J065--Ceiling Lift Annual Maintenance Base Plus OY (VA-20-00079480)

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the

offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY

is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not,

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES

SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter

or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to

the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print)

(Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign)

(Signature of Contracting Officer)

0001

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

Department of Veterans Affairs

VISN 7 Network Contracting Activity

501 Greene Street

Hatcher Building - Suite 2

Augusta GA 30901

To all Offerors/Bidders

36C24720Q1037

08-10-2020

X

X

X

1

The purpose of this amendment is to correct the schedule to read the following below:

James E. Boles

Contracting Officer

CONTINUATION PAGE

All interested companies shall provide quotation(s) for the following:

CLIN(s)

Description

QTY

Measure

Unit $

Total $

0001

Preventative Maintenance Patient Ceiling Lifts

POP: Oct 1, 2020 to Sep 30, 2021

300

EA

1001

Preventative Maintenance Patient Ceiling Lifts

POP: Oct 1, 2021 to Sep 30, 2022

300

EA

2001

Preventative Maintenance Patient Ceiling Lifts

POP: Oct 1, 2022 to Sep 30, 2023

300

EA

3001

Preventative Maintenance Patient Ceiling Lifts

POP: Oct 1, 2023 to Sep 30, 2024

300

EA

4001

Preventative Maintenance Patient Ceiling Lifts

POP: Oct 1, 2024 to Sep 30, 2025

300

EA

Total Contract Pricing

$

COMBINED SYNOPSIS/SOLICITATION

GENERAL INFORMATION

Document Type:

Combined Solicitation/Synopsis

Solicitation Number:

36C24720Q1031

Posted Date:

08/10/2020

Original Response Date:

08/21/2020 11:00 AM EST

Product of Service Code:

J065

NAICS Code:

811310

Contracting Office Address

Network Contracting Officer (NCO) 7

ATTN: Chaz D. Bowling

Department of Veterans Affairs

501 Greene Street

Hatcher Building Suite 2

Augusta, GA 30901

Description

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.

This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2020-07 / 08-03-2020.

The associated North American Industrial Classification System (NAICS) code for this procurement is 811310, with a small business size standard of $7.5 Million.

The Network Contracting Office 7 is seeking to Guldmann ceiling lift repair and preventative maintenance for the Charlie Norwood Veterans Affairs (VA) Medical Center.

All questions regarding this RFQ must be in writing and may be sent by e mail to Chaz.Bowling@va.gov. Questions must be received no later than August, 13 2020 at 9:30 AM EST. No further questions will be accepted after that date and time.

You are reminded that representatives from your company SHALL NOT contact any VA Medical Center employees to discuss this RFQ during this RFQ process. All questions and concerns regarding this RFQ shall be directed to the Contracting Officer (CO).

All interested companies shall provide quotation(s) for the following:

CLIN(s)

Description

QTY

Measure

Unit $

Total $

0001

Mobile MRI Services Including all pricing to provide the service and personnel 8:00 AM EST 5:00 PM EST

POP: Oct 1, 2020 to Sep 30, 2021

300

EA

1001

Mobile MRI Services Including all pricing to provide the service and personnel 8:00 AM EST 5:00 PM EST

POP: Oct 1, 2021 to Sep 30, 2022

300

EA

2001

Mobile MRI Services Including all pricing to provide the service and personnel 8:00 AM EST 5:00 PM EST

POP: Oct 1, 2022 to Sep 30, 2023

300

EA

3001

Mobile MRI Services Including all pricing to provide the service and personnel 8:00 AM EST 5:00 PM EST

POP: Oct 1, 2023 to Sep 30, 2024

300

EA

4001

Mobile MRI Services Including all pricing to provide the service and personnel 8:00 AM EST 5:00 PM EST

POP: Oct 1, 2024 to Sep 30, 2025

300

EA

Total Contract Pricing

$

CHARLIE NORWOOD VETERANS AFFAIRS MEDICAL CENTER

PERFORMANCE WORK STATEMENT (PWS)

