3910--FY27 EMS Uniform Conveyors

Sources Sought Notice

Sources Sought Notice

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Sources Sought Notice

*= Required Field

Sources Sought Notice

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This is a SOURCES SOUGHT NOTICE ONLY. It is neither a solicitation nor a request for quote (RFQ) and it does not obligate the Government to award a contract. Request for solicitation will not receive a response. The Government will not pay nor reimburse any costs of preparing this response. The source s sought notice is for market research purposes to make the appropriate acquisition decision and gain knowledge of potential qualified businesses and their Small Business Administration (SBA) size classification in relation to North America Industry Classification System (NAICS) 333922, Conveyor and Conveying Equipment Manufacturing with an associated size standard of 500 employees.

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 8 Orlando Contracting Team is seeking interested sources to remove the existing hospital garment conveyor system and provide a turnkey solution to replace the garment conveyor system for the Orlando VA Medical Center (OVAMC). See attached documentation to see the salient characteristics. If your business can meet or exceed the requirement, please provide a capability statement.

The capability statement shall be limited to no more than five pages and must clearly state the following: Capability in industry to manufacture or provide the required Garment Conveyor System with Inventory Management Capability. Offerors who cannot provide historical information from their company regarding the outlined attachment or similar scope and scale should provide corresponding information to show how the company would meet the OVAMC requirements. This information should provide level of confidence in the Government that an offeror would meet or exceed the delivery requirements to provide the required product.

The automated hospital garment conveyor system shall meet the following minimum characteristics:

2.1 Automated Hospital Garment Conveyor System

The garment conveyor system shall be fabricated from heavy-duty steel construction suitable for continuous institutional healthcare use.

The system should provide a minimum storage capacity of 2,200 garments.

The system shall operate as a standalone, self-contained system.

The system shall not require connection to a hospital network, internet service, cloud service, external database, or other network infrastructure for normal operation.

The system should provide current inventory status and reporting capabilities.

All operational and inventory data shall be stored locally within the system.

The system shall fit within the existing two-level garment storage room.

First-floor equipment footprint shall not exceed 230 inches (L) × 128 inches (W).

A minimum of 60 inches of clear employee workspace and access aisle clearance shall be maintained.

Second-floor equipment footprint shall not exceed 210 inches (L) × 128 inches (W) × 84 inches (H).

The system shall fit within the available space without requiring structural modifications to the building.

The conveyor system shall be capable of operating in both forward and reverse directions.

The system shall include a dedicated manual directional control lever or equivalent operator control that allows authorized personnel to reverse conveyor movement as required for loading, unloading, maintenance, troubleshooting, or garment retrieval operations.

The directional control shall be readily accessible to operators and shall function without requiring access to software configuration menus or administrative settings.

Operation of the forward and reverse functions shall not adversely affect inventory tracking accuracy or system safety features.

The conveyor system shall include safety interlocks and emergency stop devices that remain fully functional during both forward and reverse operations.

Directional changes shall be performed in accordance with the manufacturer's safety requirements and operating procedures.

. 2.2 Inventory Management Solution

The inventory management solution shall operate on a dedicated desktop computer provided as part of the system.

All software and firmware updates shall be performed locally at the workstation without internet connectivity.

The software should function independently of the hospital network, internet connection, cloud services, or external databases.

The inventory management solution shall operate as a standalone system.

The solution should not require connectivity to the hospital network, internet, cloud services wireless networks, or external databases for normal operation.

The system shall maintain an accurate inventory count of all garments stored within the conveyor system.

The system should track garment storage locations and retrieval locations.

The system shall automatically update inventory records when garments are added, removed, or relocated

Historical inventory information shall be retained locally within the system.

The system should provide inventory reporting capability directly from the operator interface.

Authorized users shall be able to view current inventory status and transaction history.

Reports should identify garment quantities and storage locations.

2.3 Additional requirements

All system components, including conveyors, carousels, controls, motors, inventory management equipment, operator workstations, support structures, and associated accessories, shall fit entirely within the available room dimensions specified in this solicitation.

The proposed system should not require modifications to load-bearing walls, floors, ceilings, columns, roof structures, or other structural building elements.

The contractor shall verify all field dimensions prior to fabrication and installation.

The contractor shall provide a layout drawing demonstrating compliance with all dimensional requirements, required employee workspaces, maintenance access areas, and aisle clearances.

The installed system shall maintain all required safety, fire protection, operational, and maintenance access clearances.

Any utility connections required for system operation shall utilize existing building infrastructure or minor non-structural modifications only.

3. Contractor is shall:

3.1 Remove existing conveyor system

Disconnect, dismantle, remove, and properly dispose of the existing garment conveyor system, including all associated tracks, supports, motors, controls, wiring, hardware, and accessories.

Remove all equipment, mounting hardware, anchors, fasteners, and components associated with the existing system.

Repair any damage resulting from removal activities and restore affected areas to their original condition or better, in accordance with Facility Management Service (FMS) requirements.

All holes, penetrations, mounting points, anchors, wall openings, floor openings, and ceiling penetrations created or exposed during removal shall be properly repaired and sealed using materials that match existing construction and finishes.

Any damaged walls, floors, ceilings, paint, coatings, or other building surfaces affected by the removal process shall be repaired and restored to match adjacent existing conditions.

All restoration work shall be subject to review and acceptance by the Facility Management Service (FMS) prior to final project acceptance.

The contractor shall remove all debris, waste materials, and discarded equipment from the site and maintain a clean and safe work area throughout the project.

Upon completion of removal activities, the area shall be left clean, fully restored, and ready for installation of the new garment conveyor system.

3.2 Provide Turnkey Installation

Furnish all labor, materials, equipment, tools, transportation, supervision, permits, licenses, and incidental items necessary to provide a complete, fully operational garment conveyor system.

Provide and install all conveyor equipment, tracks, carousels, motors, controls, support structures, operator workstations, inventory management hardware, software, wiring, and accessories required for a complete installation.

Install the system within the available room dimensions specified in this solicitation without requiring modifications to the building's structural elements, including load-bearing walls, floors, columns, beams, or roof structures.

Provide an integrated inventory management solution capable of tracking and managing a minimum of 2,200 garments.

Configure the inventory management solution to automatically track garment quantities, storage locations, additions, removals, relocations, and inventory adjustments.

Provide a desktop computer-based inventory management application with a graphical user interface for inventory monitoring, reporting, and system administration.

Ensure all inventory, transaction, and system data are stored locally and do not require internet connectivity, cloud services, or external databases for normal operation.

Ensure all software functions, system updates, and inventory management operations can be performed locally without internet access.

Perform complete system testing and commissioning to verify:

Proper conveyor operation.

Accurate garment storage and retrieval.

Accurate inventory tracking and reporting.

Proper operation of all safety devices and controls.

Proper operation of the inventory management software.

Provide all documentation, including operating manuals, maintenance manuals, software documentation, system drawings, and warranty information.

Demonstrate all system functions to the Government and obtain Government acceptance prior to project closeout.

12. The contractor shall provide:

Software user manuals.

System administrator manuals.

Software configuration documentation.

Backup and recovery procedures.

Software maintenance procedures.

Software version and licensing information.

3.3 Provide a computer

Furnish and install one (1) desktop computer dedicated to operation of the garment conveyor inventory management system.

Configure the desktop computer with all software, drivers, licenses, and applications necessary for operation of the conveyor system and inventory management solution.

Ensure the desktop computer and inventory management software operate as a standalone system and does not require connectivity to the hospital network, internet, cloud services, wireless networks, or external databases for normal operation.

3.4 Provide Training plan

The contractor should provide on-site training for designated Government personnel following system installation and commissioning.

The contractor shall provide hands-on training covering:

Garment loading and unloading procedures.

Garment retrieval operations.

Use of the conveyor system controls and operator interface.

Use of the desktop computer inventory management application.

Inventory searches, garment location identification, and inventory reporting.

Inventory additions, removals, relocations, and adjustments.

Routine operational checks and startup/shutdown procedures.

Response to alarms, faults, and system notifications.

Software operation.

Inventory management functions.

Report generation.

User account administration.

Data backup and recovery procedures.

Local software maintenance procedures.

Software update installation procedures.

3.5 Provide physical maintenance information and preventative maintenance

The contractor shall provide preventive maintenance requirements, maintenance procedures, and maintenance training necessary to ensure reliable operation of the garment conveyor system and inventory management solution. The maintenance program shall, at a minimum, include the following:

The contractor shall provide a written Preventive Maintenance (PM) manual containing:

Recommended maintenance intervals and schedules.

Inspection procedures for all conveyor components.

