SPECIAL NOTICE
J -- 542-24-4-134-0169 | Ceiling Lift Maintenance | NCO 4 Services 3 (VA-24-00095392)
- Notice Date
- 9/5/2024 9:56:52 AM
- Notice Type
- Special Notice
- NAICS
- 811210
—
- Contracting Office
- 244-NETWORK CONTRACT OFFICE 4 (36C244) PITTSBURGH PA 15215 USA
- ZIP Code
- 15215
- Solicitation Number
- 36C24424Q1009
- Response Due
- 9/9/2024 11:30:00 AM
- Archive Date
- 09/24/2024
- Point of Contact
- Jefferson Mann, Contract Specialist, Phone: 717-202-5456
- E-Mail Address
-
jefferson.mann@va.gov
(jefferson.mann@va.gov)
- Awardee
- null
- Description
- NOTICE OF INTENT TO SOLE SOURCE: IAW FAR 5.101 this notice is to advise the public that The Department of Veterans Affairs, Regional Procurement Office East (RPOE), Network Contracting Office 4, intends to award a sole source, Firm-Fixed-Price contract pursuant to FAR 13.106-1(b) to Arjo Inc. located at 2349 W West LK Ste 250, Addison, IL, 60101 for a base year with four (4) option years, exercisable at the Government s discretion. The Coatesville VA Medical Center (VAMC) requires inspection and preventative maintenance for 57 ceiling patient lifts. Patient lifts are required to be inspected and serviced by certified technicians for Arjo Maxi Sky 2. THIS NOTICE OF INTENT IS NOT A REQUEST FOR COMPETITIVE PROPOSALS or QUOTATIONS. Responsible sources that believe they can meet the requirements may give written notification by submitting capability information that clearly demonstrates the capability to perform the required work and applicable certifications/licenses for the Hardware/Software. Capability information is required prior to the response due date and time, to establish the ability of the source to meet this requirement. Supporting evidence must be furnished in sufficient detail to demonstrate the ability to perform the requirements and must include relevant corporate experience along with the applicable contract number, total contract dollar amount, contract period of performance, details of the relevant services and customer point of contact with corresponding telephone number and email address. Responses must include following information: 1. Company Name 2. SAM number 3. Company s address 4. Point of Contact information (title, phone number and email address) 5. Business size. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government. Information received will be considered solely for the purpose of determining whether to conduct a competitive procurement. The Government will not be responsible for any costs associated with the preparation of responses to this notification. Responses are due by 2:30pm ET, Monday, September 9, 2024. No submissions will be accepted after this date and time. Responses shall be submitted via email to jefferson.mann@va.gov. Telephone inquiries will not be accepted. The NAICS code for this acquisition is 811210 and the size standard is $34 Million. Statement of Work (SOW) Contract Title: Ceiling Lift Preventative Maintenance Service Contract. Place of Performance: All work shall be performed at the Coatesville VA Medical Center, 1400 Blackhorse Hill Road, Coatesville, PA 19320; the West Norriton VA Clinic (CBOC), 2495 General Armistead Avenue, Suite A, Norristown, PA 19403-3647; and the Delaware County VA Clinic (CBOC), 4883 West Chester Pike, Marville Center, Newtown Square, PA 19073-2213. Period of Performance: The period of performance is for one base year from date of award with four one-year option periods. Background: The Coatesville VAHCS has many different departments that offer clinical services. A number of different pieces of equipment are utilized and maintenance on the equipment needs to be completed. Scope: This contract is to provide preventive maintenance on the Arjo and Guldmann Inc. ceiling lift equipment located at the Coatesville VAHCS, the West Norriton VA Community-Based Outpatient Clinic (CBOC), and the Delaware County VA CBOC. Specific Tasks: This service agreement is for a preventive maintenance service agreement on the Arjo and Guldmann Inc. ceiling lift equipment listed below. The contractor shall provide one (1) preventive maintenance inspection to include all parts, labor, travel and all other materials for the equipment listed below. Preventive maintenance will be completed in accordance with manufacturer s recommendations. The preventive maintenance inspection will be scheduled in advance with the POC. The contractor shall complete all VA required documentation, in addition to any vendor provided documentation, for any maintenance on the ceiling lifts. This includes the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts for any and all maintenance completed on ceiling lifts. The contractor shall provide a completed checklist for each lift that is completed for PM. In addition, if any ceiling mounted patient lift is installed or relocated, the Installation and Relocation Checklist for Ceiling Mounted Patient Lifts must be completed. All documents must be checked for accuracy before returned to the Coatesville VA Medical Center. All documents must be signed, initialed and dated by the service technician. Equipment The contractor shall provide maintenance, as described above, on the 54 Arjo Maxi Sky 2 and one Guldmann Inc. 552063 ceiling lifts located at the Coatesville VAMC, one Arjo Maxi Sky 2 ceiling lift located at the West Norriton CBOC, and one Arjo Maxi Sky 2 ceiling lift located at the Delaware County CBOC, for a total of 57 lifts. A list will be provided to the contractor prior to arrival detailing EE#, serial # and location. The ceiling lift inspection will include at least the following: Inspect welding aspect on frame to detect cracks/weaknesses. Inspect sprockets for wear. Inspect connecting joints for proper attachment. Verify emergency brake on drum is turning freely. Verify emergency devices for proper functionality. Load test with the SWL (Safe Working Load) maximum working capacity. Inspect the track end stoppers for proper function. Power, battery, electrical safety. Structure: Verify proper connections of the lift s structural system to the building s structure (including seismic bracing if applicable). Verify proper interface at the ceiling (hard deck or soft tile) and proper installation of all protective features around the support rods and rails/tracks. Verify proper structural component sizing and physical installation to make sure that proper structural system is in place and properly installed to support the lift. Rail/Tracks and End Stops Verification that all fasteners and set screws are properly tightened on the trollies and rails/tracks. Ensure that the rail/track is free of gaps (unless required by design). If included in installation, verify rail turntable function, exchanger function, gate alignment and safety block installation. Confirm track is clean and clear of all debris. (Use manufacturer s recommended cleaning materials to avoid damage to the motor case and other components). Verification that all manufacturer specified end stops or docking gates are properly installed. Lift Unit and Straps Inspection of lift unit casing for cracks and alignment. Verification that the lift unit charges properly. Inspection and activation of hand control for full operation (e.g. up, down, left, right) and return to charge function if applicable. Confirm any and all lift unit indicator lights are functioning (e.g. red service warning light, charging state light) Inspection and activation of emergency up/down lift unit control buttons if applicable. Full extension and inspection of lift strap for loose threads or frays. Inspection of spreader bar and clips for cracks and for loose or missing rings of cotter pins. Load Testing Verification of any soft start or soft stop features and that lifting speed does not exceed 2.5 inches per second with zero load. Verification of load testing and deflection testing at lift listed maximum for each lift unit at its maximum rated lift capacity. Conduct this test in three (3) progressive stages starting with a 100 lbs load, then 50% of maximum rated lift capacity, then 100% of maximum rater lift capacity. Verification of any soft start or soft stop features and that lifting speed does not exceed 1.5 inches per second under maximum rated lift capacity. Verification of function of emergency stop at maximum rated lift capacity. Verification of emergency lowering feature at maximum rated lift capacity. Inspection results, specific deficiencies and recommended repairs to include a parts list with price, discount and government price will be documented in writing for each individual lift. This documentation must be provided to the Program Office Point of Contact (POC) for the inspection to be considered complete and accepted. Scheduled Maintenance The contractor will maintain, check and calibrate, according to manufacturer s procedures and recommended schedule for all the included equipment identified above. There will be one (1) preventive maintenance (PM) visit for each unit during each contract year. The preventive maintenance will be scheduled in advance with the POC for each contract year. The Contractor shall initiate corrective maintenance when equipment defects are discovered as a result of the Contractor s performing preventive maintenance services. If at any time during the performance of this contract, the service or material is not covered under this contract and is therefore chargeable, the Contractor shall acquire approval from the Contracting Officer and should withhold further performance of service pending approval. Under normal circumstances, a purchase order would have to be issued for such charges. The Contractor shall contact Biomedical Engineering to initiate the process to issue a purchase order. Scheduling Maintenance Procedures - Upon request, Contractor must provide Biomedical Engineering with a written description of the procedures to be performed on each equipment item. The description must be provided in sufficient detail so as to be acceptable to the field inspectors of the Joint Commission. Scheduling Arrangements: Except by special alternative arrangement, scheduled maintenance will be provided only during Contractor s normal working hours (8:00 a.m. to 5:00 p.m., Monday thru Friday, excluding holidays). Upon acceptance of this contract, the Contractor shall immediately contact Biomedical Engineering to schedule mutually agreeable times for the performance of inspections. Documentation: Contractor will provide Biomedical Engineering with individual written service reports which describe the maintenance and repair service performed on the equipment in sufficient detail so as to be acceptable by field inspectors of the Joint Commission. This shall include a list of all parts replaced, all service performed as well as a statement that the equipment is operating per manufacturer s specifications after repair. Specific details about documentation are detailed above. Calibrations of Contractor s Test Equipment: Upon request, Contractor must provide Biomedical Engineering with written confirmation that all gauging and measuring equipment, used to check and calibrate equipment covered by this contract, has been calibrated within the last twelve months either according to manufacturer s specifications or against a standard that is traceable to the National Bureau of Standards. Prior to award, Contractor must have a facility to include personnel, test equipment, parts inventory, licenses and technical documentation available for inspection by VA Medical Center personnel and be able to show written evidence to technical qualifications of personnel, test equipment (and calibration documentation) licenses and availability of parts. Parts availability must be written documentation from either the equipment manufacturer or authorized parts supplier. In either case, bidder must be able to show the availability of parts to him/her within 24 hours after initial call. For contracts for maintenance and repair services from other than the original manufacturer or a designated representative, the Contractor will be fully responsible for obtaining all technical documentation necessary to fulfill contractual obligations. Negligence Clause: When services and parts are required as a result of accident, abuse, misuse or negligence by other than the Contractor or his representative and are not included as a part of PM inspection or service calls, such needs will be reported to the Program Office Point of Contact (POC) along with estimates of charges. The Contracting Officer and Representative will evaluate these needs and authorize appropriate action. The parts will be installed under the terms of the contract and each invoice is to include a legible itemized list of labor charges and parts cost. The government will incur no charges for service and parts due to accident, abuse, misuse or negligence by the contractor or his representative. Contractor Control System: The procedures that must be followed by all Contractors (or agents of such Contractors) in the performance of servicing and/or repairing equipment at the Coatesville VA Medical Center, Delaware County CBOC and West Norriton CBOC. When service is rendered during normal working hours: When the equipment is to be serviced, the agent of the contractor will report to Biomedical Engineering Section (Room B11, Bldg. 4) to log in before proceeding to the department requesting service. When service is completed, the repairman must indicate on the service report the specific action taken, all parts replaced, hours of labor required and travel time. The equipment serviced must be clearly identified minimally by name and serial number. The department supervisor or his/her representative will sign the service report. This is required for repairs and PM visits. Before leaving the hospital, the Contractor s representative will log out with the Biomedical Engineering Section. He/she must give the user department and the Biomedical Engineering Section a legible copy of the service report. When service is required but the Biomedical Engineering Section is unattended: The Contractor s service representative may report directly to the department requesting service. When service is completed, the Contractor s representative must indicate on his/her service report the specific action taken, all parts replaced, hours of labor required, and travel time. The equipment serviced must be clearly identified by at least name and serial number. This is required for repairs and PM visits. The person who requested the contractor s service or his/her representative will indicate time in and out, sign his name and retain a copy of the service report. Performance Monitoring: The contractor shall keep the POC informed of work complete each day. The POC shall randomly inspect the work in progress. Security Requirements: All contractor representatives who perform this work shall acquire the appropriate VAHCS identification badges. No other special security requirements are anticipated. Contract shall be working on a piece of equipment in an area where patient care takes place with potential for incidental exposure to patient information. Contractor shall not disclose any patient information. Risk Control: The contractor shall provide all applicable training and protective equipment to protect the contractor s employees from any hazards, including blood borne pathogens, which may be encountered in the performance of this contract.
- Web Link
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- Record
- SN07199062-F 20240907/240905230117 (samdaily.us)
- Source
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SAM.gov Link to This Notice
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