J065--PMI Hospital Grade Mattresses & Covers

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. Requests for a solicitation will not receive a response. Responses to this sources sought 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 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 Department of Veteran Affairs, San Diego VA Health Care System located at 3350 La Jolla Village Dr, San Diego, CA 92161 has a requirement for annual Preventive Maintenance/ Inspections (PMI) in accordance with original equipment manufacturer (OEM) standards for a combined approximate total of 383 (Stryker IsoTour/ IsoFlex/ ComforGel/ UltraComfort, Umano airNEST orangeXi, and other selected Government Owned) bed mattresses and mattress surfaces (covers). 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. The VA is mandated by Public Law 109-461 to consider a total set-aside for Service Disabled Veteran Owned Small Business set aside. 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. No sub-contracting opportunity is anticipated. The North American Classification System (NAICS) code for this acquisition is 423450 (200 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) at www.sam.gov and complete Online Representations and Certifications Application (ORCA). 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 VetCert Registry located at https://veterans.certify.sba.gov. All interested Offerors should submit information by e-mail to contact@example.gov. All information submitted to be marked Attn: Gene Chu, Contract Specialist and should be received no later than, Thursday, 10/31/2024 at 13:00 p.m. Pacific Time - Los Angeles, CA. PERFORMANE WORK STATEMENT PREVENTATIVE MAINTENANCE MATTRESS/COVERS - SAN DIEGO 1. BACKGROUND: The purpose of this acquisition is to establish a service contract for the preventative maintenance/ inspection (PMI) of all 383 (Stryker IsoTour/IsoFlex/ComforGel/UltraComfort, Umano airNEST orangeXi, and other selected Government Owned) matress surfaces/mattresses for the Jennifer Moreno VA Medical Center located at 3350 La Jolla Village Drive, San Diego, California 92161. 2. SCOPE: All necessary labor, materials, supplies, parts, tools, equipment, travel, transportation and other related services to conduct annual preventative maintenance/inspection (PMI) required in accordance with original equipment manufacturer (OEM) standards for a combined approximate total of 383 (Stryker IsoTour/ IsoFlex/ ComforGel/ UltraComfort, Umano airNEST orangeXi, and other selected Government Owned) bed mattresses and mattress surfaces (covers) located at: VA San Diego Healthcare System, 3350 La Jolla Village Drive, San Diego, CA 92161. Out of the 383 mattresses in total, approximately and primarily 202 mattresses of one brand (IsoTour; OEM: Stryker); the remaining count of 181 consists of a combination of brands (Stryker, Umano airNEST orangeXi, and others not yet identified). Resources are unavailable at this time to determine the exact count per brand/type for the 181 mattresses. (Mattress types are generally similar). PMI to address Patient Safety Alert AL24-01 (mitigate/ detect mattress cover fluid infiltration), including, but not limited to, adjustments, cleaning, disassembly, replacement of worn, damaged and/ or defective covers/parts in accordance with OEM standards. Additionally, replace the bed surface/mattress covers per OEM standards to maintain warranty coverage, and as needed, per Patient Safety Alert AL24-01. 3. SPECIFIC TASKS: 3.1 The Contractor shall perform PMI according to manufactures recommendations and in accordance with the original equipment manufacturer (OEM) during the life of the contract. 3.2 The Contractor shall perform at least one on-site PMI during the contract period including delivery, set-up, and movement of necessary equipment. All labor and equipment necessary to accomplish these tasks shall be furnished by the Contractor. The PMI shall be scheduled in October unless otherwise directed by the Contracting Officer Representative (COR). 3.3 The Contractor shall provide maintenance, troubleshooting, repair, and replacement of mattress covers. All labor and equipment necessary to accomplish these tasks shall be furnished by the contractor. 3.4 Telephone support services shall be available 24/7 at no additional cost to the Government. 3.5 On-site service calls shall be included, with a response time of less than 3 business day. 4. REPLACEMENT PARTS: 4.1 If out of scope covers/parts are needed for maintenance and repairs, contractor shall provide a quote and shall not proceed with repair until a valid purchase order number is provided. 