6530--PATIENT TRANSFER CEILING LIFT (VA-21-00026609)

This Sources Sought Notice is for planning purposes only and shall not be considered as an invitation for bid, request for quotation, request for proposal, or as an obligation on the part of the Government to acquire any products or services. Your response to this Sources Sought Notice will be treated as information only. No entitlement to payment of direct or indirect costs or charges by the Government will arise as a result of contractor submission of responses to this announcement or the Government use of such information. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs in developing its acquisition approach, statement of work/statement of objectives and performance specifications. Interested parties are responsible for adequately marking proprietary or competition sensitive information contained in their response. The Government does not intend to award a contract on the basis of this Sources Sought Notice or to otherwise pay for the information submitted in response to this Sources Sought Notice. The purpose of this sources sought announcement is for market research 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 of 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 to this notice shall include the following: (a) company name (b) address (c) point of contact (d) phone, fax, and email (e) DUNS number (f) Cage Code (g) Tax ID Number (h) Type of small business, e.g. Services Disabled Veteran Owned small Business, Veteran-owned small business, 8(a), HUBZone, Women Owned Small Business, Small disadvantaged business, or Small Business HUBZone business and (i) must provide a capability statement that addresses the organizations qualifications and ability to perform as a contractor for the work described below. The VA Heartland Network 15, Contracting Office located at 3450 South 4th Street, Leavenworth, KS, 66048-5055 is seeking a potential qualified contractor to provide all labor, supervision and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. Guldmann lifts, as noted in the location list (with fast motion, continuous-charge room-covering rail systems, integrated scales with readouts in the hand control, and tool-free emergency lowering) are to be delivered, installed, and tested at the Harry S. Truman Memorial Veterans Hospital located at 800 Hospital Drive, Columbia, MO 65201. Statement of Work: Ceiling lifts in HSTMVA, Columbia, Missouri ****Please Note: This is a Brand Name Only Procurement. Due to existing equipment currently in use, products not manufactured by the OEM Guldmann will not be considered. Due to safety, compatibility, and liability concerns, the facility will not consider mixing or adding non-OEM parts/equipment to the existing system. **** General Information Title of Project: Ceiling lifts in HSTMVA, replacement of end of life lifts and new lifts in specialty areas Scope of Work: The contractor shall provide all labor, supervision and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. 770-pound advanced ceiling lifts, as noted in the location list (with fast motion, continuous-charge room-covering rail systems, integrated scales with readouts in the hand control, and tool-free emergency lowering) are to be delivered, installed, and tested. If proposed cost exceeds budget, HSTMVA will prioritize and specify final lift locations. Background: Ceiling lifts have been installed in many places throughout HSTMVA. These requested systems integrate into an existing system of 100% Guldmann lifts that are used to lift, transfer, and reposition inpatients and outpatients. Patients may arrive at any of these locations on a sling or be sent on to another location on a sling applied at these locations. Some of the systems being requested are filling in gaps where patients still need to be lifted, transferred, or repositioned. Many are being installed in areas that already contain similar equipment. Performance Period/Schedule: The contractor shall complete the work required under this SOW in 365 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO). If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. Installation dates must be coordinated with COTR as some require previous work, and dates may be adjusted by the Government as required if engineering changes are required and delayed. General Requirements Contractor will provide evaluation of spaces where ceiling lifts are needed and submission of plans to HSTMVA Engineering service, to assure that workable versions are installed and comply with VA design requirements and relevant standards. A walkthrough is required. Contractor will coordinate with Engineering service to verify access to engineering mechanical, HVAC, and fire systems components within the mounting area of the lift units. Contractor will coordinate with Contracting Officer Technical Representative (COTR) to schedule installations in individual areas. Contractor will provide information on minimum clearances for operation of each lift. Contractor will provide a list of all construction or modifications required to install these lifts. The goal is to install around any obstructions without requiring VA to make construction modifications. Contractor will provide all qualified personnel, materials, equipment and services necessary to install ceiling lifts and supporting electrical outlets for the rooms described below under Location, including lifts, tracks, spreader bars, attachment hardware, and all other equipment necessary