Loren Data's SAM Daily™

SAMDAILY.US - ISSUE OF NOVEMBER 30, 2025 SAM #8770
SOURCES SOUGHT

J -- On-site Bed Management

Notice Date

11/28/2025 3:15:47 PM
 

Notice Type

Sources Sought
 

NAICS

339113 — Surgical Appliance and Supplies Manufacturing
 

Contracting Office

262-NETWORK CONTRACT OFFICE 22 (36C262) Gilbert AZ 85297 USA
 

ZIP Code

85297
 

Solicitation Number

36C26226Q0167
 

Response Due

12/4/2025 10:00:00 AM
 

Archive Date

01/03/2026
 

Point of Contact

Ositadima Ndubizu, Contract Specialist Intern, Phone: (562) 766-2252
 

E-Mail Address

ositadima.ndubizu@va.gov
(ositadima.ndubizu@va.gov)
 

Awardee

null
 

Description

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY. It is neither a solicitation announcement nor a request for proposals or quotes and does not obligate the Government to award a contract. Responses to this sources sought notice must be in writing. The purpose of this sources sought announcement is for market research to make appropriate acquisition decisions and to gain knowledge of potential businesses interested and capable of providing the services described below. VA Greater Los Angeles Healthcare System located at 11301 Wilshire Blvd, Los Angeles, CA 90073 is seeking a contractor to provide an On-site Bed and Equipment Management program to accomplish equipment management functions to include specialty beds, mattresses, gurneys, wheelchairs, video monitor system, infusion and feeding pumps. This service will reduce rental spending through improved utilization of hospital inventory and assets. This service will also provide highest quality of care satisfaction by ensuring readiness of equipment. The contractor must provide the following tasks: Task 1 Equipment Management Requirements Specialty beds, mattress, gurneys and wheelchairs shall be provided by contractor for VA Medical Center 24/7. Contractor shall provide excel spreadsheet via email with data of patient equipment used by the Chief of Engineering, Chief of Supply Chain Management, and Critical Care AO at the beginning of week. In emergency situations the contractor shall assist in exporting specialty equipment to patient s room. Contractor should monitor and maintain all bed management, mattresses, wheelchairs, video monitor system, infusion and feeding pumps. Contractor should access storage space for patients used equipment (specialty mattresses, gurneys, wheelchairs, video management, and pumps) for adequate readiness to unit throughout VAGLA. Contractor should provide excel database on obtaining specialty bed supplies and equipment. If the vendor purchases used supplies or equipment, they must: Clarify site of equipment and track full maintenance of usage. Provide manual history data for all used equipment rented. Describe the process by which they validate test results and confirm that used equipment is ready for use in storage room on 4th floor. The contractor will deliver patient-ready equipment to requested location. Patient-ready equipment is: Thoroughly cleaned per Hospital cleaning procedures or manufacturer instructions for use (IFU) guideline. Checked for basic operational by powering the equipment up and checking for: Sufficient battery capacity if applicable. Alarm function if applicable. Displays are operational if applicable. The requested equipment displays no error messages is applicable. Accompanied by all necessary accessories if applicable. The contractor shall be responsible for inspection, cleaning, pickup and delivery of equipment including specialty beds, gurneys, wheelchairs, video monitor system, infusion and feeding pumps. Task 2 Equipment Pickup and Processing Clinical staff call Bed and Equipment Management Vendor at extension 43144 to request pickup of listed equipment. When equipment or mattress is damaged to include tears, rips, and punctures noticed by staff, notification will be made to the Bed Management vendor. A Joint Patient Safety Reporting (JPSR) incident will be submitted. EMS will be notified when mattresses or mattress covers are soiled and require any additional cleaning. Provide Bed Management Contractors with location / bed number and specify whether the request is a stat or routine. Contracting Staff will pick up stat requests within 15 minutes and routine requests within 30 minutes. Contractor should utilize central area of contact for scheduling patient used equipment delivery and pickup. Contractor shall provide equipment management tracking system that will highlight admission and discharge of patients from specialty bed and mattress used duration of stay. Contractor shall inspect and clean equipment between patient admissions and discharge. Step Action Proceed to the designated location for equipment pickup, which may include areas such as the soiled utility room, patient room, or hallway. It is important to note that bed frames must be disinfected by EMS (Environmental Management Services) before picking them up, following the guidelines outlined in EMS Standard Operating Procedures (SOP) 691-137-1 and SOP 691-137-29. Ensure no medication or disposables are present. If present, contact staff to remove before proceeding. Inspect equipment and parts for contaminants and/or designation of contamination (e.g. red tag, red bag, written note and/or verbal statement). Inspect mattresses and mattress covers for tears, rips, or punctures. Remove from service if any tears, rips, or punctures are present. Note: Ensure all parts and surfaces of equipment are checked (e.g. unroll mattresses and open parts to expose internal components). If Then Equipment is not contaminated Proceed to next step. Equipment is contaminated Leave equipment at current location and proceed to Contaminated Equipment Process section below. Take equipment to the centralized cleaning area using a cart if required. Note: Equipment may be brought to cleaning area by other staff. Clean equipment per the manufacturer s Instructions for Use (IFU) and facility guidelines. If equipment was damaged, if possible and necessary, ask department staff for details about the