BED REPLACEMENTS DAYTON
Page 12 of 12 Combined Synopsis Solicitation: Bed Replacements Dayton General: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 36C25018Q9900 and is issued as a Request for Quote (RFQ). This solicitation document incorporates provisions and clauses are those in effect tough Federal Acquisition Circular (FAC) 2005-100, effective August 22,2018. This procurement is a 100% Small Disabled Veteran Owned Small Business (SDVOSB) set-aside and only qualified contractors may submit quotes. This requirement will be awarded on all-or-none basis. The applicable North American Industry Classification System Code (NAICS) is 339113 and the small business size standard is 750 employees. Line items: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 Bed System Bed 48.00 EA 0002 Surface 48.00 EA 0003 Nurse Call, Universal TV & Lighting 48.00 EA 0004 Stowable Pendant Right Side 48.00 EA 0005 Accessory Outlet 48.00 EA 0006 Service Agreement Base Year 48.00 1 YR 0007 Service Agreement Option Year One 48.00 1 YR Service Agreement 48.00 1 YR 0008 Option Year Two Service Agreement 48.00 1 YR 0009 Option Year Tee 0010 Service Year Agreement Option Year Four 48.00 1 YR GRAND TOTAL Statement of Work: PURPOSE: The purpose of this Statement of Work (SOW) is to develop a firm fixed price solution and contract to be used by Dayton Veterans Administration Medical Center (DAY VAMC) for purchasing beds and mattresses. SCOPE: The Contractor shall provide hospital beds to the DAY VAMC. The new contract will be a Firm Fixed Price Contract. CONTRACTOR SPECIFIC REQUIREMENTS: Unless otherwise stated, all equipment shall be held to current industry standards for such equipment as present within the current market for hospital beds, supplies, related services, and the most recent International Standards set by the IEC (IEC 60601-2-52). Definitions: Medical Surgical Bed: A bed specially designed for hospitalized patients or others in need of some form of health care. These beds have special features both for the comfort and well-being of the patient and for the convenience of health care workers. Common features include adjustable height for the entire bed, the head, and the feet, adjustable side rails, and electronic buttons to operate both the bed and other nearby electronic devices. These beds are for medical surgical care appropriate for the use in long term and acute areas. Hospital Mattress: A mattress specially designed for hospitalized patients or others in need of some form of health care. These mattresses have specific features both for the comfort and well-being of the patient and for the convenience of health care workers. Common features include a therapeutic surface, pressure redistribution, shear management, moisture management, deep zipper flap, waterproof seams, delamination protection, has nonskid bottom and or straps to secure to bed frame, ability to support 500-pound weight, ability to use for High risk up to Stage IV pressure ulcers, one year or better warranty, and full or prorated replacement availability. These mattresses are for medical surgical care appropriate for the use in long term and acute areas. Minimum characteristics: The proposal shall include all equipment, materials, installation services, and training services specified in this Statement of Work (SOW) document. In addition, the contractor shall provide a hospital bed system (defined as bed frame, mattress, side rails, head and foot board, and any mattress or accessories added to the bed), which demonstrate compliance to all aspects of the International Standard IEC 60601-2-52. Project Management The contractor shall provide implementation services as part of the bed purchase. Implementation Services shall include, but are not limited to, a project manager, a detailed project timeline with defined roles and responsibilities (including contractor provided and DAY VAMC resources), on-site installation coordination of all equipment and accessories, a training plan, and schedule for Go-Live. Delivery and Installation Services Materials provided shall be new equipment, parts, and accessories as specified in the SOW. The contractor shall deliver materials to the job site in OEM's original unopened containers, clearly labeled with the OEM's name, equipment model and serial identification numbers, and Purchase Order (PO) number. The contractor shall be responsible for inventorying materials prior to delivery to VA facility to check for accuracy in quantity and part number. The DAY VAMC shall identify and provide limited daily storage of contractor parts/supplies at the time of delivery and reject items that do not conform