6515--Bedford Ceiling Lift Upgrade

THIS IS A SOURCES SOUGHT NOTICE ONLY: This announcement seeks information from the industry, which will be used for preliminary planning purposes for procurement. No proposals are being requested or accepted with this synopsis. THIS IS NOT A SOLICITATION FOR PROPOSALS AND NO CONTRACT SHALL BE AWARDED FROM THIS SYNOPSIS. THIS IS STRICTLY MARKET RESEARCH. Upgrade Guldmann Ceiling Lifts at Beford VAMC The purpose of this synopsis is to gain knowledge of interest, capabilities, and qualifications of various members of industry, who have the capability to provide Guldmann Lifts, Tracks, hardware, installation and training in accordance with Performance Work Statement below. All interested firms must be registered in SAM (System for Award Management) to be eligible for the award of Government contracts. Interested parties responding to this Sources Sought request shall submit the following information at a minimum: (1) Company name and address point of contact with phone number and SAM UEI. (2) Documentation relating to performance capability, current point of contact, and phone number). (3) Socio-economic status to identify the business class as a large business, SDVOSB, VOSB, small business, Woman Owned, etc. (4) Place of manufacture (5) Any other pertinent company documentation prior to submission of offers to a solicitation. Any SD/VOSB firms responding to this Sources Sought Notice must also provide proof of registration in the SBA Vet Cert prior to submitting offers to a solicitation. This market research is for informational and planning purposes. This is not a solicitation and does not obligate the Government to issue a solicitation. Please be advised that the government will not pay any costs for responses and information submitted. All submissions are acceptable via email to kurt.fritz@va.gov. RESULTS INFORMATION: Respondents will not be notified of the results, and it is at the discretion of the Government to utilize results. Firms responding to this Sources Sought announcement, who fail to meet all requirements as stated above, and who fail to provide ALL the required information requested, will not be used to help the Government make the acquisition decision, which is the intent of this sources sought announcement. Performance Work Statement SCOPE OF WORK: The Contractor must provide all labor, personnel, equipment, tools, materials, software, supervision and other items and services necessary to perform the following: Upgrade of 25 Ceiling Lift systems at Bedford VAMC, including motor, rails, and all infrastructure securing the rails to Guldmann GH3+ systems Lifts shall have a scale that is internal to the motor to allow for maximum maneuverability and convenience when moving system over patient furniture Lifts shall come with a hand control that has a screen that can display the weight measured on the scale in addition to information about the lift, such as settings and maintenance requirements One of the rooms (227F-78) requires the trainer module feature to allow for gait training in rehabilitation Lifts must be able to lift at a speed of 2.2 inches per second or better BACKGROUND Bedford VAMC is seeking to replace 25 ceiling lift systems that have surpassed the end of their service life. Overhead ceiling lifts are used to safely transport patients from one area to another. OBJECTIVE The objective of this requirement is to establish a firm fixed price contract that will provide the equipment, parts, accessories, and services required to procure and install 25 replacement ceiling lift systems. AREAS TO BE SERVICED Edith Nourse Rogers Memorial Veterans Hospital Bedford VA Medical Center 200 Springs Rd Bedford, MA 01730 EQUIPMENT TO BE REPLACED EE number Location Asset Manufacturer 38122 156-4-518 GULDMANN INC 45969 271-4-518 ARJOHUNTLEIGH INC 45962 171-4-518 ARJOHUNTLEIGH INC 59330 171-4-518 ARJOHUNTLEIGH INC 38109 231-62-518 GULDMANN INC 38115 113-62-518 GULDMANN INC 38128 107-62-518 GULDMANN INC 38131 207-62-518 GULDMANN INC 38133 212-62-518 GULDMANN INC 38143 229-62-518 GULDMANN INC 41036 203-62-518 GULDMANN INC 38129 129-62-518 GULDMANN INC 45961 109-62-518 ARJOHUNTLEIGH INC 38134 247-78-518 GULDMANN INC 38136 227B-78-518 GULDMANN INC 38135 227F-78-518 GULDMANN INC 38141 269-78-518 GULDMANN INC 38140 269-78-518 GULDMANN INC 38144 272-78-518 GULDMANN INC 38121 272-78-518 GULDMANN INC 38142 270-78-518 GULDMANN INC 38139 271-78-518 GULDMANN INC 38121 272-78-518 GULDMANN INC 38124 136-62-518 GULDMANN INC 38116 170-4-518 GULDMANN INC SPECIFIC TASKS Implementation services must include the following: A project manager Detailed project timeline with defined roles and responsibilities (including vendor and VA resources) On-site installation coordination of all equipment and accessories, a training plan, and schedule for go-live The contractor must develop a detailed structural design and drawing document for each room prior to installation. All structural design and drawings must follow: (1) Department of Veterans Affairs, VHA Directive 2005-019, May 19, 2005 (2) Department of Veterans Affairs, Specifications SECTION 13 05 41 SEISMIC RESTRAINT REQUIREMENTS FOR NO -STRUCTURAL COMPONENTS (3) Strategic Management Office, Seismic Design Requirements H-18-8, Nov 2019 Revised May 2020. The contractor must revise the structural design and drawing document if instructed to do so by the VA Medical Center. Materials must be new equipment, parts and accessories as specified in this PWS. The vendor must deliver materials to the job site in original equipment manufacturer s (OEM) original unopened containers, clearly labeled with the OEM s name, equipment model and serial identification numbers, delivery order number, and VA purchase order number. The vendor is responsible for inventorying materials prior to delivery to VA sites to check for accuracy in quantity and part number. All on-site installation services must be vendor-provided by technical staff (not sales reps) fully trained to service and install Guldmann products, parts, and accessories as specified. The vendor must provide, maintain, and dispose all material waste and packaging associated with the Guldmann products and/or waste generated during the installation services. The vendor will be responsible for moving waste materials from job site(s) to a vendor-provided waste container, and then off-site. The vendor must provide the following documentation for the proposed Guldmann configuration and setup: Hard and soft copy of operator s manual Hard and soft copy of technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists DVD or web-based training if available INSTALLATION The Contractor must provide all labor, materials, tools, equipment and software to prepare for and complete the installation of the equipment in the space determined by the Government. Installation dates are to be coordinated in advance with the Contractor and the Bedford VA Medical Center s Healthcare Technology Management service. All employees of the Contractor and subcontractors must comply with VA security management program and obtain the permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All installation personnel must be trained by the manufacturer on how to properly install the equipment. Resumes and certifications must be submitted for review prior to installation. The Contractor must request information regarding determined installation space construction such as wall blocking and/or stud placement, room dimensions, finish materials, etc. as required to complete a safe and functional installation. The Contractor must communicate the estimated noise level produced during the installation process to the Bedford VA Medical Center prior to the start of installation. The Contractor must modify equipment, tools, etc. used during installation and/or installation time of day to ensure the estimated noise level is within the acceptable threshold as communicated by the Government. The Contractor must be responsible for the safe removal and disposal of all packing materials and related waste generated during installation. TRAINING The Contractor must provide a comprehensive onsite training program for the operating clinicians as required. This training program must include at the minimum the following sessions: (i) Technical Training, (ii) Operational Training, (iii) Administrative Training, and (iv) Hardware and Software Trouble-shooting. Training must occur onsite during normal business hours, 8:00am-4:30pm, Monday through Friday. Competency assessments must be provided with the training. Onsite training is to be scheduled in advance with the Bedford VA Medical Center s Healthcare Technology Management Service. TASK FREQUENCY AND INSTRUCTIONS The work set forth in the Scope of Work must be completed in a single visit, be it a single day or multiple days as required for appropriate completion. All work is to be scheduled in advance with the Bedford VA Medical Center s Healthcare Technology Management Service. Installation and configuration and training must occur on the same day determined in advance by the Contractor and the Bedford VA Medical Center s Healthcare Technology Management Service. SPECIAL WORK REQUIREMENTS The Contractor must comply with any and all Infection Control Risk Assessment requirements deemed appropriate by the Bedford VA Medical Center during all portions of the work set forth in the Scope of Work. The Contractor must comply with security, privacy, and safety issues in accordance to VA standards, policies, and directives set forth at all times while providing the work outlined in the Scope of Work. PROPERTY DAMAGE The contractor must take all necessary precautions to prevent damage to any government property. The contractor must report any damages immediately and must be assessed current replacement costs for property damaged by the contractor, unless corrective action is taken. Any damaged material (e.g. trees, shrubs, lawn/turf, curbs, gutters, sidewalks, etc.) will be replaced in a timely manner or corrected by the contractor with like materials, at no extra cost to the government, upon approval of the Contracting Officer. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS The contractor's employees must wear visible identification at all times while on the premises of the VA property. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. The VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings at the VA. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, must be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. COMPLIANCE WITH OSHA BLOODBORNE PATHOGENS STANDARD The contractor must comply with the Federal OSHA Blood borne Pathogens Standard. The contractor must: Have methods by which all employees are educated as to risks associated with blood borne pathogens. Have policies and procedures which reduce the risk of employee exposure to blood borne pathogens. Have mechanisms for employee counseling and treatment following exposure to blood borne pathogens. Provide appropriate personal protective equipment/clothing such as gloves, gowns, masks, protective eyewear, and mouthpieces for the employee during performance of the contract. RECORDS MANAGEMENT LANGUAGE FOR PERFORMANCE WORK STATEMENT (PWS) The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: 1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. 2. Contractor must treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency must have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. 3. Contractor must not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. 4. Contractor must 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 by the Freedom of Information Act. 5. Contractor must not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 6. The Government Agency owns the rights to all data/records produced as part of this contract. 7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. 8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. 9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. 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 to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. SECURITY LANGUAGE FOR SCOPE OF WORK 1.General Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs shall have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance shall be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations shall be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor shall state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor shall notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer shall also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling shall be allowed to meet the requirements of the business need, the contractor shall ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/subcontractor shall not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor shall receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicabl…