36C24123Q0367_1.docx

SUBJECT*

Pegasus: Color Coded Racks

GENERAL INFORMATION

SET-ASIDE

200 Springs Road

Bedford Massachusetts

CONTACT INFORMATION

VA Connecticut

950 Campbell Avenue West Haven CT 06516

POINT OF CONTACT*

Contract Specialist Chadwin Walker chadwin.walker@va.gov 203-932-5711

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

DESCRIPTION

Presolicitation Notice Presolicitation Notice Pegasus: Color Coded Racks

Presolicitation Notice

INTENT TO SOLE SOURCE: PROCUREMENT OF ONE (1) Color Coded Racks System Upgrade

INTENT TO SOLE SOURCE FOR PURCHASE REQUISITION: This is not a request for competitive proposals. This is not a solicitation or request for offers. No solicitation package is available and telephone requests will not be honored.

The Department of Veterans Affairs Providence Medical Center intends to award a one-time, Firm Fixed Price, Sole Source contract for One (1) Color coded racks system upgrade to be delivered to VAMC Bedford, Original Equipment Manufacturer Pegasus Medical Concepts.

Technology, knowledge, technical expertise, and servicing capabilities for the CVI Upgrade are proprietary to Circle Cardiovascular Imaging.

A Sole Source Letter was provided by the Original Equipment Manufacturer (OEM) describing the proprietary nature of the color-coded racks system establishing this requirement as being peculiar in manufacturing to Pegasus Medical Concepts. The letter states that only the SDVOSB Cuna Supply LLC is authorized to distribute Pegasus’ Color-coded rack system.

The authority for applying the Simplified Acquisition Procedures for Commercial Items of FAR 13.5 is 41 U.S.C. 1901. This statute is implemented by for restricting competition on this procurement via FAR 8.405-6(a)(1)(i)(B).

The intent is to procure these products on a sole source basis. No solicitation will be posted to Contract Opportunities. The primary North American Classification System Code (NAICS) is 337215: Showcase, Partition, Shelving, and Locker Manufacturing. The most current Business Size Rating for this NAICS is 500 employees.

Capable parties may identify their interests and authorization to respond to this requirement by February 15th, 2023, at 12:00 PM (EDT).

A determination by the Government not to compete this proposed award upon response to this notice is solely within the discretion of the Contracting Officer.

BEDFORD VA MEDICAL CENTER

Statement of Work Custom- Pegasus Medical Brand Color-Coded Racks & Carts

OBJECTIVE

Acquisition Plan Action ID: Pegasus Medical Color-Coded Racks

1. Contracting Activity: Department of Veterans Affairs, Network Contracting Office # . The Bedford VA Medical Center has a requirement for Pegasus Medical custom color coded racks per the Salient Characteristics attached with custom dimensions and ergonomic colored handles which are needed to pull and push drawers open and closed.

2. Brief Description of Supplies/ Services required and the intended use: Pegasus Medical Concepts custom color-coded racks are required to replace the existing/ outdated wire shelves in the secondary units. This brand name item is required to ensure continuity of care, Pegasus Medical is the only manufacturer that customizes the racks, baskets and trays to meet the needs of the facility’s clinical equipment based on their operational requirements and patient care.

3. Unique characteristics that limit availability to only one source, with the reason no other supplies or services can be used: Pegasus Medical is the sole manufacturer of the custom color-coded racks, they offer custom design products, training & services at no additional charge, the custom designs can be found in the salient characteristics.

4. Description of market research conducted and results or statement why it was not conducted: Based upon market research, Pegasus Medical is the sole manufacturer of the custom color-coded racks needed for the Bedford VA Medical Center. For these reasons, the anticipated award should be a Brand Name Only, firm-fixed price.

Salient Characteristics/Pricing Schedule

Pegasus Medical High-Denstity Storage Racks

PEGASUS MEDICAL CONCEPTS- BRAND NAME

Color Coded Racks:

1. Shall be constructed from 1” tubular, galvanized, powder‐coated steel in color cream RAL #9001 or material of equal strength and durability.

