J065--New Patient Therapeutic Hot Tub Service Maintenance and Repair

DISCLAIMER:  This Sources Sought is issued solely for information and planning purposes and does not constitute a solicitation. Neither unsolicited proposals nor any other kind of offers will be considered in response to this Sources Sought. Responses to this notice are not offers and will not be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this Sources Sought. All information received in response to this RFI that is marked Proprietary, will be handled accordingly. Responses to the Sources Sought will not be returned. At this time, questions concerning the composition and requirements for a future Request for Quote will not be entertained. The Department of Veterans Affairs is conducting market research to provide Arjo Huntleigh Tub Maintenance at the Spokane WA VA Medical Center. The Government anticipates awarding a Firm Fixed Price 5-year contract that will provide the support services listed within the Draft Statement of Work below.   OBJECTIVE:  See Draft SOW below.
RESPONSE INSTRUCTIONS: Provide the following information: UID (Unique Identifier Number) Name and Address of Company The Small Business Administration's recognized business size classification A through description of experience in managing support requirements of this nature.   CONTACT INFORMATION: Any questions related to this Sources Sought shall be directed to Robyn Akins at robyn.akions@va.gov. All information regarding Capabilities Statements or any other proprietary information relative to this Sources Sought shall be submitted via email to robyn.akins@va.gov no later than 3:00 PM EST on 04/16/2026.
STATEMENT OF WORK (SOW) - DRAFT
Title: Arjo Huntleigh Tub preventive maintenance, testing, inspection and repair services.
Background: The Mann-Grandstaff VA Medical Center, 4815 North Assembly Street, Spokane, WA requires tub preventive maintenance test and inspection service.
Place of Performance: All work under this contract is to be performed at Mann-Grandstaff VA Medical Center, 4815 North Assembly Street, Spokane, WA 99205.
Purpose: This Statement of Work (SOW) defines the scope, standards, tasks, frequencies, and documentation requirements for preventive maintenance (PM) at the Mann Grandstaff VA Medical Center, 4815 N. Assembly Street, Spokane, WA 99205. Special emphasis is placed on the therapeutic bathing system) and all associated utility and water support systems.
Objectives: The objectives of this SOW are to: Ensure the safe and reliable operation of medical equipment in accordance with TJC EC.02.04.03, including inspection, testing, and maintenance activities, with 100% completion of required PM tasks. Manage utility system risks and maintain survey ready documentation, including proper labeling, updated schematics, and clearly defined emergency shutdown procedures.
Standards & References: TJC EC.02.04.03 Medical equipment inspection, testing, maintenance; inventory and documentation expectations; initial acceptance testing before use. TJC EC.02.05.01 Utility systems risk management; mapping, labeling, and emergency shutdown procedures. CDC Healthcare WMP & Hot Tub/Whirlpool Toolkit Operational control limits, frequency of testing (disinfectant residual/pH), filtration, cleaning, and corrective actions. Arjo/Arjo Huntleigh IFUs (Century) Care & preventive maintenance tasks, cleaning/disinfection, annual electrician checks, functionality tests.
Assets in Scope: Therapeutic tub (Arjo Century): tub body, controls, autofill/auto flush, drain assembly, emergency stop, temperature/scald protection, shower head(s), thermostatic mixing valve, optional disinfection/air spa systems, transfer interfaces. Associated utilities & water systems: domestic hot/cold water supply, isolation valves, labeling/shutdown pathways; filtration/strain screens; tub electrical supply; room ventilation/humidity.
Specific Tasks Weekly Certification Testing - functionality tub test: a. controls, autofill/auto flush, drain control, Scald protection, temperature display/alarms, emergency stop, clean/descale shower heads, exercise thermostat mixer, and log results. b. Visually inspect hoses, pipes and connections. c. Check all exposed parts, replace as required. d. Check door seals, replace as required e. Visually inspect the safety belt (if any) and replace it as required.
2. Monthly Certification Testing a. Deep cleaning/scale removal and filter maintenance, beyond monthly test; verify circulation and hydro systems where equipped, document parts and chemicals used. b. Electrical/general functional check (indicators, alarms and cable harnesses), verify labels and safety markings are present and readable, attach photos to the work order. c. Change incoming water filters.
Annual Certification Testing Electrical installation inspection by authorized electrician, full performance test on controls, E-Stop/mixing valve calibration/pumps/air-spa/transfer interfaces, replace worn parts, update inventory labels. Checks must be performed by qualified personnel/authorized electricians. Replace safety belts.
Unscheduled Repairs
Contractor shall perform up to three unscheduled repairs (or callbacks) per unit, hours 8am-5pm. Major repairs outside normal PM (i.e. unit replacement, structural plumbing changes) unless separately authorized. COR must be notified within 24 hours of discovering the needed repair. Contractor shall furnish preventative maintenance and corrective maintenance parts on all technical supplied ordered authentic Arjo Huntleigh parts if included.
I. Notification/Coordination Upon award the Contracting Officer (CO) may designate a Representative (COR) to supervise the work performed for the duration of this contract. However, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract between the contractor and any person other than the CO be effective or binding upon the Government, unless formalized by proper contractual documents executed by the CO, prior to completion of this contract. A copy of this designation shall be furnished to the Contractor. The Contractor and any Subcontractor shall report to the COR when arriving to perform any service under this requirement, including repairs only at the Spokane location. Check-in/out is mandatory at VA Police to obtain temporary badge. When the service is completed, the Contractor and any Subcontractor shall check out with the COR as well. The Contractor shall coordinate with the Subcontractor directly for any tasks associated with SOW. It is the responsibility of the Contractor to ensure Subcontractor performs all work in accordance with the SOW.
J. Deliverables Asset Inventory Record (model/serial/location/risk category; IFU attached). (TJC EC.02.04.03) PM Logs (monthly, quarterly, annual) demonstrating 100% completion of required activities/frequencies; signed, dated, with results and next due. (TJC EC.02.04.03)
Utility Labeling & Shutdown Procedure (maps, valve IDs, steps, contacts). (TJC EC.02.05.01) Condition Found Report (CRF)
K. Quality Assurance and Acceptance Criteria Compliance: All required PM tasks completed at defined frequency, with no missed intervals; documentation is survey ready (clear, signed, dated, and organized). (TJC EC.02.04.03; survey readiness best practices) 110 Functionality: Tub passes monthly functionality tests and annual performance checks; any deficiencies corrected and retested. (Arjo IFUs) 9 Utility Controls: Labeling and emergency shutdown procedures validated via periodic drill or walkthrough; records retained. (TJC EC.02.05.01).
L. Work Hours Hours to accomplish the hot tub annual preventive maintenance are Monday through Friday 8:00 am to 5:00 pm, excluding federal holidays. All repairs are performed during these hours of coverage unless requested or approved by Contracting Officer s Representative. After hours are from 5:00PM to 8: AM Monday through Friday, Saturday, Sundays and National Holidays:
New Years Day Labor Day Martin Luther King Day Columbus Day Presidents Day Veterans Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day
Security Requirements: The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall have intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required
Equipment schedule:
Model Serial number Equipment Name Vendor Location AF24104-US01 SEE0739614 ARJO Freedom Bath 3 ARJO Inc A535-1