564-17-3-082-0481 - Critical Care Beds replacement - VA256-17-AP-7280 Questions and Answers and SOW revision

A00002

The purpose of this amendment is to publish question submittal deadline and vendor s questions and government s answers.

Deadline to submit questions for this solicitation is 07/14/2017 COB.

Answers to vendor s questions:

Positioning Features Do all positioning features have to be electric? YES

Which ones specifically are needed to be electric? All are electric including raising and lowering of the stretcher and recumbent positioning.

Accessories Is the hand control required for patient positioning? YES

Accessories Is the weight sensitive alarm required? YES



Mattress Features Does the mattress have to be able to convert to and from microclimate Management or can it be full time? No.  It could be full time.

Mattress features Does the blower for the mattress have to be removable or can it be built into the bed?  Could be built in as long as all beds have one.

We still need the mattresses to be detachable from the bed so the blower can be built in if the mattress can be quickly removed from the frame.



DUE TO SYSTEM PROBLEM THE SOLICITATION MIGHT SHOW AS NOT SET ASIDE. THIS SOLICITATION IS SET ASIDE 100% SDVOSB AND ONLY CERTIFIED SDVOSB QUOTES WILL BE CONSIDERED!

A00002

The purpose of this amendment is to publish question submittal deadline and vendor s questions and government s answers.

Deadline to submit questions for this solicitation is 07/14/2017 COB.

Answers to vendor s questions:

Positioning Features Do all positioning features have to be electric? YES

Which ones specifically are needed to be electric? All are electric including raising and lowering of the stretcher and recumbent positioning.

Accessories Is the hand control required for patient positioning? YES

Accessories Is the weight sensitive alarm required? YES

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.

Solicitation Number: VA256-17-Q-1038 and is issued as a Request for Quotation (RFQ).

This solicitation document incorporates provisions and clauses are those in effect through Federal Acquisition Circular 2005-95.

This solicitation is 100% Set Aside to for Service Disabled Veteran Owned Business (SDVOSB); SDVOSB Offerors must be verified in VIP: https://www.vip.vetbiz.gov/. Unverified SDVOSBs will be considered non-responsive.

The NAICS code is 339112 339113 and the size standard is 1000 750 Employees.

ITEM INFORMATION

ITEM #

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

0001

CRITICAL CARE HOSPITAL BEDS

CLIN 0001 All CRITICAL CARE beds must meet all salient characteristics identified in the SOW

Price shall include beds with all required accessories, training, delivery, and warranty IAW SOW

6

EA

$__________________

$__________________

0002

Mattress

Mattress- must meet all salient characteristics identified in the SOW

Price shall include mattresses, delivery, and warranty IAW SOW

6

EA

$______________________

$_____________________









GRAND TOTAL

$__________________

The proposed contract action is for 564-17-3-082-0481 - Critical Care Beds replacement IAW the SOW

Delivery: FOB Destination to Department of Veterans Affairs Healthcare System, 1100 n. College Ave, Fayetteville AR 72703 within 90 days from time of award.

The following provisions apply to this solicitation:

52.212-1, Instructions to Offerors--Commercial,

ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL ITEMS:

(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 equipment only for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, 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 equipment/system 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) Respondents to this announcement shall submit their quote on Contractors Letterhead in accordance with FAR 52.212-1. Submission of quote shall include the following: (1) Technical Literature that provides details of how the Contractor's Equipment meets the required salient characteristics (2) Price.

52.252-1, Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html (FAR) and http://www.va.gov/oal/library/vaar/index.asp (VAAR)

The following FAR provisions are to be incorporated by reference: 52.203-98, Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements Representation (DEVIATION 2015-02); 52.204-7, System for Award Management; 52.204-16, Commercial and Government Entity Code Reporting; 52.204-17, Ownership or Control of Offeror; 52.204-18, Commercial and Government Entity Code Maintenance; 52.204-20, Predecessor of Offeror; 52.219-1, Small Business Programs Representations (Oct 2014); 52.225-25, Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran--Representation and Certifications

The following VAAR provisions are to be incorporated by reference: 852.233-70, Protest Content/Alternative Dispute Resolution (JAN 2008); 852.233-71, Alternate Protest Procedure (JAN 1998).

(End of Addendum to 52.212-1)

52.212-2, Evaluation--Commercial Items,

ADDENDUM to FAR 52.212-2 EVALUATION COMMERCIAL ITEMS:

The basis for award is Lowest Price Technically Acceptable (LPTA). "LPTA" means the Government intends to award to the technically acceptable quote with the lowest evaluated price. Pursuant to FAR 52.212-2, the criteria for evaluation are: (1) Technical, (2) Price.