2. Rack units should be of the following dimensions. 26‐1/8” deep by 18” wide by 78”high.

3. Shall have non‐marking casters with a minimum diameter of 2.5".

4. Shall have Interconnect bottom support solid plates to prevent mop splashes to lower supplies.

5. Shall use support rails or telescopic slides capable of supporting heavy consumable medical supplies (e.g. bags of intravenous [IV] fluid). Some examples of acceptable materials may include injection molded acrylonitrile butadiene styrene (ABS) or ball bearing reinforced telescopic slides.

6. Racks shall be able to hold up to 9 dividable bins or 9 instrument trays on rollers per section.

7. Shall support bins of varying depths constructed of injection molded acrylonitrile butadiene styrene (ABS) with the dimensions of 40cm x 60cm.

8. Bins shall be of open design to minimize dust collection.

9. A minimum of three bin heights is required with at least a 2.5 cm difference in height between each size (e.g. 5cm, 10cm, and 20cm). Bins must be machine washable able to withstand PH‐ neutral and slightly alkaline detergents and disinfectants. The bins must be heat resistance with a max continuous of 70C and max short term of 90C.

10. The maximum load per bin is 40 kg.

11. Shall include adjustable bin levels to maximize storage capacity with adjustments at 6.5 cm.

12. 2. Shall include only horizontal basket rails for maximizing storage capacity.

The rails should be of the type which will allow for the baskets to be placed on an angle of 30 degrees or more for easy access and enhanced viewing of supplies once the baskets are extended out at full length. Permanently angled baskets are not acceptable as it does not allow for the maximization of storage space.

13. Shall include dividers in each bin which can be customized to various lengths.

14. Shall include divider locks that lock into the bin to eliminate any divider movement.

15. Shall include 2 bin stops to prevent a bin from falling when pulled out.

16. Bin shall be modular and spacing easily adaptable to accommodate future inventory growth and/or item proliferation.

17. Shall not require any special installation requirements that affect the structure of each supply room, including but not limited to special flooring, wall reinforcement, height of ceiling/clearance, and sprinkler code requirements.

18. All open high‐density storage must have a max height of 198cm.

19. 9. Baskets must have ergonomic grip handles that will accommodate insertable color coded plastic strips. The handles should be constructed of injection molded acrylonitrile butadiene styrene (ABS) and should fit securely across the front ledge (lip) of each basket and shall be easily gripped to assist in the movement of the basket in and out. The colored strips must be exchangeable with the Facility required colors (To Be Determined after Award).

Turn-Key Installation Requirements:

Delivery

· All delivery schedules should be coordinated thru facilities in advance.

· Vendor must provide staff onsite upon deliveries to load and offload deliveries.

Rack Assembly, Bin Planning

· All racks will be shipped pre-assembled with baskets.

· Vendor trained staff must be provided with knowledge of SKU’s and categories for bin set up.

· Bin planning shall include placement of supplies and dividers, colored coded ergonomic handles including 2” x 3” description label per bin and compartment bar code labels.

· All installers are required to be vendor employees and not sub-contractors.

· All installers must be familiar with categorization of supplies

· All data files must be returned to facility with already sorted data and categorized prior to start of installation for approvals.

· Each location shall include an 8 ½” X 11” color coded overhead laminated signs.

· Final approval of bin configuration will be provided by the VA Department Head or his/her designee.

· The Contractor should provide an adequate quantity of each bin size to slot the current SKUs and an additional 10% SKUs based on this SKU count.

· The vendor shall provide a plan for resources necessary for the project.

· The plan shall identify at a minimum critical date for ordering, product moves, deliveries, installation timelines.

· Rooms shall be fully implemented and ready for use within three (3) days from the start of rack installation to minimize disruption of the clinical workflow.

· Each SKU is required to be labeled, categorized.

· A clear 1x3 vinyl pouch is required to attach the GIP barcode label to the bin in front of the SKU location.