Lubrication requirements and lubrication points.

Adjustment and alignment procedures.

Cleaning requirements and recommended cleaning methods.

Electrical inspection procedures.

Inventory management workstation maintenance procedures.

Safety inspection requirements.

Troubleshooting guides and corrective actions.

Recommended spare parts list, including manufacturer part numbers.

3.6 Provide standard warranty

The contractor shall provide a standard manufacturer warranty for the garment conveyor system and all associated inventory management components.

The warranty period shall be a minimum of one (1) year from the date of Government acceptance.

The warranty shall cover defects in materials, workmanship, hardware, software, and system performance under normal operating conditions.

Warranty coverage shall include all conveyor system components, including:

Conveyor tracks and structural components

Motors, gearboxes, and drive assemblies.

Control panels and electrical components.

Inventory management hardware.

Desktop computer workstation provided under this contract.

Inventory management software and associated licenses.

The warranty shall include replacement parts, labor, travel, and technical support necessary to diagnose and correct warrantable failures at no additional cost to the Government.

During the warranty period, the contractor shall repair or replace defective components and restore the system to full operational status.

The warranty shall not require internet connectivity, cloud services, or remote system access to obtain warranty support.

The contractor shall provide written warranty documentation identifying:

Warranty coverage.

Exclusions and limitations.

Service request procedures.

Contact information for warranty support.

The contractor shall provide technical support during normal business hours for warranty-related issues.

Any software corrections, patches, or updates necessary to correct warranty-related deficiencies shall be provided at no additional cost to the Government.

Warranty service shall not void or alter Government ownership of inventory records, software configurations, or locally stored operational data.

The contractor shall deliver all warranty certificates and supporting documentation prior to final contract acceptance.

3.7 Provide Software Support and Maintenance

The contractor should provide software support and maintenance for the inventory management solution and all associated software required for operation of the garment conveyor system.

The contractor shall:

Provide technical support for the inventory management software and associated system software during normal business hours.

Provide troubleshooting assistance for software errors, system faults, database issues, reporting functions, and inventory tracking discrepancies.

Maintain current contact information for obtaining software support, including telephone and email support methods.

Provide written procedures for reporting software issues and requesting technical assistance.

Provide all software, firmware, licenses, drivers, and configuration files necessary for operation of the garment conveyor system and inventory management application.

Ensure software maintenance activities can be performed locally without requiring internet connectivity, cloud services, or external network access.

Provide software updates, patches, bug fixes, and security corrections necessary to maintain proper system operation during the warranty period.

Document all software changes, updates, revisions, and configuration modifications performed on the system.

Verify proper system operation following any software maintenance activity.

Provide procedures for backing up and restoring inventory data, system configuration settings, and transaction records.

Ensure inventory records and transaction history remain accessible following normal system shutdown and restart.

Provide recovery procedures for restoring software functionality following equipment replacement or system failure.

3.8 Provide Service support

The contractor shall provide service support for the garment conveyor system, inventory management system, and associated equipment during the warranty period.

Provide technical support for the garment conveyor system, inventory management software, desktop computer workstation, controls, and associated hardware.

Maintain a service support contact method, including telephone and email support, for reporting equipment failures, operational issues, and service requests.

Respond to Government service requests during normal business hours.

Provide troubleshooting assistance for:

Conveyor operational issues.

Inventory tracking discrepancies.

Inventory management software errors.

Control system faults.

Hardware and workstation failures.

User interface issues.

All maintenance, repairs, software updates, and corrective actions requiring physical access to the system shall be performed on-site by qualified contractor personnel.

Service technicians shall be trained and authorized by the manufacturer to perform maintenance and repairs on the installed system.

The contractor shall coordinate all service visits with the VA POC and Facility Management Service (FMS).

In addition, provide and answer the following:

1. Company name, address, point(s) of contact, title, telephone number, fax number, email address, cage and SAM UEI number.

2. Company s business size, to include number of employees.

3. Company's socioeconomic status.

4. Potential Contracts that are currently available to order the required items/services off of.

4. If SDVOSB/VOSB is planning to provide a response they need to demonstrate the ability to provide a product manufactured by a small business to be considered capable.

Submit this information to Contracting Officer, Benjamin Amato, via email to Benjamin.amato@va.gov. Your response to this notice must be received in writing on or before 1:00 PM (Eastern Standard Time) on November 12, 2026.