4.2 All replacement covers/parts delivered from the Contractor shall be expedited as needed after it has been determined by the Contractor that a replacement part is required. 4.3 Only standard new or like-new covers/parts shall be furnished by the Contractor. All parts shall be of current manufacturer and shall have versatility with the bed surfaces/mattresses. 4.4 All major components and covers/parts furnished shall carry the manufacturer s standard commercial warranty. 4.5 All newly installed covers/parts will become property of the Government. Replaced covers/parts are to be disposed by the Contractor after approval of COR. All worn or defective parts are to be replaced at no cost to the Government. 5. PLACE OF PERFORMANCE: Jennifer Moreno VA Medical Center 3350 La Jolla Village Drive San Diego, CA 92161 6. PERIOD OF PERFORMANCE: PMIs to be performed by November 18, 2024. Intervening service as needed from 11/18/2024 11/17/2025. 7. HOURS OF WORK: 7.1 This contract is a full-service contract to include all necessary scheduled service calls five (5) days per week, Monday through Friday, 7:00 am 4:00 pm, excluding National holidays. 7.2 Any service performed during other than normal work hours as needed when bed surface/mattress damage occurs must have prior approval and coordinated with Logistics and Nursing Service staff. National holidays observed by the Federal Government are as follows: New Year's Day 1st January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Juneteenth 19th June Independence Day 4th July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11th November Thanksgiving Day 4th Thursday in November Christmas Day 25th December If the holiday falls on a Sunday, the following Monday will be observed as a national holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National holiday by U.S. Government Agencies, and any day specifically declared by the President of the United States of America. 8. QUALIFICATION: Personnel performing maintenance and intervening services must have specialized experience to perform work on the specific equipment in accordance with the original manufacturer s PMI/ repair procedures or the same level as the OEM. Equivalent training must be of the same duration, content, and type provided by the OEM to their technicians. Trained technicians to be able to access OEM s operating/maintenance manuals and run diagnostics/functions test of OEM s mattress pump, when applicable. Sources are readily available online. 9. SERVICE: 9.1 At the completion of PMI on each equipment and ensure upon departure that the equipment is in optimal working condition. 9.2 Service also includes all necessary intervening service calls required to replace any worn or defective covers/parts needed to maintain bed surfaces/mattresses in optimum operating condition. Intervening services shall be rendered as directed by the COR. Any call back for service request for the same type of issue shall be at no charge to the Government. 9.3 All services (PMIs and intervening service calls) shall be performed in accordance with original manufacturer s specifications, Food and Drug Administration (FDA) guidelines and Patient Safety Alert AL24-01- Mattress Cover Fluid Infiltration. 10. INTERVENING SERVICE CALL: 10.1 When repairs are needed between regular scheduled service, such repairs are rendered as directed only by the COR or CO. 10.2 These repairs shall be verbally directed to the Contractor s employees, requested in writing, be transmitted electronically, by telephone, or any manner consistent with accepted commercial business practices. 10.3 Service also includes unscheduled service & Joint Commission on Accreditation of Healthcare Organizations (JCAHO) equipment checklists. 11. CHANGES/AUTHORIZED SERVICES: Only those services specified herein are authorized under this contract. Before performing any service or repairs of a non-contract nature, the COR or Contracting Officer must be advised of the reasons for this additional work. If appropriate, the Contracting Officer or his/her designee may authorize the additional services or repairs under a separate purchase authorization. The Contractor is cautioned that only the Contracting Officer may authorize additional services or repairs and that reimbursement will not be made unless this prior authorization is obtained. 12. ADDITIONAL REQUIREMENT: 12.1 Contractor shall ensure all equipment is in optimal working condition at the expiration date of the contract. 12.2 Contractor will maintain all manufactures manual necessary to perform maintenance. 