA North Texas Healthcare System Infection Control personnel and the construction safety committee, to include any required dust control. Contractors performing any Construction activities must have 10-hour OSHA construction cards and must coordinate with the VA North Texas Healthcare System Construction Safety Officer to make sure safety requirements are followed. The Contractor must state what efforts will be made to minimize noise during testing of equipment. The Contractor shall immediately correct any fire and safety deficiencies caused by his personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and may hold the contractor in default of the contract. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes which are in effect at the beginning of the contract period. The contractor shall keep abreast of any changes in these regulations and codes applicable to the contract. All material and equipment will be removed from the facility or stored properly at the end of each work day and secured during the work day in the areas specified by the Contracting Officer s Technical Representative. The Contractor is responsible for supplying, completing, and submitting all reports required or requested by Federal, State, or local ordinances which pertain to any duties contained in the contract. The Contractor will be required to furnish the VA North Texas Health Care System with material safety data sheets for all chemicals used during this work. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans and is required by OSHA regulations. The Contractor will be required to follow all OSHA General Industry regulations, or if construction activities are performed, Construction regulations. No hot electrical work shall be performed. Any electrical work that is necessary must be coordinated with the facility electricians, and lockout/tagout provisions must be presented if electrical work is required. The Contractor s personnel shall follow applicable policies of the VA North Texas Health Care System, to include policies concerning fire and disaster preparedness programs. The contractor shall furnish at his own expense all labor, materials, machinery, and appliances which may be necessary or appropriate in the performance of this contract. Any accumulated rubbish is to be collected and placed in facility trash or dumpsters. Contractor Experience Requirements: Contractor must provide evidence of qualification to inspect all lifts listed. At least one person who has been trained by the manufacturer on the equipment to be tested must lead each test. Parts: The Contractor shall furnish all parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts (manufactured, supplied by the manufacturer, or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request. Schedule for Deliverables: Schedules will be planned with the contractor and will flex to allow for room availability. Inpatient rooms will be prioritized first. Testing shall be completed between contract issue date and September 30, 2019. Room availability will be arranged by COR and Nursing or local service staff. Contractor must deliver certification records to COR no later than one month after certification of each system. Contractor must notify COR immediately, separately from certification forms, of any damage that jeopardizes the safety of the hoist system and any corrective action required by VA North Texas Health Care System. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the Contracting Officer (CO), including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. Confidentiality and Nondisclosure: It is agreed that: The preliminary and final deliverables, and all associated working papers and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Vendor is held to adhere to federal privacy laws and to keep confidential any sensitive or personal information learned during the performance of this contract. Contractor Personnel Security Requirements: No VA sensitive information is included in this contract. NARA Records Management Language Clause: Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under or relating to this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS ON THE DATE INDICATED IN THE NOTICE ITSELF (21-MAY-2018); HOWEVER, IT DID APPEAR IN THE FEDBIZOPPS FTP FEED ON THIS DATE. PLEASE CONTACT 877-472-3779 or fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link To Document
(https://www.fbo.gov/spg/VA/VANTHCS/VANTHCS/36C25718Q9078/listing.html)
- Place of Performance
- Address: Department of Veterans Affairs;North Texas Health Care System;4500 South Lancaster Road;(See Statement of Work for Additional Locations);Dallas, Texas
- Zip Code: 75216
- Country: USA
- Zip Code: 75216
- Record
- SN04928837-F 20180523/180522062901 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |