36C24126Q0369.docx

Special Notice Special Notice

GENERAL INFORMATION

VA Boston Healthcare System Contracting Officer (90C) 940 Belmont Street Brockton MA 02301

POINT OF CONTACT*

Contract Specialist Kim McCarthy kim.mccarthy@va.gov

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

EMAIL DESCRIPTION

DESCRIPTION

This is a notice of intent to award a sole-source Blanket Purchase Agreement (BPA) pursuant to 10 U.S.C 2304 (C)(1), as implemented by FAR 6.103-1(b) and 6.103-1(d), only one responsible source and no other supplies or services will satisfy agency requirements, and brand-name descriptions.

The Department of Veterans Affairs VISN 01, New England has a requirement to establish a Blanket Purchase Agreement (BPA) for equipment and services for the procurement and installation of Arjo ceiling lift systems in accordance with the attached Performance Work Statement (PWS).

The Government intends to award a firm-fixed-price Single Award Blanket Purchase Agreement (BPA).

A determination by the Government not to compete with this proposed BPA based upon responses to this notice is solely within the discretion of the Government. This notice of intent is not a request for competitive proposals. This is a written notice to inform the public of the Government’s intent to award on a sole source basis.

Interested parties may identify their interest and capability to respond to the requirement. Any response to this notice must show clear and convincing evidence that competition will be advantageous to the Government.

Please contact Kim McCarthy, Contracting Specialist with the responses or questions regarding this requirement at kim.mccarthy@va.gov.

This notice will close on April 27, 2026, at 11:00 AM Eastern Standard Time (EST)

PERFORMANCE WORK STATEMENT (PWS)

VA NEW ENGLAND HEALTHCARE SYSTEM

VISN 1 Arjo Ceiling Lift BPA Part 1

General Information

1. General:

VISN 1 is requesting a Blanket Purchase Agreement (BPA) to provide equipment and services for the procurement and installation of Arjo ceiling lift systems. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction:

The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other services necessary to perform installation and procurement of ceiling lift systems..

1.2. Background:

VISN 1 is seeking to expand and replace its Arjo ceiling lift systems throughout the VISN by establishing a blanket purchase agreement (BPA) that covers all VA Medical Centers in New England (VISN 1) with existing Arjo ceiling lift infrastructure. The contractor shall include all equipment, accessories, materials, installation services, and training services specified in this Performance Work Statement (PWS).

Overhead track ceiling lift systems primarily serve the function of safely transporting patients from one area to another when patients do not possess the ability to transport themselves.

1.3. Objectives:

VISN 1 aims to establish a BPA that will provide the equipment, parts, accessories, and services required to install and procure Arjo ceiling lift systems.

1.4. Scope:

The requested BPA shall be available for all VISN 1 locations listed in section 1.6.5. The contractor is responsible for the procurement, delivery, installation, and training for new Arjo ceiling lift systems, parts, and accessories. The contractor shall complete the Installation and Relocation Checklist at https://www.publichealth.va.gov/docs/employeehealth/InstallationRelocation.pdf for all ceiling lift installations and relocations.

1.5. Ordering Period:

The ordering period shall be for a five year period – May 1, 2026 to April 31, 2031.

1.6. General Information:

1.6.1. Quality:

At the discretion of the government, full preventive maintenance of new ceiling lift installations may be performed, and any discrepancies from VA or the manufacturer’s specifications must be corrected by the contractor at no cost to the government. Discrepancies must be reported to the contractor within 30 days of equipment installation. Preventive maintenance will be performed according to the below checklist.

https://www.bing.com/ck/a?!&&p=7762032fd41492367fc7123198dcfa0f0c2c636a6aa635843430b4951deecd41JmltdHM9MTc3NjAzODQwMA&ptn=3&ver=2&hsh=4&fclid=352a082f-2d2d-6e21-21cb-1ec82c816f3e&psq=ceiling+lift+PM+checklist&u=a1aHR0cHM6Ly93d3cudmVuZG9ycG9ydGFsLmVjbXMudmEuZ292L0ZCT0RvY3VtZW50U2VydmVyL0RvY3VtZW50U2VydmVyLmFzcHg_RG9jdW1lbnRJZD0zOTc2Mzc4JkZpbGVOYW1lPTM2QzI1MjE4UTAzMjktMDAxLnBkZg

1.6.2. Recognized Holidays:

The contractor, if required by the requesting medical center, shall work during federal holidays:

New Year’s Day Martin Luther King Jr.’s Birthday Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

1.6.3. Hours of Operation:

The contractor is responsible for conducting business at any hour required by the requesting Medical Center except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.4. Place of Performance:

The work to be performed under this contract will be performed at all VISN 1 locations:

· VA Connecticut HCS 950 Campbell Ave West Haven, CT 06516

· Manchester VAMC 718 Smyth Rd Manchester, NH 03104

· VA Maine HCS 1 VA Ctr Augusta, ME 04330

· Edith Nourse Rogers Memorial Veterans Hospital 200 Springs Rd Bedford, MA 01730

1.6.5. Type of Contract:

The government will award a Firm Fixed-Price Blanket Purchase Agreement.

1.6.6. Security Requirements:

Contractor personnel shall be always chaperoned by Government staff when performing work on-site. The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7. Special Qualifications:

The contractor is responsible for all employees possessing required certifications to perform installation, replacement, or modification of Arjo overhead track ceiling lift systems.

1.6.8. Post Award Conference/Periodic Progress Meetings:

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9. Contracting Officer Representative (COR):

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.10. Key Personnel:

The following personnel are considered key personnel by the government:

Kyle Staubi, Primary Healthcare Technology Management POC The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 8:00am thru 4:30pm Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Key personnel must be qualified and, if applicable, certified to maintain, install, or modify overhead track ceiling lift systems.

1.6.11. Identification of Contractor Employees:

All contract personnel attending meetings or working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.12. Contractor Travel:

The contractor shall travel, if required, to the requesting medical center or where otherwise designated. The contractor shall incorporate all travel costs in their quotes.

1.6.13. Other Direct Costs:

N/A

1.6.14. Data Rights:

The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.15. Phase In / Phase Out Period:

N/A

1.7. Security Language:

1.7.1. VAAR (VA Acquisition Regulation) Clause:

All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

1.7.2. A&A Requirements:

The A&A requirements do not apply and a Security Accreditation Package is not required.

1.8. Records Management Language:

RECORDS MANAGEMENT OBLIGATIONS

1.8.1. Applicability:

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

1.8.2. Definitions:

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

1.8.3. Requirements:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

** VHA training for contractors is available in Talent Management System (TMS):

Records Management for Records Officers and Liaisons, Item #3873736

1.8.4. Flow Down of Requirements to Subcontractors:

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. Definitions:

2.1.1. Contractor:

A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. Contracting Officer:

A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. Contracting Officer's Representative (COR):

An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. Defective Service:

A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. Deliverable:

Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. Key Personnel:

Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. Physical Security:

Actions that prevent the loss or damage of Government property.

2.1.8. Quality Assurance:

The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. Quality Assurance Surveillance Plan (QASP):

An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. Quality Control:

All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. Subcontractor:

One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. Work Day:

The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13. Work Week:

Monday through Friday, unless specified otherwise.

2.2. Acronyms:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. Government Furnished Items and Services:

3.1. Services:

The Government will provide personnel to escort contractors throughout the facility if required, as well resources to review contractors structural design and drawing documents.

3.2. Facilities:

Workspace required for the installation of new ceiling lift systems will be provided by the Government. The Government is responsible for ensuring spaces are ready for installation of new systems.

3.3. Utilities:

The Government will provide all utilities in the facility for the contractor’s use in performance of tasks outlined in this PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.4. Equipment:

N/A

3.5. Materials:

The Government will provide Standard Operating Procedures and Policies to be followed for structural design and drawing documents.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. Contractor Furnished Items and Responsibilities:

4.1. General:

The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Secret Facility Clearance:

N/A

4.3. Materials:

The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.4. Equipment:

The Contractor shall furnish all equipment, including motors, belts, tracks, charging systems, hardware, spreader bars, etc. to meet the requirements under this PWS.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services:

The contractor shall provide services for the procurement and installation of new overhead ceiling lift systems, parts, accessories, and training.

· Implementation services shall include the following:

· A project manager

· Detailed project timeline with defined roles and responsibilities (including vendor and VA resources)

· On-site installation coordination of all equipment and accessories, a training plan, and schedule for go-live

· The contractor shall develop a detailed structural design and drawing document for each room prior to installation. All structural design and drawings shall follow: (1) Department of Veterans Affairs, VHA Directive 2005-019, May 19, 2005 (2) Department of Veterans Affairs, Specifications SECTION 13 05 41 – SEISMIC RESTRAINT REQUIREMENTS FOR NO -STRUCTURAL COMPONENTS (3) Strategic Management Office, Seismic Design Requirements H-18-8, Nov 2019 Revised May 2020.

· The contractor shall revise the structural design and drawing document if instructed to do so by the VA Medical Center.

· Materials shall be new equipment, parts and accessories as specified in this PWS.

· The vendor shall deliver materials to the job site in original equipment manufacturer’s (OEM) original unopened containers, clearly labeled with the OEM’s name, equipment model and serial identification numbers, delivery order number, and VA purchase order number.

· The vendor is responsible for inventorying materials prior to delivery to VA sites to check for accuracy in quantity and part number.

· All on-site installation services shall be vendor-provided by technical staff (not sales reps) fully trained to service and install Arjo products, parts, and accessories as specified.

· The vendor shall provide, maintain, and dispose all material waste and packaging associated with the Arjo products and/or waste generated during the installation services.

· The vendor will be responsible for moving waste materials from job site(s) to a vendor-provided waste container, and then off-site.

· The vendor shall provide the following documentation for the proposed Arjo configuration and setup:

· Hard and soft copy of operator’s manual

· Hard and soft copy of technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists

· DVD or web-based training if available

PART 6

APPLICABLE PUBLICATIONS

6. Applicable Publications (Current Editions)

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

(1) Department of Veterans Affairs, VHA Directive 2005-019, May 19, 2005

(2) Department of Veterans Affairs, Specifications SECTION 13 05 41 – SEISMIC RESTRAINT REQUIREMENTS FOR NO -STRUCTURAL COMPONENTS

(3) Strategic Management Office, Seismic Design Requirements H-18-8, Nov 2019 Revised May 2020

See attached document: HCA Signed NCO 1 P03_36C241-26-AP-1701_RFO 8 - SSJ GSAM 581.7104-3b over SAT_Signed 1_Redacted.

Special Notice