36C26324Q0858_1.docx

SUBJECT*

Special Patient Lift Insp & Maint Black Hills VA Health Care System

GENERAL INFORMATION

SET-ASIDE

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

NETWORK 23 CONTRACTING OFFICE

1303 5th St, Suite 300 Coralville IA 52241

POINT OF CONTACT*

Contract Specialist Robert Bennett robert.bennett8@va.gov 319-339-7079

PLACE OF PERFORMANCE

113 Comanche Road

Fort Meade SD

ADDITIONAL INFORMATION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

Sources Sought Notice Sources Sought Notice

DESCRIPTION

Sources Sought Notice

Statement of Work (SOW) Black Hills VA Health Care System Project: SPECIAL Request: Patient Inspect/PM of Liko Lifts

GENERAL INFORMATION

1.0 Scope of Work:

Using their own test equipment, weights, and necessary tools, vendor will perform inspection of overhead structural support, rails, and perform Preventive Maintenance of Liko overhead patient lifts as specified in manufacturer manual AND in VA Patient Safety Alert AL14-07 using the following checklist:

1. Verify proper connections of the lift's structural system to the building’s structure (including seismic bracing if applicable).

2. 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.

3. Verify proper structural component sizing and physical installation to make sure that proper structural system is in place and properly installed to support the lift.

4. Verification that all fasteners and set screws are properly tightened on the trollies and rails/tracks.

5. Ensure that the rail/track is free of gaps (unless required by design). If included in installation, verify rail turntable function, exchanger function, gate alignment, and safety block installation.

6. Confirm track is clean and clear of all debris. (Use manufacturer’s recommended cleaning materials to avoid damage to the motor case and other components.)

7. Verification that all manufacturer specified end stops or docking gates are properly installed.

8. Inspection of lift unit casing for cracks and alignment.

9. Verification that the lift unit charges properly.

10. Inspection and activation of hand control for full operation (e.g., up, down, left, right) and “return to charge” function if applicable.

11. Confirm any and all lift unit indicator lights are functioning. (e.g., red service warning light, charging state light)

12. Inspection and activation of emergency up/down lift unit control buttons if applicable.

13. Full extension and inspection of lift strap for loose threads or frays.

14. 7 Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins.

15. Verification of any “soft start” or “soft stop” features and that lifting speed does not exceed 2.5 inches per second with “zero” load.

16. Verification of load testing and deflection testing at lift listed maximum for each lift unit at its maximum rated lift capacity. Conduct this test in three progressive stages starting with a 100 lbs. load, then 50% of maximum rated lift capacity, then 100% of maximum rated lift capacity.

17. Verification of any “soft start” and “soft stop” features and that lifting speed does not exceed 1.5 inches per second under maximum rated lift capacity.

18. Verification of function of emergency stop at maximum rated lift capacity.

19. Verification of emergency lowering feature at maximum rated lift capacity.

After the activities listed in the above checklist and in the manufacturers manual(s) have been completed, the inspector shall release the ceiling mounted and portable lift installation to VA representative. ANY units failing the above checklist will be reported to the VA representative in writing within (2) business days along with a quote for repairs/service to bring equipment back into service. FSRs and completed checklist for completed service will be provided electronically within (5) business days of completion of service.

1. 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.

2. 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.

3. 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.

4. 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).

5. 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.

6. 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.

7. 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.

8. 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 annual/refresher training.

2.0 Background:

54 Liko overhead patient lifts require a structural inspection and Preventive Maintenance service by 1 July 2024. If this deadline is not met, these lifts will need to be removed from service, negatively affecting patient care in the Fort Meade and Hot Springs locations. VA Patient Safety Alert AL14-07 indicates the checklist that must be completed for these lifts to remain safe for patient use. No facility engineers or biomed staff are able to complete this checklist at this time.

CONTRACTOR REQUIREMENTS

3.0 Technical Requirements/Tasks:

Vendor will perform structural inspection of building elements connected to rails that are supporting overhead patient lifts and will perform Preventive Maintenance for each lift according to manufacturer’s recommendations and VA AL14-07 checklist.

4.0 Government Furnished:

Facility location: Fort Meade Operating Room / CLC E and G Wards, Hot Springs Acute Care Locations. Hours: 0700-1600 daily, Mon – Fri.

5.0 Deliverables / Schedule:

Key Deliverables Item No.

Deliverable

Objective

Due

6.0 Travel:

Travel costs will be funded by the government in accordance with FAR.

7.0 Contractor’s Key Personnel:

Liko certified technicians

8.0 Security Requirements:

None

9.0 Data Rights:

No data rights are granted.

See attached document: Corrective and Preventative Maintenance Checklist.

SOURCES SOUGHT NOTICE

Before responding please carefully read and consider the following:

Patient Lift Service and Maintenance for the Fort Mead VA Medical Clinic. This is a Sources Sought Announcement Only and no solicitation is currently available. Responses will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this Sources Sought Notice, a solicitation announcement may be posted. A response to this Sources Sought Notice is not an adequate reply to a potentially forthcoming solicitation.

All information contained in this Sources Sought Announcement is preliminary, as well as subject to modification, and is in no way binding on the Government. The Government will not pay for any information submitted in response to this request. Furthermore, the Government reserves the right to cancel this requirement at its discretion. The information requested will be used solely within the Department of Veterans Affairs to facilitate decision making and will not be disclosed outside of the Government. The determination of a procurement strategy, based upon the comments submitted in response to this Sources Sought Announcement, is solely within the discretion of the Government.

The applicable North American Industry Classification System (NAICS) Code is 811210, Electronic and Precising Equipment Repair and Maintenance, size standard is $34.0 Million. NOTE: Please ensure that the System for Award Management (SAM) indicates this NAICS code if you are interested in the requirement.

As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, “At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/part-52

Description of Services

· See attached Statement of Work

Only firms seriously interested and truly capable should send their information and/or capability statement and any questions by email to robert.bennett8@va.gov no later than 4:00 PM Central Time, June 6, 2024.