36C25218Q0329-000.docx

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* = Required Field FedBizOpps Sources Sought Notice Rev. March 2010 J Service Patient Lifts located at the Hines VA Hospital 53214-1476 36C25218Q0329 12-27-2017 N 811219 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 Lori Eastmead Edward Hines VA Hospital 5000 S. 5th Avenue Hines, IL 60141-1457

USA

Lori.Eastmead@va.gov Email

The Great Lakes Acquisition Center (GLAC) in Milwaukee, WI is searching for vendors with the capability to provide preventative maintenance, inspections and emergency (unscheduled) repair of the patient lifts (see Attachment 1 Equipment List), located at the Hines VA Hospital, Hines, IL. The vendor must be able to meet all the minimum requirements stated in the statement of work (listed below). Interested responsible sources must submit a summary of their capabilities to this office by 0900 CST on Wednesday, December 27, 2017, to include detailed description of the firm’s experience in maintaining equipment, DUNS number, name and phone number of a point of contact in case further information is needed. Summaries must be submitted via email to Lori.Eastmead@va.gov. This sources sought/request for information is issued solely for information and planning purposes to determine availability of qualified vendors and does not constitute a solicitation. All information received in response to this notice that is marked as proprietary will be handled accordingly. The procurement will be completed under NACIS 811219. Please note that this is not a request for quote and the Government is seeking information for market research purposes only. The Government may or may not issue solicitation documents. Look for any further information in FedBizOpps. Telephone inquiries will not be returned.

STATEMENT OF WORK

PATIENT LIFT MAINTENANCE

1. SCOPE: Contractor shall furnish all labor, transportation, parts, and expertise necessary to provide preventive maintenance, inspections, and emergency (unscheduled) repair of the (54) Guldmann, (270) Medcare, and (1) Arjohuntleigh overhead-mounted patient lifts at the Hines VA Hospital as identified on the attached equipment list (Attachment 1).

2. CONTRACT PERIOD: Base year plus four option years to be exercised at the discretion of the government.

3. QUALIFICATIONS: To be considered eligible for consideration, offerors must have a field service representative that has been trained by the Original Equipment Manufacturer (OEM) on the specific model of equipment he/she is being asked to work on. Offerors must provide, upon request, documentation of factory certified service/maintenance training on the specific equipment under the terms of this contract. Offerors must also provide points of contact at three other medical centers with which they are or have been contracted to service imaging equipment of the same or similar models as those listed in Attachment 1 in the last three years. Offerors must be able to provide 24- hour response time to urgently repair critical equipment. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer. Contractors shall follow all badging and ID procedures while at the Hines VA.

4. SERVICES TO BE PROVIDED:

A. General:

1) Contractor will provide the necessary manpower and supervision to properly execute the maintenance and repair of the equipment listed in Attachment 1.

2) A “Field Service Report” (FSR) must be generated and a copy given to the Hines VA Hospital’s Contracting Officer’s Representative (COR) or designee after each episode of scheduled or emergency maintenance. It is preferred that this FSR be provided electronically if possible. COR, 708-202-3734.

B. Repair:

1) All preventive maintenance, inspections, and emergency (unscheduled) repairs shall be performed during normal VA business hours, 8:00am to 4:30pm, Monday thru Friday, except Federal Holidays, which include:

New Year's Day Birthday of Martin Luther King, Jr.

Washington's Birthday

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans Day

Thanksgiving Day

Christmas Day

If work must be performed outside of normal business hours (“over-time” work), the contractor must obtain prior approval from the COR. If such work is at the cost of the Hines VA Hospital, a purchase order number must be obtained by the contractor prior to performing any “over-time” work.

2) If the contractor’s telephones are not answered by technical personnel, a technical maintenance representative will respond by telephone to the VA within 4 hours of a service call from the VA. The contractor will arrive on-site for repair within 24 hours of placing a service call by the VA.

3) Contractor must furnish all tools and materials (e.g. service manuals, diagnostic software, etc.) required to maintain the equipment in top operating condition.

C. Preventive Maintenance:

1) Preventive Maintenance will be performed by the contractor at the intervals that are in accordance with the manufacturer’s recommendations, but no less than annually, per the VA form “Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts” in Attachment 2.

2) Contractor will furnish any required “PM kits” needed to perform Preventive Maintenance and inspections.

D. Documentation: A documentation package acceptable for Joint Commission purposes will be maintained by the contractor and made available to the Hines VA Hospital. Required features include, at a minimum:

1) Serial Number of equipment serviced

2) All work performed on a particular date

3) Preventive Maintenance – The contractor will perform PM per manufacturer’s specifications. The contractor will have written procedures to be followed and documented evidence that each piece of equipment has been inspected per those procedures.

E. New Equipment: If new equipment or components are obtained, either through new purchase, upgrade or replacement of existing equipment, that equipment may be added (and the replaced equipment deleted) from the service contract as needed upon notification of the Contracting Officer (to be documented in writing via contract modification). Deleted equipment will be credited in the full amount if deleted before any maintenance or repair has been performed on it.

5. SPECIAL INSTRUCTIONS:

A. Contractor Check-In: The contractor’s representative will contact Biomedical Engineering at (708) 202-8387, ext. 21167, prior to performing service at the Hines VA Hospital.

B. Documentation: After each repair and scheduled maintenance visit, the contractor will provide a written service report indicating the date of service, the model, serial number, and location of equipment serviced; the name of the representative, and the services performed and parts replaced. The reports will be delivered to the Biomedical Engineering Office, Building 228, Room B1026.

6. TERMS AND CONDITIONS:

A. User Responsibility: The contractor will not be held responsible under the terms of this contract for repairs to equipment necessitated by user abuse and/or misuse of equipment.

B. Exclusions: Service does not include electrical work external to the equipment.

C. Payments: Monthly in arrears

Attachment 1 – Equipment List

Building 1:

Building 128:

Building 200 - Basement:

Building 200 - 1st Floor:

Building 200 - 2nd Floor:

Building 200 - 5th Floor:

Building 200 - 6th Floor:

Building 200 - 7th Floor:

Building 200 - 8th Floor:

Building 200 - 9th Floor:

Building 200 - 10th Floor:

Building 200 - 11th Floor:

Building 200 - 12th Floor:

Building 200 - 13th Floor:

Building 217 - 1st Floor:

Building 217 - 2nd Floor:

Building 221:

Building 228:

Building 8 (Spare units):

See attached document: Attachment 2 - VA Corrective Preventative Maintenance Form.

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