All Offerors are advised that, in the interest of efficiency, the Government reserves the right to conduct the review in the most effective manner. Specifically, the Government may first sort the quotes of all Offerors by price from lowest price to the highest. Thereafter, the Government will review the technical quote of the lowest priced Offeror only. If the lowest priced Offeror s technical quote is determined to be rated as Acceptable, the Government may make award to that Offeror without further reviews of the remaining Offerors technical quotes. If the lowest priced Offeror s technical quote is determined to be rated as Unacceptable, then the Government may review the next lowest priced technical quote, and so forth and so on, until the Government reaches the lowest priced technical quote that is determined to be rated as Acceptable. The government reserves the right to award without discussions.

(End of Addendum to 52.212-2)

Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications Commercial Items, with the offer.

52.252-2, Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

http://www.acquisition.gov/far/index.html

http://www.va.gov/oal/library/vaar

The following clauses apply to this acquisition:

52.21-3, Offeror Representations and Certifications -- Commercial Items.

52.212-4, Contract Terms and Conditions--Commercial Items

The following clauses are incorporated into 52.212-4 as an addendum: 52.203-17, Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014), 52.204-4, Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011); 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

The following VAAR Clauses are to be incorporated by reference: 852.203-70, Commercial Advertising (NOV 2008); 852.211-70, Service Data Manuals, Mechanical Equipment (NOV 1984); 852.211-73, Brand Name or Equal (JAN 2008); 852.219-10, VA Notice of Total Service Disabled Veteran-Owned Small Business Set-Aside; 852.232-72 (JUL 2016) (DEVIATION), Electronic Submission of Payment Requests (NOV 2012); 852.246-71, Inspection (JAN 2008)

852.246-70, Guarantee (JAN 2008)

The contractor guarantees the equipment against defective material, workmanship and performance for a period of Manufacturers Commercial Warranty, said guarantee to run from date of acceptance of the equipment by the Government. The contractor agrees to furnish, without cost to the Government, replacement of all parts and material that are found to be defective during the guarantee period. Replacement of material and parts will be furnished to the Government at the point of installation, if installation is within the continental United States, or f.o.b. the continental U.S. port to be designated by the contracting officer if installation is outside of the continental United States. Cost of installation of replacement material and parts shall be borne by the contractor.

(End of Addendum to 52.212-4)

52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders--Commercial Items

The following FAR Clauses are to be incorporated by reference: 52.203-6, Restrictions on Subcontractor Sales to the Government (SEPT 2006), with Alternate I (OCT 1995) (41 U.S.C. 4704 and 10 U.S.C. 2402); 52.204-10, Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016) (Pub. L. 109-282) (31 U.S.C. 6101 note); 52.209-6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015) (31 U.S.C. 6101 note); 52.219-8, Utilization of Small Business Concerns (NOV 2016) (15 U.S.C. 637(d)(2) and (3)); 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C 632(a)(2)); 52.222-3, Convict Labor (June 2003) (E.O. 11755); 52.222 19, Child Labor Cooperation with Authorities and Remedies (OCT 2016) (E.O. 13126); 52.222-21, Prohibition of Segregated Facilities (APR 2015); 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246); 52.222-35, Equal Opportunity for Veterans (OCT 2015) (38 U.S.C. 4212); 52.222-36, Equal Opportunity for Workers with Disabilities (JUL 2014) (29 U.S.C. 793); 52.222-37, Employment Reports on Veterans (FEB 2016) (38 U.S.C. 4212); 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496); 52.222-50, Combating Trafficking in Persons (MAR 2015) (22 U.S.C. chapter 78 and E.O. 13627); 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011); 52.225 5, Trade Agreements (OCT 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note); 52.225-13, Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury); 52.232-34, Payment by Electronic Funds Transfer Other than System for Award Management (Jul 2013) (31 U.S.C. 3332)

Additional contract requirements or terms and conditions:

52.204-18, Commercial and Government Entity Code Maintenance; 52.247-34, F.O.B. Destination.

The Defense Priorities and Allocations System (DPAS) does not apply.

Quotes are due by 12 PM CST on 07/28/2017.

For information regarding the solicitation contact:

NAME: Renata Ott

TELEPHONE NO: no telephone inquiries will be accepted; please submit all your questions via e-mail NLT COB 07/14/2017

EMAIL ADDRESS: renata.ott@va.gov

General Requirements

The entire Critical Care Hospital Bed and Mattresses shall be provided by the vendor (and/or the vendor s sub-contractor). The quote shall include all equipment, materials, installation services, and training services specified in this Statement of Work (SOW) document. In addition, the vendor shall provide a hospital bed system (defined as bed frame, mattress, side rails, head and foot board, and any mattress or accessories added to the bed), which demonstrate compliance to all aspects of the International Standard IEC 60601-2-52.