to this requirement. All on-site installation services shall be contractor-provided by technical staff (not sales reps) fully trained to service and install bed products, parts, and accessories as specified in the SOW. Disposal of Waste The contractor shall provide, maintain, and dispose all material waste and packaging associated with the beds/products and/or waste generated during the installation services. The contractor shall be responsible for moving waste materials from job site(s) to a contractor-provided waste container, and then off site. Technical Support The contractor shall supply 24/7/365 hour phone technical support for the duration of ownership of the equipment. Response time for parts and labor shall be no more than 24 hours available 24/7. Facility Engineering Technical Training The contractor shall provide technical training for overall maintenance and service of technical staff to include factory service training courses (if Applicable). Training shall include Facility Engineering from the facility. Training shall include tuition, hotel, meals, and travel expenses for factory based training if training cannot be conducted at the DAY VAMC. The contractor shall provide any special service tools and/or test equipment comparable with that provided to the OEM s service personnel. The contractor shall provide the following documentation for the proposed bed system: Tee copies of the operator s manual for beds purchased. Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists for 25 beds purchased. Electronic versions of both operator s manual and technical service manuals. Abbreviated operating instructions should be included on all beds. DVD or web based training for both operator s manual and service if available. The bed operator s manual shall specify the mattress size to reduce risk of patient entrapment between bed and side rail. The contractor shall provide the following documentation for the mattress motors: One copy of the operator s manual for each motor purchased. Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists. Electronic versions of both operator s manual and technical service manuals. If the operation of the motor is not self-explanatory, abbreviated operating instructions shall be included and attached to all motors. Past Performance The contractor shall supply no fewer than 3 reference sites that are currently using the product identified in the proposal. Each reference shall include at least 2 points of contact detailing full name, title, and phone number. VA reference sites are preferred. Medical/Surgical Hospital Bed: The hospital bed shall meet or exceed all technical specifications below: Shall support minimum weight capacity of 500 lbs.; Shall have maximum bed frame weight of 500 pounds; Shall have a battery back-up with battery power indicator; Shall have a power status indicator, indicating power source (AC Wall power), and battery only; Shall have 4 casters with central brake; Shall have dual castors for ease of transport; Shall have corner bumpers to protect bed frame and facility walls/doorways; Shall have a flat mattress deck for standard mattress compatibility; Height range: Highest at least 30 and lowest at least 16 ; Shall have a side rail height of 16 for maximum patient safety (from mattress deck to the top of the rail); Shall have a minimum clearance height of 6 (below the bed) to allow access for under-bed tables and lift equipment; Shall not have horizontal or lateral movement of bed mattress deck; Shall have audible bed exit alarms and foot of bed visual sidelight indicator; The side rails shall comply with IEC/EN 60601-2-52 Standards for Medical Bed; The bed exit alarm shall have minimum 3 sensitivity levels i.e. out of bed, perimeter of bed, and patient sitting; Shall have capability of an electronic log of all bed exit related events to include a minimum of 5 days; Shall have an automatic bed exit alarm reset function for fall prevention, if a staff member forgets to reset; Shall have side rails with inner controls for the patient, and outer controls for staff; Patient lock out feature for all controls; Shall have frame mounted back up controls to prevent loss of bed control in the event footboard removal; Shall meet latest norm IEC 60601-2-52 and 60601-2-38; Shall have patient remote and removable control with minimum of 4 functions (head up, head down, legs up, and legs down); Shall have emergency CPR functions (automatic & manual) with no reset required; Shall be able to integrate into existing nurse call system; Under-bed lights available; Shall have capability to weigh patients to +/- 1% standard deviation of error; Shall