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Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Bed Rental. This is a Sources Sought notice and not a request for quotes. This request is solely for th... Department of Veterans Affairs Veterans Health Administration (VHA) Sources Sought Notice Obtain Bed Rental. This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance VHA s understanding of your company s offered services and capabilities. The Government will not pay any costs for responses submitted in response to this Source Sought Notice. This Sources Sought notice provides an opportunity for respondents to submit their capability and availability to provide the service requirement described below. Vendors are being invited to submit information relative to their potential to fulfill this requirement, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. Refer to the General Requirements section below for the requested product description. This Sources Sought is to facilitate the Contracting Officer s review of the market base, for acquisition planning, size determination, and procurement strategy. General Requirements: Brand name or equal Bed Rental are needed for the Dallas, TX in accordance with the following requirements: ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 120.00 DY $00.00 $00.00 Rotoprone bed rental LOCAL STOCK NUMBER: RENUS076 0002 168.00 DY $00.00 $00.00 Fluid Elite LOCAL STOCK NUMBER: RENUS062 GRAND TOTAL $00.00 Base Year : 03 Jan 2022- 02Jan 2023 Option Year One: 03 Jan 2023-02 Jan 2024 Option Year Two: 03 Jan 2024-02 Jan 2025 Option Year Three: 03 Jan 2025-02 Jan 2026 Option Year Four: 03 Jan 2026-02 Jan 2027 STATEMENT OF WORK (SOW) Bed Rentals Scope of Work: The contractor shall provide all labor, equipment, supervision and expertise, to provide maintenance services bed rental equipment to the VA North Texas Health Care System (VANTXHCS), 4500 South Lancaster Road, Dallas, Texas 75216, for the sole purpose of patient care for our residents and are within defined time frames for services. Performance Period: The period of performance will be 01/03/2022-01/02/2022. Rental equipment Specifications: The following items will be delivered as needed: RotoProne Therapy System Bed Fluidair Elite Therapy System Bed 1.0 Introduction Dallas VA Medical Center (VANTXHCS) provides pressure redistribution mattresses to all hospitalized patients as part of the standard hospital bed. However, in certain circumstances such as multiple wounds, pressure ulcers, body surface area, certain respiratory and medical conditions, the mattress and/or even the entire bed frame must be replaced to provide optimal care to the patient. These specialized surfaces are obtained from various vendors and are rented for a limited period of treatment. Historically rental has been preferred for these specialty items. Storage, cleaning, maintenance, and repair are provided by the vendor. The contractor shall provide all required services and parts for the VA equipment in accordance with the original equipment manufacturer specifications. Key Assumptions Vendor will have access to the VANTXHCS assigned rentals units Qualified technicians will deliver and set up equipment Qualified technicians will remove VANTXHCS equipment and properly store in designated areas (dock area storage room) Vendor accepts responsibility for damages to equipment incurred during delivery/set-up or retrieval. End users will notify unit staff to initiate contact to vendor for equipment based on patient care needs. Upon delivery and on request vendor shall provide basic instruction to end users on usage, functionality, and troubleshooting of equipment. Vendor s Responsibility Provide requested equipment as outlined below Provide personnel Provide supervision of its employees/technicians performing work on the VANTXHCS Campus Provide technicians necessary for the delivery, set-up and retrieval of equipment Scheduled Preventative Maintenance Equipment shall be routinely evaluated and maintained for performance in accordance with manufacturer s recommendation (Quarterly). Routine preventative maintenance schedules shall not conflict with patient care activities. Unscheduled Corrective Maintenance Contractor is required to be available to provide corrective maintenance 24 hours a day, 7 days a week, 365 days a year (24/7/365). Fix within 2-4 hours of call for repair Swap for functioning equipment if unable to repair within 4 hours. Replacement equipment shall arrive within 4 hours if unable to repair Delivery Equipment shall be delivered to the VANTXHCS located at 4500 South Lancaster Rd. Dallas TX, to patient care unit and room defined at the time of contact for service. Equipment shall be delivered and/or retrieved 24/7/365 upon request including all federal holidays. Deliveries (i.e. vendor arrival to hospital) shall be made within 2-4 hours of request Pick-up shall be made within 8 hours of notification equipment is no longer needed. During the hours of 7:00 AM to 4:00 PM the vendor will report to the patient unit and unload the equipment ordered. A receipt of ordered equipment should be taken to Wound Care in the basement of building-2 room BA33. Contact ext 70680 or 72254 to confirm Wound Care staff availability. During the hours of 4:00 PM to 7:00 AM the technician will contact the Clinical Coordinator at 214-857-0611 or pager 214-759-1603 upon arrival at patient care unit. Equipment shall be delivered to and retrieved from patient care unit at VANTXHCS without the assistance of any government employee. Documentation Pick-up and delivery records All scheduled and unscheduled maintenance of all vendor supplied equipment on VANTXHCS campus Maintenance manuals for all equipment Operation/ User manuals for all equipment to be available upon request Receipt of delivery To be obtained by vendor technician from the patient care unit charge nurse or designee where the equipment was delivered Copy of receipt will be taken to Wound Care located in the basement of building-2 room BA33. Contact ext 70680 or 72254 to confirm Wound Care staff availability during the hours of 07:00 AM- 4:00 PM. Located in the basement of Bldg 2, room BA33 (except Federal Holidays). Copy of receipt will be left on the 9th floor Nursing Service drop box located outside the Nursing Administration office (next to the wood doors) during the hours of 4:00 PM- 07:00AM and 7:00am to 4:00 pm on Federal Holidays. Billing will cease upon notification equipment is no longer needed. Acceptance Criteria Conformance with standards and specifications as defined by documents noted in paragraphs 1.2.1 and 1.2.2 of this document. Governments Responsibility Contact vendor when patient needs meet criteria for equipment Provide access to location where equipment is to be delivered, retrieved, repaired, or maintained. Notify vendor promptly of malfunctioning equipment Schedule This contract is effective from March 1 or date of award if later, through February 28, 2018, or later as authorized by the Contracting Officer s exercise of one or more options incorporated into the contract. However, funding is subject to the availability of funds. Therefore, no services shall be performed unless authorized in writing by the Contracting Officer. Contract period is expected to cover a base period plus four one year option periods. 7.0 Hours of Work: Beds will be delivered on an as needed basis for patients per request of the Wound Care Team or Clinical Coordinators. National holidays observed by the Federal Government are as follows: New Year's Day January 1st Martin Luther King's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day Last Monday in May Juneteenth Independence Day June 19th Independence Day July 4th Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day November 11th Thanksgiving Day 4th Thursday in November Christmas Day December 25th If a holiday falls on Sunday, the following Monday will be observed as the National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by the U.S. Government agencies. Also included would be any day specifically declared by the President of the United States of America as a National Holiday. 8.0 Delivery Location: Throughout VANTXHCS as directed by the Wound Care Team or Clinical Coordinators. 9.0 Schedule for returns: Equipment to be returned will be picked-up in 24 hours unless mutual agreement to hold in event unusual circumstances and delivery will be within same day if request is made by 12 noon. If the request is made after 12 noon, delivery is expected by 12 noon of the following day. Broken equipment must be picked-up as soon as possible. 10. Identification/Parking The contractor s employee(s) shall always wear visible identification while on the premises of the VANTXHCS. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Section. The Contractor, at his/her own expense, shall provide all employees with a Contractor Identification Card (ID), prior to performing work under this contract. Contractor employees are always required to display this card when performing under this contract. The Contractors employee shall sign each card issued. Employees released from service by the Contractor shall have their card collected by the Contractor. All cards shall contain an expiration date and photograph of the employee. All cards shall be destroyed upon contract completion or termination of the contract. The contractor's on site supervisor shall ensure that all employees carry and display their card when on duty, and are prepared to present them upon request. The Contracting Officer Representative (COR) shall periodically verify cards of contract employees match their personal identification. 11.0 PERMITS AND RESPONSIBILITIES The Contractor shall obtain and maintain all permits, licenses, and appointments required for the execution of work under this contract at no additional cost to the Government. The Contractor shall obtain these permits, licenses, and appointments in compliance with applicable host country laws. In addition, contract termination shall result if the required documents are subsequently denied or withdrawn by the local authorities. Application, justification, fees, and certifications for any licensure required are entirely the responsibility of the Contractor. The Contractor shall ensure that all employees receive the mandatory training, if applicable to this contract, as required by OSHA, JCAHO, etc., and shall comply with all standards and/or requirements. 12.0 CONTRACTING OFFICER REPRESENTATIVE (COR) The contracting officer reserves the right to designate representatives to act for him/her in furnishing technical guidance and advice or generally monitor the work to be performed under this contract. Such designation will be in writing and will define the scope and limitation of the designee s authority. A copy of the designation shall be furnished to the contractor. 13.0 CONDUCT OF PERSONNEL The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this SOW or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this SOW any person whose employment would result in a conflict of interest with the Government s standards of conduct. 14.0 PERSONNEL REMOVAL Government rules, regulations, laws, directives, and requirements that are issued during the Contract term relating to law and order, and security shall be applicable to all employees or representatives who enter the VA premises. Violation of such rules, regulations, laws, directives, or requirements shall be grounds for removal (permanently or temporarily as the Government determines) from the work site. Removal of employee does not relieve the Contractor from the responsibility for the work defined in this SOW. The Contracting Officer or designated representative (COR) may require the Contractor to remove any employee performing requirements under this SOW for reasons of misconduct, safety, or security risk posed. Contractor employees shall be subject to immediate dismissal from the premises upon determination by the COR that such action(s) is in the best interest of the Government. 