7195--exam chair bed replacement

Combined Synopsis Solicitation: Cart Replacements

1. General: This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR subpart 12.6 as supplemented with additional information included in this notice. This notice constitutes the only solicitation; quotations are being requested and a written solicitation will not be issued. The solicitation number is 36C25022Q0628 and is issued as a Request for Quote (RFQ). This solicitation document and incorporates provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2022-09, effective May 1, 2022. This procurement is classified as unrestricted. This procurement is set-aside 100% for Service-Disabled Veteran Owned Small Businesses (SDVOSB) and only qualified Offerors may submit bids. This requirement will be awarded on all-or-none basis. The applicable North American Industry Classification System Code (NAICS) is 339113 and the small business size standard is 750 employees. The FOB shall be destination.

2. Line items:

ITEM NUMBER

DESCRIPTION OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

0001

22.00

EA

Akron CBOC Exam Beds

0002

18.00

EA

Canton CBOC Exam Beds

0003

23.00

EA

Mansfield CBOC Exam Beds

0004

8.00

EA

Warren CBOC Exam Beds

0005

8.00

EA

East Liverpool CBOC Exam Beds

0006

13.00

EA

New Philadelphia CBOC Exam Beds

0007

9.00

EA

Ravenna CBOC Exam Beds

3. Statement of Work (SOW):

TITLE:

Exam Chairs/Beds replacement for End-of-Life equipment at seven (7) Community Outpatient Clinics.

BACKGROUND:

The VA Northeast Ohio Healthcare System Community Outpatient Services is scheduled for replacement of 101 patient care exam chairs/beds in 2022. The following Clinics have equipment at End-of-Life and in need of replacement:

Akron

Canton

Mansfield

Warren

East Liverpool

New Philadelphia, Ravenna

The requested solution/equipment shall be interoperable with current workflows/needs within the mentioned clinical areas and be consistent with chairs/exam tables refreshed at the other clinic locations. These chairs will be utilized in different clinical areas with varying needs. The requested equipment can meet all clinical specialties without any needed alterations for use.

SCOPE:

The VA Northeast Ohio Healthcare System is requesting the removal, purchase, delivery, installation, and configuration services for the replacement of 101 patient care exam chairs/beds at seven (7) of the Community Outpatient Clinics. As mentioned above, the requested equipment shall be consistent with recent acquisitions of Exam tables/beds/chairs at the Lorain and Youngstown Clinics (Midmark 626). This equipment (or equivalent) family of chairs are being requested for consistency and performance as mentioned above. The chairs shall be purchased with appropriate colored vinyl padding tops to coordinate with Interior Design specifications, and to be fully compatible with bed/chair care delivery accessories utilized by various specialties or areas within each clinic such as LED light fixtures, stirrups, side rail-mounting tables, etc.

TECHNICAL CHARACTERISTICS:

The requested equipment solution shall be equipped with side rails, rolling/retractable casters for position adjustment, and related accessories as required for each specialty. The requested chair/equipment solution shall provide, but not be limited to, the following functionalities/capabilities:

The solution shall provide a power height adjustment, and power backrest adjustment

The solution shall provide an ADA compliant low seating height allowing patients to have feet flat on the floor for proper positioning for blood pressure capture; and full 37 high height level for provider accessibility to patient

The solution shall meet US Access Board recommendations for accessibility

The solution shall be capable of a 650 lb. lifting capacity

The solution shall provide standard, concealed rollers, yet able to sit securely on floor while still being mobile for cleaning and infection prevention purposes. May be powered or unpowered mechanism for movement.

The solution shall provide a locking feature with hand and/or foot control

The solution shall provide patient support rails/armrests to assist in proper positioning of patients arm for blood pressure capture

The solution shall be capable of enabling a Patient Transfer Position (PTP). The chair shall/must have low FLAT back position at ADA Compliant minimum height for safe patient handling and wheelchair transfer, accommodating 28 or optionally a 32 wide transfer area

The solution shall be capable of upright positions or flat table positions at any height level, and provide a 76 long patient surface when a slide-out footrest is fully extended

The solution shall provide multiple storage drawers for access/storage of speculums, gloves, instruments, supplies, and paper roll storage

The solution shall be capable to provide multi-position stirrups, pelvic tilt and drawer heater, and stainless-steel treatment pan

The solution shall provide smooth adjustment using appropriate electrical/mechanical actuators for patient convenience

The solution shall be capable of auto-return home button that lowers table and raises backrest to chair position with one-touch button

The solution shall provide tamper resistant, UL-listed, hospital-grade electrical receptacle

The solution shall have an elastomeric seat cutout for patient comfort with seamless upholstery for cleaning/infection prevention and removable upholstery tops

The solution shall be designed with steel-on-steel construction on all weight-bearing points for durability, including steel-reinforced seat and back section

The solution shall provide seamless/sealed foot control with IPX6 water rating for cleaning and infection control

The solution shall come with the ability to easily attach various accessories like patient support rails/arm rests, LED exam lights, knee crutches, etc.

The solution shall allow leveling of the chair on uneven surfaces to prevent restaurant table rocking issues

The requested chairs are requested in Mist/white base color with appropriately colored molded accents

The requested chairs shall be FDA/UL-Listed for safety as appropriate

MAINTENACE and WARRANTY:

The contractor shall provide a minimum warranty of a year or better for parts and labor for all equipment and accessories. This warranty shall cover the entirety of the exam chairs all its components and accessories.

The contractor shall provide details of standard warranty.

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

The contractor shall provide on-site maintenance for unscheduled repairs within 24-48 hours for all carts and electrical components.

PERIOD OF PERFORMANCE: The Period of Performance shall be 30 Days ARO.

DELIVERY AND SHIPMENT INFORMATION: The contractor shall provide the following for shipment and delivery of equipment:

Facility Address

Exam Beds Requested

Akron VA Clinic

55 W Waterloo Road

Akron, OH 44319

22

Canton VA Clinic

733 Market Ave South

Canton, OH 44702

18

Mansfield VA Clinic

1025 S Trimble Road

Mansfield, OH 44906

23

Warren VA Clinic

1460 Todd Ave NW

Warren, OH 44485

8

East Liverpool VA Clinic

15655 State Route 170 Suite A

Calcutta, OH 43920

8

New Philadelphia VA Clinic

1260 Monroe Avenue Suite 1A

New Philadelphia, OH 44663

13

Ravenna VA Clinic

6751 North Chestnut Street

Ravenna, OH 44266

9

The Clinics are not equipped with a loading dock.

Contractor shall be responsible for unpacking, installation, and deployment.

The requested equipment solution shall provide the replacement of the above listed equipment in accordance with the listed salient characteristics provided under the scope to meet the requirement in full. The contractor is responsible for providing the delivery, removal, and installation of all equipment and coordinate the shipment/delivery to the locations listed above within sufficient time to allow installation in each exam room. All installation services shall be provided through the original manufacturer of the requested chairs/exam beds to the seven clinic locations listed above and shall be responsible for setup/installation by a fully trained/certified OEM representative(s), and finally, removal of the old units being replaced. The requested services shall be performed in accordance with the OEM s premium white glove delivery/install services. These services shall include, but may not be limited to, the following:

A single point of contact for all project coordination

Trained team from the OEM shall provide delivery and setup for all equipment and associated accessories.

Delivery and setup service shall include delivery, uncrating, trash removal, product and accessory setup, and placement of units

Insurance coverage shall be provided for full delivery and setup period

Manufacturer recommended operational test shall be performed and provide appropriate outcomes

Removal of end-of-life exam chairs

GOVERNMENT HOLIDAYS: National holidays observed by the Federal Government

are as follows:

New Year's Day 1 January

Martin Luther King's Birthday Third Monday in January

President's Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth 19 June

Independence Day 4 July

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day 11 November

Thanksgiving Day 4th Thursday in November

Christmas Day 25 December

If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a National Holiday.

4. Applicable Provisions and Clauses:

The following clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions - Commercial Items, with the following added as addenda to the clause, 52.212-4; Addendum to 52.212-4 Contract Terms and Conditions-Commercial Items, FAR 52.203-3; 52.203-6 (Alt 1); 52.203-17; 52.219-8; 52.219-28; 52.222-3; 52.222-19; 52.222-21; 52.222-26; 52.222-35; 52.222-36; 52.222-37; 52.222-40; 52.223-18; 52.225-5; 52.225-13; 52.232-33; 52.232-36; 52.242-13; 52.252-2 insert:

https://www.acquisition.gov/Far/loadmainre.html; 52.252-6; 852.203-70; 852.203-71; 852.215-71; 852.219-9; 852.219-71; 852.232-72; 852.246-70; 852.246-71.

The following provisions apply to this acquisition: 52.211-6; 52.212-1, Instructions to Offerors-Commercial; 52.216-1; 52.225-18; 52.233-2; 852.211-73; 852.215-70; 852.233-70; 852.233-71; 852.233-71 (note); 852.252-70; 852.270-1; 52.225-25; 52.212-2; and 52.212-3.

4. Submission of Offer:

All information shall be submitted in the manner described below and offerors who do not submit all information may not be considered for award.

This procurement is set-aside 100% for Service-Disabled Veteran Owned Small Businesses (SDVOSB) and only qualified Offerors may submit bids.

Contractor shall provide an authorized distribution letter. The Contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, or authorized Contractor reseller for the proposed equipment/system such that the OEM warranty and service are provided and maintained by the OEM. All warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. The Contractor shall provide new items ONLY; no remanufactured or "gray market" items. All items must be covered by the manufacturer's warranty.

New Equipment ONLY; NO remanufactured/recovered material/reconditioned or "GRAY MARKET" items. All items must be covered by the manufacturer's warranty. No telephone requests for information will be accepted. Only emailed requests received directly from the Offeror are acceptable. It is the Offeror responsibility to ensure the quote is received.

This requirement will be awarded on all-or-none basis.

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to applicable regulations and guidelines. Registration information can be found at www.sam.gov.

CONTRACTORS MUST STATE THEIR BUSINESS SIZE when submitting their quote AND if the item is on an FSS/GSA schedule awarded to the Contractor include the schedule information on your quote.

Quotes are to be broken out to include line-item pricing for each item, and installation including any premium time required.

Quote must be good for 30 calendar days after close of this Combined Synopsis Solicitation.

CONTRACTORS MUST STATE THEIR BUSINESS SIZE when submitting their quote AND if the item is on an FSS/GSA schedule awarded to the Contractor include the schedule information on your quote.

F.O.B. shall be destination.

5. Procedure for Submitting Documents:

DOCUMENTS THAT ARE TO BE PROVIDED TO THE CONTRACTING OFFICER WILL BE SUBMITTED USING THE APPROPRIATE VEHICLE BELOW.

email: rachelle.hamer@va.gov

6. Offer Evaluation and Award.

This is a competitive Request for Quotations (RFQ) that will be evaluated under FAR Part 12 and 13. The Government will issue a Firm-Fixed Price Purchase Order resulting from this solicitation to the responsible offeror whose offer conforms to the requirements within this solicitation and will be the most advantageous to the Government. Best Value will be used to evaluate the quotes:

Technical Characteristics.

Past Performance (CPARS)

Delivery; and

Price.

An Offeror s initial quote shall contain the best terms from a price and technical standpoint. Offerors are reminded that representatives from your company SHALL NOT contact any Cleveland VAMC personnel to discuss this RFQ during the solicitation and evaluation process.

RESPONSES ARE DUE: Monday, June 6, at 5PM EST. Offers will only be accepted electronically via e-mail to rachelle.hamer@va.gov. Enter RFQ 36C25022Q0628/Exam Chair Bed Replacement in the email subject line.