Sources Sought Lebanon Ladder Lift and Safety Equp Inspections.docx

The following is a Sources Sought/Request for Information notice. This posted notice is not a Pre- Solicitation or Solicitation document. The government is not currently soliciting bids, quotes or proposals at this time; however, reserves the right to do so at a later date. The Lebanon VAMC in Lebanon, PA 17042 is seeking potential sources for the following services for Ladder, Lifts and Safety Equipment Inspection.

ALL WORK TO BE COMPLETED AT THE FOLLOWING LOCATION:

Lebanon VAMC 1700 S Lincoln Avenue Lebanon, PA 17042

ALL INTERESTED PARTIES MUST ALSO HAVE AN ACTIVE REGISTRATION IN THE SYSTEM FOR AWARD MANAGEMENT (SAM) DATABASE. TO REGISTER, PLEASE VISIT WWW.SAM.GOV.

Responses to this notice shall include:

Company Name Address Point of Contact Phone Number Email Address UEI Number CAGE Code Tax ID Number

** Note: In accordance with the U.S. Supreme Court decision regarding Kingdomware, service disabled veteran owned (SDVOSB) and veteran owned (VOSB), who are interested in this procurement and consider themselves to have the resources and capabilities necessary to provide these services shall be verified in Veteran Small Business Certification (VetCert) as follows to be considered: https://veterans.certify.sba.gov/

Process in 38 U.S.C. 8127(d) whereby a contracting officer of the “Department ” shall award contracts on the basis of competition restricted to small business concerns owned and controlled by veterans, if the contracting officer has a reasonable expectation that two or more small business concerns owned and controlled by veterans will submit offers, and that the award can be made at a fair and reasonable price that offers the best value to the United States.” For purposes of this VA specific rule, a service-disabled veteran-owned small business (SDVOSB) or a veteran-owned small business (VOSB), must meet the eligibility requirements in 38 U.S.C. 8127(e), (f) and VAAR subpart 819.7003 and be listed as verified in the Vendor Information Pages (VIP) database.

Please provide answers to all questions below regarding your firm’s Socio-Economic status pursuant to North American Industrial Classification Code (NAICS) 541690:

1. Is your business a small business under NAICS 541690? YES ______ NO ______

2. Is your firm a Veteran-Owned Small Business? YES ______ NO ______

3. Is your firm a Service-Disabled Veteran-Owned Small Business? YES ______ NO ______

4. Is you firm a certified HUB Zone firm? YES ______ NO ______

5. Is your firm a Woman Owned business? YES ______ NO ______

6. Is your firm a Large Business? YES ______ NO ______

7. Do you have a GSA/FSS schedule for these items? YES______ NO______

Schedule Number: ___________________

Expiration Date: _____________________

Please provide a capability statement as well as any relevant literature addressing your organizations ability to supply the required items. Also, please include a point of contact name, phone number and email address.

Note: Questions regarding this notice should be addressed to Jennifer Beiswenger via email only. NO PHONE CALLS WILL BE ACCEPTED REGARDING THIS REQUIREMENT.

Please submit all responses to this notice via e-mail to:

Jennifer Beiswenger Contract Specialist Jennifer.Beiswenger@va.gov

Responses to this Sources Sought Notice are required by no later than Thursday, October 24, 2024 at 4:00 pm EST.

1.0 GENERAL INFORMATION

1.1 Title: Ladder, Lift, and Safety Equipment Inspection

1.2 Scope of Work: The Lebanon Veterans Affairs Medical Center (VAMC) has a requirement for ladder, lift, and safety equipment inspections. Contractor shall furnish all personnel, supervision, equipment, supplies, certifications, transportation, and resources necessary to conduct annual and semi-annual inspections in accordance with the statement of work (SOW) for the Lebanon VAMC, 1700 South Lincoln Avenue, Lebanon, PA 17042.

1.3 Background: Lebanon VA Medical Center (VAMC) currently has ladder, lift and safety equipment that requires annual and semi-annual inspections. The frequency and required inspections must be maintained in appropriate condition and in compliance with the following:

a. Veterans Health Administration (VHA) Directive 7701, Comprehensive Occupational Safety and Health Program

b. Occupational Safety and Health Administration (OSHA), 1910.23 – Ladders

c. Occupational Safety and Health Administration 1926.1053 – Stairways and Ladders

d. American National Standards by the Accredited Standards Committee (ANSI ASC) A14 – Safety in the Construction, Care, and Use of Ladder

e. Occupational Safety and Health Administration

f. American Society of Mechanical Engineers (ASME) B30 Safety Standards

g. American Society of Safety Professionals (ASSP) Z359 – Fall Protection and Fall Restraint

1.4 Type of Contract: Fixed-price Indefinite-Delivery-Indefinite-Quantity (IDIQ)

1.5 Period of Performance: Annual inspection must occur within the first 30 days of the contract award date.

2.0 GENERAL REQUIREMENTS

2.1 Contractor shall furnish all personnel, supervision, materials, and resources necessary conduct annual and semi-annual inspections on ladder, lift, and safety equipment.

2.1.1 Contractor shall thoroughly examine all ladders, lifts, and safety equipment in accordance with OSHA, ANSI ASC, and ASME standards.

2.2 Inspection report. Semi-annual and annual reports must be in electronic format and emailed to the Lebanon VAMC designated Point of Contract (POC) within five (5) business days of completion. Summarized inspection report shall include:

a. Start date and End date of inspection

b. Asset Number (provided by Lebanon VAMC POC)

c. Common name (i.e. step ladder)

d. Asset Description

e. Location/Building Number of Asset

f. Manufacturer

g. Model

h. As applicable - working load limit, length, height, and web width

i. Technician’s printed/typed name completing the inspection

j. Result – Pass or Fail

2.3 Lebanon VAMC POC(s) will be present to escort the inspector to the different locations throughout the Lebanon VAMC, as determined by the pre-inspection planning meeting. If able, equipment may be locally gathered in a building to decrease inspector transit time on site.

2.4 Failed Inspection. If a piece of equipment fails an inspection, the item must be tagged ‘Out of Service’ immediately. Any parts and labor needed to repair the equipment, must be reported immediately/upon completion of inspection to the Lebanon VAMC POC. The contractor must provide all documentation to include parts needed and cost in the form of electronic quotes. A quote must be provided to the Lebanon VAMC POC within five (5) business days after notification.

2.5 All inspections will be scheduled with the Lebanon VAMC POC(s) a minimum of 10 business days prior to the desired testing date and contact via telephone an hour before arrival to the facility. Frequency of sampling will be completed utilizing the following timeline:

a. Semi-annually – Every six months, not to exceed 185 days from the last inspection.

b. Annually – Every year, not to exceed 365 days from the last annual inspection.

2.5.1. An inventory of equipment, to include building/room location will be included .

3.0 SCOPE

3.1 General Procedures. The contractor shall furnish all personnel, supervision, materials, and resources necessary conduct the following inspection types and frequencies as outlined in this Statement of Work (SOW).

3.2 Annual Inspections. Annual inspections shall be conducted, using the applicable OSHA, ANSI ASC, ASME standards, and manufacturer’s requirements. The following inspections shall be conducted annually:

3.2.1 Ladders

a. Ensure labels are in place, are clearly legible, and have the appropriate information annotated.

b. Examine all rungs to ensure they are not damaged, broken, and can handle weight capacity. Rungs should be securely attached to side rails.

c. Ensure side rails have no damage, dents, or debris, including rust or corrosion.

d. Examine treads for wear and/or damage.

e. No paint or modifications are allowed.

f. Ladder extends to full length without issues.

g. Adjust the ladder to provide a stable base if applicable

h. Step ladders – in addition to the above, inspect the top cap/platform and locking braces

i. Extension ladders – in addition to the above, inspect the extension locks, rope, and pulley assembly

j. Fixed ladders over 24 feet will have a cage and/or fall protection systems that will need inspected in addition to the above

3.2.2. Fall Protection: Full Body Harness and Lanyards

a. Inspect harnesses for any defects including, but not limited to, tears, cuts, and frays.

b. Inspect lanyards for any defects including, but not limited to, tears, cuts, frays, and ensure clips are in good working order.

3.3 Semi-Annual Inspections. Semi-Annual inspections shall be conducted using the applicable OSHA, ANSI ASC, ASME standards, and manufacturer’s requirements. The following inspections shall be conducted semi-annually:

3.3.1 Pallet Jacks: Manual/Electric

a. Inspect pallet jacks for any defects including, but not limited to, wheels, rails, batters/cables, and hydraulic leaks.

3.3.2 Lifting and Rigging Equipment

a. Including but not limited to electric and pneumatic hoists, cranes, and synthetic slings.

b. Inspect all lifting and rigging equipment for any defects including, but not limited to over stretching of chains, cables, lifting straps, and hooks

4.0 CONTRACTOR QUALIFICATIONS

Contractor shall supply technicians who have been deemed competent and qualified through training and testing of knowledge.

Contractor is responsible for securing all materials, equipment, and tools while on government property or in government facility. Government is not liable for any lost or stolen items that are not properly secured.

5.0 GOVERNMENT RESPONSIBILITIES

No Government Furnished Property (GFP) will be provided.

Government will provide access to areas and an escort as necessary to complete work.

Government will provide POC(s) upon contract award for questions related to this SOW.

6.0 OTHER CONSIDERATIONS

1. Place of Performance: Lebanon VA Medical Center, 1700 South Lincoln Avenue, Lebanon, PA 17042.

2. Hours of Operation: Standard Operational Hours are 8:00 a.m. and 4:30 p.m., Monday through Friday, excluding federal holidays and weekends.

Federal holidays are: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.

3. Delivery. As applicable, any deliveries shall be coordinated with the Lebanon VAMC POC 72 hours prior to arrival. Failure to coordinate delivery will be grounds to refuse delivery. Equipment is to be delivered to the Lebanon VA Medical Center, Attn: Warehouse, 1700 S. Lincoln Avenue, Lebanon, PA 17042 during warehouse business hours.

Lebanon VAMC warehouse business hours are Monday – Friday, 7:00am – 11:30am and 12:30pm – 3:00pm.

Note: The Warehouse Supervisor and Lebanon POC have no authority to change the terms and conditions of the awarded contract.

7.0 SECURITY REQUIREMENTS

1. Contractor must report to the Lebanon VA Medical Center Police in Building 19, Room 302, phone number: (717) 272-6621, extension 5910 or 4005, or go to the Lebanon VA Medical Center Emergency Department to obtain a temporary Identification badge from the Police, and contractor will be escorted by a Veterans Health Administration (VHA) employee at all times.

2. Contractor will be responsible for ensuring compliance by its employees with all VA procedures governing building access and security.

a. Contractor will be responsible for ensuring compliance by its employees with the security regulations of VA, VHA and other Government installations or Contractor facilities where work is performed under this Contract.

b. Government may, at its sole discretion, direct the contractor to remove any contractor employee from U.S. VA/VHA facilities for misconduct or for security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under any Contract awarded.

c. POC will provide the contractor with a written explanation to support any request to remove an employee.

d. Contractor shall not employ any person who is an employee of the United States Government if that employment would appear to cause a conflict of interest.

e. Contractor shall not release, publish, or disclose sensitive information to unauthorized personnel, and shall protect such information in accordance with provisions of the following laws and any other pertinent laws and regulations governing the confidentiality of sensitive information.

f. Personnel assigned to this contract are required to take proper precautions to protect privacy information from disclosure in the case that such disclosures are made.

3. No portion of the work shall be subcontracted without prior written consent of the POC. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the Contracting Officer with the names, qualifications, and experience of their proposed subcontractor(s).

4. Contractor will be monitored through a variety of mechanisms. At a minimum, the following will be reviewed: Program requirements, “Deliverables meet the established time frames/deadlines, “Accuracy of analysis reports provided, “Assessments from Points of Contacts on the effectiveness of communication.”

8.0 RECORD MANAGEMENT

1. Citations to pertinent laws, codes, and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S.

Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. Government Agency owns the rights to all data/records produced as part of this contract.

7. Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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, this contract.

11. Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.