15.0 PERSONNEL APPEARANCE Contractor employees shall be well-groomed, clean, and neat in appearance; clothes properly fitted, uniform appearance with nametags, and appropriately dressed for the work to be done. Contractor employees shall not wear clothing with slogans, drawings, or language which could be construed as being lewd, obscene, profane, racially offensive, sexually suggestive, and anti-American or which advocates the use of illegal drugs or other unlawful conduct. 16.0 PERSONNEL COURTESY Contractor employees shall not exhibit rude behavior. Loudness, vulgarity, rudeness, or other similar offensive conduct by an employee of the Contractor will be ground for denying the employee further access to the VA premises. 17.0 ALCOHOL AND ILLEGAL DRUG USE Contractor employees shall not consume alcohol or illegal drugs during working hours or at any other time the employees are performing work under this contract. The contractor shall not allow any employee to perform work if the employee is under the influence of alcohol or illegal drugs. Contractor employees found to be under the influence of alcohol or illegal drugs during working hours will be immediately removed from duty. For this provision, the threshold for being under the influence of alcohol or illegal drugs is the same as that established by current laws for vehicle operations. The Contractor is responsible for establishing the method(s) by which employees will be determined to be under the influence of alcohol or illegal drugs. 18.0 VEHICLE CONDITION AND MARKINGS All Contractor-owned vehicles shall be maintained in a neat, presentable, and operational condition as determined by the Contracting Officer or COR. Contractor vehicles shall be clearly marked so as to be distinguishable from Government Equipment. Markings shall include, but not limited to, the Contractor's name and telephone number on all equipment and vehicles used to carry out the requirements of the contract. Contractor vehicles will follow parking rules while on US government property and is subject to tow if illegally parked. 19.0 CONFIDENTIALITY The Contractor's personnel shall agree to comply with the Privacy Act of 1974 (the Act) and other applicable federal laws, rules, regulations and policies issued under the Act during and after the execution of this contract. Because confidential medical record information may be accessible and/or visible to Contractor employees during performance of their daily duties, the Contractor shall obtain a signed "confidentiality certificate" from each employee prior to allowing them to start work under this contract. Any information about an individual that is maintained by the VA, including, but not limited to, education, financial transactions, medical history, and criminal or employment history or any record that contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, shall be kept CONFIDENTIAL. A copy of this certification shall be provided to the COR upon request. 20.0 CONTRACTOR PERSONNEL The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract. 21.0 INSURANCE The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default. 22.0 CHANGES TO CONTRACT: The contracting officer is the only person authorized to modify this order. 23.0 Method of Payment: Vendor to mail or fax invoices to Austin TX for customer to certify through utilization of the IPPS Invoice Payment Processing System Invoices: All invoices must be encrypted when sending a copy to VANTXHCS through Microsoft Outlook. Note: Equipment must be able to accommodate patients with the following special needs: 1. Acute Respiratory Distress Syndrome (ARDS) 52.211-6 Brand Name or Equal. As prescribed in 11.107(a), insert the following provision: Brand Name or Equal (Aug 1999)      (a) If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy the Government s needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation.      (b) To be considered for award, offers of equal products, including equal products of the brand name manufacturer, must-           (1) Meet the salient physical, functional, or performance characteristic specified in this solicitation;           (2) Clearly identify the item by-                (i) Brand name, if any; and                (ii) Make or model number;           (3) Include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the Contracting Officer; and           (4) Clearly describe any modifications the offeror plans to make in a product to make it conform to the solicitation requirements. Mark any descriptive material to clearly show the modifications.      (c) The Contracting Officer will evaluate equal products on the basis of information furnished by the offeror or identified in the offer and reasonably available to the Contracting Officer. The Contracting Officer is not responsible for locating or obtaining any information not identified in the offer.      (d) Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation. (End of clause) VAAR 852.212-72 Gray Market Items: a) Gray market items are Original Equipment Manufacturers' (OEM) goods sold through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical equipment only for VA Medical Centers. No remanufactures or gray market items will be acceptable. (b) Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM, such that the OEM's warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions. (End of clause) FAR 52.212-2 Evaluation-Commercial Items: A copy of the authorized distributor letter from the contractor to verify that you are an authorized distributor of the products/services SHALL BE SUBMITTED WITH THE QUOTE AND IS MANDATORY. Please title email with RFI Solicitation Number