damage. Then perform applicable follow up actions based on Hospital requirements. Perform additional applicable tasks on equipment such as verifying the following: There are no error codes. The unit has sufficient battery capacity. Displays are functional. Unit has appropriate PM/inspection sticker. If any tasks result in equipment requiring service, route to appropriate service location and document as necessary. If applicable, follow instructions on Between Patient Check Placard. If applicable, place a clear, plastic bag on the equipment. Place equipment in patient ready location and plug in if required. If a cart was used, wipe the cart with a disinfectant wipe and ensure required contact time is met per manufacturer instructions for use. Note: If applicable, ensure Hospital s cart cleaning requirements are followed. Community Living Center (CLC) Coverlet Change (Custom Care Convertible LAL) Bed Management Contractors will establish a cleaning schedule to replace the coverlets monthly at building 213, 215, and the Sepulveda Facility. Activity will be documented for record keeping. [One week prior to Event] Bed Management Contractors will provide CLC leadership communication informing of upcoming events and coordinate best time to execute task. [Day of event] Veteran s will be out of bed during pre-determined time. Air Mattresses- All air mattresses are taken to Contract facility for cleaning, inspection, and processing before being returned to the healthcare facility for use. Using appropriate PPE - Bed Management Contractors staff will unzip /remove soiled coverlet from mattress, inspect interior of the mattress and place coverlet in an individual blue bag. After discarding used PPE and demonstrating proper hand hygiene. Contractors will place a clean patient ready coverlet on the mattress. After installing the clean coverlet, contractors will perform quality check to ensure proper mattress functionality (visual quality check to ensure coverlet is free of tears and punctures is performed during the cleaning process). Bed Management Contractors will consolidate individual soiled bags into one large blue bag for cleaning / laundered to OEM recommendation in a certified facility. Equipment Tracking Rounds - Equipment tracking rounds are performed daily. Equipment rounds are performed to verify admitted and discharged patients, verifying patient information, verifying equipment usage, and tracking down missing equipment using VA scanners. Contractor shall coordinate with COR and Nursing Informatics team to develop tracking software interfacing with VAGLA Medical Center admission and discharge system using nurse information. Throughout the process, adhere to HIPAA guidelines per COM 006 HIPAA Privacy-Use and Disclosure of Protected Health Information and COM 007 HIPAA Security-Confidentiality, Integrity, and Availability of Electronic PHI. Follow Patient and Staff Interaction Guidelines. Scanners used for equipment verification indicate which rooms have equipment within them that falls under Bed Management s Scope of Service. Every attempt should be made to physically scan a piece of equipment rather than simply verifying that it has been seen. Damaged or non-functioning equipment may be documented using the Equipment Management Software as applicable. Never touch a piece of equipment that is attached to a patient. Never touch equipment with tubing, IV bags, or medication attached. If equipment is off the patient and needs to be picked up, contact clinical staff to remove these items. Never adjust settings on medical equipment. Step Action Start rounds on using an Equipment Management scanner. Proceed to a patient room that contains managed equipment. Wash in per Handwashing Work Instruction using the Hospital provided hand sanitizer. Follow Personal Protective Equipment Process and adhere to all hospital required contact, droplet, and airborne precautions posted at the room entrance. Knock on the door and enter the patient room following Patient and Staff Interaction Guidelines. Let the patient and staff know your name and that you are there to scan equipment for inventory purposes. Verify that the patient information matches the name on the scanner. If Then Patient information matches Proceed to next step. Patient information does not match, and patient was discharged Discharge patients in the scanner. If necessary, scan or manually enter the correct patient and scan all equipment for the patient. Note: If patient was moved to a different room, update information in the scanner. Look for all equipment and accessories, if applicable. Scan each piece of equipment. Note: If the equipment is present but cannot be scanned due to a faulty barcode, manually verify instead. If checklists appear on scanner, complete checklists per onscreen prompts. Exit the room. Remove PPE, if applicable. Wash out per Handwashing Work Instruction using the Hospital provided hand sanitizer. Perform any necessary follow-up actions to dispose of all equipment. If Then Equipment is flagged as due for service in the scanner. Or Equipment/accessory is marked as damaged or physical damage is present In use: Leave equipment with patient. Not in use: If able, discontinue the equipment from the patient in the scanner. Scan and physically move equipment to appropriate location. Note: If staff is available, ask for details about how the damage occurred. Equipment is shown as on the patient in the scanner but cannot be located Discontinue the equipment from the patient in the scanner. Note: If staff is available, ask if the equipment was removed from the patient and/or room. Ensure each piece of equipment is dispositioned in the scanner. Repeat this section for all remaining round s locations. Contaminated Equipment Process Step Action Inform appropriate Hospital contact that equipment must be decontaminated before it will be picked up by Bed Management Contractors or transported to the cleaning location. Ensure customer is aware of responsibilities according to type of contaminant. Type of Contaminant Responsibility Insect Exterminate insects. Provide documentation of proof of extermination Dispose support surface foam, and other disposable accessories after extermination Microorganism, bodily fluids Disinfect using appropriate method for specific type of organism Chemotherapy Drug Clean to remove chemicals All types Cover any costs associated with decontamination of equipment including disposal After equipment is decontaminated perform appropriate follow-up actions based on Hospital policy. If Then Insect extermination Ensure support surface foam and other disposable accessories are disposed of. All other decontamination activities Continuing Soiled Equipment Retrieval and Processing. KEY PERFORMANCE INDICATORS Equipment Tracking Rounds Measures the average completion of Equipment Tracking Rounds to ensure equipment tracking and data accuracy. Management staff are expected to deliver a minimum completion rate of 85%. 100% annual audit. Unscanned Equipment Measures the Unscanned Equipment within the facility by ensuring all patient used equipment is physically scanned using VA scanning device. Tracking equipment regularly is key to an accurate inventory and preventing lost equipment. Bed Management Contractors expected to deliver an unscanned percentage of less than 1%, compared to the total inventory. Storage procedures for patients used equipment include storing in a clean environment, off the floor and covered with plastic to maintain cleanliness of equipment. Area will be cleaned/mopped by EMS regularly for EMS Standard Operating Procedures. Annual Auditing of mattresses Instructions: A mattress is defined as a pad for supporting a lying person which can also be used for transport on a device like an inpatient bed or transport stretcher. This audit should include the mattresses associated with both inpatient beds and transport stretchers. Please complete this audit worksheet per unit/location, not per mattress. Document the number of mattresses exhibiting compromise during the audit. Use the fields below to document. If there is any evidence of mattress compromise, the mattress is removed from circulation and a report through the Joint Patient Safety Reporting (JPSR) system is submitted; marking the report for national attention when deemed appropriate. Notification of mattress compromise will go to: Nursing Leadership, Patient Safety, Infection Prevention and Control, Environmental Management Services (EMS), and Logistics. Guidance: Have a stock of replacement mattresses and mattress covers on hand. Have manufacturer-approved cleaning agents on hand. Consider a collaboration with the manufacturer for assistance to complete the audit. Before beginning the audit, identify location(s) for storage of mattresses that fail inspection. Consider placing orders for mattresses and mattresses covers to increase bench stock for routine replacement. Create a stock/par level for mattresses and mattress covers for each location. Develop action plans for assessing impact on patients if a mattress has been discovered to be compromised. Permits and Responsibilities The contractor shall obtain and maintain all necessary permits, licenses, and appointments required for executing work under this contract, at no additional cost to the Government. The contractor is responsible for the performance and conduct of its employees. Personnel employed by the contractor for this SOW or any representative entering the VA premises shall be subject to inspections by the Government as necessary. The contractor shall not employ any person whose employment would result in a conflict of interest with the Government s standards of conduct. Travel shall be responsibility of the vendor. If you are interested and can provide the required service(s) please provide the following information. (1) Company Name, Address, Point of Contact (2) Size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large Business, etc. (3) Is your company considered small under the NAICS code 339113? (4) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract type and number. (5) If you are an FSS GSA/NAC or other federal contract holder, are the referenced items/solutions available on your schedule/contract? (6) Please provide general pricing for your products/solutions for market research purposes. (7) Please submit a capability statement that addresses qualifications and verifies ability to perform work described above. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought announcement. 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 Businesses. However, if there are insufficient Service-Disabled Veteran Owned Small Business responses, 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 339113 (800 Employees). Responses to this notice shall be submitted via email to Ositadima.ndubizu@va.gov. Telephone responses will not be accepted. Responses must be received no later than 12/04/2025 at 10:00 AM PST. After reviewing the responses to this sources sought announcement, a solicitation may be published on the FedBizOpps or GSA eBuy websites. Responses to this sources sought announcement will not be considered adequate responses to the solicitation. All interested offerors must respond to the solicitation in addition to responding to this sources sought announcement. Prospective bidders must be authorized re-sellers in order to participate in the solicitation process. 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. Additionally, all Service-Disabled Veteran Owned Small Businesses or Veteran Owned Small Businesses must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at www.vip.vetbiz.gov
 

Web Link

SAM.gov Permalink
(https://sam.gov/workspace/contract/opp/363d79d9304c470aaa5b3ffcfef410f3/view)
 

Place of Performance

Address: VA Greater Los Angeles Healthcare System 11301 Wilshire Blvd, Los Angeles 90073, USA

Zip Code: 90073

Country: USA
 

Record

SN07653241-F 20251130/251128230029 (samdaily.us)
 

Source

SAM.gov Link to This Notice
(may not be valid after Archive Date)

---

| FSG Index  |  This Issue's Index  |  Today's SAM Daily Index Page |