J065--Hospital Bed Maintenance Services for the VA San Francisco and Central California Health Care Systems

This is a SOURCES SOUGHT ANNOUNCEMENT ONLY

(Please read this notice in its entirety prior to responding)

The intent of this Sources Sought Announcement is to assist in our decision-making process for services procurement. This is not a solicitation, nor request for quotes or proposals. Through the receipt of responses, this will enable a more precise type of procurement process. The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought synopsis request. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award of a contract, nor does it restrict the Government to a particular acquisition approach. Any inquiries are to be made in writing by email to the point of contact, Larry Facio, Contracting Officer. Responses to this notice shall be sent by email to larry.facio@va.gov by the due date and time of 05/11/2020 by 4:00 p.m. (Pacific Time).

This is for a Base Year Plus Four Option Years contract.

The Contractor shall provide all labor, transportation, equipment, parts and supervision required to perform patient bed maintenance for the VACCHCS Fresno and VAMC San Francisco.

Current Inventory:

VACCHCS, Fresno currently contain 119 Hill-Rom manufactured patient bed and devices. Models include Advanta, Careassist, Versacare, Total Care Modue, Burke Triflex, , and Progressa. These items will require annual preventive maintenance services. Totalcare Spo2rt will require biannual preventive maintenance services. This facility is in the process of adding 44 more units and will be option-lined with a tentative start date June 2021. An additional 15 hours of emergency services is incorporated into the CLINs for base and each option year.

VAMC San Franciso currently contain 111 Hill-Rom manufactured patient bed and devices. Models include Advanta2, Careassist, Century/Centra, LTC Beds, and Versacare. These items will require annual preventive maintenance services. Totalcare Bariatric will require biannual preventive maintenance services.

Qualifications

Contractor shall be original equipment manufacturer (OEM) trained and have a minimum of three years experience in the maintenance and testing of electrical patient beds manufactured by Hill Rom. Vendor shall provide evidence of training specific to the Hill Rom patient beds covered by this maintenance contract.

Contractor shall have the equipment, staff and knowledge required to remove defective beds from the facility grounds and repair them at a remote location.

Contractor shall provide OEM approved parts and accessories.

Contractor shall be responsible for providing all necessary tools, equipment, parts, transportation, labor, personal protective equipment and similar items required to complete the work indicated in this contract.

Scope of Work

Contractor shall furnish all labor, transportation, parts, expertise required to perform demand and preventive maintenance (PM) on the types and quantity of Hill Rom beds listed on the equipment inventory list associated with this contract.

All repairs shall be performed during business hours, (8:00 am to 4:30 PM), Monday through Friday, except Federal Holidays. Contractor may work outside normal business hours by arrangement with the COR if such services are provided without additional charge to the government.

Operational patient beds shall be returned to the facility within two business days of the completion of maintenance.

All beds shall have an electrical safety inspection before delivery whenever any form of maintenance has been completed. Electrical safety testing shall be performed in accordance with NFPA 99 Healthcare Facilities Code , 2015, Chapter 10, Section 10.2. Upon completion of testing, Contractor will adhere a label signifying that and electrical safety inspection has been performed to the equipment under test. Labels shall be legible, cleaning chemical resistant and have sufficient adhesion to maintain the label attached to the surfaces of the patient bed through normal bed usage. If a bed should fail to pass an electrical safety test it shall not be returned to the facility or placed into operation if already on facility grounds without written authorization from the COR.

Preventive Maintenance: The government will provide the contractor a listing of patient beds requiring preventive maintenance on or before the first day of the month. Contractor shall have until the last day of the month to complete the scheduled preventive maintenance inspections. Contractor shall provide written documentation to the COR on or before the fifth business day of the following month. (Example: PMI lists for January would be sent to the contractor on or before January 1. All PMI s would need to be complete on or before January 31. Documentation for the PMI s will then need to be submitted no more than five business days after January 31.) The patient beds are currently scheduled for annual PMI s.

PMI s shall be in accordance with manufactures requirements and industry standards.

Bed scales if equipped shall be tested for accuracy during each PMI. Contractor shall use appropriate ballast to test / calibrate scale and shall use a method that is accurate and repeatable.

Contractor shall perform minor paint touch up when necessary. Operational, warning, advisory and function labels shall be maintained in a legible condition.

Preventive maintenance labels will be provided by the government. Contractor will use such labels to denote the most recent preventive maintenance inspection and when the next inspection is required. Contractor shall assure that expired preventive maintenance labels have been removed and all adhesive has been removed. Beds shall not be placed into service with multiple preventive maintenance labels or labels that conflict with one another.

Labels used to denote electrical safety inspections or preventive maintenance inspections shall be located at the foot of the bed frame on an assembly not removable by facility staff or patients. The exact location will be agreed upon between the COR and the Contractor.

A description of repair actions, parts required and other information pertinent to the tracking of the patient bed repair will be provided on a service report or similar document. At a minimum the document shall contain the date of service, equipment model (name or number), serial number, name of the service representative performing the work and the services performed and/or parts replaced. Documents shall be legible. Such documents shall be provided immediately upon completion of any maintenance activity.

In service training will be provided by the Contractor no less than four times per a contract year. This training will be provided during business hours Monday through Friday. The government may schedule and use these in service training sessions as desired.

Contractor shall maintain a record of all maintenance activities performed on the items included in this contract for a period of one year after the contract has expired.

Response Method:

The Government requests capability statements and comments from interested businesses regarding the requirements described above. Responsible sources are encouraged to submit a response to this notice with a statement of interest on company letterhead. When responding, in Subject line insert: Sources Sought Patient Bed SF CC.

At a minimum, the following information shall be provided:

1. Company Name;

2. Company Mailing Address;

3. Point(s) of Contact including telephone number(s) & email address(es);

4. Socio-Economic (i.e. Small/Large Business, HUBZone, Service Disabled Veteran Owned, 8(a), etc.) as it relates to NAICS Code 811219 ($22 Million).

5. Provide a summary of the type of services performed and experience as it relates to Patient Bed Maintenance and Servicing.

6. DUNS Number

7. Additional information and/or comments.

Veterans First Contracting Program and the VA Rule of Two (Kingdomware v. United States) 38 U.S.C. 8127 - 8128: Service-disabled veteran owned small business (SDVOSB) or Veteran owned small business (VOSB) concern must be registered and verified in VA's Vendor Information Pages (VIP) database at www.vip.vetbiz.gov to be eligible for award as a SDVOSB or VOSB if/when a solicitation is issued for this requirement as a SDVOSB or VOSB set aside. In addition, this requirement has been determined to be set aside as SDVOSB or VOSB acquisition, only SDVOSB or VOSB that respond to this specific notice with in the above stated due date will be eligible for award.

As this is a service acquisition, the Small Business Administration and the Federal Acquisition Regulation have a Limitations on Subcontracting requirement. For all small businesses, to include SDVOSB and VOSB, At least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the concern. See FAR 52.219-14 and FAR 52.219-27 available in full text at https://www.acquisition.gov/far/html/52_217_221.html

The anticipated need for the Health Care Systems may be significant, and the needs may change significantly over the course of the next few weeks and months. Contractors must be able to quickly identify, screen, and process employees for rapid on-boarding with the healthcare facilities identified. Contractors must be able to quickly adapt to changing needs.