H965--Patient Lift Units Maintenance/Support Services

Please note that this is NOT a request for quotes or proposals, the Government is seeking information for market research purposes only. Network Contracting Office (NCO) 2/RPO East of the Department of Veterans Affairs is currently conducting a market survey for qualified firms capable of providing Patient Lift Units Maintenance/Support Services: labor, materials, hardware, maintenance, and support necessary to perform preventative maintenance and visual inspections with load testing as outlined below on Patients Lift Units at The James J. Peters VA Medical Center, 130 W. Kingsbridge Road, Bronx, NY 10468. The North American Industry Classification Systems (NAICS) is 811310. Responses to this notice must be submitted in writing (email) and must be received no later than August 04, 2020 at 17:00 Email: Kodjovi.atikla2@va.gov No telephone inquiries will be accepted. Interested parties MUST provide company/individual name, a capability statement, examples of same or similar work performed at other facilities, DUNS number and address, point of contact and social-economic. Interested parties who do not submit the above information on or before the response due date and time will not be considered for this procurement. Patient Lift Units Maintenance/Support Services is required for a Base plus four (4) options years. Preventative Maintenance Service Patient Lifts James J. Peters Veterans Affairs Medical Center, Bronx, New York. BACKGROUND 1.1 The 233 Arjo MaxiSky 600 Patient Lift and 24 Tollos Cirus 600 Patient Lift units at the James J. Peters Veterans Affairs Medical Center (JJPVAMC) shall be maintained with ultimate care by trained and certified personnel at all times. The proposed contract for this requirement will serve as a maintenance contract for support and services to cover preventative maintenance service and load testing. PURPOSE 2.1 The purpose of this requirement is to initiate a new service agreement/contract for the Arjo MaxiSky 600 patient lift and Tollos Cirrus 600 patient lifts that are currently being used in the facility. The proposed service agreement/contract would cover maintenance and support for the following period: Base year of twelve (12) months plus four option years. SCOPE 3.1 The vendor shall provide all labor, materials, hardware, maintenance, and support necessary to perform preventative maintenance and visual inspections with load testing as outlined below. Required Services for the system include (but are not limited to) the following tasks/items (listed below). 3.2 The systems covered are included in the attachment JJPVAMC Patient Lifts. 3.3 All materials and services provided shall be in accordance with the OEM specifications and guidelines. During schedule service intervals, all parts including batteries and accessories shall be replaced at no additional cost to the Government. The Scope of Work includes the following items: 3.3.1 Visual Inspection Annual Ceiling Lift and Track products: The lifting strap shows no sign of fraying or breaking along its entire length. The stitching on the lifting strap where it connects to the carry bar shows no signs of fraying or breaking. The airline tube that connects the hand control to the lift is not kinked, twisted, knotted, cut or damaged. All the functions on the hand control work correctly. The brackets that hold the track in place are secure and do not move or appear loose. There are no cuts, dents or sharp edges on the carry bar. Ensure the lift makes no unusual sounds during operation. Ensure that there are end stops and pins installed at each end of the track. Ensure the lift moves freely along the entire length of the track. Certify and record of lift inspection to be provided. 3.3.2 Preventative Maintenance Annual Ceiling Lift and Track Products: Inspect complete lift operation. Inspect all power connections and record all power voltages. Check and load test batteries. Lubricate moving parts as needed. Clean all rails and trolleys. Verify operation of lifting strap limit switches. Record then reset the PM lifts counter. Certify and record of lift inspection to be provided. Load Testing to manufacturer s recommendation Ceiling Lift and Track Products: Tracks will be load tested to the manufacturer s recommendation; each track attachment will be point load tested; the deflection of the track will be measured and determined if meets manufacturer s standards. Lifts will be load tested per manufacturer specifications. Inspect above ceiling structure. Certify and record of lift inspection to be provided. Visual Inspection (1x Annual) Floor Based Products: The sling (s) that will be used shows no signs of unusual wear and tear. The straps of the sling that connect to the carry bar of the lift show no signs of fraying or breaking. Refer to specific sling instructions. The airline tube that connects the hand control to the lift is not kinked, twisted, knotted, cut or damaged. All the functions on the hand control work correctly (e.g. UP/DOWN/LEFT/RIGHT, etc.) There are no cuts, dents or sharp edges on the carry bar that may damage the straps of the sling. Ensure the lift makes no unusual sounds when the carry bar is moved UP/DOWN Inspection and cleaning of the casters and brakes of floor based products Inspection of the structural integrity of the mast, lift arm and base Inspection of the actuator for structural