Item offered must meet minimum salient characteristics of items described within the Schedule of Items. Offeror to provide technical brochures to support functionality features as described within the Schedule of Items. In addition, Electronic data or virtual link in order to examine capabilities shall be provided. Offerors shall provide in detail for each feature that is required whether or not that particular specification is or is not offered with a reference to the quote/brochure/data provided. Offerors shall be evaluated for both technical acceptance of the Med/Surg Bed and the pressure redistribution mattress.

Offeror shall also provide evidence of being an Authorized Reseller (Distributor) for product offered. This can be substantiated with a link to Manufacturer s web site that supports offeror s distributorship or other proof from the manufacturer.





Quantity:

Critical Care Hospital Beds = 6each

Mattresses = 6 each

Trapeze/Patient Helper Bar = 6 each

Power Source for Convertible Mattress = 6 each

Delivery and Installation Services

Materials provided shall be new equipment, parts, and accessories as specified in the SOW.

The vendor shall deliver materials to the job site in OEM's original unopened containers, clearly labeled with the OEM's name, equipment model and serial identification numbers, and Purchase Order (PO) number.

The vendor is responsible for inventorying materials prior to delivery to VHSO to check for accuracy in quantity and part number.

All on-site installation services shall be vendor-provided by technical staff (not sales reps) fully trained to service and install bed products, parts, and accessories as specified in the SOW.

Disposal of Waste

The vendor shall provide, maintain, and dispose all material waste and packaging associated with the beds/products and/or waste generated during the installation services.

Vendor will be responsible for moving waste materials from job site(s) to a vendor-provided waste container, and then off site.

Technical Support

Vendor will supply 24/7/365 hour phone technical support for the duration of ownership of the equipment

Response time for parts and labor will be no more than 24 hours available 24/7

Facility Engineering Technical Training

Vendor shall provide any special service tools and/or test equipment comparable with that provided to the OEM s service personnel

Service and Operator Manuals

The vendor shall provide the following documentation for the proposed bed system:

Two copies of the operator s manual Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists

Electronic versions of both operators manual and technical service manuals

Abbreviated operating instructions should be included on all beds.

DVD or web based training for both operator s manual and service if available.

The bed operator s manual must specify the mattress size to reduce risk of patient entrapment between bed and side rail.

The vendor shall provide the following documentation for the mattress motors:

One copy of the operator s manual for each motor purchased.

Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists.

Electronic versions of both operators manual and technical service manuals

If the operation of the motor is not self-explanatory, abbreviated operating instructions must be included and attached to all motors.

On-Site User Training

Upon delivery of the beds, qualified instructors must provide user training for staff on day, evening, and night shifts at times to be determined by the facility.

Training must be offered 7 days a week for the first week.

Ongoing training Annually as requested.



Specific Bed Requirements

Requirements

Description

Construction Quality

The equipment should be simple to use, operate, and maintain.

The equipment should be well constructed with durable materials to withstand typical abuse and cleaning.

The bed must have a flat deck and be able to accept any mattress that fits a flat deck bed- mattress will not be attached to bed

The equipment should have no sharp edges.

All external components should be securely mounted.

The equipment should provide adequate protection against moving and electrically energized parts.

The equipment should be designed to provide easy access to serviceable parts.

Switches, knobs, and other controls should be designed for conditions of heavy use.

Cord connections should be secure to resist accidental disconnection

Labels and markings should be clear, legible, and durable enough to withstand routine cleaning and normal wear.

Appropriate warning labels should be provided on the equipment.

Overall Dimensions

Total bed dimensions:

Width with side rails up must not exceed 42

Length fully retracted must not exceed 90

Height from floor to the top of the helper bar/trapeze attached must not exceed 83

Positioning Features

All positioning features (head up, knee gatch, sitting) must be electric and available with battery back-up

Bed will transition into a cardiac chair

Height range: Highest at least 30 and lowest at least 16

Trendelenburg/Reverse Trendelenburg: (Minimum 120/100 with visible gauge to indicate degree of angle)

Manual CPR release

The vendor shall provide mounting points and/or retrofit kits compatible with VHSOs current call light system.

All frames will include hardware/adapters to receive trapezes/helper bars

Bed must come with a means to extend the sleep deck without tools to accommodate mattresses between 80 and 84

Frame must be radiolucent to accommodate radiologic tests

Controls

The controls (e.g., switches, knobs) must be clearly visible and identifiable and their function self-evident (control design should prevent misinterpretation of displays and control settings).

The controls must have a touch screen interface

Switches and controls protected against accidental setting changes.

Patient lock out feature for all controls.

Controls sealed against penetration of liquids.

Patient Controls (including height of bed and head up and down) within the reach of the patient on both sides of bed and easy to operate

Staff Controls built into frame located on both upper side rails

The bed should have some kind of steer control and electric drive system

Side Rails

4 side rails designed to cover a minimum of 60% of side of bed

2 side rails located at head of bed (larger) and 2 side rails located at foot of bed.

The side rails (dimensions and gaps between) must comply with IEC/EN 60601-2-52 Standard for Medical Beds

Locking mechanism must stand a 30,000 cycle test up and down.

Side rails raise and lower easily

Casters & Brakes

6 Casters

All casters are controlled by central locking system.

Casters may be set in steer, neutral, and locked positions

Brakes easy to apply from side or end

Nurse Call and Bed Exit Alarms and Interface

Bed shall have an integrated bed exit alarm and nurse call feature able to connect with existing A NCS Rauland Responder V System.

The 37-pin interface cable between bed and NCS shall be provided.

Bed will interface with the PICIS documentation system

Alarms are based on patient weight with a minimum of 3 zones (minimal movement, exiting bed, out of bed), adjustable tone, and adjustable volume of alarm

Patient Scale

The bed shall have an integrated patient scale built into frame or side rail that is easy to use.

The scale shall have an accuracy of +/- 3% of the patient s actual weight up to 350 lbs. (or weight capacity of bed).

The scale shall function in all bed positions except reverse Trendelenburg

The scale shall display the patient s weight in both kilograms and pounds.

Scale readings must be visible in low light.

Additional Safety Features

Underbed lighting.

Electrical Requirements

The bed shall operate on regular 110 VAC medical provided power, and connect to standard electrical receptacles.

The bed shall operate at 15 amperes or less.

Meets UL2601 and IBC 60601-1 standards

Cords must have storage option during transport.

Battery

The bed shall provide battery back-up function to control bed height (if not able to do so manually), position (head up and down), and length in the event of power failure.

Battery back-up must engage automatically or be easily labeled and accessible

A fully charged battery should last 2 hour minimum

Accessories

Accessories will not interfere with current equipment in rooms including ceiling lifts

Beds should come with the following accessories for every bed frame:

Oxygen Tank Holders (E size tank)

Trapeze receptacles at the head of the bed

IV Poles Collapsible or Stowable with the ability to fold it down and store in the down position. If removable there needs to be a place on the bed to store the IV pole.

Patient hand control pendant

Auxiliary AC Outlet

Beds should come with trapeze/patient helper.

Power Source for Convertible Mattress



RME Infection Control

The vendor shall provide training and written instructions, procedures, and documentation necessary to properly and safely disinfect the equipment and accessories between patient uses.

The bed frame must be constructed to prevent fluids from entering mechanical areas.

Warranty

The vendor shall provide details of standard warranty.

Vendor shall indicate availability and cost of extended parts warranty options.

During the warranty period, the vendor shall provide all inclusive service (parts, labor, preventive maintenance, travel and unlimited repairs) at no additional cost Monday-Friday between the hours of 7:00 am 4:30 pm (excluding holidays).

Software updates are included for the lifetime of the bed.



Specific Mattress Specifications

Requirements

Description

Mattress Features

Definition of support surface/mattress:

A specialized device for pressure redistribution designed for management of tissue loads, micro-climate, and/or other therapeutic functions



The vendor must provide a mattress that meets all of the following features:

Mattress will be comprised of a combination of viscoelastic foam (a porous polymer material that conforms in proportion to the applied weight.) and air (low density fluid with minimal resistance to flow) for pressure redistribution.

Mattress must be latex free

Mattress will have microclimate (the temperature and humidity of the interface between the support surface and the individual) management as evidenced by patient s skin being dry.

Mattress will have the option to convert from non-powered to powered low air loss technology with a detachable pump(feature of a support surface that provides a flow of air to assist in managing the heat and humidity (microclimate) of the skin.

Mattress must include the features of alternating pressure (feature of support surface that provides pressure redistribution via cyclic changes in loading and uploading as characterized by frequency, duration, amplitude and rate of change parameters) and lateral rotation (feature of a support surface that provides rotation about a longitudinal axis as characterized by degree of patient turn, duration and frequency).

Interface pressures must never exceed 32 mmHg.

Heel zone of mattress provides enhanced pressure redistribution compared to the rest of the mattress

The mattress cover must meet the following features:

Allow for partial immersion into foam

Latex free

Mattress cover vapor permeability (MVTR) (defined as moisture vapor transmission rate) minimum of 300g/m2/24hrs.

durable

stain resistant

mildew resistant

flame retardant

designed to reduce the risk of friction and/or sheer forces during repositioning with a low friction fabric

meets infection control guidelines of water proofing (prevents contamination of foam), welded seams (prevent ingress of fluids), waterfall flaps (cover over zippers)

must not degrade with the use of standard hospital grade disinfectants

Mattress dimensions:

35 x a minimum of 80 x minimum of 6 thick.



(vii) Delivery FOB Destination to Department of Veterans Affairs Healthcare System, 1100 n. College Ave, Fayetteville AR 72703 within 90 days from time of award.