· Minor on site set-up and adjustments will be made by the Contractor in coordination with VA logistics personnel as needed.

· The Department Head or designated representative will approve the final room set-up.

Bin Set-up Contractor will physically configure the bins with supplies selected by Materials Management while the configuration input will come from assigned nursing staff. Each bin shall be configured in near proximity to the existing supply rooms to minimize time during the bin planning. Each rack will then be labeled using the required labeling schema (style, font, color, etc.) and SKU documentation. Final approval of bin configuration will be provided by the VA Department Head or his/her designee. Racks/bins will need to be moved as required to support a progressive build model.

Racks/bins will require staging at the receiving dock and/or materials management until the space is available in the clinical units. Exact staging locations, if required, will be identified by Materials Management staff. Depending on the clinical unit, the storage space availability will vary SKU counts by room/department will be provided by Materials Management staff at the delivery order level. The Contractor should provide an adequate quantity of each bin size to slot the current SKUs and an additional 10% SKUs based on this SKU count; this is to account for SKU fluctuation that occurs in the supply room during normal business.

Using validated SKU list and periodic automatic replenishment (PAR) levels provided by materials management, configure storage hardware to accommodate each SKU and the planned inventory level with input and approval from clinical staff and/or materials management staff. Configure basket compartments so supplies are easily visible by materials management during ordering and replenishment.

Materials Management staff will provide finalized PAR levels to correspond to the SKU list prior to supply room configuration. Items may be in the storage room at the time of installation which were not on SKU list provided by materials management. This may be due to changes in department policy and workload. If these constitute less than 10% of the SKUs in the room and will continue to be stocked in the department, the contractor shall configure them into the shelf. Additional shelves are built into estimates to account for changes such as these.

DELIVERABLE 1. INSTALLATION DESIGN

The Contractor shall provide a plan for resources necessary for the project. The plan shall identify at a minimum critical date for ordering, product moves, deliveries, installation timeline. Rooms shall be fully implemented and ready for use within three (3) days from the start of rack installation to minimize disruption of the clinical workflow. Each SKU is required to be labeled. A vinyl pouch or other device is utilized to attach the label to the bin in front of the SKU location.

DELIVERABLE 2: TEAR DOWN, REMOVAL, REUSE/DISPOSAL OF EXISTING SHELVING

· Existing Equipment in the Supply Rooms/Departments Items not related to supply (such as gas cylinders, linen carts, hospital equipment) will be removed or relocated by the local department and/or Materials Management personnel to provide additional space to build the racks if necessary. Displaced items from supply room/area by Contractor must also be out of the way so not to disrupt the daily operation of clinic staff.

· Supply Room Materials in Excess of PAR, The Contractor is responsible to remove the supplies in excess of PAR values (as identified by the Materials Management leadership) from the supply rooms/departments to a central storage location (location to be determined by Materials Management staff).

· The Contractor is responsible for coordinating the movement and storage of these items. Materials Management will assume ownership of the supply items until they are consumed by the local hospital department. Excess items should be returned to Materials Management staff organized in a fashion conducive to their disposal process.

· Existing Shelving Disposal; the Contractor shall be responsible to relocate the existing shelving from the supply rooms to a central location (location to be determined by Materials Management staff). Materials Management will coordinate the material’s disposal through DRMO.

MISCELLANEOUS REQUIREMENTS

One or more on-site visits by the Contractor are required to ensure understanding of the current operations and business requirements prior to system delivery. The Contractor shall be responsible for verification of all final critical dimensions and supply room locations prior to installation. A site visit will be coordinated prior to start of installation. The Contractor will be held liable for any damage caused to the building during installation, storage, and removal of systems by the contract employees. Minor on site set-up and adjustments will be made by the Contractor in coordination with VA logistics personnel. The Department Head or designated representative will approve the final room set-up

SCOPE:

The system to be covered and supported is at the following locations:

Bedford VAMC 200 Springs Rd Bedford, MA 01730

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SOFTWARE UPDATES

-None

HARD DRIVE RESTRICTIONS

N/A

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