FOR ANNUAL PREVENTATIVE MAINTENANCE

ON CEILING MOUNTED PATIENT LIFTS MANUFACTURED BY GULDMANN

GENERAL SECTION

Background: The Charlie Norwood Veterans Affairs Medical Center (VAMC) is currently comprised of two (2) divisions located in Augusta, Georgia. The facilities service approximately 481 available patient beds combined. Travel arrangements will be required to complete CNVAMC preventative maintenance, weight testing, and repairs. The patient ceiling lifts have been installed at the Charlie Norwood VAMC to be in compliance with VHA Directive 2010-032 Safe Patient Handling Program and Facility Design and the CNVAMC Safe Patient Handling Policy MCPM 31-15-02. Preventative maintenance (including annual weight testing certification) and repairs are required to maintain the operation of the patient ceiling lifts and to be in compliance with VHA Patient Safety Alert AL10-07 and VHA Patient Safety Alert AL14-07 dated July 28, 2014.

Scope: The Contractor performing testing and maintenance of the equipment shall be certified technicians and have taken/certified by the Guldmann Certification Training Program/Recertification program to perform the required testing on the identified ceiling patient lifts. Technicians shall be trained and certified technicians for any preventative maintenance and repair work on the patient ceiling lifts.

PERFORMANCE

Period of Performance: The period of performance is for an initial base year with the possibility of four one-year extension options (exercised at the government's discretion) if successful results are achieved per Charlie Norwood VA Medical Center (CNVAMC) evaluation.

Base Year

Oct 1, 2020 to Sep 30, 2021

Option One (1)

Oct 1, 2021 to Sep 30, 2022

Option Two (2)

Oct 1, 2022 to Sep 30, 2023

Option Three (3)

Oct 1, 2023 to Sep 30, 2024

Option Four (4)

Oct 1, 2024 to Sep 30, 2025

Hours of Performance: The contractor will provide the service during the hours of operation Monday Friday, 7:30 AM 3:30 PM Eastern and is subject to change depending on the Governments need. Weekends may be added through contract modification if funds permit. Unless otherwise specified the Government observes the following holidays:

New Year s Day

January 1

Martin Luther King s Birthday

Third Monday in February

President s Day

Third Monday in February

Memorial Day

Last Monday in May

Independence Day

July 4

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veterans Day

November 11

Thanksgiving Day

Fourth Thursday in November

Christmas Day

December 25

Any other date specifically declared by the President of The United States to be a national holiday will also be observed.

Place of Performance: all work is to be performed at the CNVAMC Uptown and Downtown Divisions at the following addresses:

Uptown Division

Downtown Division

1 Freedom Way, Augusta, GA, 30904

950 15th Street, Augusta, GA 30904

TASKS

Contractor shall provide all parts, equipment, material, and labor including travel cost to perform the tests and correct any deficiencies identified by the tests

Contractor shall perform all lift testing should be completed on a fiscal year basis within timelines set forth in the table below. The locations are identified for each medical facility in section 2.3. Lifts should be tested in the timeframe noted below:

Facility

Number of Lifts

Estimated Completion Time (Days)

Downtown

184

1 1.5 hour(s) per unit

Uptown

116

1 1.5 hour(s)per unit

Contractor shall perform preventative maintenance by check charging system, rails, hand control and cable, lifting strap, all hardware.

Annual Preventative Maintenance shall include a completed Charlie Norwood VA Medical Center, Annual Preventative Maintenance Checklist for Patient Ceiling Mounted Patient Lifts. Form must be provided electronically and in hard copy for each lift maintained.

Contractor shall perform annual load testing and provide all certifications.

Contractor shall perform emergency maintenance to repair any non-functional ceiling patient lift. Contractor will be required to repair and supply parts for lifts that become non-functional within forty-eight (48) hours of being notified.

Contractor shall take a photo of each weight test of a lift at 100% capacity, with the location and/or lift identifier and date included in the photo. Photos must be supplied on CD within two (2) weeks of the final lift test

Contractor shall load test each lift system at 150% of the specified capacity. Test will occur for a minimum of 15 minutes per bracket at the mounting point of each point of contact to the rail system. Contractor will check and inspect all electrical connections, rollers, bearings, and moving parts for proper clearances. Contractor will produce documentation for each test. Upon completion of testing and verification by, contractor will provide electronic documentation of test procedures for each individual room to VA staff.

Contractor shall check each individual ceiling mounted lift system to meet VHA Directives and certifies that it meets the Directive and the Veterans Health Administration (VHA) Patient Safety Alert, AL 10-07.

CONTRACTORS REASONABILITY

Provide Qualified Technicians:

The Contractor who is performing testing and maintenance of the equipment shall be certified technicians to perform the required testing on the identified ceiling patient lifts. Certified technicians will have taken/been certified by the Guldmann Certification Training Program/Recertification program

Technicians shall be trained and certified technicians for any preventative maintenance and repair work on patient lifts.

Contractor must provide evidence of training, and certification, to inspect Guldmann GH2 and GH3, including wall mounts, ceiling mounts, hanger bars and B-Mobile body scoops. At least one person who has been trained by the manufacturer on the equipment to be tested must lead each test.

Prefer technicians to have a minimum of two (2) years experience inspecting and working with Guldmann equipment.

Contractor will provide OEM parts and labor to correct any deficiencies identified by the tests.

Contractor will work with the Contract Officer Representative (COR) to schedule maintenance and testing will be planned with the contractor and will flex to allow for room availability. Inpatient rooms will be prioritized first. Testing shall be completed within the contract dates. Room availability will be arranged by COR. Contractor must deliver certification records from any given day to COR no later than one week after certification of each system. Contractor must notify COR immediately, separately from certification forms, of any damage that jeopardizes the safety of the hoist system and any corrective action required by this medical center.

Contractor shall certify for twelve (12) months following the completion of the testing and maintenance of each patient lift.

The contractor is responsible to supply all material data sheets (MDS s) for associated materials, if any, to the Safety Officer and the COR for approval before commencing any work.

Contractor is responsible to replace any items damaged by the contractor employees or sub-contractor employees, including but not limited to ceiling tiles or other VA medical equipment in the area.

Contractor is always responsible to keep work area clean preventing safety hazards to patients and medical staff. All debris shall be removed before contractor personnel at the end of the workday.

Contractor shall not interrupt any utility service or fire alarm service during the process of this job

Contractor shall document all testing and inspections on the Corrective and Preventative Maintenance Checklist for Ceiling Mounted Patient Lifts.

Contractor shall be licensed to perform this service in the State of Georgia and provided the Government with all licenses and certifications needed. All licenses and certifications will be in the Prime Contractors name.

GOVERNMENT RESPONSIBILITY

COR shall ensure that all contracted technicians are trained in proper repair methods and have current badges to enter the facilities.

COR shall ensure that all patient rooms are available at the time services begin.

COR shall ensure that all background checks have been cleared and results shall be provided to the Contracting Officer (CO) for electronic filing.

Scheduling will be arranged with the COR/ACOR.  Contractors do not need to be supervised by Veteran Affairs employees at all times but do need to check in with the designated person onsite at beginning of each workday. Contractor shall follow local policy in providing appropriate identification to on-site contractors.  The facility COR will designate the person to check in with at each facility to provide identification.

COR shall notify the contractor of any changes in inspections that have been scheduled.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Methods of Surveillance

The COTR shall use the surveillance methods listed below in the administration of this QASP;

Direct Observation: Individual inspections of repairs;

Periodic Inspection: Inspections will be scheduled annually and after repairs;

User Survey: Customer complaints and annual inspections.

Complaints are investigated and validated

Performance Standards

PERFORMANCE BASED TASK

INDICATIOR

STANDARD

QUALITY ASSURANCE

RATING

Provide the facility with lift testing by certified technicians

3.

No more than two incidents of not providing a finished within 48 hrs

Direct observation

EXCEPTIONAL

Zero Incidents

SATISFACTORY

Two Incidents

UNSATISFACTORY

Three or More Incidents

Vendor provides evidence of training as required by the PWS and to follow applicable safety rules and regulations

4.1

Substantiated customer complaints of no more than 2

User Survey

EXCEPTIONAL

Zero Incidents

SATISFACTORY

Two Incidents

UNSATISFACTORY

Three or More Incidents.

Complete Lift Inspections Timely

3.2

No more than 10 untimely inspections annually

Direct Observation

EXCEPTIONAL

Zero - Two Incidents

SATISFACTORY

Three Ten Incidents

UNSATISFACTORY

More than Ten Incidents

INVOICING

Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the COR, and submitted electronically through OB-10.

A properly prepared invoice will contain:

Invoice Number and Date

Contractor s Name and Address

Accurate Purchase Order Number

Supply or Service provided

Total Amount Due

CHANGES TO THE STATEMENT OF WORK

Any changes to this PWS shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

CONFLICT OF INTEREST:

The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest. The Contractor shall not employ any person who is an employee of the Department of Veterans Affairs. Nor shall the Contractor employ any person who is a member of the immediate family of a VA employee, if the employment of that family member would create a conflict of interest, or the appearance of a conflict of interest, particularly with regard to influencing the contract negotiations, terms of the contract or the work carried out under the contract. In any such case VA must review the matter and give its approval in accordance with agency ethics rules.

CONTRACT MONITORING PROCEDURES:

At the time of contract award, the Contracting Officer will appoint a Contracting Officer Technical Representative (COR) to assist with the contract monitoring requirements. The COR will monitor such items as quality of service, timeliness of performance, customer service, cost control business relations. In accordance with FAR 1.601 (a) Contracts may be entered into and signed on behalf of the Government only by contracting officers. A COR is not authorized to modify the stated terms of the contract, including extending the length of the contract period. Quality of service will be monitored through a continuous review of requested studies vs. performed studies, the appropriateness of images produced and morbidity and mortality figures. These factors will be rated by a consensus of radiologists interpreting the MRI studies and through a radiologist or resident in the MRI unit setting protocols for scan and observing patients and procedures through the study process. Timeliness of performance will be measured through daily workload counts compared to daily number of studies ordered. Customer service will be monitored through periodic unannounced visits to the MRI unit and through patient satisfaction surveys completed by MRI patients. Cost control will be monitored through a comparison of overtime hours worked and the type and number of studies completed per day. Appropriate regulatory and accrediting standards will apply, and all adverse events will be reported in accordance with medical center and other applicable guidelines.

The delegated COR will notify the Contracting Officer of any non-compliance immediately upon his/her gaining knowledge of any such situation or incident. Initial communication of such may be communicated by telephone. After such communication, the COR will provide a written statement to the Contracting Officer along with any supporting documentation regarding the performance failure noticed.

Upon receipt of a proper invoice, the COR shall certify that the services identified have been performed. Once certification has been made, the invoice will be forward through the proper billing channels and payment shall be made to the Contractor.

Both parties shall jointly conduct a review of Contractor s performance to evaluate if services being provided are in accordance with the contract terms and if payments and billings are being properly handled. This review shall include but is not limited to analysis of all billings, payments, costs, administrative issues, patient satisfaction, quality of care and other related documentation that identifies that services have been received. Any concerns need to be brought to the Contractor/COR s attention at the time noted rather than an agreement reached prior to the expiration of services provided and consideration being received are satisfactory.

Upon conclusion of the initial contract period and all option periods, and in coordination with the Contracting Officer, the using service shall provide a statement to the Contracting Officer providing a summary of Contractor s actions and a statement that all requirements of the contract were fulfilled as agreed. This information shall be forwarded by the COR to the Contracting Officer at least 90 days prior to the end of base period and each option period if option periods are included

(End of PWS)