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Statement of Work – OR/SICU Beds

1. Contract Title

Procurement of OR/SICU Hospital Beds

2. Background

The new OR/SICU space is currently under construction. The existing ICU beds are demonstrating increasing mechanical and electrical malfunctions. All ICU mattresses have already been replaced due to failure; however, despite mattress replacement, mechanical and electrical issues with the integrated systems exist. Reported issues include failures of bed exit alarms, inaccuracies with integrated scales, malfunctioning positioning features, and electrical component breakdowns. Biomedical maintenance requests have increased, and repair costs continue to rise with diminishing return on investment. When beds are removed from service for repair. Staff report spending increased time troubleshooting equipment issues, diverting attention from direct patient care activities.

3. Scope

This contract covers the procurement of fully featured OR/SICU hospital beds meeting clinical, safety, technology, infection control, and training requirements as specified herein. The beds shall support use in operating room and surgical intensive care unit environments and must meet all functional, regulatory, and integration requirements outlined in the specific tasks below.

4. Specific Tasks

Task 1 – Bed Positioning and Mobility Functions

The contractor shall provide beds with full electric adjustment for head, foot, and height positions. Beds shall support Trendelenburg and Reverse Trendelenburg positions, cardiac chair position, chair egress position, automatic contour positioning, Fowler's positioning with angle indicators, and lateral rotation therapy capability. A one-button CPR flattening feature shall be included.

Task 2 – Low Height and Transport Capability

The contractor shall provide beds with a low height capability of less than 16 inches (preferred) to support fall and injury prevention. Beds shall include double casters for ease of transport and sufficient underbed clearance for lifts and overbed tables. Beds shall be compatible with standard hospital elevators to allow transport between floors.

Task 3 – Fall Prevention and Bed Exit Alarm Systems

The contractor shall provide beds equipped with integrated multi-zone bed exit alarms (3-zone preferred) with audible and visual alerts and adjustable sensitivity settings. An adaptive bed exit alarm system shall monitor patient positioning at all times. The system shall provide 24-hour bed-position monitoring and alert caregivers when changes are required. All alarm systems shall integrate with the facility's nurse call system.

Task 4 – Caregiver Controls and Accessibility Features

The contractor shall provide beds with a headboard featuring a caregiver cut-out for improved head-end access. Advanced caregiver controls shall be accessible at the foot end. Beds shall include one-touch electric brakes with visual reminders, a central locking brake system, visible lock indicators, and removable head and foot boards.

Task 5 – Patient Convenience and Accessory Integration

The contractor shall provide beds with a USB charging port and patient phone/device holder. The footboard shall include an integrated pump rack for ancillary equipment and accessory outlets positioned away from patient egress points. Beds shall include an integrated bed extender, oxygen tank holder, IV pole integration, and compatibility with overbed tables.

Task 6 – Mobility and Drive Systems

The contractor shall provide beds with a motorized drive system to support caregiver mobility and transport efficiency. Power drive assist for transport is preferred.

Task 7 – Connectivity and Nurse Call Integration

The contractor shall provide beds with wireless capability supporting an open architecture approach. A cable-free nurse call solution shall be included, ensuring continuous patient-nurse communication and control of room functions. Beds shall integrate with the facility's existing nurse call system and connect with nurses' communication devices to deliver timely alerts and updates.

Task 8 – Safety Lighting

The contractor shall provide beds with night lighting or under-bed illumination to enhance visibility and patient safety during nighttime hours.

Task 9 – Patient Handling and Turn Assist

The contractor shall provide beds with turn assist features to aid caregivers in repositioning patients, and compatibility with lift equipment for safe patient transfers.

Task 10 – Integrated Scale and Weight Monitoring

The contractor shall provide beds with a built-in scale accurate to ±1%. Beds shall include a weight trending display, the ability to zero out the weight of linens and equipment, and the capability to export patient weight data. The integrated scale shall support medication dosing accuracy.

Task 11 – Regulatory Compliance

The contractor shall provide beds that comply with FDA and IEC electrical safety standards and meet side rail entrapment regulations. Beds shall meet established pressure injury prevention standards.

Task 12 – Bed Status and Position Monitoring

The contractor shall provide beds with a visual head-of-bed angle display and a monitoring system capable of displaying occupied/unoccupied status.

Task 13 – Power and Technology Platform

The contractor shall provide beds with a battery backup providing a minimum of 30 minutes of functionality during power outages. Beds shall include an expandable technology platform to accommodate future upgrades.

Task 14 – Weight Capacity and Bariatric Configuration

The contractor shall provide beds with a minimum weight capacity of 500 lbs. An optional bariatric configuration shall be available.

Task 15 – Infection Control and Surface Requirements

The contractor shall provide beds with sealed surfaces, minimal seams, and a cleanable architecture to facilitate infection control. Beds shall be compatible with hospital-grade disinfectants and allow for easy mattress removal and cleaning. Antimicrobial surface components are preferred.

Task 16 – Pressure Injury Prevention and Mattress Compatibility

The contractor shall provide beds compatible with pressure redistribution mattress systems and pressure injury risk reduction surfaces. Beds shall include a moisture vapor permeable cover and shear reduction properties. For ICU use, beds shall include low air loss capability. Replaceable cover options shall be available.

Task 17 – Training and Documentation

The contractor shall provide onsite clinical training for nursing and therapy staff prior to or concurrent with deployment of the beds. Super user training sessions shall be offered for advanced users. The contractor shall deliver comprehensive written user manuals and quick reference guides for all staff.

5. Performance Monitoring

N/A

6. Security Requirements

The contractor employees shall not have access to VA sensitive or computer information and will not require routine access to VA Facilities. The contractor employees shall require intermittent access only and will be escorted by VA employees while at VA Facilities. No background investigation is required. Form 6500 has been completed.

7. Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI)

Two options were found during market research. Due to the new activation of the OR/SICU, the OKCVAHCS would require 17 new beds.

8. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work

b. Identification of Potential Conflicts of Interest (COI)

c. Inspection and Acceptance Criteria

The COR/COTR is responsible for certifying that all beds delivered meet the specifications outlined in this SOW. Inspection shall include verification of all required features, integration testing with the nurse call system, and confirmation of training delivery. A demo period or trial does not constitute inspection and acceptance of a product.

9. Risk Control

Clinically, inaccurate patient weights may affect medication dosing and fluid management.

Malfunctioning bed exit alarms increase fall risk, and compromised pressure redistribution surfaces elevate the risk of hospital-acquired pressure injuries. Equipment failures may delay critical interventions and limit safe management of bariatric or high-acuity patients.

Operationally, reduced bed availability affects census management and throughput, particularly during high-volume periods. Repair expenses are increasing while equipment reliability continues to decline. Workforce risks include increased physical strain from malfunctioning positioning systems and decreased staff confidence in equipment safety and reliability. From a regulatory and quality perspective, unreliable equipment increases exposure during accreditation reviews and may negatively impact fall and pressure injury performance metrics as well as overall high reliability standards.

10. Place of Performance

Work will be performed at Oklahoma City VAMC, 921 NE 13th St, Oklahoma City, OK 73104.

No travel should be included other than delivery.

11. Period of Performance

This is equipment and we would prefer to have the new beds on site by 30SEP2026.

12. Delivery Schedule

Beds are to be delivered to:

ACE RELOCATION SYSTEMS

8120 Mid America Business Park

Building 3, Suite #500

Oklahoma City, OK 73135

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* 635|3625926AP2211|Oklahoma City VA|OR/SICU- BEDS

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 95652

SOLICITATION NUMBER* 36C24W26Q0205

RESPONSE DATE/TIME/ZONE 07-07-2026 11AM CENTRAL TIME, CHICAGO, USA

ARCHIVE 60 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* 6530

NAICS CODE* 339113

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Regional Procurement Office West (RPOW) 3237 Peacekeeper Way Building 200 Suite 204 McClellan Park CA 95652

POINT OF CONTACT*

Contract Speacilist Mika Gant mika.gant@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs ACE Relocation System 8120 Mid America Business Park Building 3, Suite #500 Oklahoma City OK

POSTAL CODE 73135

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

***** Begin Word Document - ' OPPORTUNITIES-DESCRIPTION' *****

17 – OR/SICU Beds

***** End Word Document - ' OPPORTUNITIES-DESCRIPTION' *****

THIS Source Sought ISSUED SOLELY FOR INFORMATION AND PLANNING

PURPOSES ONLY AND DOES NOT CONSTITUTE SOLICITATION.

THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND

OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED

UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e).

DISCLAIMER

This Source Sought is issued only for information and planning purposes and does not constitute a solicitation. All information received in response to this Source Sought that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.

SOURCES SOUGHT DESCRIPTION

This is NOT a solicitation announcement. This is a source sought synopsis only. This synopsis aims to gain knowledge of potential qualified sources and their size classification relatives.

to NAICS 339112 (size standard of 1000 employees). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After a review of the responses to this source sought synopsis, a solicitation announcement may be published. Responses to this source sought synopsis are not considered adequate responses for a solicitation announcement.

The Department of Veterans Affairs (VA), Regional Procurement Office-RPO West Contracting

Office is seeking sources that can provide OR/SICU Hospital Beds with the specification that meet the statement of Work for Oklahoma City, OK 73135 VA Healthcare System.

The information identified above is intended to be descriptive, not restrictive, and to indicate the quality of the supplies/services will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications.

If you are interested and can provide the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include the company name, address, point of contact, and size of business pursuant to the following questions:

(1) Is your business a: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran

Owned Small Business (VOSB), HUBZone, Woman Owned Small Business (WOSB), Large

Business, etc.?

(2) Is your company considered small under the NAICS code identified under this RFI?

(3) Are you the manufacturer or a distributor of the items being researched above?

(4) If you’re a small business and you are an authorized distributor/reseller for the items identified in the SOW, do you alter; assemble; or modify; the items requested in any way?

(5) If you do, state how and what is altered; assembled; or modified.

(6) Does your company have a FSS, GSA/NASA, SEWP/NAC or any other federal contract?

If so, please provide the contract number.

(7) If you are an FSS, GSA/NASA, SEWP/NAC or federal contract holder, are the items you are providing information for available on your schedule/contract?

(8) Please submit your capabilities regarding the Statement of Work (SOW) being provided and any information pertaining to “brand name or equal” to establish capabilities for planning purposes.

*** Submissions addressing Section (8) should show clear, compelling, and convincing*** evidence that all “brand name items" meet all the salient characteristics mentioned in the

SOW.

(9) Are the items domestic end products (manufactured in the United States)? As stated in

FAR 52.225-1 Buy American—SUPPLIES.

Responses to this notice shall be submitted via email to mika.gant@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 11 AM CST, Tuesday, July 07, 2026. If a solicitation is issued it shall be announced later, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this source’s sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Please reference 36C24W226Q0205.

mailto:angela.kyte@va.gov