integrity, wear and looseness at lift arm Certify and record of lift inspection for inspector records Preventative Maintenance (1x Annual) Floor Based Products Inspect complete lift operation Check and load test Batteries Lubricate moving parts as needed Load test to maximum load of lift per manufacturer s specifications Certify and provide record of lift inspection for inspector records Coverage on Batteries All batteries are replaced annually. Allows optimal lift operation. Coverage on Straps Lifting straps are inspected for signs of fraying or breaking during base coverage services. Lifting straps that fail inspection are replaced at no additional charge. Replacements are made onsite, no factory returns required. Replaced at time of preventative maintenance, no additional down time. Coverage on Hand Controls Hand control functionality is checked during base coverage services. Hand controls that fail functionality testing are replaced at no additional charge. Replacements are made onsite, no factory returns required. Replaced at time of preventative maintenance, no additional downtime. Coverage on All Replacement Parts All replacement parts are covered for the contract period. Onsite replacements during time of preventative maintenance, no additional downtime. Shipping not included. Additional repair parts needed throughout year are covered at no charge. Requires return of broken part(s). Shipping not included. Annual Preventative Maintenance shall be initiated no later than 60 calendar days after award. Preventative maintenance shall be completed on all lifts within 30 calendar days of PM start. The contractor shall submit a schedule for the completion of maintenance for each lift for approval prior to implementation. The contractor shall respond to trouble calls within two (2) hours of initial call to company. No more than five (5) lifts per floor may be out of service at any given time. Should this occur, the contractor shall supply temporary lift units at or beyond lifting capabilities of the lift it is replacing until units are addressed. 3.4 Requests for services shall be made via telephone or email by authorized VA Engineering Services, the Contracting Officer, or other authorized VA designee only. 3.5 All work shall be approved prior to commencement. 3.6 Work shall not be considered complete until accepted by an authorized VA designee. Contractor shall only be paid for work that has been completed during the performance period of the contract. Contractor cannot be paid (and should not invoice for work/services that have not been scheduled or completed). 3.7 All work shall be coordinated through an authorized VA designee. Access to VA space must be coordinated and approved by VA Engineering Services personnel (or designee) prior to the beginning any work that is to be performed. 3.8 Vendor shall complete the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts (attachment) for each and/or PM completed on each patient lift at James J. Peters VAMC. This documentation shall be provided to Engineering Services staff and COR upon completion. DELIVERABLES 4.0. Contractor shall furnish all parts, maintenance kits, consumable and expendable items, and supplies necessary to perform scheduled and unscheduled maintenance on the equipment. All materials and services provided shall be according to the OEM specifications and guidelines. During scheduled service intervals, all parts including new batteries and accessories shall be replaced at no additional cost. DELIVERABLE #1: PARTS: Only new, standard parts shall be furnished by the contractor. All parts shall meet current manufacturer standards and have versatility with presently installed equipment. All replacement parts become the property of the Government once installed by the contractor. Replacement parts are to be disposed of by the Contractor after obtaining approval from the Contracting Officer s Representative. Replaced parts are to be disposed by the Contractor after obtaining approval from the Contracting Officer's Representative (COR). DELIVERABLE #2: SCHEDULED SERVICES: Contractor shall perform the Original Equipment Manufacturer (OEM)'s Scheduled Periodic Manufacturer's Certification, electrical safety checks, and software updates on the equipment. Scheduled travel is included as part of the service contract. The contractor shall account for all travel expenses associated with the completion of the requested tasks. Anticipated travel costs associated with the execution of the service plan(s) on the equipment shall be included in the total cost of the service plan(s). The Contractor technical service representative shall contact Engineering Services Personnel and the COR at least three (3) weeks prior to the recommended scheduled maintenance date to plan/coordinate the required work that is to be performed. All services shall be performed during normal business hours unless an alternate work schedule has been approved by Engineering Services and/or the COR. DELIVERABLE #3: MANDATORY SAFETY CORRECTIONS: Safety corrections on the equipment as required by OEM or FDA regulations is covered within the scope of this requirement (contract). DELIVERABLE #4 REPORTS/DOCUMENTATION: Vendor shall retain and provide for the convenience and on behalf of the facility maintenance and service records. A legible, signed service report shall be provided directly to Engineering Services following