for safe operation. Detailed requirements are described in the Standards and Special Requirements sections. Lift systems may be configured in any way that covers the rooms best and meets the requirements. Contractor will provide installation and testing of all equipment for ceiling lifts according to VA checklist requirements, resulting in a turnkey system. Contractor will provide training on equipment use for all equipment included in coordination with COTR. Contractor will provide evidence of testing of all lift systems provided and schedule testing when it can be overseen by COTR. C. Standards: Ceiling Lift Performance Requirements: Ceiling lift manufacturer must allow and warrant the use of their lifts with the full range of Guldmann loop slings. The rail system must allow for continuous charging of the lift motor by recharging at any location on the rail. The lifts shall be mounted (using ceiling, wall, or floor support as determined by building structure and room covering layout needs) to provide lifting capability for the maximum area possible within each room which means wall to wall not just over the bed. Lifts must be capable of picking patients up off the floor. Contractor must install lifts without relocating or interfering with operations of existing sprinkler heads, lights, HVAC grills, curtain tracks, IV tracks, televisions, permanent furniture, or other permanent structure. Contractor must describe any such fixtures that must be moved during contract bid and pre-construction meetings. Installation may be delayed, canceled, or moved to a mutually acceptable location if building changes cannot be made in ways that allow lift installation. Contractor shall not breach any firewalls during installation of these lifts. Any fire barrier that must be penetrated must be discussed with VA safety personnel and must immediately have fire barrier repaired. Each room where lifts are installed shall be returned to original condition, excluding the newly installed ceiling lift. Ceilings must not be slotted exposing space above ceiling to the room below. Ceiling lift motors shall be capable of lifting at least 770 pounds when stated above, and 825 pounds where stated above. Integrated scales must be built into the lifts, using the same controller and the same power source as the lift. The scale must not make the hanger bar extend any lower than it would without the scale present. The scale must be readable without looking up above the patient; a display on the controller is acceptable. A specific opportunity for Service Agreements, Preventive Maintenance Agreements, and Extended Warranty Agreements should be presented. Warranty shall include all travel or shipping associated with any warranty repair. Motors shall be GFCI protected and the entire system shall be UL certified. Ceiling lifts must be motorized. Ceiling lifts must include a hanger bar suitable and allowable for use with the full range of Guldmann slings. Ceiling lifts must recharge automatically, by recharging at any location on the rail. Lifts that recharge without employee action will be preferred. Ceiling lifts must include safeguards to prevent patients from being trapped or hurt, such as emergency stop buttons or emergency lowering devices in case of power failure. Use of emergency lowering devices must not require tools or ladders. Contractor shall provide the following with the bid: Provide proof of multiple ceiling lift installations of the room covering style with minimum 10 x12 coverage in this or other Veterans Administration Hospitals. Provide proof of ongoing service quality and consistent management, including failure reports and any other applicable documentation. Training: Contractor shall provide certified in-service training for Safe Patient Handling Coordinator, Unit Peer Leaders, and direct patient care staff as requested by SPH Coordinator for all shifts at no additional cost to the Government, for any equipment new to this facility. This training must include competency verification. Training must include each new type of equipment and sling used in an area. Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of lift installed under this order or contract at no additional cost to the government. Inspection: Each room s lift system shall be weight tested after installation and photographed for compliance, with an authorized facility representative from Safety or Engineering present completing the remainder of the installation checklist. Each weight test sheet shall be provided to Contracting Officer Technical Representative. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately. Documentation supplied to the facility of the inspection must include the following: Compliance with manufacturer s clearance requirements. Model and serial numbers of lifts installed. Confirm receipt of operator and maintenance manuals. Verification of proper connections of structural system to the building s structure. Verification of proper structural component sizing and physical installation to make sure that proper structural system and size is in place and properly installed to support the lift. Verification of proper interface of lift unit at ceiling (hard deck or soft tile) or wall/floor, and proper installation of all protective features around the support rods and rails/tracks. Inspection of lift motor casing for cracks and alignment. Full extension and inspection of lift strap for loose threads or frays. Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins. Verification that all rail end stops are in place and tightened. Inspection and activation of hand control for full operation (e.g., up, down, left, right) and any return to charge function or continuous charging operation. Inspection and activation of emergency up/down motor case control buttons. Confirm any and all motor case indicator lights are functioning (e.g., red service warning light, charging state light) If included in installation, verify rail turntable function, exchanger function, and gate alignment. Confirm track is clean and clear of all debris (suggest wiping entire length of interior track channel with a soft cloth). Verification of any soft start or soft stop features and that lifting speed does not exceed 2.5 inches per second with zero load. Verification of load testing and deflection testing at lift listed maximum for each lift unit at its maximum rated lift capacity. Conduct this test in three progressive stages starting with a 100 lbs load, then 50% of maximum rated lift capacity, then 100% of maximum rated lift capacity. This test must be done with proper precautions and/or personal protective equipment. Verification of any soft start or soft stop features and that lifting speed does not exceed 1.5 inches per second under maximum rated lift capacity Verification of function of emergency stop at maximum rated lift capacity. Verification of emergency lowering feature at maximum rated lift capacity. Contractor conduct requirements: 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. 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. 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 HSTMVA. 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 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 HSTMVA Infection Control personnel and the construction safety committee, to include any required dust control. The Contractor must state what efforts will be made to minimize noise during installation 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 HSTMVA with material safety data sheets for all chemicals used during installation. 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 shall furnish at his own expense all labor, materials, machinery, and appliances which may be necessary or appropriate in the performance of this contract. All accumulated rubbish is to be collected and placed in the dumpster provided by the Government. Special Requirements: The contractor must have visited the sites and assessed the structure of each ceiling lift location to ensure safe installation of the equipment and shall supply the installation plans to HSTMVA Engineering Service and Construction Safety Group, who must accept them before installation. The contractor should not require movement of any lights, sprinklers, televisions, or other fixtures in order to install ceiling lifts. If movement of preexisting fixtures is unavoidable, the contractor must include such notice when the bid is submitted. Wall mounted lifts are acceptable in the place of ceiling mounts where they are more effective or cause less risk to install. Ceiling lifts must not add obstacles or impair any normal operations in patient care rooms. The Contractor shall install all wiring subsequent to the outlets necessary for complete function of ceiling lifts. The contractor will install all necessary mounts, braces, and any other components needed for full lift function and safety. Schedule for Deliverables: 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 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. Reporting Requirements: No reports are necessary, but the lift test sheets must be provided to the COTR by 2 weeks after installation. Lift installation is not considered complete and cannot be paid for until the lift test is complete and provided to the COTR. Government Responsibilities: HSTMVA will provide: Guidance for contractor site visits and information on which rooms need lifts. Coordination to allow for lift installation as rooms are available. Technical information on the building and requirements for construction. Coordination and scheduling for training efforts. Answers to Contractor questions during the purchasing and installation process. Prioritization and final specification of lift locations in case proposed cost exceeds budget. Important information: The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. 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. Currently a total set-aside for Service-Disabled Veteran Owned Small Business firms is anticipated based on the Veterans Administration requirement with Public Law 109-461, Section 8127 Veterans Benefit Act. 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. The North American Classification System (NAICS) code for this acquisition is 339113 ( Surgical Appliance and Supplies Manufacturing). The small business size standard is 1,000 employees. 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 located on the web at www.sam.gov). Additionally, all Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Department of Veterans Affairs Center for Veterans Enterprise VetBiz Registry located at http://vip.vetbiz.gov. All interested Offerors should submit information by e-mail: to contact@example.gov. All information submissions should be received no later than 15:00 PM CST on Friday February 5, 2021. After review of the responses to this announcement, the Government intends to proceed with the acquisition and a subsequent solicitation will be published.