P03. JA - Ceiling Lifts Motor Replacement - 36C263-26-AP-0867 - BC Signed final_Redacted.pdf

Effective Date: 12/30/2025 Page 2 of 5 Revision: 02 Acquisition ID#: 36C263-26-AP-0867

(X) Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements

( ) Unusual and Compelling Urgency ( ) Industrial Mobilization, Engineering, Developmental or Research Capability or Expert

Services ( ) International Agreement ( ) Authorized or Required by Statute ( ) National Security ( ) Public Interest

5. Demonstration that the Contractor’s Unique Qualifications or Nature of the Acquisition Requires the Use of the Authority Cited Above (applicability of authority):

This procurement will replace 141 existing Guldmann Ceiling Lift Motors that are at end of life. The Guldmann Overhead Patient Lift system is composed of the permanently installed ceiling rails, a pick-up assembly/trolley drive assembly that connects the motor to the rails, the patient lift motor itself, the spreader bar that hangs below the motor, the patient sling that connects to the spreader bar, and the wired hand control pendant (which connects to the motor and hangs down from the motor), or IR wireless hand control pendant. The permanently installed ceiling rails are powered by existing power transformers at 33 VAC (2.5A). The rail power system provides electricity necessary to charge the ceiling lift motor batteries. Of this system we only need to replace the motor, with the pick-up/trolley assemblies and hand controls being standard to replace at the same time. The pick-up/trolley assemblies can be expected to have suffered significant wear and tear and should be expected to be replaced to pass the installation inspection checklist. The hand control pendant is recommended to replace because of the wear and tear it will experience, and because it is the sole source of operating the lift motor.

The replacements we require must be compatible with the ceiling rails, power rating of ceiling rails, and spreader bar. The ceiling rails are permanently installed into the ceilings, walls and/or floor, and their installation required a structural and seismological analysis. It would be prohibitively expensive to replace the ceiling rails. The spreader bar can be detached from the motor and so choosing a brand of motor that is non-compatible with the spreader bar models at the St. Cloud VA would then require a further purchase of replacement spreader bars. A purchase of non-Guldmann brand motors would violate the ISO10535 safety standard compliance. Guldmann’s rails is proprietary and does not submit to non-Guldmanns motors installed on their rail system that is required per the safety protocols put forth by the Veteran’s Health Administration Safe Patient Handling and Mobility’s Guidence on Installation of New Lift Motors on Existing Rail Systems. Any non OEM motors or systems installed would put liability on the hospital and staff. It would also put the patients and staff at unnecessary risk as mixed systems have not been tested for safety.

To choose a non-Guldmann brand motor would require a complete overhaul of the existing installed system and start a chain of queries necessary to accommodate it. The highest concerns involve the safety risks, such exceeding weight limits or introducing fire or electrical shock hazards. The rails for our current system are made of steel that is presumably conductive and an electrical short in the charging system could lead to a fire or electrical shock. In addition, installing a non-Guldmann brand motor will void the ceiling rail warranty. Plus, a non-Guldmann brand vendor would not be able to re-certify Guldmann rails. A significant difference in systems may require an engineering safety analysis – which will require the St. Cloud VA to hire an engineering firm.

Effective Date: 12/30/2025 Page 3 of 5

Acquisition ID#: 36C263-26-AP-0867

The other safety risk concerns the weight capacity of the lift system. First is the weight of the motor itself and whether it is equal or less than the weight of the existing motors. While the overhead rails are all composed of Guldmann rails, given the diversity of the shapes and sizes of patient rooms and the needs of different departments, the patient lift systems have a variety of different rail dimensions. This diversity of set-ups complicates our ability to know the margin of safety for additional load on the rails. For example, the traverse rail setup will have two models of rails because one pair of rails needs to be capable of bearing the load of the traversing rail. In this example, even if the single traversing rail may be able to easily bear the load of the extra weight of a non-Guldmann motor the system may still not be safe until it is confirmed that the supporting pair of railscan bear the combined load of the traversing rail along with the motor. The traversing rails are differing lengths according to the needs of specific room they are placed in and thereby their differing weights create differing loads on the supporting rails. This means that some rooms will have a smaller margin of safety than other rooms. The St. Cloud location would not be able to freely install motors in any room as necessary but would instead need to consider the weight capacity of each room independently.

To switch to a different system for these 141 lift systems would increase the risk of injury to the veterans and staff, as staff have been trained on the operation, disinfection, maintenance of this system, compatible education, slings, maintenance and clinical support. Continuing to purchase Guldmann brand lift systems improves patient and staff safety through standardized education/training, slings, maintenance and clinical expertise.

Patient care providers have been trained in the use of this lift, and the goal is to maintain standardized patient lifts to mitigate known risks associated with having multiple lift systems.

Standardizing alleviates the need for staff to attend recurring training on various brands of lifts. This will also negate the need to buy an excessive number of additional slings as the St. Cloud VA has already purchased numerous slings and straps for existing Guldmann lifts.

With this standardization, the St. Cloud VA can interchange equipment if there is a failure of parts. This also reduces the need for numerous spare parts, as only one type of product is being used. The initial purchase of patient lift systems was conducted through a competitive solicitation. It would be unreasonable to have these lift systems be different from the existing lifts, and for this reason the Guldmann Overhead Lift System is required.

During the industry day visit from other vendors, we were able to supply alternative vendors with information to give an informed estimate on the cost and process of a complete system overhaul.

The replacement of the already installed rail system would involve construction, would be estimated to be , at and would take significant downtime for the system. With 141 rooms it was estimated to be 1.5-2 days per room to uninstall the existing rails and install a new system as a conservative estimate. Guldmann confirmed that they can deliver and install the replacement motors within 90 days.

6. Description of Efforts Made to ensure that offers are solicited from as many potential sources as deemed practicable:

The St. Cloud VA Health System has the Guldmann Overhead Patient Lift systems already in place.

Only the supplies and services identified in section 3, are compatible with the current system to allow for this motor replacement. In order to use the existing rail system, VA only contacted Guldmann for an estimate prior to package being submitted. Contracting Specialist posted Intent to Sole Source on sam.gov. Response was enough to post an RFI on Sam.gov to explore alternative lift

Effective Date: 12/30/2025 Page 4 of 5

Acquisition ID#: 36C263-26-AP-0867 motor compatibility. The market research was conducted both in person and on site through an industry day over the period of 5 months. The safety standards in place for a patient ceiling lift system resulted in the conclusion that the rail system installed in the hospital must be the OEM of the motor system for the safety of the patients as well as the hospital staff. With the responsive identified vendor, the downtime and cost of replacing the entire system was deemed not in the best interest of the hospital, patients or staff.

7. Determination by the CO that the Anticipated Cost to the Government will be Fair and

Reasonable: Similar contracts awarded for Brand Name Only Guldmann Patient Ceiling Lifts for partial replacement, that were comparable to this acquisition were priced on par. When it was not known that it would violate safety standards to have non OEM motors on the installed rail systems, Handicare provided the quote for this acquisition at , which is above the preliminary estimate by Guldmann.

8. Description of the Market Research Conducted and the Results, or a Statement of the Reasons

Market Research Was Not Conducted: In order to use the existing rail system, VA only contacted Guldmann for an estimate prior to package being submitted. Contracting Specialist posted Intent to Sole Source on sam.gov. Response was enough to post an RFI on Sam.gov to explore alternative lift motors. An industry day was conducted 2/3/2026 where it was determined that another manufacturer’s lift motors would require replacing the entire patient lift system at a significant cost and time increase. Searches of SBA Small Business Search, GSA Advantage, the National Acquisition Center catalog, the VA Supply Chain Master Catalog, ADDSUP, SAM.gov, Federal Supply Schedules, and commercial marketplace sources did not identify any patient lift motors that are compatible with the existing Guldmann rail system. While other manufactures have lift motors, safety standards in ISO 10535 and the Veteran’s Health Administration’s Safe Patient Handling and Mobility program prevent the use of mixed system (motors and rails from different manufacturers) unless both manufactures provide written approval for the mixed system. Guldmann has stated their lift system is proprietary, and they could not guarantee safety compliance of another manufacturer’s system installed onto their rails as it would violate ISO 10535 safety standards and put liability of injury on the hospital. Guldmann has confirmed that Premier Medical Distributors is an authorized distributor.

9. Any Other Facts Supporting the Use of Other than Full and Open Competition:

None

10. Listing of Sources that Expressed, in Writing, an Interest in the Acquisition:

Savaria Patient Care, Guldmann Inc, Premier Medical Distributors, AL-SAMAA AL-QAHIRA COMPANY, DV Jahn

11. A Statement of the Actions, if any, the Agency May Take to Remove or Overcome any Barriers to

Competition before Making subsequent acquisitions for the supplies or services required:

If in the future additional upgrades are needed, the government will conduct market research to see if additional sources are available, and if additional sources can be found any future requirements will be competed.

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Acquisition ID#: 36C263-26-AP-0867

12. Requirements Certification: I certify that the requirement outlined in this justification is a Bona Fide Need of the Department of Veterans Affairs and that the supporting data under my cognizance, which are included in the justification, are accurate and complete to the best of my knowledge and belief.

Patricia Bienusa Date Acquestition and Utilization Specialist St. Cloud VA Health Care System

13. Approvals in accordance with the VHAPM Part 806.3 Other Than Full and Open Competition (OFOC)

SOP:

a. Contracting Officer or Designee’s Certification (required): I certify that the foregoing justification is accurate and complete to the best of my knowledge and belief.

Jesse Sweesy Date Contracting Officer Network Contracting Office 23

b. One Level Above the Contracting Officer (Required over $350K but not exceeding $900K): I certify the justification meets requirements for other than full and open competition.

Curt LaRose Date Branch Chief Network Contracting Office 23

PATRICIA

BIENUSA

Digitally signed by

PATRICIA BIENUSA

Date: 2026.07.30 13:20:57 -05'00' 7/30/26

JESSE

SWEESY

Digitally signed by JESSE

SWEESY

Date: 2026.07.30 11:46:00 -06'00' 7/30/26

CURT

LAROSE

Digitally signed by CURT

LAROSE

Date: 2026.08.10 05:55:36 -05'00' 8/10/26