completion of each service call/visit and shall include equipment identification (i.e. serial number), date and time of service call, list of parts replaced, results of inspections and/or calibrations, and a description of the work accomplished. Service reports shall be provided within five days after completion of the work performed. All service reports shall be emailed within five days of completion of the maintenance work to Engineering Services and the COR. During the service, the contractor shall report any changes in delivery requirements/problems to the COR (Contracting Officer Representative). Work shall be in accordance with the Installation or Relocation Checklist for Ceiling Mounted Patient Lifts (attachment), and the document shall be filled out when applicable. This documentation shall be provided to Engineering Services staff and COR upon completion. Vendor shall complete the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts (attachment) for each CM and/or PM completed on each patient lift at SLVHCS. This documentation shall be provided to FMS staff and COR upon completion. DELIVERABLE #5: PERSONNEL: Contractor shall provide all necessary personnel to maintain the system. Labor required for both scheduled and unscheduled (emergencies) services are included as part of the cost of the service plan/contract for this requirement. Contractor employees (who will be performing work and executing tasks/deliverables) on the equipment shall be factory trained, qualified, certified, and licensed on the specific maintenance services that are required/needed. Work/tasks shall not be performed by individuals lacking the credentials/qualifications/certifications listed herein. The Contractor shall provide written assurance of the competency for their personnel and a list of credentials of approved Field Service Engineers for each system before these individuals begin work or perform services on the equipment/system. All technical service representatives provided by the contractor shall comply with VA security management program directives and shall obtain the appropriate clearances from the VA police, possess the appropriate identification (job title, position/employer), and only be allowed in areas where access has been granted/authorized. All key personnel shall be certified by the manufacturer to be able to perform maintenance, upgrades, or any other service covered under this contract. PERSONNEL QUALIFICATIONS. Before allowing employees to start work under the terms of this contract, the Contractor shall ensure that employees have the required qualifications and, if applicable, have the required current and valid professional certifications and licenses in compliance with federal, state, and local environmental requirements or laws. Personnel operating motor vehicles will have a valid state driver s license and abide by all Jams J. Peters VA Medical Center traffic laws, i.e. hands-free cell phone use while driving, and parking requirements. When requested, the Contractor will provide the CO and on-site COR with information on the qualifications or certifications for employees and sub-Contractors. Licensed journeyman tradespersons shall be licensed for their respective trades in accordance with city, county, state or federal requirements. * Note: Electricians working on emergency generators shall have emergency generator essential electrical system qualifications/experience for hospitals. Contactor will ensure all certificates, licenses, permits and bonds are kept current and valid. All licenses and certifications will be submitted to the on-site COR. Associated training, licensing and certifications expenses shall be borne by the Contractor. FREQUENCY SCHEDULES. The following frequency intervals apply to the below inspection schedules: Initially Before every use Every two months or 500 cycles Every four months or 1,000 cycles Every year or 2,500 cycles Every two years or 5,000 cycles Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts Inspection for lift cassette FREQUENCY I II III IV V VI Replace strap X Inspect frame parts interlock and hardware formal function and make sure there are no parts missing X Inspect gears for wear and lubricate as necessary X Inspect connecting joints for proper attachment (trolley and spreader bar) X Verify that the emergency brake on the drum is turning freely X Verify the emergency brake X Verify emergency lowering system is functioning X Verify alternative up and down buttons on cassette X Load test with the SWL (safe working load) recommended X FREQUENCY Inspection for rails I II III IV V VI Torque end stoppers to 20 N. m. (15 lbf ft) X X Ensure that the bracket locking device is not visible X Ensure rail joints are closed and that the spring pins are centered X X Ensure the rail is straight when it I not loaded X X Ensure the adjusted load setting of the lift is equal or lower than the safe working load of the installation X X Check that the accessories (turntable acid exchanger) are complete aid correctly maintained X X Ensure that the attachments (ceiling brackets, wall post, wall brackets) have not been displaced X X Inspect track end stoppers. Inspect and tighten hardware (if necessary) X Load test with the SWL (safe working load) recommended X The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business), relative to NAICS 811310 Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement