Sources Sought - Exam Chairs.pdf

Sources Sought Notice

This notice is for planning purposes only and shall not be considered an invitation for bid, request for quotation, request for proposal, or as an obligation of the government to acquire any products or services. Responses to this notice will be used for informational purposes only and only for Network Contracting Office 5. No entitlement to payment of direct or indirect costs from the government will arise as a result from a response to this announcement. No contract will be awarded from this notice.

The information requested in this notice will be used to determine available sources for Exam Chairs for the Washington DC VA Medical Center.

North American Industry Classification System (NAICS) number is 339112. The NAICS size is 1,000.

Contractors that deem themselves capable of meeting the requirement shall provide the below information to Ryan Singletary, Contracting Officer, ryan.singletary@va.gov no-later-than April 15, 2026 at 12:00PM, Eastern Time.

The Department of Veterans Affairs, Veterans Health Administration, Network Contracting Office (NCO) 5 is seeking sources for the following procurement:

STATEMENT OF WORK (SOW)

1. Contract Title. Exam Chairs

2. Background. The DC VA Medical Center has a need for replacing broken or end of support/life Exam Chairs at the Washington DC VA Medical Center. There are currently 79 units at the facility that are used amongst multiple departments. This fleet replacement will help address the patient safety gap as the number of required devices that are operation and safe continues to decrease and concurrent needs throughout the facility are unable to be fully met with the existing items.

3. Scope of Work. The procurement shall include all parts, materials, labor, software/licenses, resources, and training required to implement and utilize the equipment/system to their fullest capacity. All items must be covered by manufacturer’s warranty and procured through a manufacturer-approved distribution channel. Distributers and resellers must be able to document ability to provide items through manufacturer-approved distribution channels upon request. Reference attached SAC.

4. Specifications.

4.1 Equipment

mailto:ryan.singletary@va.gov

Line Item Description Quantity Midmark 626 Barrier-Free Examination Chair w/Clean Assist Roller System, receptacles, drawer heater, pelvic tilt, wired controls

626 Premium 28" Upholstery, RESTFUL PATH 79 Patient Support Rails Plus, Field Installed, for use with Models 626, 225 and 224

Articulating Knee Crutch Kit w/Acc. Receiver for 224/225/626/627, Field Installed

Installation and delivery 79

4.2 Required Features

• Power height

• Power backrest

• Minimum 37-inch height

• Maximum patient transport position (low flat back position) of 16in

• Maximum uncompressed low seat height of 16in to meet US Access Board recommendations for accessibility

• Chair position or flat table position at any height

• Service tools that include information on cycles and error codes

• Minimum 650-pound lifting capacity

• Standard clean assist rollers and retractable roller base

• Wireless hand and foot control standard

• Seamless/sealed foot control

• Lockout feature on hand and foot control

• Manual engagement of actuator to lower table if power outage

• Patient Support Rails with arm rests

• Minimum 76-inch long patient surface with slide-out footrest extended

• Active sensing technology safety feature to pause movement when disrupting impact is detected

• Front storage drawer

• Paper roll storage

• Multi-position hideaway stirrups

• Pelvic tilt

• Drawer Heater

• Treatment pan

• Smooth movement when in motion

• Home button feature that returns to chair position

• Programmable exam button

• Tamper resistant, UL-listed, duplex, hospital-grade electrical receptacles

• Elastomeric seat cutout

• Seamless upholstery

• Removable upholstery top system

• Steel-on-steel construction on all weight-bearing points for including steel-reinforced seat and back section

• Leveling feet

• Base color to upholstery ‘Restful Path’ 858, or equivalent

• UL-listed

• Trade-In option of older Midmark Models no longer supported such as Ritter

100s, Midmark 625s, etc.

5. Specific Tasks.

5.1 Delivery.

i. All equipment shall be delivered to based on quantity:

a. Washington DC VA Medical Center

50 Irving St NW Washington, DC 20422 ATTN: VHAWAS Equipment Committee

ii. Contract VA Purchase Order (PO) number shall be included with delivery information (e.g., packing slip).

Note: PO number starts with station code 688 followed by a letter and 5 digits (e.g., 688A12345)

iii. Delivery Hours: The Warehouse is open to receive deliveries Monday through Friday, 8:00 a.m. to 4:00 p.m., excluding holidays.

iv. Contractor shall coordinate delivery with the on-site Point of Contact (POC) and provide shipment tracking information.

v. Contractor shall verify delivery date and time with the on-site POC at least 3 business days prior to scheduled delivery.

vi. Delivery is required within 90 days from award of the contract.

5.2 On Site Procedures.

i. COVID-19 Screening: All persons entering the facility shall be subject to screening for COVID-19 per the current CDC (Center for Disease Control) guidelines.

ii. Mask Requirement: All contractors shall wear masks while indoors.

iii. Contract personnel are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government Officials.

iv. Time spent on site shall be for a period sufficient to complete the work set forth in the statement of work.

v. On site visits shall be scheduled in advance with the designated on-site POC.

vi. Contractor shall check in and out with Biomedical Engineering prior to visiting the worksite for each day of work for Omnicell equipment only.

vii. The VA campus is non-smoking. Contractor personnel are required to comply with this policy.

viii. Parking: it is the responsibility of the Contractor to park in the appropriate designated parking areas.

ix. Contractor personnel’s tool bags are subject to inspection.

x. Remote access shall be scheduled in advance with the designated on-site

POC.

xi. Contractor shall check in and out with Biomedical Engineering prior to accessing remotely for each day of work on the Omnicell Cabinet Servers.

5.3 Installation/Implementation.

i. Installation/Implementation will be completed by personnel certified and knowledgeable with the designated equipment/system.

ii. Installation shall be completed within the period of performance.

iii. Contractor shall be responsible for any Personal Protection Equipment (PPE) required when performing work on site.

iv. Contractor shall submit all removable media to be used on a VA system to

Biomedical Engineering for scanning with anti-virus software prior to use for Omnicell equipment only.

v. In the case turn-in, exchange, repair, or replacement of equipment containing hard drives used by the VA, the hard drives shall be removed from the equipment and remain in possession of the VA (this includes loaned or rented equipment).

vi. The contractor shall take all necessary precautions to prevent damage to any government property. The contractor shall report any damages immediately and shall be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (i.e., trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer.

5.4 Training.

i. Contractor shall be responsible for providing training to clinical staff/users.

ii. Training is to be scheduled in advance with the designated on-site POC.

iii. Education shall be provided prior to and/or at time of installation.

iv. Education professional shall be certified to provide instruction on the designated equipment/system.

v. Education curriculum must include: operations and set-up, user maintenance, safety, and user troubleshooting tips.

5.5 Inspection and Acceptance.

i. Contractor shall conduct a joint inspection with the on-site POC upon completion of installation.

ii. In the event deficiencies are identified, the contractor shall provide the date when the identified deficiencies will be addressed if not addressed on the date of installation. The Contractor shall conduct a joint inspection with the on-site POC after addressing all deficiencies. All deficiencies identified in the joint inspections shall be corrected by the Contractor prior to Government acceptance of the item. Any disputes shall be resolved by the Contracting Officer.

6. Period of Performance. Delivery within 90 days from contract award.

7. Contract Type. Firm-Fixed Priced Contract

The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services that 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 are capable of providing the sought-out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions:

(1) Please indicate the size status and representations of your business, such as but not limited to: 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 sources sought?

(3) Are you the manufacturer or distributor of the items being referenced above (or equivalent product/solution)? What is the manufacturing country of origin of these items?

(4) If you are a small business and an authorized distributor/reseller for the items identified above (or equivalent product/solution), do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled;

modified?

(5) Does your company have an FSS contract with GSA or the NAC or are you a contract holder with NASA SEWP or any other federal contract? If so, please provide the contract type and number.

(6) If you are an FSS GSA/NAC or NASA SEWP contract holder or other federal contract holder, are the referenced items/solutions available on your schedule/contract?

(7) Please provide general pricing for your products/solutions for market research purposes.

(8) Please submit capabilities in regard to the salient characteristics being provided and any other information for planning purposes.

Submissions addressing Section (8) should show clear, compelling and convincing evidence that all equal items meet all required salient characteristics.

Telephone responses shall not be accepted. If a solicitation is issued it shall be announced on a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this sources sought. Responses to this notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation.