6515--Patient Ceiling Lift Systems

Sources Sought Notice Sources Sought Notice Page 7 of 7 *= Required Field Sources Sought Notice Page 1 of 6 THIS IS A SOURCES SOUGHT NOTICE ONLY. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement, and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Manufacturers, and other Small Businesses, interested and capable of providing items requested, as well as any large business interested and capable. This REQUEST FOR INFORMATION/SOURCES SOUGHT NOTICE in support of the Portland VA Medical Center, is for market research purposes 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. Results will be used to determine set-aside. The intended contract is a firm-fixed price supply purchase. The SBA Nonmanufacturer Rule is applicable, and a waiver will not be sought for this potential acquisition. To be considered responsive to this Sources Sought Notice potential contractors shall provide, at a minimum, the following information: 1) Company name, address, and point of contact, phone number, e-mail address, and SAM.gov UEI number/code. 2) Anticipated North American Industry Classification System (NAICS) code is 339113. The largest a firm can be and still qualify as a small business for Federal Government programs is no more than 800 employees. Please indicate whether you are a Small Business, SDVOSB, VOSB, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the items listed below. 3) The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). 4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov. 5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer of the products you propose to distribute. 6) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone, point of contact and size status (if available). 7) The salient characteristics reflect the physical, functional, or performance characteristics that are required to meet the Government s needs. To be considered for any potential solicitation, offers must demonstrate that the products they offer meet all salient characteristics as follows: (a) Meet the salient physical, functional, or performance characteristic specified below; clearly identify the item by its Brand name, manufacturer, and make/model number. (b) Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the item meets or exceeds the salient characteristics required by the Government. (c) Identify the manufacturer name (OEM) and manufacturer part number, as well as any warranty information. (d) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination, and any applicable contract vehicle information. It is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at beta.sam.gov. or GSA eBuy. DESCRIPTION OF THE REQUIREMENT: The Department of Veterans Affairs is looking to obtain information on vendors who can provide the products as outlined below. This is an Unrestricted/Open Market Request for Information/Sources Sought Notice. Delivery, Installation, and Training: Portland VA Medical Center 3710 SW US Veterans Hospital Road Portland, OR 97239 Items: The following are Guldmann manufacturer part numbers provided for reference only. This requirement is for Patient Ceiling Lift Systems per the Salient Characteristics listed and Statement of Work below: Description/Part Number* Qty Price Extended Amount 605 lb. GH3+ 3X3m H-Track with Combi Lock to 3X3m H-Track with Bathroom Accessories Including: Design, Installation, and Hanger Bar 41 Removal of current systems per the Statement of Work TBD In person on-site training for all staff, testing/inspection certification for 6 facility personnel, and clinical SPHM education available for support TOTAL Â Â STATEMENT OF WORK (Firm Fixed Price) Ceiling-Mounted Patient Lifts and Rails Replacement for 8D and 9D Inpatient Units GENERAL: Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland, Oregon 97239, has a requirement for ceiling-mounted patient lifts and rails in two inpatient units to replace outdated patient lifts. The patient lifts will be used for patient transfers and repositioning in bed. BACKGROUND: Portland VA Medical Center is soliciting a contractor to furnish all design, site evaluation, labor, materials, equipment, and installation of ceiling-mounted patient care lifts in the existing inpatient units: 8D and 9D. The replacement overhead ceiling lift shall incorporate internal metal gear assemblies in lieu of plastic components. Plastic gear systems present a high risk of mechanical failure, including shredding and warping, under operational loads, and replacement components for these assemblies are no longer manufactured, rendering them unsuitable for continued use. Numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal. SCOPE: The Contractor shall provide a technical and cost proposal for turn-key services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to: lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale, continuous charge ceiling lift systems, and trainer module. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 600 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space with connection to an X-Y design in the patient restrooms. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. All rails will be a continuous charge system. All lift systems must have the availability to weigh a patient in kilograms and pounds. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or drop supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components. PHYSICAL CHARACTERISTICS / SPECIFIC NEED / SALIENT CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities: Load capacity of 272 kg / 600 lbs. Batteries at minimum: If NiMH: 2 x 24V, 2.1 Ah. If lead-acid: 12V, 5Ah, sealed rechargeable valve regulated. New batteries provided by the supplier. Battery charging via continuous charging within the rails with no docking station. Batteries must charge anywhere on the track. Lifting speed: minimum of 1.5 inches/second when a load of at least 400 lbs. is being lifted Wired hand control. Electrical emergency lowering device without the need for an Allen wrench. Expected life span of motors minimum 10 years. Expected life span of rails minimum 30 years. Track rails system must allow for a seamless transition from rails in the bedroom to the rails in the restroom. The gait system must be automatic and require no activation via pull-cord or switch. The gate must open upon alignment and remain locked when rails are out of alignment. Emergency stop. Visual low battery indicator. Trainer module for reduced effort ambulation while undergoing physical therapy or early mobilization. FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed in above section. TECHNICAL REQUIREMENTS: Contractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment. The lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation. Door frames are not to be cut or modified if it is a historical site/place and/or if additional cost will occur. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA. Market research has been conducted nationally on each available ceiling lift vendor. The VA has a specific need for hoists that have a minimum lifting speed of 1.5 inches/second when a load of at least 400 lbs. is being lifted. For Veteran safety, the supplier must be able to perform emergency lowering without the need for an Allen wrench. For the purpose of Veteran safety, the supplier must have received in-person training for installation of the purchased rail and hoist systems. For the purposes of patient safety, supplier must be able to provide lift systems from a manufacturer that Portland VA is not currently performing assessment, investigation, or evaluation by the National Center for Patient Safety related to performance events. (Excluded manufacturers are still being determined.) The cost for the lifts must include all materials, shipping information, additional training if required and installation. In addition, in-person training support will be included at no additional cost. All rails shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations. A certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services. All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood-borne or other infectious material with equipment throughout the hospital. All contractor maintenance persons must use the Universal Precautions during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable. A certified contractor for the ceiling lift company must annotate all aspects of annual inspection performed on the annual inspection checklist to include date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Program Manager). Final equipment certification shall be provided in writing prior to acceptance by the VA. Any lift installation that modifies the function of a room s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA. Ceiling lifts must be compatible and warranted for use with loop slings including the full range of Guldmann lifting and repositioning slings, Arjo lifting slings, and Alpha Modalities repositioning slings. Any lift installation which involves drywall, cutting into the ceiling, removal, replacement or any other changes involving drywall, contractor will provide without requiring VA to make construction modifications. Lift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor. Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris. The certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in the facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts. SLING SALIENT CHARACTERISTICS Part I. Patient Sling System Features Choose all that apply The patient slings being considered for award must meet the following specifications: 1. Clinical Design and Intended Use Slings must be specifically designed for use with Guldmann overhead lift systems and mobile lifts to support safe transfers, repositioning, and mobility activities across the continuum of care. Sling designs must accommodate a range of clinical applications including supine transfers, seated transfers, toileting, bathing, ambulation support, and repositioning. 2. Compatibility and System Integration Slings must be fully compatible with existing Guldmann spreader bars and GH series lift motors without the need for adapters or third-party components. Attachment points must be designed to ensure secure and intuitive connection to Guldmann lifting systems. 3. Sizing and Clinical Fit Manufacturer must offer a comprehensive range of sizes to accommodate diverse patient populations, including bariatric sizing options that not only accommodate SWL but dimensions and proportions. Sling design must support proper patient positioning and pressure distribution to promote comfort and skin integrity. 4. Material and Infection Control Slings must be constructed of durable, breathable materials suitable for healthcare environments. Reusable slings must be machine washable and able to withstand facility laundering processes without degradation of structural integrity. Disposable slings must be single-patient use and clearly labeled to support infection prevention practices. Safety and Performance Slings must include clearly marked weight capacities and orientation indicators. Design must minimize risk of patient sliding, shear, or discomfort during lifting and mobility tasks. Manufacturer must provide clinical guidance on appropriate sling selection based on patient function and task. Identification and Traceability Each sling must include permanent labeling with model, size, weight capacity, and manufacturer information to support safe use and inventory management. Slings must be color coded to indicate its purpose. Regulatory Compliance Slings must comply with ISO 10535 requirements for hoists and transfer devices for disabled persons. Documentation of compliance must be available upon request. Clinical Support Manufacturer must provide evidence-based recommendations for sling selection and use aligned with safe patient handling best practices. Part II. Patient Sling System Scope of Work The Supplier being considered for award must provide the following: Warranty Minimum three (3) year warranty on reusable slings covering defects in materials and workmanship under normal use and laundering conditions. Education and Training Supplier must provide in-person end-user training for all staff and on all shifts at no cost to the VA, including proper sling selection, application, and inspection. Clinical SPHM education must be available to support competency and program sustainability. Training may have virtual components. Education support is offered via digital resources for slings with options for live virtual education support. Product Support Supplier must provide clinical consultation to assist with sling assessments, PAR level determination, and ongoing optimization of sling utilization. Quality Assurance Manufacturer must have established quality management processes and a documented history of producing patient slings for healthcare use for a minimum of 10 years. CONTRACTOR SHALL PROVIDE THE FOLLOWING TO BE CONSIDERED FOR AWARD: Disclosure of all Tort claims against vendor either pending or resolved regarding proposed system. Disclosure of all Patient Safety Alerts against vendor either pending or resolved regarding proposed system. Written plan for installation of track lift system as applicable including mechanical anchor designs. Written plan for modifying existing structural, mechanical, electrical and other infrastructure syst…