J065--Ceiling Lift Annual Maintenance Base Plus Guldmann Authorized Provider

This is a Sources Sought to conduct market research to determine the availability of small business vendors capable of providing the requirement for Guldmann Ceiling Lift Preventative Maintenance. Provider must be Guldmann Certified. Please see Statement of work for details. This requirement is for the Charlie Norwood VA Medical Center, Uptown and Downtown Divisions. The sources sought does not guarantee the issuance of an RFQ. If you have the availability to provide the requirement, please respond to the sources sought with a capabilities statement. The sources sought is issued solely for information and planning purposes. It does not commit the Government to contract for any supply or service whatsoever. The VA is not, at this time, seeking proposals and will not accept unsolicited proposals. Responders are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to the sources sought; all costs associated with responding to the sources sought will be solely at the interested vendor s expense. Not responding to the sources sought does not preclude participation in any future RFQ, if any is issued. Any information submitted by respondents to this RFI is strictly voluntary. All submissions become Government property and will not be returned. Please note that requirements defined to date may change before a final solicitation is released. Sources Sought requirements are as follows: 1. Please acknowledge if your company is an authorized provider of the of these services. 2. Submit responses and related information via email to contact@example.gov by 9:30 AM EST, July 27, 2020. Proprietary/Confidential material shall be clearly marked on every page that contains such. Include the name, phone number, and email address of the lead from your organization, business name and DUNS #. VA reserves the right not to respond to any or all emails or materials submitted. 3. Provide Past Performance (if applicable) STATEMENT OF WORK A.GENERAL INFORMATION: 1. Title of Project: Annual Preventive Maintenance and Repair on Ceiling Mounted Patient Lifts manufactured by Guldmann, Inc. 2. Scope of Work: The contractor shall perform required annual weight and function tests of up to 580 Guldmann ceiling lift systems throughout the Charlie Norwood VAMC, in accordance and manufacturer requirements. Refer to Table 1 for facility locations and lift count for each location. 3. Background: Charlie Norwood VAMC is currently comprised of two (2) medical centers. CNVAMC is comprised of 450 patients combined between the Downtown Facility, and Uptown Facility. CMVAMC lifts are located at both locations with Charlie Norwood Veterans Affairs Medical Center. Travel arrangements will be required to complete CNVAMC lift testing. 4. Performance Period: The period of performance is for an initial base year with the possibility of four one-year extension options (exercised at the government's discretion) if successful results are achieved per Charlie Norwood VA Medical Center (CNVAMC) evaluation. Base Year Oct 1, 2020 to Sep 30, 2021 1st Option Year Oct 1, 2021 to Sep 30, 2022 2nd Option Year Oct 1, 2022 to Sep 30, 2023 3rd Option Year Oct 1, 2023 to Sep 30, 2024 4th Option Year Oct 1, 2024 to Sep 30, 2025 5. Type of Contract: Firm-Fixed Price. 6. Place of Performance: Charlie Norwood VAMC, 950 15th Street, Augusta GA 30901. Refer to Table 1 for facility locations and lift count for each location. Table 1: Facility Specific Information Facility and # of lifts Address (COTR) E-mail Address Ceiling Lift List Downtown 184 800 Bailey Street James Jarriel contact@example.gov Uptown 116 1 Freedom Way James Jarriel contact@example.gov 7. Hours of Operation: Deliveries will be made during normal operating hours, 7:30am through 3:30pm, Monday through Friday, excluding holidays. Federal Holidays New Year s Day January 1st Martin Luther King s Birthday 3rd Monday in January President s Day 3rd Monday in February Memorial Day Last Monday in May Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran s Day November 11th Thanksgiving Day Last Thursday in November Christmas Day December 25th B. CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. C. GENERAL REQUIREMENTS 1.Contractor shall provide all parts, equipment, material, and labor including travel cost to perform the tests and correct any deficiencies identified by the tests. 2. All lift testing should be completed on a fiscal year basis within timelines set forth in Table 2. The locations are identified for each medical facility in Table 1. - Lifts should be tested in the timeframe noted below in Table 2. Facility COR/ACOR will work to assure timely access to lifts. Table 2: Time requirements to Complete Testing by Facility Facility Number of Lifts Estimated Completion Time (Days) Downtown 184 1 1.5 hour(s) per unit Uptown 116 1 1.5 hour(s)per unit 3.The Contractor who is performing testing and maintenance of the equipment shall be certified technicians to perform the required testing on the identified ceiling patient lifts. 4. Technicians shall be trained and certified technicians for any preventative maintenance and repair work on patient lifts. 5. Preventative Maintenance check charging system, rails, hand control and cable, lifting strap, all hardware. 6. Load Testing will be done annually and certifications will be provided to COR. 7. Emergency maintenance to repair any non-functional ceiling patient lift. Contractor will be required to repair and supply parts for lifts that become non-functional within 48 hrs. 8. Scheduling will be arranged with the COR/ACOR. - Contractors do not need to be supervised by Veteran Affairs employees at all times but do need to check in with the designated person onsite at beginning of each workday. Contractor shall follow local policy in providing appropriate identification to on-site contractors. - The facility COR will designate the person to check in with at each facility to provide identification. 9. Contractor must provide evidence of training, and certification, to inspect Guldmann GH2 and GH3, including wall mounts, ceiling mounts, hanger bars and B-Mobile body scoops. At least one person who has been trained by the manufacturer on the equipment to be tested must lead each test. 10. A photo must be taken of each weight test of a lift at 100% capacity, with the location and/or lift identifier and date included in the photo. Photos must be supplied on CD within two weeks of the final lift test. 11. Schedule of maintenance and testing will be planned with the contractor and will flex to allow for room availability. Inpatient rooms will be prioritized first. Testing shall be completed within the contract dates. Room availability will be arranged by COR. Contractor must deliver certification records from any given day to COR no later than one week 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 this medical center. 12. Annual Preventative Maintenance shall include a completed Charlie Norwood VA Medical Center, Annual Preventative Maintenance Checklist for Patient Ceiling Mounted Patient Lifts. Form must be be provided electronically and in hard copy for each lift maintained. 13. Contractor will check each individual ceiling mounted lift system to meet VHA Directives and certifies that it meets the Directive and the VHA Patient Safety Alert, AL 10-07. 14. Contractor will load test each lift system at 150% of the specified capacity. Test will occur for a minimum of 15 minutes per bracket at the mounting point of each point of contact to the rail system. Contractor will check and inspect all electrical connections, rollers, bearings, and moving parts for proper clearances. Contractor will produce documentation for each test. Upon completion of testing and verification by , contractor will provide electronic documentation of test procedures for each individual room to VA staff. 15. Contractor will provide OEM parts and labor to correct any deficiencies identified by the tests. 16. Contractor shall certify for 12-months following the completion of the testing and maintenance of each patient lift. 17. Contractor shall provide a minimum of three (3) Past performance references demonstrating capability to meet the government s need under this contract. 18. All contractor personnel must verify training and certification standards issued by Guldmann, Inc. prior to working on patient lifts at the VA medical facility. 19. The contractor is responsible to supply all MDS s for associated materials, if any, to the Safety Officer and the COR for approval before commencing any work. 20. All work must be performed in compliance with the VA specifications and VHA Patient Safety Alert, AL 10-07. Alert attached 21. Contractor is responsible to replace any items damaged by the contractor employees or sub-contractor employees, including but not limited to ceiling tiles or other VA medical equipment in the area. 22. Scheduling of work shall be determined by COR and designated VA personnel then relayed to the contractor prior as to the start date of work performance. 23. Contractor is always responsible to keep work area clean preventing safety hazards to patients and medical staff. All debris shall be removed before contractor personnel at the end of the workday. 24. Contractor shall not interrupt any utility service or fire alarm service during the process of this job. D. GOVERNMENT REQUIREMENTS COR shall ensure that all contracted technicians are trained in proper repair methods and have current badges to enter the facilities. COR shall ensure that all patient rooms are available at the time services begin. 3. COR shall ensure that all background checks have been cleared and results shall be provided to the Contracting Officer (CO) for electronic filing. E. 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. E. MONITORING PROCEDURES The COR shall be responsible for monitoring the Contractor's performance. Performance deficiencies or poor performance identified during the term of the contract shall be reported to the Contractor. Upon notification of deficiencies or poor performance, the Contractor shall be given a reasonable time to take corrective action. If determined appropriate, the Contracting Officer, COR and/or other VA staff members shall meet with representatives of the Contractor to review performance and resolve issues. All deficiencies or poor performance shall be documented and MUST be corrected within the timeframe specified in the cure notice. The Contractor shall notify the Contracting Officer and the COR when correction(s) have been made. If the appropriate correction is not made within the timeframe specified in the cure notice, the Government shall have the right to terminate the contract in it is entirety. F. Quality Assurance Service Plan Performance Measures Performance Indicators PWS Ref Performance Measure Acceptable Level of Quality Method of Assessment Incentive Dis-incentive General Requirements Delivered on time 100% Direct observation Positive Past Performance Negative Performance Report General Requirements Doses are delivered according to specific request. 100% Direct observation, 100% Inspection Positive Past Performance Negative Performance Report General Requirements Immediately available by telephone, 24hrs/day, 7 days per week. 100% Direct observation Positive Past Performance Negative Performance Report General Requirements License Provided, complied with regulations, Provided reports and notices of violations 100% Direct observation Positive Past Performance Negative Performance Report G. Invoices 1. Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer s Representative (COR), and submitted electronically through OB-10. 2. A properly prepared invoice will contain: a) Invoice Number and Date b) Contractor s Name and Address b) Accurate Purchase Order Number c) Supply or Service provided d) Total Amount Due H. SECURITY PER REVIEW OF VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX A- INFORMATION SECURITY AND PRIVACY CHECKLIST: 1. The C&A requirements do not apply and a Security Accreditation Package is not required. 2. Acquisition of this service does not involve the storage, generating, transmitting, or exchanging of VA sensitive information to the vendor. 3. There may exist exposure to VA sensitive information, to sensitive personal information (SPI) while implementing contractual services. Minimum Statutory Requirements 1. Prohibition on unauthorized disclosure: Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). See VA Handbook 6500.6, Appendix C, paragraph 3.a. 2. Requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated ISO, and Privacy Officer for the contract. The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a 3. Requirement to pay liquidated damages in the event of a data breach: Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. The contractor/subcontractor shall provide notice to VA of a security incident as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. Each risk analysis shall address all relevant information concerning the data breach, including the following: (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data considering the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount of time the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs (see VA handbook 6500.6, appendix c, paragraph 7.a, 7.d) Information System Security The contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard contract language, conditions laws, and regulations. The contractor s firewall and web server shall meet or exceed the government minimum requirements for security. All government data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA project manager and the VBA Headquarters Information Security Officer as soon as possible. The contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification accreditation. Security Training All contractor employees and subcontractors under this contract or order are required to complete the VA's on-line Security Awareness Training Course and the Privacy Awareness Training Course annually. Contractors must provide signed certifications of completion to the CO during each year of the contract. This requirement is in addition to any other training that may be required of the contractor and subcontractor(s). Contractor Personnel Security All contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, Tables 1 - 3). Appropriate Background Investigation (BI) forms will be provided upon contract (or task order) award and are to be completed and returned to the VA Security and Investigations Center (07C) within 30 days for processing. Contractors will be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all subcontractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee may work on the contract while the security clearance is being processed, but the contractor will be responsible for the actions of those individuals they provide to perform work for the VA. In the event that damage arises from work performed by contractor personnel, under the auspices of the contract, the contractor will be responsible for resources necessary to remedy the incident. The investigative history for contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct contractor investigations. 1.Background Investigation The position sensitivity impact for this effort has been designated as [LIMITED, MODERATE, SUBSTANTIAL, or MAJOR] Risk and the level of background investigation is [NACI, MBI, or BI]. 2.Contractor Responsibilities The contractor shall bear the expense of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the contractor shall reimburse the VA within 30 days. Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center (07C), which will verify the information and advise the contracting officer whether access to the computer systems can be authorized. - The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. After contract award and prior to contract performance, the contractor shall provide the following information, using Attachment B, to the CO: (1) List of names of contractor personnel. - (2) Social Security Number of contractor personnel. - (3) Home address of contractor personnel or the contractor's address. - The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. - Failure to comply with the contractor personnel security requirements may result in termination of the contract for default. Further, the contractor will be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor will be responsible for all resources necessary to remedy the incident. 3. Government Responsibilities a. The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses. - b. Upon receipt, the VA Security and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. - c. The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days. d. The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM. e. The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested. - I. ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS INTERNET/INTRANET The contractor shall comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services). VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and any other functions related to the administration of a VA Internet/Intranet Service Site or related service (hereinafter referred to as Internet). This directive applies to all organizational elements in the Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites; including but not limited to full time and part time employees, contractors, interns, and volunteers. This policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes but is not limited to va.gov and other extensions such as, .com, .edu, .mil, .net, .org, and personal Internet service pages managed from individual workstations. VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as Internet ). The handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers. VA Directive 6102 and VA Handbook 6102 are available at: Internet/Intranet Services Directive 6102 http://www.va.gov/pubs/directives/Information-Resources-Management-(IRM)/6102d.doc Internet/Intranet Services Handbook 6102 http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/6102h.doc Internet/Intranet Services Handbook 6102 Change 1 updates VA's cookie use policy, Section 508 guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors. http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/61021h.doc In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify resources of the local machine that are outside of the browser s sand box" are strictly prohibited. Specifically, this prohibition includes signed-applets, or any ActiveX controls delivered through a browser's session. ActiveX is expressly forbidden within the VA while .NET is allowed only when granted a waiver by the VA CIO *PRIOR* to use. JavaScript is the preferred language standard for developing relatively simple interactions (i.e., forms validation, interactive menus, etc.) and Applets (J2SE APIs and Java Language) for complex network delivered applications. SECTION 508 The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2)(A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency. Section 508 text is available at: http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 J. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the 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. 2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the 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. 3. 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.