have steering capability setting for transport; Shall operate with standard 120 v. wall power outlets; Shall have secured O2 E tank pivoting holder for safety and to allow fitting into elevators, with ability to secure in more than one bed frame corner; Minimum of (2) 120v. auxiliary electrical outlets on frame; Shall have electronic positioning ability for both Trendelenburg and reverse Trendelenburg, without hitting headboard against wall (no bed location movement requirement) to prevent wall damage; All frames shall include hardware/adapters to receive trapezes/helper bars; Bed width shall not exceed 41 , to fit tough patient room doorways; Bed length shall not exceed 91 (92.5 inches including frame bumpers) to fit in all hospital elevators; Shall have frame corner/end bumpers for prevention of wall damage; Shall have one touch electronic cardiac chair position (efficiency, consistency, ease of use, staff, and patient satisfaction); Shall have 30A back rest indicator on side rail; Shall have minimum of 2 drainage bag holders that are easily accessible on outside perimeter of bed frame (one on each side); Shall have integrated IV pump holder; Shall have ability to secure electrical cord on outside headboard area; Shall accept standard flat (not contoured) 35 x 84 hospital mattresses; Shall have 4 side rails, 2 upper and 2 lower, with one hand release; Shall have seamless smooth plastic side rails and food/head boards (no metal, wood or laminate) with no openings for ease of cleaning, aesthetics and infection control; Shall be fully electronic for multi-positional, multi-height capability, with articulating back and knee gatch; 4 side rails designed to cover a minimum of 60% of side of bed; 2 side rails located at head of bed and 2 side rails located at foot of bed; The side rails (dimensions and gaps between) shall comply with IEC/EN 60601-2-52 Standard for Medical Beds; Shall have brake status indicator (locked/unlocked); Shall have removable deck cover, footboard and headboard for cleaning/replacement; Shall expectancy of beds shall meet or exceed 10 years; Upper side rail shall not extend past the articulation section between the head and middle bed sections when in the rail up position (allows for open area for patient to side enter/exit without a necessary secondary boosting up in bed); and Bed frame shall have integrated no tools required deck frame and deck plate extension lengthening capability beyond 84 inches to a minimum of 90 inches to accommodate the taller patient. (integrated decking/plate extension to minimize time requirement to shorten bed for fitting into the elevator during emergency transport); Audible Language Safety Prompts: Brake not set; call light not connected; please don t get up; care team has been called; and function not available; Shall have bed exit with visual status lighting projected onto the floor; The side rail shall illuminate when patient exits the bed. Shall have USB port for patient use. Hospital Mattress: All mattress options for the above beds shall meet or exceed the following: Shall have a therapeutic surface to assist in management of pressure, shear, and microclimate for the patient; Shall have ability to redistribute pressure tough buckling and absorbing patient weight and allow immersion and envelopment to maintain comfort in all positions on the mattress; Shall have a breathable cover that wicks away moisture, equalizes pressure redistribution while balancing the microclimate of the patient s skin; Shall not conduct heat; 36 x a minimum of 80 x minimum of 6 thick; Shall allow for a side rail height of 16 for maximum patient safety (from mattress deck to the top of the rail); Shall have a nonskid bottom surface or straps to secure to bed frame; Shall fit selected hospital bed frame; Shall have firm edges to prevent collapsing for sitting on side of bed and support weight during ingress and egress; Shall have delamination protection; Shall waterproof seams; Shall have a deep zipper flap; Shall be latex free; Shall have a 40-degree full body turn capability for assistance with early mobility and prevention of pulmonary complications; Shall have sensor technology for automatic adjustment of pressure for patient weight, height, position changes, and bed frame articulation changes; Shall meet US flammability standards: 16CFR1632, 16CFR1633, CAL TB129, Boston BFD IX-11; and Shall have bleach tolerant cover for cleaning; Shall be integrated in bed frame, with no blower boxes, to prevent damage, and patient injury. WARRANTY: Beds: The contractor shall provide a minimum warranty of a year or better for parts and labor for the beds. This