RFQ Amendment 36C25921Q0792 0001.docx

5. PROJECT NUMBER (if applicable)

CODE

7.

ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF

PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE

OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO:

Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERE

D CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendmen t, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED

STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF

CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF

SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

575-21-2-6043-0294

36C259-21-AP-2319

36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 36C259 Department of Veterans Affairs Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111 To all Offerors/Bidders

36C25921Q0792 09-21-2021

X X X

Remains 9/24/2021 but time is extended to 4pm MDT.

See CONTINUATION Page X The purpose of this amendment is to update the following Sections of the solicitation based on vendor questions:

1) Update to B.2 Statement of Work (Changes are yellow highlighted in red text)

2) Update to B.3 Price/Cost Schedule (Changes are yellow highlighted in red text)

3) Update to Section D - Exhibits and Attachments (Changes are yellow highlighted in red text)

The solicitation close date remains 9/24/2021 but the close time is extended to 4:00pm MDT.

All other terms and con ditions remain the same.

CONTINUATION PAGE

Please review the following changes to the B.2 SOW, B.3 Price/Cost Schedule, and Section D Attachments changes highlighted in Yellow and Red Text below:

B.2 Statement of Work VA Western Colorado Health Care System Annual Structural Inspection, Testing and Certifying of Ceiling Mounted Patient Lift Rail Systems

1. Background The VA Western Colorado Health Care System has a requirement for yearly inspection, testing and certification of ceiling mounted patient lift rail systems. The rail systems are installed at the medical campus located at 2121 North Avenue, Grand Junction, CO 81501.

2. Project Objective Complete a yearly inspection, testing and certification of the thirty-five (35) ceiling mounted patient lift rail systems. The service shall cover only the rail system and structural components. The ceiling lift and associated accessories shall not be inspected or tested under this SOW unless approved by COR. The inspection, testing and certification shall be by any US State Agency licensed Professional Engineer and/or their competent designee. A competent designee for the Professional Engineer must be approved by COR prior to start of work.

3. Scope of Work For the base year, All work shall be conducted or overseen by a Professional Engineer on site and licensed by any US State Agency.

For option years 1-4, The inspection can be conducted by a competent designee of the Professional Engineer. The engineer’s designee must be approved by the COR prior to arrival on station.

Each year, preform the following tests and inspections for each rail system:

· Base Year only: Verify that the rail systems have been installed with adequate structural integrity, using materials and anchorage rated for the load capacities of the rail systems.

· Option Years 1-4: Visually inspect that all previously verified components remain in place.

The following listed below are inspection items for each of the Patient Lift Rail Systems required for each annual structural inspection regardless of base option year period of the contract:

· Verify all components of structural support and rail system are tight and in good condition.

· Visually inspect to verify proper connections of the lift's structural system to the building’s structure (including seismic bracing if applicable).

· Inspect the rail system installation for any signs of damage.

· Visually inspection to verify proper interface at the ceiling (hard deck or soft tile) and proper installation of all protective features around the support rods and rails/tracks.

· Torque structural support fasteners, nuts, bolts, screws, and other hardware. The structural engineer shall determine the proper torque value by examination of the hardware.

· Verify nonstructural hardware is properly tightened.

· Torque end stoppers to 20 N*m (15 lbf * ft)

· Ensure that the rail/track is free of gaps (unless required by design).

· Verify the rail exchangers, transition gates, safety blocks, docking gates, and end stops are installed properly and functioning.

· Confirm track is clean and clear of all debris. Use manufacturer’s recommended cleaning materials.

· Verification of load testing and deflection testing at the manufacturer's specified maximum rated lift capacity.

· Ensure the bracket locking devices are not visible

· Ensure the rail is level when not loaded

· Perform a continuous load deflection test for each rail system. The Professional Engineer is responsible for determining the weight to be used for the load test to guarantee a safe working load (SWL) of at least 1,000 lb. Notify the COR prior to load testing if the structural support will not support a SWL of 1,000 lb. Please note that the SWL does not include the weight of the lift or slings.

List of patient lift locations: Inspect all patient lift locations identified below.

No.

Room No.

Page 1 of Page 1 of Page 1 of

4. Reinspection If required, reinspection of certain patient lift rail systems will be coordinated by the COR to the contractor outside of the annual inspection per room see CLINs 0002, 1002, 2002, 3002, 4002.

5. Period of Performance The first inspection shall be completed within 45 days from date of award. Subsequent inspections shall be on the same date as the first inspection, plus or minus 30 days. The contract is a Base plus four (4) Options years.

6. Government Furnished Equipment/Material/Facilities Government will provide copies of installation drawings for recently installed lifts. The contractor will be provided with floorplans in PDF format showing the lift location. The plans will be available for inspection during the pre-bid site walkthrough if one is conducted. A copy of Infection Control Risk Assessment (ICRA) requirements will be available upon request for review prior to bid. Note: Possible delays on room availability can take up to an hour after one inspection is complete before the next room is ready for inspection. However, depending on medical demand there can be multiple vacant rooms which can reduce potential delays. In addition, the contractor will not be required to move any structure, components, infrastructure or disassemble any parts of the rail system. If there are unforeseen site conditions, the contractor shall notify the COR. The COR will review and determine the appropriate step to address the issue on a case by case basis

7. Hours of Operation Normal hours of operation are Monday through Friday, 0800 to 1700, except federal holidays. The Contractor shall have the flexibility to schedule work outside the normal hours, with prior approval of the COR. Work is to be conducted in a manner which would present the least amount of disruption to the healthcare facility. The contractor shall provide a schedule of all buildings to be tested. Work dates must be scheduled with the Engineering Office, telephone 970-263-2800 x 1311. Work in patient areas and in the CLC will have to be coordinated and scheduled around patient care.

The Contractor may work on the following U.S. Federal holidays:

New Year’s Day Independence Day Veterans’ Day Martin Luther King Day, Juneteenth, Labor Day, Thanksgiving Day, Presidents’ Day, Columbus Day , Christmas Day, and Memorial Day.

8. Quality Control and Infection Control Measures The contractor shall provide the services described above. The contractor shall have on-site personnel to install containment if needed and clean up area after inspection and testing to meet ICRA permit requirements. The Station will inspect for compliance with Infection Control Risk Assessment and inform the Contractor of unacceptable conditions and will request corrective action. Work will be stopped until compliance with required ICRA is followed listed below:

a. Execute work by methods to minimize dust dispersal from minor flooring or surface disruptions.

b. Removal of ceiling tiles limited to three open tiles at a time.

c. Close the room door for the duration of the inspection.

d. Before beginning work, cover all equipment, furniture, casework, or similar items with single use plastic

e. Replace a ceiling tiles once access is no longer required

f. Remove plastic coverings in a manner that does not disperse any dust on the plastic

g. Clean up any dust that may have been generated with HEPA filtered vacuum, damp mop, or sanitizing wipe.

h. EMS (VA staff) to preform final clean prior to patient returning to room

9. Safety and Security Requirements All contractor personnel must attend site orientation prior to work on the station. The orientation takes approximately 30 minutes to complete. Contractor must report to Engineering Office in building 8, room 100 for instructions each time they are on sight. Contractor shall follow ICRA guidelines and permitting requirements in the performance of their work. Contractor shall wear VA issued I.D. badge while on campus. Contractor shall follow all WCHCS guidance on patient confidentiality. Taking photographs is strictly controlled while on V.A. property. The Contractor is solely responsible for compliance with all federal, state and local laws, the Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, OSHA Standards 29 CFR 1910 and 1926, as applicable, and the protection of their employees. Additionally, the Contractor is responsible for the safety and health of all subcontractor employees.

10. Documentation

a. Rail systems passing inspection and testing shall be labeled with the Professional Engineer’s name, license number, date, inspector’s name, and safe working load (SWL). The inspection sticker shall be non-porous and resistant to hospital cleaning chemicals. Any previous inspection sticker shall be covered or removed.

b. Any rail systems not passing inspection or testing shall be red tagged. Any previous inspection sticker shall be covered or removed. Immediately notify the COR of any red tagged equipment. On the final day of inspection provide a list of deficiencies identified.

c. Within 30 days of the inspection completion, provide the COR with electronic copies and two physical copies of a complete report of all inspection and testing results and repair instructions and/or drawings sufficiently detailed to complete a repair for any red tagged rail system.

(End of the Statement of Work)

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

Annual Structural Inspection, Testing, and Certifying of the Patient Rail Systems Base Year requires on-site a Professional Structural Engineer Contract Period: Base POP Begin: 09-30-2021 POP End: 09-29-2022

If Required, Structural Reinspection, Testing, and Certifying per Ceiling Mounted Patient Lift Rail System outside of the annual inspection per Room cost Contract Period: Base POP Begin: 09-30-2021 POP End: 09-29-2022

Base Year Total Amount: $__________________

Annual Structural Inspection, Testing, and Certifying of the Patient Rail Systems Option Year requires only the COR approved Structural Engineer's Designee/Technician to perform the services.

Contract Period: Option 1 POP Begin: 09-30-2022 POP End: 09-29-2023

If Required, Structural Reinspection, Testing, and Certifying per Ceiling Mounted Patient Lift Rail System outside of the annual inspection per Room cost Contract Period: Option 1 POP Begin: 09-30-2022 POP End: 09-29-2023

Option Year 1 Total Amount: $__________________

Annual Structural Inspection, Testing, and Certifying of the Patient Rail Systems Option Year requires only the COR approved Structural Engineer's Designee/Technician to perform the services.

Contract Period: Option 2 POP Begin: 09-30-2023 POP End: 09-29-2024

If Required, Structural Reinspection, Testing, and Certifying per Ceiling Mounted Patient Lift Rail System outside of the annual inspection per Room cost Contract Period: Option 2 POP Begin: 09-30-2023 POP End: 09-29-2024

Option Year 2 Total Amount: $__________________

Annual Structural Inspection, Testing, and Certifying of the Patient Rail Systems Option Year requires only the COR approved Structural Engineer's Designee/Technician to perform the services.

Contract Period: Option 3 POP Begin: 09-30-2024 POP End: 09-29-2025

If Required, Structural Reinspection, Testing, and Certifying per Ceiling Mounted Patient Lift Rail System outside of the annual inspection per Room cost Contract Period: Option 3 POP Begin: 09-30-2024 POP End: 09-29-2025

Option Year 3 Total Amount: $__________________

Annual Structural Inspection, Testing, and Certifying of the Patient Rail Systems Option Year requires only the COR approved Structural Engineer's Designee/Technician to perform the services.

Contract Period: Option 4 POP Begin: 09-30-2025 POP End: 09-29-2026

If Required, Structural Reinspection, Testing, and Certifying per Ceiling Mounted Patient Lift Rail System outside of the annual inspection per Room cost Contract Period: Option 4 POP Begin: 09-30-2025 POP End: 09-29-2026

Option Year 4 Total Amount: $__________________

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Vendor Questions and Answers

As-Built Drawings

Example of an Infection Control Permit from the COR

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Vendor Questions and Answers The questions are numbered with the answers in Red text.

1. The RFP require the inspection, testing and certification shall be by any US State Agency licensed Professional Engineer and/or their competent designee. Our company but does not qualify with the requirements above, we are however as an SDVOSB prime contractor will be hiring a subcontractor/s who is qualified as required in the RFP and will provide the documentation (certs/qualifications, trainings, etc.) Please advise if this is acceptable.

That is acceptable. This is solicited as full and open competition. There is no requirement for the percentage of work that must be done by SDVOSB certified contractors.

1. Is there any information on the manufacturer for the existing patient lift/tracks?

The drawings that are available have been attached to this solicitation.

1. Will the VA issue drawings for this bid? (Floor plans showing locations, O&M of installed lifts, et.) for bidder reference?

Floor plans will not be provided. Bidders should not rely on any documents from the VA other than what is provided in this solicitation.

1. Please confirm that RFP will not require repairs to existing rails, and if any bolts, screws are damaged during torqueing will not be the responsibility of the contractor.

This solicitation is primarily for inspection & certification. However, adjusting torque is one of the contract requirements. Adjustments that are more extensive than adjusting torque, are not the responsibility of the awarded contractor.

1. Is there a price range for this RFP?

We recommend providing your best offer, the VA does not disclose the pricing or funding.

1. Please advise if a separate RFP will be issued for the repairs of patient lift rail system if required as result of the inspection. Is the successful contractor for the inspection contract allowed to participate in the repair RFP? Is the inspection contractor precluded from any repair contract?

Winning bidders for this contract will not be excluded for bidding on any potential solicitations for repair work that may result from inspection and testing findings. The awarded contractor will still need to compete for a related repair solicitation, but the VA shall use the Rule of 2 per VAAR 8219

1. Please provide as-built drawings of the existing structural framing as well as specifications and drawings for the rail systems.

See question #2.

1. Please confirm that that fees are only based on (1) initial inspection of all 35 rail systems and (4) subsequent annual inspections? If deficiencies are discovered and follow-up inspections are necessary following remediation, how are these paid for? Will this be evaluated as change order after award?

Please reference updated SOW paragraph 4 and updated Section B.3 Price/Cost Schedule. CLINs: 0001, 1001, 2001, 3001, 4001 require the annual inspection for 35 rail systems. CLINs: 0002, 1002, 2002, 3002, and 4002 for one reinspection each year. The reinspection would cover inspecting one rail system per room.

1. During site visit/walk through, it was identified that there are different manufacturers for the rail system. Can the VA provide Manuals, O&M’s, Product data, specs, drawings for the existing rail system to be tested and inspected? This information will be used as reference by the inspecting engineer.

1. In Section 3 (Scope of Work) it states that “For the base year, all work is to be conducted or overseen by a Professional Engineer on site and licensed by any US state agency.” Later in section B.3 (Price/Cost Schedule) under item 0001 it says the “Base Year requires on-site a Professional Structural Engineer.” - Can you please clarify if you are requiring a licensed Structural Engineer (SE) or a licensed Professional Engineer (PE) with emphasis in structural engineering?

The requirement is for a licensed Professional Engineer (PE).

1. What is the intended difference in work between the base year and years 1-4? Some statements make it appear that years 1-4 are merely observations to visually inspect the work performed in the base year.

The PE must be on site for the first years’ service. Subsequent years do not require the PE to be on site.

1. Per SOW (see item 3 under inspection items) Regarding the torque of structural support fasteners – are we to determine the required torque to advise mechanics from the VA, or are we to perform the torque testing ourselves? (We are interpreting this to mean that we (the engineer) have to provide proper torque at structural support fasteners, and stoppers, etc.) – Is torqueing of structural support fasteners required in years 1-4, or is this intended through visual observation (i.e., previously torqued bolted connections appear to be firm, loose, etc.)?

Reference SOW paragraph 3, torqueing the structural components is a requirement of this contract. Annual torqueing in subsequent years is required.

1. Per SOW (see item 3 under inspection items) If any fastener or part of the assembly (bolt, nut, washer) are unidentifiable, we believe it is unwise to torque those items. The determined torque requirement could break or fail a lesser quality bolt. What is the recommendation for unidentifiable fasteners?

Reference SOW paragraph 3, the PE shall determine the safe torque value for the hardware and determine a safe working load, and certify the rail system for that weight.

1. Per SOW (see item 3 under inspection items) How would you like us to address connections that are inaccessible or very difficult to access? (Mechanical, Electrical, or Plumbing could be in the way.)

Reference updated SOW paragraph 6.

1. Per SOW (see item 3 under inspection items) For load testing purposes at the rail track are you looking for load testing at apparent “worst case” locations where the deflections are anticipated to be the greatest? Or are you looking for more of a moving load test to check every point along the rail where the lift travels?

Reference updated SOW paragraph 3, the load test shall be a continuous deflection load test.

1. Per SOW (see item 4) What is your expectation regarding reinspections? While bidding the project we won’t know how many reinspections will be requested or required upfront. Are these to be bid separately? Or should we assume a 50% failure rate? Or perhaps a 10% failure rate then an hourly rate for items in addition to that? What do you suggest for purposes of bidding?

Please reference updated SOW paragraph 4 and updated Section B.3 Price/Cost Schedule.

1. (see item 5) When it says the first inspection shall be completed within 45 days, is that just referring to having the investigative inspection to gather information completed within 45 days or does that also include load testing of equipment as well? Is the 45 days a dealbreaker, or can we submit an alternate schedule with our bid? As a follow up question, are the 45 days calendar days, or working days?

The contract requirement is to be complete with the inspections 45 calendar days after NTP, with the paperwork due 30 calendar days after the inspection is complete.

1. SOW (see item 6), can we get a copy of the ICRA (Infection Control Risk Assessment)? This will help us determine the level of protection/cleanliness of the work environment we will need to provide during our investigations.

The ICRA requirements have been added to the solicitation documents.

1. (see item 10) Under documentation it appears that failing items that are red tagged will require reinspection. Can recertifications (as needed) be consolidated into one date to avoid multiple return visits?

Possibly, but the VA cannot guarantee that all reinspections can be combined. The timing for the reinspections can be affected by several factors, such as separate repair contract requirements, need to open a room, etc.

1. Can you please provide any available record drawings for the buildings where the lift rails are located as well as any manufacturer drawings for the existing rail lifts and their attachments to the building structure.

1. Please make building drawings and equipment drawings available to bidders.

1. Does the load test need to be from the patient lift, or does it need to be attached independently?

The load test needs to be independent of the patient lift.

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As-Builts.zip image3.emf

Ex of Infection Ctrl Permit Infection Control Permit, Class I

Location of Project: VA Western Colorado Health Care System

Contractor Supervisor: Jeremy Morkus

Contractor Performing Work: TBD

Project: Solicitation 36C25921Q0640, Patient Lift Rail System Structural Inspections

Type A Activities, Inspection and Non-Invasive Activities.

· Removal of ceiling tiles limited to three open tiles per room.

· Inspecting, measuring, and adjusting structural supports for overhead patient lifts.

Unoccupied Low, Medium or High-Risk Areas

· Community Living Center Patient Rooms

· ICU Patient Rooms

· Med/Surg Patient rooms

· Rehabilitation gymnasium

· Ambulatory surgery rooms

· Similar rooms with overhead patient lifts

Class I Infection Control Precautions

· Execute work by methods to minimize dust dispersal from minor flooring or surface disruptions.

· Close the room door for the duration of the inspection.

· Before beginning work, cover all equipment, furniture, casework, or similar items with single use plastic

· Replace a ceiling tiles once access is no longer required

· Remove plastic coverings in a manner that does not disperse any dust on the plastic

· Clean up any dust that may have been generated with HEPA filtered vacuum, damp mop, or sanitizing wipe.

· EMS (VA staff) to preform final clean prior to patient returning to room

Permit Requested by: Jeremy Morkus Permit Start Date: 9/1/2021

Permit Requested: 8/10/2021 Permit Expiration Date: 12/31/2026

Permit Authorized by (signature & date): ________________________________________________________________

Authorized Signers: Elizabeth Meyer / Anna Crickmer

Permit Authorized by (signature & date): ________________________________________________________________

Authorized Signers: Brian Saunders / Brad Rough / Terri Hart / Andria Dutcher

Permit Authorized by (signature & date): ________________________________________________________________

Authorized Signers: Jose Trujillo / Christie McVay