6515-- INTENT TO SOLE SOURCE Replacement Ceiling Lifts

10 The Department of Veterans Affairs, Network Contracting Office 7 located in Charleston, SC intends to issue a sole source firm fixed priced delivery order against GSA Federal Supply Schedule (FSS) contract to HANDICARE USA INC. The order will be placed in accordance with the applicable Federal Supply Schedule ordering under FAR Part 8. A Limited Sources Justification has been prepared. The contract will be to procure supplies of Motor 625 A-series and Motor 1000 C-series motors, extra parts, and structural calculating systems to match existing equipment throughout the Birmingham VA Health Care System and for compatibility with the railing system that has already been installed. This procurement is being conducted in accordance with FAR 13.106-1(b) (1)(ii), Soliciting from a Single Source. The NAICS code utilized for this procurement is 339112 Surgical and Medical Instrument Manufacturing with a Small Business Size Standard of 1000 employees. THIS NOTICE OF INTENT IS NOT A REQUEST

FOR COMPETITIVE QUOTES. However, Contractors may submit a capability statement, proposal, or quotation which shall be considered by the contracting officer whether to continue with the sole source procurement or to provide for competition. Such responses MUST be received no later than August 22, 2022 at 2:00 PM EST. Forward responses by e-mail to Contract Specialist, Moses Deng at moses.deng2@va.gov. Due to technical issues, please allow additional time if you re using electronic means. All responses received will be evaluated; however, a determination by the Government not to compete the proposed procurement based upon responses received to this notice is solely within the discretion of the Government. The Department of Veterans Affairs, NCO 7 will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be fully considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) in order to be eligible for award. Also, prospective contractor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor, authorized reseller. Interested parties are encouraged to furnish information by email only with RFQ# 36C24722Q0980 - Replacement Ceiling Lifts in the subject line. All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements listed to Contract Specialist, Moses Deng by email at moses.deng2@va.gov. The capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support this requirement. STATEMENT OF WORK (SOW) GENERAL INFORMATION Title of Project: Ceiling Lift Motor Replacement in the Birmingham Veteran Affairs Medical Center (BVAMC) Scope of Work: The contractor shall provide all resources necessary to accomplish the deliverables described in this statement of work (SOW), except as may otherwise be specified. The contractor shall provide all labor, supervision and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. The A625 or C1000 Handicare lifts, and all associated equipment and parts will be delivered, installed, and tested, starting in September 2022 days of award as presented in quote 4466969792. De-install, removal, and disposal of old lifts is the contractor s responsibility. All work must be coordinated with COR and Supply Chain Management Services in order to coordinate paperwork, and all new and decommissioned lifts must be taken to PPM in the Warehouse for inventory record/sticker purposes. Installation/replacement will need to be timed according to availability of rooms. Background: Ceiling lifts have been installed in many places throughout BVAMC. The Handicare C-625 are approaching end of life and are breaking down often enough to warrant replacement. This set of upgrades will include systems that have docking stations and require continuous charge in rail charge upgrade including A-series motor. Period of Performance: The contractor has up to 1 year from award to complete the work required under this SOW and coordinate installation with room availability unless otherwise directed by the Contracting Officer (CO). It is anticipated that this quantity of lift replacements may require between 180 to 365 days to complete. If the contractor proposes an earlier completion date, and the Government accepts the contractor s proposal, the contractor s proposed completion date shall prevail. Installation dates and designs must be coordinated with Contracting Officer Representative (COR), and dates for installation in installation projects may be adjusted by the Government as required if engineering changes are required and delayed CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived. GENERAL REQUIREMENTS All installation must comply with requirements of Patient Safety Alert AL14-07, including the Checklist for Installation and Relocation. The installation checklist must be filled out for each installed lift, in addition to any checklist required by the manufacturer, and supplied to the COR. AL14-07PSAChecklist forInstallationandRel Contractor will provide evaluation of existing structure where ceiling lift motors are needed and submission of plans to BVAMC Engineering service, to assure that workable systems are installed and comply with VA design requirements and relevant standards. Contractor will coordinate with Engineering service to verify access to engineering mechanical, HVAC, and fire systems components within the mounting area of the lift units. Contractor will coordinate with Contracting Officer Representative (COR) to schedule installations. Contractor will provide information on minimum clearances for operation of each lift, to be presented with the bid. Contractor will provide a list of all construction or modifications required to install these lifts, to be presented with the bid. The goal is to install around any obstructions without requiring VA to make construction modifications. Contractor will provide all qualified personnel, materials, equipment and services necessary to install ceiling lifts for the rooms described below under Location, including lifts, tracks, spreader bars, attachment hardware, and all other equipment necessary for safe operation. Contractor will provide installation and testing of all equipment for ceiling lifts, according to VA checklist requirements Vendor will provide training on equipment use for all new types of equipment included in this contract, one session per shift for up to 2 shifts of personnel in each affected area and for onsite trainers (up to 10 sessions scheduled after installation and before use), in coordination with COR. Contractor will provide evidence of testing of all lift systems provided and schedule testing when it can be overseen by COR. Contractor will mitigate any new hazards created by installation Contractor will meet construction safety requirements, including construction orientation, safety training requirements, dust control requirements from the Infection Control Risk Assessment, TB testing, electrical safety requirements, and Above Ceiling Permit requirements including re- sealing any penetrations of fire barriers. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW. Task One: The contractor shall provide a detailed work plan and briefing for the VA project team, which presents the contractor's plan for completing the task order. The contractor's plan shall be responsive with this SOW and describe, in further detail, the approach to be used for each aspect of the task order as defined in the technical proposal. Area Room # Scale lbs. Design Timing Annex 1B141 Y 625 Existing docking station rail, New A- 625 installed with in-rail charging. Coordinated with COR and Annex staff 6B 6228 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff 6B 6227 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff 6B 6226 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff 6B 6217 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff 6B 6204 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff Safe Harbor 6116 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff BH 6430 Y 1000 Existing docking station rails, New C-1000 installed with in-rail charging. Coordinated with COR and 6Main staff BH 1435I Y 625 Existing continuous-charge rail, New A-625 installed with in- rail charging. Coordinated with COR and 1Main staff BH 6219 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 6Main staff BH 5210 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 5Main staff BH 4604 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4336A Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4336B Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4336C Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4336D Y 625 Existing docking station rail, New A- 625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4335 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4334 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4333 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4331 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 4330 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 4Main staff BH 3811 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 3Main staff BH 3810 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 3Main staff BH 3335 Y 625 Existing continuous-charge rail, New A-625 installed with in- rail charging. Coordinated with COR and 3Main staff BH 3233 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 3Main staff BH 2608 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 2Main staff BH 2343 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 2Main staff BH 1817 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435P Y 625 Existing docking station rail, New A- 625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435O Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435M Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435M Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435M Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff BH 1435K Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 1Main staff PM&R 8305 Y 625 Existing docking station rails, New A-625 installed with in-rail charging. Coordinated with COR and 8Main staff PM&R 8305A Y 625 Existing docking station rails, New A-625 installed with in-rail Charging. Coordinated with COR and 8Main staff BH 6116 Y 625 Existing docking station rails, New A-625 installed with in-rail charging Coordinated with COR and 6Main staff Deliverable One: Task Two: Ceiling Lifts shall meet all Underwriters Laboratory requirements, life safety codes, national electric codes, fire safety codes, and all other applicable federal, state and local codes. Appropriate documentation should be provided. Lifts must be capable of picking patients up off the floor. Scales must have a readout in the controller and must not decrease the lifting height of the system. Lifts must not beep or flash during normal operation. Contractor shall not breach any firewalls during installation of these lifts. Any fire barrier that must be penetrated must be discussed with VA safety personnel and must immediately have fire barrier repaired. An Above Ceiling Permit must be filled out before ceiling work, and the COR will check the ceiling after ceiling work, to make sure any fire barrier penetration was repaired. Each room where lifts are installed shall be returned to original condition Ceiling lift motors shall be capable of lifting at least 625 or 1,000 pounds, as specified on the Location list. Lifts must be capable of picking patients up off the floor. Scales must have a readout in the controller and must not decrease the lifting height of the system. Lifts must not beep or flash during normal operation. Each room where lifts are installed shall be returned to original condition Ceiling lift motors shall be capable of lifting at least 625 or 1,000 pounds, as specified on the Location list. Warranty shall include all travel or shipping associated with any warranty repair. New lifts shall accept generic type replacement batteries without voiding any warranties. Ceiling lifts must recharge automatically, by recharging at any location on the rail. Ceiling lifts must include safeguards to prevent patients from being trapped or hurt, such as emergency stop buttons or emergency lowering devices in case of power failure. Use of emergency lowering devices must not require tools or ladders Deliverable Two: Vendor shall provide the following: Provide proof of ongoing service quality and consistent management, including failure reports and any other applicable documentation. Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where lifts are installed at no additional cost to the Government, for any equipment new to this facility (up to 10 sessions in coordination with the COR). This training must include hands-on lift use and be extensive enough to prepare participants to train others. Training must include each new type of equipment and sling used in an area. Contractor shall provide certified in-service training on each site, multiple times in a day, for biomedical engineering staff in coordination with the COR. shall provide electronic copies of the user manuals and repair manuals for each different model of lift installed under this order or contract at no additional cost to the government. Each room s lift system shall be weight and function tested after installation in compliance with the VHA checklist required by Patient Safety Alert AL14-07. Each checklist shall be provided to Contracting Officer Technical Representative along with any checklist required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately. All employees and subcontractors must wear a visible name and company identification when onsite. When more than one person is onsite performing work under this contract, one must be designated as a supervisor and must be fully responsible for the work to be performed. The Contractor shall provide all supplies, materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances and The Joint Commission. The Contractor s procedures and quality control procedures shall conform to these guidelines. Contractor personnel must conduct their work so as not to interfere with the normal functioning of the facility and will stop work if asked BVAMC personnel. The Contractor shall take all precautions necessary to protect the lives and health of occupants of the building. The Contractor must follow procedures required by BVAMC Infection Control personnel and the construction safety committee, to include any required dust control specified in the Infection Control Risk Assessment. The Contractor must state what efforts will be made to minimize noise during installation of equipment. The Contractor shall immediately correct any fire and safety deficiencies caused by his personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and may hold the contractor in default of the contract. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes which are in effect at the beginning of the contract period. The contractor shall keep abreast of any changes in these regulations and codes applicable to the contract. All material and equipment will be removed from the facility or stored properly at the end of each workday and secured during the workday in the areas specified by the Contracting Officer s Technical Representative. The Contractor is responsible for supplying, completing, and submitting all reports required or requested by Federal, State, or local ordinances which pertain to any duties contained in the contract. The Contractor will be required to furnish the BVAMC with material safety data sheets for all chemicals used during installation. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans and is required by OSHA regulations. The Contractor s onsite lead installer must attend a BVAMC construction safety orientation and supply job hazard analyses as required by Construction Safety Officer to show how hazards to Contractor and BVAMC personnel are being minimized. All Contractor personnel must have OSHA 10-hour construction safety training cards. The Contractor s personnel shall follow applicable policies of the BVAMC, to include policies concerning fire and disaster preparedness programs. The contractor shall furnish at his own expense all labor, materials, machinery, and appliances which may be necessary or appropriate in the performance of this contract. All accumulated rubbish is to be collected and placed in the dumpster. F. SCHEDULE FOR DELIVERABLES G. 1. The contractor shall complete the Delivery Date column in Attachment A for each deliverable specified. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations. G. CHANGES TO STATEMENT OF WORK Any changes to this SOW 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. H. REPORTING REQUIREMENTS The contractor shall provide the PM/TM with weekly written progress reports (original plus 3 copies). These are due to the PM/TM by the second workday following the end of each calendar week, throughout the project's duration. The PM/TM is required to provide weekly progress reports to the Contracting Officer Representative (COR) by the fifth workday of the new calendar week. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation. GOVERNMENT RESPONSIBILITIES: BVAMC will provide Guidance for contractor site visits and information on which rooms need lifts. (Safety service/COR in association with affected services.) Coordination to allow for lift installation as rooms are available. (Safety service/COR in association with affected services.) Technical information on the building and requirements for construction. (Engineering service.) Coordination and scheduling for training efforts. (Safety service/COR in association with affected services.) Oversight of installation testing. (Safety service.) Coordination for electrical outlet installation where necessary. (COR in association with Engineering.) Answers to Contractor questions during the purchasing and installation process. (CO and COR.) CONTRACTOR EXPERIENCE REQUIREMENTS The government will determine on a stated requirements (SR) basis what positions are considered key personnel. The contractor shall identify, by name, the key management and technical personnel who will work under this task order at the time the work is being negotiated. If a key person becomes unavailable to complete the SR, the proposed Substitutions of key personnel shall be made only as approved directed by the Contracting Officer and the COR. The government will not dictate specific experience and education requirements of the employees initially proposed to perform the work stated herein. The contractor shall submit a resume of qualifications for the COR and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, non-key personnel Contractor personnel are no longer available, HES/HIS reserves the right to review the qualifications of the proposed replacement personnel and to reject individuals who do not meet the qualifications set forth in the TLO. Team personnel proposed by the contractor should possess some of the following knowledge and/or skills: The contractor must notify VHA in advance and we will approve or reject proposed contractor key personnel for the performance of this contract. The contractor shall submit a resume of qualifications to the COR for key personnel and all other direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. If, at any time from date of award to the end of the contract, Contractor personnel are no longer available, the VHA will approve the qualifications of proposed replacement personnel and will reject individuals who do not meet qualifications set forth herein. The contractor must inform the VHA COR and Project Manager/Task Manager when personnel are removed from the contract for any reason. The Contractor shall remove any employee from the performance of this contract within five (5) workdays of receiving notice from the Contracting Officer that the employee's performance is unsatisfactory. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons. The contractor must inform the VHA COR and Project Manager/Task Manager when personnel are removed from the contract for any reason. If a key person becomes unavailable to complete the SR, proposed Substitutions of key personnel shall be made only if approved by the COR and Project Manager. The contractor shall submit a resume of qualifications to the COR for all direct employees proposed for the project. All Contractor employees will be approved by the COR prior to bringing on duty. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the contractor. Any request for information relating to this task order, presented to the contractor, shall be submitted to the CO for response. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS1 All contractor employees who require access to the Department of Veterans Affairs computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Office of Security and Law Enforcement prior to contract performance. This requirement is applicable to subcontractor personnel requiring the same access. Position Sensitivity The position sensitivity has been designated as _Moderate Risk (Insert High Risk, Moderate Risk or Low Risk.) Contractor Responsibilities The contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship, and are able to read, write, speak and understand the English language. The contractor shall submit or have their employees submit the required forms (SF 86 or SF 85P, SF 85P-S, FD 258, Contractor Fingerprint Chart, VA Form 0710, Authority for Release of Information Form, and Optional Forms 306 and 612) to the VA Office of Security and Law Enforcement within 30 days of receipt. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the affected employee from working under the contract. Failure to comply with contractor personnel security requirements may result in termination of the contract for default. [If contractor will have access to VA Network, provide software upgrades or other VA sharing or disclosure of PHI or PII is given the contractor please include this statement: Not Required Contractor will be required to enter into a Business Associate Agreement (BAA) upon award of the contract or a copy of national BAA is attached with this paperwork. (See VHA HIA BAA template) [If the above (e.) applies then include this statement:] Contractor will be required to create an account in the Talent Management System (TMS) and take the Privacy & HIPAA training course #10203 before being given access and annually thereafter. Government Responsibilities The VA Office of Security and Law Enforcement will provide the necessary forms to the contractor, or to the contractor s employees, after receiving a list of names and addresses. Upon receipt, the VA Office of Security and Law Enforcement will review completed forms for accuracy and forward the forms to the office of Personnel Management (OPM) to conduct background investigations. The VA Office of Security and Law Enforcement will notify the CO, and contractor, of adjudication results received from OMB. Upon being notified about a favorable determination, the CO may issue a notice to proceed to the contractor. PROCEDURES FOR ACCESS: Access requirements to VA information systems by contractors and contractor personnel shall meet or exceed those requirements established for personnel as described in VHA directives. A written and signed request for user access by VHA management, or designee(s), constitutes management approval (sponsorship) to initiate a request for access to any sensitive automated information system. Access shall be granted to non-VA users only if the purpose for access meets criteria of the Privacy Act and VA Confidentiality Regulations and Transfer. Contractor's personnel shall be required to sign-in before starting work under this contract and abide by the VA Computer Access Security Agreement and Confidentiality Agreement. In the performance of official duties, the contractor's personnel may regular access to printed and electronic files containing sensitive information, which must be protected under the provisions of the Privacy Act of 1974, HIPAA and other applicable Federal laws and regulations. The employee is responsible for (1) protecting that information from unauthorized release or from loss, alternation or unauthorized deletion, and (2) following applicable regulations and instructions regarding access to computerized files, release of access codes, etc. as set out in a computer access agreement which the employee signs. *************************************End of SOW*************************************