P02 Special Notice NJ Hill Rom Rentals.docx

VHA Regional Procurement Office-East

NETWORK CONTRACTING OFFICE 2

Albany-Stratton/Bath/Bronx/Canandaigua/Northport/Syracuse Medical Centers Hudson Valley/New Jersey/New York Harbor Healthcare Systems WNY Upstate New York Healthcare System

Department of Veterans Affairs, Network Contracting Office 2, is issuing this Notice of Intent to Sole Source in order to identify any potential sources that have the resources and capabilities to provide a comprehensive vehicle for Hill Rom Beds Rental.

SERVICES REQUIRED

Contractor shall provide Hill Rom Beds Rental to the VA NJ Healthcare System East Orange Campus and Lyons Campus. The facilities currently has a need for the specific models detailed in the SOW section of this document. The requirement is to maintain use of these items to allow for continuity of care for existing patients.

INTERESTED & CAPABLE RESPONSES:

NCO 2 is seeking responses from businesses that are interested in this procurement and consider themselves to have the resources, rights, and capabilities necessary to provide these services. Please respond with your:

1. Business name, business type, socio-economic status (e.g., Veteran-Owned, Woman-Owned, Disadvantaged Small Business, 8(a), etc.), person of contact (including telephone number & email address), GSA Contract number if applicable, and DUNS number.

2. Capability statement must provide detailed and specific information that would demonstrate a capability to perform the tasks or provide items as stated in the attached Statement of Work. Failure to tailor capability statement to this specific requirement may result in your company being determined non-responsive.

Responses must be submitted by 10 AM August 5, 2025. Responses to the information requested above may be submitted via email to Anthony.Murray2@va.gov This Special Notice of Intent to sole source is for planning purposes ONLY. The results of this notice will assist in the development of (1) the requirement, and (2) the acquisition strategy (e.g., small business set-aside, full and open competition, etc.). VA assumes no responsibility for any costs incurred associated with the preparation of responses submitted as a result of this notice.

STATEMENT OF WORK

BED RENTAL- VA NEW JERSEY HEALTH CARE SYSTEM

1. SCOPE OF WORK: The Vendor shall provide bed rental equipment to the VA New Jersey Health Care System (VANJHCS), East Orange Campus, 385 Tremont Avenue, East Orange, NJ 07018, and Lyons Campus, 151 Knollcroft Road, Lyons, NJ 07939.

2. PERFORMANCE PERIOD: This is a firm-fixed contract. This contract will be for one base year plus four (4) option years.

3. RENTAL EQUIPMENT: The following items will be delivered as needed:

All rentals must be compatible with the J242 Jeron Provider 790 call system for East Orange VAMC as well as the WestComm call system at Lyons VAMC. Both call systems have been used with listed beds and have shown to be compatible.

Work in conjunction with Bed Flow Coordinator(s) (a staff member with clinical background) to coordinate rental equipment with inpatient admissions and bed assignments. Assisting with equipment needs and processes for prioritization and decision-making to ensure safe patient care during periods of high demand for rental inpatient beds. Coordinating rental product removal with the discharge of hospital patients.

All rental items delivered would be clean, sanitized, and ready for immediate patient use utilizing specified and traceable infection control and quality control guidelines as set forth by JACHO standards for both pre‐delivery inspection (PDI) and pre‐ maintenance inspections (PMI).

4. DELIVERY LOCATIONS:

VA New Jersey Healthcare System, 151 Knollcroft Road, Lyons, NJ 07939 and VA New Jersey Healthcare System, 385 Tremont Avenue, East Orange, NJ 07018.

5. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES:

All Bariatric and Standard equipment must be inspected by Biomed personnel prior to placing in service and must meet FDA compliance and the Department of Veterans Affairs Safe Patient Handling requirement. All bed frames greater than 80” in length must have equivalent size mattress. Mattress covers for low air loss mattresses will be replaced as needed. Vendor shall remove trash and all debris from installation and packing materials. Operator Manuals to be provided to users and Service maintenance as needed on rental equipment. Multiple surfaces to meet various patient needs (Pulse, Alternate, Immersion & Rotation).

a) SCHEDULE FOR DELIVERIES: Beds shall be delivered by the Vendor to all locations within four (4) to twenty-four (24) hours. Vendor will deliver standard and Bariatric beds, Mattresses, Advanced Patient Care products and accessories as requested in the styles and quantities needed.

b) SCHEDULE FOR RETURNS: Equipment to be returned will be picked-up in 24 hours unless mutual agreement to hold in event unusual circumstances and delivery will be within same day if request is made by 12 noon. If the request is made after 12 noon, delivery is expected by 12 noon of the following day. Broken equipment must be picked-up as soon as possible.

6. MAINTENANCE: Vendor will provide manufacturer's cleaning instructions and ensure all rental property is cleaned and decontaminated prior to bringing to VANJHCS and must be tagged with name of Vendor for ownership/identification purposes.

7. TRAINING/IN-SERVICE: Two (2) Operator trainings per product category of covered equipment conducted for staff upon request 24/7 five (5) days per week Monday through Friday excluding holidays.

8. HOURS OF WORK: Beds will be delivered on an as needed basis for patients per request of the Wound Care Team or Clinical Coordinators.

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.

9. IDENTIFICATION/PARKING: The Vendor's employee(s) shall wear visible identification at all times while on the premises of the VANJHCS. It is the responsibility of the Vendor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section.

10. PERMITS AND RESPONSIBILITIES: The Vendor shall obtain and maintain all permits, licenses, and appointments required for the execution of work under this contract at no additional cost to the Government. The Vendor shall ensure that all employees receive the mandatory training, as required by OSHA, JACHO, etc., and shall comply with all standards and/or requirements.

11. CONTRACTING OFFICER REPRESENTATIVE (COR): The Contracting Officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee's authority. A copy of the designation shall be furnished to the Vendor.

12. CONDUCT OF PERSONNEL: The Vendor shall be responsible for the performance and conduct of its employees. Personnel employed by the Vendor in the performance of this SOW or any representative of the Vendor entering the VA premises shall be subject to inspections by the Government as deemed necessary.

13. CHANGES TO CONTRACT: The Contracting Officer is the only person authorized to modify the terms and conditions of the requirement once the contract has been awarded.

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