RFQ 36C26026Q0539 Patient Ceiling Lifts.docx

SUBJECT*

Patient Ceiling Lift Systems with Gait Trainer

GENERAL INFORMATION

SET-ASIDE

ATTN: V4CONT

1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contract Specialist Maureen Sundstrom Maureen.Sundstrom@va.gov

PLACE OF PERFORMANCE

Portland VA Medical Center

3710 SW US Veterans Hospital Road

Portland OR

ADDITIONAL INFORMATION

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This is a Request for Quote (RFQ), and the solicitation number is 36C26026Q0539. The Government anticipates awarding a firm-fixed price service order from this solicitation.

This is an unrestricted solicitation. This solicitation incorporates provisions and clauses by reference. The full text of provisions and clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul The associated North American Industrial Classification System (NAICS) code for this procurement is 339113 and the PSC is 6515.

The Nonmanufacturer Rule apples. There is no waiver for this NAICS, and an individual waiver will not be sought for this acquisition.

The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Portland VA Medical Center, is seeking the following.

Items: The following are Guldmann manufacturer part numbers for reference only.

This requirement is for Patient Ceiling Lift Systems per the Salient Characteristics listed and Statement of Work below:

Pricing Table

GH3+ 605 lb. 3X3m H-Track with Combi Lock to 3X3m H-Track with Bathroom Accessories Including: Design, Installation, Hanger Bar

In-person on-site training for all staff, testing/inspection and certification for 6 facility personnel, all clinical SPHM education available for support Per SOW

TOTAL

STATEMENT OF WORK

Ceiling-Mounted Patient Lifts and Rails Replacement for 8D and 9D Inpatient Units

GENERAL: Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland, Oregon 97239, has a requirement for ceiling-mounted patient lifts and rails in two inpatient units to replace outdated patient lifts. The patient lifts will be used for patient transfers and repositioning in bed.

BACKGROUND: Portland VA Medical Center is soliciting a contractor to furnish all design, site evaluation, labor, materials, equipment, and installation of ceiling-mounted patient care lifts in the existing inpatient units: 8D and 9D. The replacement overhead ceiling lift shall incorporate internal metal gear assemblies in lieu of plastic components. Plastic gear systems present a high risk of mechanical failure, including shredding and warping, under operational loads, and replacement components for these assemblies are no longer manufactured, rendering them unsuitable for continued use. Numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal.

SCOPE: The Contractor shall provide a technical and cost proposal for services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to: lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale, continuous charge ceiling lift systems, and trainer module. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 600 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space with connection to an X-Y design in the patient restrooms. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. All rails will be a continuous charge system. All lift systems must have the availability to weigh a patient in kilograms and pounds. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or drop supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components.

PHYSICAL CHARACTERISTICS / SPECIFIC NEED / SALIENT CHARACTERISTICS: Equipment must have the following physical characteristics to enable the government to perform the required capabilities:

a) Load capacity of 272 kg / 600 lbs.

b) Batteries at minimum:

a. If NiMH: 2 x 24V, 2.1 Ah.

b. If lead-acid: 12V, 5Ah, sealed rechargeable valve regulated.

c. New batteries provided by the supplier.

c) Battery charging via continuous charging within the rails with no docking station. Batteries must charge anywhere on the track.

d) Lifting speed: minimum of 2.0 inches/second or less when a load of at least 400 lbs. is being lifted is required

e) Wired hand control.

f) Electrical emergency lowering device without the need for an Allen wrench.

g) Expected life span of motors minimum 10 years.

h) Expected life span of rails minimum 30 years.

i) Track rails system must allow for a seamless transition from rails in the bedroom to the rails in the restroom. The gait system must be automatic and require no activation via pull-cord or switch. The gate must open upon alignment and remain locked when rails are out of alignment.

j) Emergency stop.

k) Visual low battery indicator.

l) Each system must include a Gait Trainer Module for reduced effort ambulation while undergoing physical therapy or early mobilization.

m) The Gait Trainer must have upper body support as well as leg cuffs

n) The Gait Trainer must not prevent the patient from bending so as to allow for ADL training (putting on shoes, etc.)

o) Must have mechanical transfer points

p) Must have a minimum 15 year life expectancy

q) All components of the ceiling lifts must have only internal metal gear assemblies, no plastic

r) Minimum 3 year warranty on system and 5 on batteries

s) Must be compatible with all existing loop slings and logistical systems in place

t) Must have an integrated scale functionality for measuring patients during transfers, in lbs. and kilos built into the motor casing that is operable via the lift handset, which is attached to the lift in a way that prevents loss and decrease in working height. The scale must be able to weigh the patient in either pounds or kilograms and the weight visible on the hand control. It is preferred that the weight not be displayed so that any person in the room can read it for patient privacy.

u) Must be designed and installed in an X-Y configuration

FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed in above section.

TECHNICAL REQUIREMENTS:

1) Contractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment.

2) The lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation.

3) Door frames are not to be cut or modified if it is a historical site/place and/or if additional cost will occur. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA.

4) Market research has been conducted nationally on each available ceiling lift vendor. The VA has a specific need for hoists that have a minimum lifting speed of 2.0 inches/second when a load of at least 400 lbs. is being lifted.

5) For Veteran safety, the supplier must be able to perform emergency lowering without the need for an Allen wrench.

6) For the purpose of Veteran safety, the supplier must have received in-person training for installation of the purchased rail and hoist systems.

7) For the purposes of patient safety, supplier must be able to provide lift systems from a manufacturer that Portland VA is not currently performing assessment, investigation, or evaluation by the National Center for Patient Safety related to performance events. (Excluded manufacturers are still being determined.)

8) The cost for the lifts must include all materials, shipping information, additional training if required and installation. In addition, in-person training support will be included at no additional cost.

9) All rails shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations.

A certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM – 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services.

All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood-borne or other infectious material with equipment throughout the hospital.

All contractor maintenance persons must use the “Universal Precautions” during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable.

A certified contractor for the ceiling lift company must annotate all aspects of annual inspection performed on the annual inspection checklist to include date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Program Manager).

10) Final equipment certification shall be provided in writing prior to acceptance by the VA.

11) Any lift installation that modifies the function of a room’s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA.

12) Ceiling lifts must be compatible and warranted for use with loop slings including the full range of Guldmann lifting and repositioning slings, Arjo lifting slings, and Alpha Modalities repositioning slings.

13) Any lift installation which involves drywall, cutting into the ceiling, removal, replacement or any other changes involving drywall, contractor will provide without requiring VA to make construction modifications.

14) Lift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor. Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris.

The certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in the facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts.

SLING SALIENT CHARACTERISTICS

Part I. Patient Sling System Features Slings are not being acquired concurrently with the installation of these systems, but the system must be designed for use with patient slings that meet the following specifications for future use:

1. Clinical Design and Intended Use

· mobile lifts to support safe transfers, repositioning, and mobility activities across the continuum of care.

· must accommodate a range of clinical applications including supine transfers, seated transfers, toileting, bathing, ambulation support, and repositioning.

2. Compatibility and System Integration

· All slings are to be fully compatible with existing Guldmann spreader bars and GH series lift motors without the need for adapters or third-party components.

· Attachment points must be designed to ensure secure and intuitive connection to existing lifting systems.

3. Sizing and Clinical Fit

· Manufacturer must offer a comprehensive range of sizes to accommodate diverse patient populations, including bariatric sizing options that not only accommodate SWL but dimensions and proportions.

· Sling design must support proper patient positioning and pressure distribution to promote comfort and skin integrity.

4. Material and Infection Control

· Slings must be constructed of durable, breathable materials suitable for healthcare environments.

· Reusable slings must be machine washable and able to withstand facility laundering processes without degradation of structural integrity.

· Disposable slings must be single-patient use and clearly labeled to support infection prevention practices.

5. Safety and Performance

· Slings must include clearly marked weight capacities and orientation indicators.

· Design must minimize risk of patient sliding, shear, or discomfort during lifting and mobility tasks.

· Manufacturer must provide clinical guidance on appropriate sling selection based on patient function and task.

6. Identification and Traceability

· Each sling must include permanent labeling with model, size, weight capacity, and manufacturer information to support safe use and inventory management.

· Slings must be color coded to indicate its purpose.

7. Regulatory Compliance

· Slings must comply with ISO 10535 requirements for hoists and transfer devices for disabled persons.

· Documentation of compliance must be available upon request.

8. Clinical Support

· Manufacturer must provide evidence-based recommendations for sling selection and use aligned with safe patient handling best practices.

9. Warranty

· Minimum three (3) year warranty on reusable slings covering defects in materials and workmanship under normal use and laundering conditions.

10. Education and Training

· Supplier must provide in-person end-user training for all staff and on all shifts at no cost to the VA, including proper sling selection, application, and inspection.

· Clinical SPHM education must be available to support competency and program sustainability. Training may have virtual components.

· Education support is offered via digital resources for slings with options for live virtual education support.

11. Product Support

· Supplier must provide clinical consultation to assist with sling assessments, PAR level determination, and ongoing optimization of sling utilization.

12. Quality Assurance

· Manufacturer must have established quality management processes and a documented history of producing patient slings for healthcare use for a minimum of 10 years.

CONTRACTOR SHALL PROVIDE THE FOLLOWING TO BE CONSIDERED FOR AWARD:

1) Disclosure of all Tort claims against vendor either pending or resolved regarding proposed system.

2) Disclosure of all Patient Safety Alerts against vendor either pending or resolved regarding proposed system.

3) Written plan for installation of track lift system as applicable including mechanical anchor designs.

4) Written plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.

5) Provide drawings to show how rail system will be anchored to the structure.

6) Provide a specific timeline for installation.

7) Provide an installation Infection Control Plan that meets the facility’s infection control risk assessment requirements.

8) Provide an Installation Plan including phasing and indicating time per unit with minimum interference with patient care. Example: installed on days when patient population is down, possibly weekend or Monday and Friday. The least amount of disruption to patient’s comfort and care is expected.

9) Provide Plan of Equipment Certification after install.

10) Provide Plan reflecting availability of vendor for follow- up, to include but not limited to: repairs, adjustment; and address after hours and weekend response during warranty period.

11) Shall submit enough product information to allow the Government to evaluate the product(s) being offered.

12) Contractor personnel performing installation of lift systems must be fully qualified as per the original manufacturer technical certification requirements and have received in-person training from the manufacturer.

TRAINING: Education/Training Plan by vendor on use of all equipment, after installation completion, with specific timelines - all shifts and all areas for end-users. Include training plan for Bio-Medical and/or Facilities Management staff which details any annual weight testing/inspection requirements required system warranty/certification for up to six personnel.

WARRANTY OF EQUIPMENT: Must have a minimum one-year warranty on lift units (including lifting straps and batteries). Warranty shall include all travel, labor, parts, and shipping associated with any warranty repair.

DELIVERY SCHEDULE: All items to be delivered and/or installed after receipt of purchase order but not earlier than two weeks, but not later than 4 months after contract is awarded.

Place of Delivery:

Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul http://www.va.gov/oal/library/vaar/index.asp

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, “Instructions to Offerors–Commercial Products” (SEP 2023) (DEVIATION OCT 2025) ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

SUBMISSION INSTRUCTIONS

a) Submissions of Offer: Offerors are required to submit their offer in response to this solicitation specifically tailored to the unique requirements of providing and installing patient ceiling lifts in accordance with the Statement of Work. Please submit the quote to Maureen.Sundstrom@va.gov by the time and date indicated on the face page of the solicitation document. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 5 megabytes (MB), but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail.

b) Products/service capability description: Offerors shall provide confirmation from the OEM proposed that your company is an authorized provider for said OEM for parts and installation.

c) Training: Offers must demonstrate that personnel have the training necessary to provide installation per the Statement of Work.

d) Pricing: Complete the Pricing Table submitting a firm-fixed-price quote to include all costs associated with providing the requested items, installation, and training. This should encompass labor, materials, travel, equipment, and any applicable fees.

e) Required Submissions: Offers not providing the following may not be considered for award:

Submit offers to Maureen.Sundstrom@va.gov via email referencing the solicitation number in the subject line.

An on-site visit has been established for May 07, 2026 at 10:00 am PST.

Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239 BLDG 100, Please wait in the lobby, near the café.

VA Personnel will escort interested offerors to the locations.

Please limit attendees to 1-2 individuals per offeror.

Attendees must be prompt. Late attendees may not be accommodated.

There will be no further on-site visit.

Any request for plans may be made between May 07, 2026 and May 13, 2026. The request must be sent to Maureen.Sundstrom@va.gov by email. The solicitation number must be referenced in the subject line. Plans will not be published.

Questions will be accepted from May 13, 2026 through May 18, 2026 only. All answers will be posted in an amendment to this solicitation after May 18, 2026.

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer for the items the offeror proposes to provide, with an authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(c) Any award made as a result of this solicitation will be made on an All or Nothing Basis.

(d) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contractors, the offeror making such contact may be excluded from award considerations.

(e) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments, or the like, not specifically required by this solicitation, such will count against the Offeror’s page limitations unless otherwise indicated in the specific volume instructions below.

(f) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.

(End of Addendum to 52.212-1) FAR 52.212-2, “Evaluation-Commercial Items”: The Government may award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

1. Offeror must be a manufacturer authorized provider for all parts and installation. A letter signed by the manufacturer, dated within one (1) year of the date of the posting of this solicitation, stating such must be included with any response to this solicitation. Offerors not providing this letter will be considered non-responsive to the requirements of the solicitation and not be evaluated for price.

2. Offerors not providing the exact match Guldmann equipment, must provide evidence that the items offered meet the salient physical, functional, technical, and performance characteristics specified in this solicitation, including the Statement of Work.

Offerors not providing sufficient information will be considered non-responsive to the requirements of the solicitation and will not be evaluated for price.

1. Price – The price will be evaluated based on the total of all contract line items. A price will be determined reasonable if, in its nature or amount, it does not exceed what would be incurred by a reasonably prudent person.

*Adherence to the salient physical, functional, technical, and performance characteristics requirements in compliance with the Statement of Work is more important than price.

(a) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offeror's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its’ receipt, unless a written notice of withdrawal is received before award.

All Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses must be registered/certified with the U.S Small Business Administration at Veteran Small Business Certification Veteran Small Business Certification (sba.gov).

The following contract clauses apply to this acquisition:

FAR 52.212-4, “Contract Terms and Conditions–Commercial Products” (NOV 2023) (DEVIATION OCT 2025) ADDENDUM to FAR 52.212-4 – The following clauses are included as a part of the addendum:

https://www.acquisition.gov/far-overhaul (FAR) http://www.va.gov/oal/library/vaar/index.asp (VAAR)

VAAR Clauses:

(End of Addendum to FAR 52.212-4) The Government intends to make award without discussions.

For information regarding the solicitation, please contact Maureen Sundstrom at Maureen.Sundstrom@va.gov .

Trade Agreements Certificate (Feb 2021)

(a) The offeror certifies that each end product, except those listed in paragraph (b) of this provision, is a U.S.-made or designated country end product, as defined in the clause of this solicitation entitled "Trade Agreements."

(b) The offeror shall list as other end products those supplies that are not U.S.-made or designated country end products.

Other End Products:

[List as necessary]

(c) The Government will evaluate offers in accordance with the policies and procedures of part 25 of the Federal Acquisition Regulation. For line items covered by the WTO GPA, the Government will evaluate offers of U.S.-made or designated country end products without regard to the restrictions of the Buy American statute. The Government will consider for award only offers of U.S.-made or designated country end products unless the Contracting Officer determines that there are no offers for such products or that the offers for those products are insufficient to fulfill the requirements of this solicitation.

(End of provision)

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