J065--Bedford VA Medical Center Hospital Bed Preventative Maintenance

This is a Sources Sought notice only. This is not a request for quotes and no contract will be awarded from this announcement. The Government will not provide any reimbursement for responses submitted in response to this Source Sought notice. Respondents will not be notified of the results of the evaluation.

The purpose of this announcement is to perform market research to gain knowledge of potential qualified sources and their size classification relative to NAICS 811210 (Electronic and Precision Equipment Repair and Maintenance) with a size standard $34.0 million. The Department of Veterans Affairs (VA), Network Contracting Office 1 (NCO 1) is seeking to identify any vendor capable of providing HillRom Bed Preventative Maintenance at the Bedford VAMC per the requirements below. Refer to the Performance Work Statement below for the requested requirement description. The standard shall be of quality; meeting or exceeding those outlined in the Performance Work Statement.

This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Information received from this Sources Sought shall be utilized to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy.

Submission Instructions: Interested parties who consider themselves qualified to provide HillRom Bed Preventative Maintenance are invited to submit a response to this Sources Sought Notice by 05-23-2023. All responses under this Sources Sought Notice must be emailed to carissa.sarazin@va.gov. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Interested parties should complete the attached Sources Sought Worksheet. Parties may submit additional information related to their capabilities, provided it contains all the requirements contained in the Sources Sought Worksheet. Responses to this Sources Sought shall not exceed 8 pages. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe PDF format.

SAM: Interested parties shall be register in the System for Award Management (SAM) as prescribed in FAR Clause 52.232-33. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220. Interested parties not registered in SAM will be ineligible to receive a government contract, should a solicitation be issued resulting from this Sources Sought.

VISTA: The VA utilizes VISTA to issue a purchase order and liquidate invoices. Failure to register in VISTA may result in exclusion from the issuance of a VA contract, should a solicitation be issued resulting from this Sources Sought.

Attachment 1

Sources Sought Worksheet

QUALIFICATION INFORMATION:

Company / Institute Name: _______________________________________________________

Address: ______________________________________________________________________

Phone Number: ________________________________________________________________

Point of Contact: _______________________________________________________________

E-mail Address: ________________________________________________________________

Unique Entity Identifier (UEI) #:Â ___________________________________________________

CAGE Code: __________________________________________________________________

Other available contract vehicles (GSA/FSS/NASA SEWP/ETC): ________________________

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SOCIO-ECONOMIC STATUS:

VIP Verified SDVOSB: (Y / N)

VIP Verified VOSB: (Y / N)

8(a): (Y / N)

HUBZone: (Y / N)

Economically Disadvantaged Women-Owned Small Business: (Y / N)

Women-Owned Small Business: (Y / N)

Small Business: (Y / N)

NOTE: Respondent claiming SDVOSB and VOSB status shall be registered and Center for Veterans Enterprise (CVE) verified in VetBiz Registry www.vetbiz.gov.

BASED ON THE RESPONSES TO THIS SOURCES SOUGHT NOTICE/MARKET RESEARCH, THIS REQUIREMENT MAY BE SET-ASIDE FOR SDVOSB, VOSB, SMALL BUSINESSES OR PROCURED THROUGH FULL AND OPEN COMPETITION.

CAPABILITY STATEMENT:

Provide a brief capability and interest in providing the supply HillRom Bed Preventative Maintenance as listed in Attachment 2 Performance Work Statement with enough information to determine if your company can meet the requirement. The capabilities statement for this Sources Sought is not a Request for Quotation, Request for Proposal or Invitation for Bid, nor does it restrict the Government to an ultimate acquisition approach, but rather the Government is requesting a short statement regarding the company s ability to provide the services outlined in the SOW. Any commercial brochures or currently existing marketing material may also be submitted with the capabilities statement. This synopsis is for information and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation.

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Attachment 2

SCOPE OF WORK

HillRom Hospital Bed PMs

Scope of Work

Contractor shall furnish all equipment, labor, materials, tools, parts, transportation, supervision, permits, disposal, and expertise necessary to provide Preventative Maintenance and Emergency Services to the HillRom beds listed in paragraph 2.2 Equipment list. The Services shall be provided at Bedford VA Hospital, 200 Springs Road, Bedford, MA 01730.

Preventative maintenance and Emergency Services

Contractor shall provide necessary manpower and supervision to properly execute Preventative Maintenance and Emergency Services of Hospital beds.

Preventative Maintenance will be scheduled on a quarterly basis. Contractor shall schedule quarterly visits with the Contractor Officer Representative (COR).

Preventative maintenance and repair will be performed during normal hours from 0700-1630 EST, Monday through Friday, except Federal Holidays and any other day officially declared by the President of the United States to be a federal Holiday.

Upon request of the COR or designee, the Contractor shall provide preventative maintenance services due to emergencies during the year, whether scheduled or unscheduled. These emergences can be holidays or weekends as designated by the COR. These emergency situations may require work after normal work hours or an increase in personnel during normal work hours. In the event emergency hours are required, notifications will be given to the contractor at least 6 hours in advance. The contractor shall provide emergency call-ins services and these services will be on as needed basis at the rate agreed to and specified in the Price Schedule under CLINS (Emergency Services).