warranty shall cover the entirety of the bed and all its components and accessories. Mattresses: The contractor shall provide a minimum warranty of a year or better for parts and labor for the mattresses. This warranty shall cover the entirety of the mattress and all its components and accessories. The contractor shall provide details of standard warranty. Contractor shall indicate availability and cost of extended parts warranty options. During the warranty period, the contractor shall provide all-inclusive service (parts, labor, preventive maintenance, travel and unlimited repairs) at no additional cost Monday-Friday between the hours of 7:00 am 4:30 pm (excluding holidays). Software updates are included for the lifetime of the bed. PERIOD OF PERFORMANCE: The Period of Performance shall be 45 Days ARO and FOB Destination. DELIVERY AND SHIPMENT INFORMATION: The contractor shall provide the following for shipment and delivery of equipment: The DAY VAMC is equipped with a loading dock; suggested boxy truck with lift gate for versatility with delivery. All items and services shall be shipped and or coordinated with the following, may include but not limited to these locations: Dayton VAMC 4100 W. Third Street Dayton, OH 45428 The purpose of this statement is to develop a staggered shipping schedule between the selected Shipper/Carrier and the DAY VAMC Supply Chain Management Service Warehouse regarding 48 Med Surg Beds to ensure a seamless delivery schedule. The Shipper/Carrier shall: Shall contact the Supply Chain Management Service Warehouse Supervisor at 937-268-6511 ext. 2762 or the Cell 937-231-3997 24s prior to shipping; Shall deliver 6 beds per week over an 8-week period to ensure proper deployment; Shall deliver the beds to Dayton VA Medical Center building 143 located at 4100 W 3rd St, Dayton, Ohio 45428; Shall deliver the beds between 9 am and Noon (Monday tough Friday excluding Holidays); If the specified delivery date falls on the Holiday, Shipper/Carrier shall deliver the beds on the next business day; and Shipper/Carrier shall assist in the unloading of the fright/product. TRAINING: Clinical users: Upon delivery of the beds, qualified instructors shall provide user training for staff on day, evening, and night shifts at times to be determined by the facility. Training shall be offered 7 days a week for the first week and four days a week for the next 2 weeks (if needed). Ongoing training Annually as requested. Engineering Service Training: The contractor shall provide training of the Biomedical Equipment Support Specialists (Hereafter referred as BESS) during initial setup and operations of the equipment, as well as follow-up training during everyday operation. The contractor shall provide 24/7 technical customer support service for the duration of the equipment at the facility. The on-site training, following installation completion, shall include product nomenclature, printed circuit board assembly and subassembly identification and location, interpretation and usage of built-in system diagnostics, and the use of the troubleshooting manual. The contractor shall also provide service seminars at the contractor s facility tuition-free while the hospital owns the equipment. HARDWARE UPGRADES: All equipment and related peripherals contracted for shall be state-of-the-art technology. "State-of-the-art" is defined as the most recently designed components that are announced for marketing purposes, available, maintained and supported in accordance with mandatory requirements specified in the solicitation. Components and products with a manufacturer's planned obsolescence within the first year of contract award are not acceptable. If hardware upgrades become available after award of this contract but prior to installation of the equipment, the contractor is requested to offer them to the Contracting Officer for consideration. The contractor's proposal for such upgrades shall include the following information: Pricing information, to include both the price of the equipment to be added and the equipment to be deleted; Specific awarded items that shall be changed if the proposal is awarded; Performance data, including both comparisons to the specification requirements and to the equipment on contract; A detailed description of the differences between the awarded items and those being proposed, and a specific analysis of the comparative advantages/disadvantages of the items involved; An evaluation of the effect proposed changes shall have on the life cycle of the equipment and an associated cost impact as it relates to site preparation, installation, maintenance, and operational expense; An analysis of the timeframe required to institute the change; GOVERNMENT HOLIDAYS: National holidays observed by the Federal Government are as follows: New Year's Day 1 January Martin Luther King's Birthday Third Monday in January President's Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day 4th Thursday in November Cistmas Day 25 December If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a National Holiday. 4. Applicable Provisions and Clauses: The following clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions - Commercial Items, with the following added as addenda to the clause, Addendum to 52.212-4 Contract Terms and Conditions-Commercial Items,; 52.203-17;52.204-4;52.219-18 852.203-70; 852.211-70; 852.232-72; 852.337-70; 852.246-70, one year or better; 852.246-71; 52.212-4; FAR 52.252-2, 52.232-40; http://www.acquistion.gov/far/index.html, and http://www.va.gov/oal/library/vaar/index.asp/ (end of addendum 52.212-4) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (of which 52.222-3, 52.222-19, 52.222-21, 52.222-26, 52.222-35, 52.222-36, 52.222-37, 52.223-18, 52.225-1, 52.225-13, and 52.232-33 are applicable). The following provisions apply to this acquisition: 52.212-1, Instructions to Offerors-Commercial; 52.216-1, firm fixed price; 52.232-38; 52.233-2; 852.233-70; 852.233-71; 852.252-70; http://www.acquistion.gov/far/index.html, and http://www.va.gov/oal/library/vaar/index.asp/ (end of addendum 52.212-1) 52.212-2, and 52.212-3. 5. Offer Evaluation and Award. This is a competitive Request for Quotations (RFQ) that will be evaluated under FAR Part 12 and 13. The Government will issue a Firm-Fixed Price Purchase Order resulting from this solicitation to the responsible offeror whose offer conforms to the requirements within this solicitation and will be the most advantageous to the Government. Best Value will be how the quotes are evaluated. The following factors will be used in evaluation: Technical; Delivery; Past Performance; Registered SDVOSB Contractor; and Price. An Offeror s initial quote shall contain the best terms from a price and technical standpoint. Offerors are reminded that representatives from your company SHALL NOT contact any DAY VAMC personnel to discuss this RFQ during the solicitation and evaluation process. 6. Procedure for submitting documents to the Department of Veterans Affairs. DOCUMENTS THAT ARE TO BE PROVIDED TO THE CONTRACTING OFFICER WILL BE SUBMITTED USING THE APPROPRIATE VEHICLE BELOW. email: rachelle.hamer@va.gov 7. Submission of Offer. All information shall be submitted in the manner described below and offerors who do not submit all information may not be considered for award. Set-Aside Requirement: Only verified SDVOSB firms are eligible to submit an offer or receive an award of a VA contract that is set-aside for SDVOSBs or in accordance with VAAR Part 819. A non-verified vendor that submits a bid or proposal should be rejected as non-responsive or technically unacceptable as listing in VIP is not self-correctable as a minor informality as, for example, a listing in SAM. All other purported SDVOSBs must apply for and receive verified status in accordance with 38 CFR Part 74 and be listed in VIP prior to submitting a bid or offer on an acquisition conducted in accordance with VAAR Part 819. The VIP database will be checked both upon receipt of an offer and prior to award. Contractor shall provide an authorized distribution letter. The Contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized Contractor reseller for the proposed equipment/system such that the OEM warranty and service are provided and maintained by the OEM. All warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. The Contractor shall provide new items ONLY; no remanufactured or "gray market" items. All items must be covered by the manufacturer's warranty. This requirement will be awarded on all-or-none basis. Quote must be good for 90 calendar days after close of this Combined Synopsis Solicitation. This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov. CONTRACTORS MUST STATE THEIR BUSINESS SIZE when submitting their quote AND if the item is on a FSS/GSA schedule awarded to the Contractor include the schedule information on your quote. Quotes are to be broken out to include line item pricing for each line item. RESPONSES ARE DUE: Wednesday, September 17, 2018 at 1PM EST. Offers will only be accepted electronically via e-mail to rachelle.hamer@va.gov. Enter RFQ 36C25018Q9900 | Bed Replacements Dayton in the email subject line. 36C25018Q9900 Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 10
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