13. REMOVAL OF EQUIPMENT: Government property shall not be removed from the station without a signed property pass. This property pass may be obtained after the removal is authorized by the COR. If sensitive data is stored on the device, the Facility Information Security Officer must be involved and should approve the process of removing equipment from the government site. Equipment shall not be removed by the Contractor from the government site for minor repairs. The Contractor shall be responsible for damage to or loss of VA equipment while in Contractor or service Contractor custody. Contractor personnel are the sole responsibility of the service Contractor personnel. No additional charge shall be allowed for work performed off-site, or any additional time required. The Contractor assumes full responsibility for the equipment while it is off-site or in transit. 13. SUBMISSION OF REPORTS: The Contractor shall submit a complete field service report (FSR) electronically to the COR within 5 calendar days of the work being completed. The FSR at a minimum must contain company name, service technician s name, contact telephone number, date of service, a detailed description of any services performed on the equipment (model number and location included), serial number of the equipment being worked on, signs of misuse or neglect, findings of problems and correction, including all performance verification, listing of replacement parts, when applicable; pictures; total hours of service; safety check; performance data; and recommendations necessary to maintain the equipment in optimum operating condition. Contractor technician shall document and report to the COR any unsafe conditions or signs of misuse or abuse regarding this medical equipment. 14. GENERAL INFORMATION: 14.1 CONTRACTOR EMPLOYEES: The Contractor shall not employ any person for work on this contract if such employee is identified to the Contractor as a potential threat to the health, safety, security, and general well-being of the public. 14.2 REPORTING PROCEDURES: 1. For services to be performed during normal working hours, the Contractor must obtain a visitor s badge from the security guard assigned at the facility entrance. The Contractor must next report to the Healthcare Technology Management Department, Building 1 Room B215 to sign the visitor log-book. In addition to signing-in, the Contractor personnel shall identify him/herself to the COR before proceeding to the job site. 2. For services to be performed outside normal working hours the Contractor must obtain approval from the CO or COR prior to performing any afterhours work. If the afterhours request is approved, a representative from VA Healthcare Technology Management Department relay the afterhours protocol requirements to the Service Representative. 3. Prior to leaving the facility the Contractor shall communicate status of equipment to the COR, sign out at the same location that they signed in and return the visitor s badge. 14.3 GOVERNMENT FURNISH EQUIPMENT: The Government shall not furnish parts, service manuals and/or test equipment for the performance of this contract. It is the responsibility of the Contractor to bring appropriate equipment and/or supplies necessary to complete the work as required. 14.4 RISK CONTROL: All services will be performed in accordance with established and prescribed health and safety standards as applicable. Federal, state and local standards will be adhered to. If circumstances prevent this, it will be brought to the attention of the facility s representative prior to the commencement of work. 14.5 SAFETY AND FIRE PREVENTION: In the performance of this contact, the Contractor shall take such safety precautions as necessary to protect the lives and health of the occupants of the building. Fire and safety deficiencies, which exist and are part of the responsibility of the Contractor, shall be immediately corrected. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes, which are in effect during the performance period of the contract. The Contractor personnel shall follow applicable facility policies concerning fire/disaster programs. 14.6 PARKING: 1. It is the responsibility of Contractor personnel to park only in designated parking areas. 2. The Contractor shall make alternate arrangements for its personnel to park off-site if motor vehicles are required to access those facilities. 3. Parking information is available from the VA Police & Security Service Office. 4. The VA will not invalidate or make reimbursement for parking violations of the Contractor's personnel under any circumstances. The Contractor assumes full responsibility for any parking violations. 14.7 SMOKING: Smoking is prohibited on VA property. Items to include cigarettes, cigars, pipes, any other combustion of tobacco, or non-Federal Drug Administration (FDA) approved electronic nicotine delivery systems (ENDS), electronic/e-cigarettes, vape pens, or e-cigars.