Equipment List

See attachments.

The HillRom Complete Plan shall include inspections and repair as required but not limited to the following list of tasks if available on beds:

All fasteners are secure

Apply brake pedal and push on bed to confirm that all casters lock

Footboard and head end siderails flash when brakes are not applied

Steer caster locks and unlocks

Siderails move and latch in the highest and intermediate positions

Fowler CPR release operable on both sides

Foley bag hooks intact

No cracks or splits in headboard, footboard, or siderail panels

No rips or cracks in mattress cover

All functions on head end siderails operable (includes LEDs)

All functions on footboard operable (includes LEDs)

Calibrate the scale and bed exit system

Motion interrupt operable (below the bed extender)

Night light operable

Main/auxiliary outlet power cords and plugs not frayed or damaged

No cables worn or pinched

All electrical connections tight

All grounds secure to frame

Ground impedence not more than 200mOhm

Current leakage not more than 200 microamps

Ground chain is clean, intact, and has at least 2 links touching the floor

Fowler angle accuracy is 0-65

Footboard and siderail status lights operable

Inspect footboard and siderail controls for signs of degradation

Inspect Fowler dampener for oil leaks

All motion functions

Nurse call functions

Foot end and head end litter bumper intact and not damaged

Replace bed batteries

Electric brakes apply, release with footboard and siderail controls

Unlimited repairs to restore equipment to manufacturer specifications

All HillRom OEM parts and labor and travel expenses

2-hour responsive support from field service representative.

COR will provide a designated area for the purpose of servicing the equipment listed in paragraph 2.2 for beds if it is determined beds cannot be serviced in current area.

Contractor shall provide a check off sheet with each of the beds being inspected and received preventative maintenance. The check-off sheet shall be turned into the COR for approval after the work is completed within 5 business days.

The contractor shall maintain a parts inventory to service all beds with minimal delays. This inventory shall be replenished as needed to support the capabilities of the service contract. Only manufacture service parts shall be used. Defective parts replaced by the contractor become the property of the contractor.

Contractor shall perform preventative maintenance according to the manufacture s specifications. The contractor shall have written procedures to be followed and documented evidence demonstrating that each bed has been inspected according to those procedures.

At the conclusion of each repair and scheduled maintenance visit, the contractor shall provide written service report indication the service, the model, serial number of equipment services, the name of the service representative and the services performed, and parts replaced. The contractor shall maintain a permanent record for all beds. An electronic copy of this report listing beds by their serial numbers shall be emailed to the COR.

Emergency Services: The Contractor shall provide 24/7 response to emergency hospital bed problems at the VA Medical Center. Response time shall be required within a 2-hour timeframe.

New Equipment: The Contractor shall notify the COR and the Contracting officer prior to the addition or removal of any equipment from the contract. Equipment may be added or deleted from the service contract as needed upon notification by the Contracting Officer (to be documented in writing via contract modification). Pricing of added equipment shall be the same unit price as established for the same model bed in Contractor s original bid or by agreement of Contractor and Contracting Officer if additional equipment is a model that is not readily covered by contract terms. Deleted equipment shall be credited in the full amount if removed before any maintenance or repair has been performed.

Preventative maintenance Service will normally, but not always, be performed in a separate work area not subject to all infection control procedures.

Repair and emergency repairs may be conducted in patient rooms and other hospital areas that are subject to infection control procedures.

Contractor shall include a report as to whether a bed passes or fails an inspection as required by Joint Commision. If a bed were to fail the inspection, contractor shall provide a quote for corrective action.

Contractor shall include 4 option year periods with proposal.

Qualification

Contractor shall have been engaged in maintaining/servicing the equipment listed in paragraph 2.2 for a minimum of three (3) years.

Contractor shall have a field service representative who has received maintenance training specific to the models listed in paragraph 2.2.

Contractor shall provide, upon request, evidence of appropriate training of any field service.

Subcontracting of any ensuring award of this solicitation will not be allowed without written permission of the Contracting Officer.

FRM Requirements

1. Contractor shall comply with all applicable records management laws, and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act, (44 U.S.C. chs, 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974, (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transportation, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for government use and delivered to, or falling under the legal control of, the government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA)(5 U.S.C. 552), as amended, and the Privacy Act of 1974 (U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bedford VA Health Care System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of ECHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to ECHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to ECHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the Contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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 co, contracts. The Contractor (and any sub-contractor) is required to abide by Government and ECHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contractor and in accordance with ECHCS policy.

8. The Contractor shall not create or maintain any records containing any non-public ECHCS information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. ECHCS owns the rights to all data and records produced as part of the contract. All deliverables under the contract are property of the U.S. Government for which ECHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. TRAINING: All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

FLOWDOWN OF REQUIREMENTS TO SUBCONTRACTORS

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this contract, and require written subcontractor acknowledgement of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.