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Combined Synopsis/Solicitation Notice

Combined Synopsis/Solicitation Notice
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Combined Synopsis/Solicitation Notice

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1. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.
2. This is a Request for Quote (RFQ) and the solicitation number is 36C26023Q0700. The Government anticipates awarding a firm-fixed price purchase order contract resulting from this solicitation.
3. This is a solicitation for Brand Name or Equal Specialty Bed/Mattress Rental with associated ancillary supplies (Period of Performance - 9 months: 7/1/2023 3/31/2024). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2023-04 effective June 2, 2023.
4. This is a Full-and-Open solicitation Unrestricted by business size. The associated North American Industrial Classification System (NAICS) code for this procurement is 339113, with a small business size standard of 800 Employees and the PSC is W065.
All interested companies shall provide quotations, including pricing, as a part of this solicitation. All information of this nature submitted to the government shall be made in accordance with the Brand Name or Equal Salient Characteristics and Statement of Work below. Responsive quotes shall include a price quote, past relevant performance, and item/task technical specifications outlining how they intend to meet the standards provided in Part (b) of Section (5) Specific Tasks .
5. Statement of Work:
Scope
The Contractor shall furnish all requested bed rental, supplies and labor to provide specific patient care requirements. Delivery and set up to include all needed ancillary items for functionality of rental equipment shall be provided by vendor within a 24 hour or less turnaround. This requirement will be bulk-funded, and the contractor will only be paid for services provided. Any unused funds will be de-obligated after the completion of the Period of Performance (7/1/2023 3/31/2024).
Required Specialty Mattresses, Acute Care Beds and Equipment Manufacturers:
The Contractor shall be able to accept orders for the full line of patient beds, mattresses, and ancillary items manufactured by the following manufactures:
Agiliti
Arjo
Hill-Rom
Joerns
Sizewise
Stryker

Requirements:
The contractor shall be able to place orders to furnish all labor and supplies for delivery, set-up and removal of specialty beds and mattresses per the Statement of Work and the Salient Characteristics below. The contractor shall provide a list of all products to be provided under this agreement. Specialty mattresses, beds, ancillary items and rental equipment shall include, but not be limited, to the following:
Alternating Pressure Mattress
Bariatric Low Air Mattress
Low Air Loss Mattress
Non-Powered Mattress
Respiratory/Pulmonary Mattress
Wound Care Mattress
Acute Care Bed
Air-Fluidized Therapy Bed
Bariatric Bed
Behavioral Health Bed
Critical/Intensive Care Bed
Fall Prevention Bed
Hospital Bed
Med/Surg Bed
Therapy Bed
Bariatric Bedside Commode
Bariatric Stretcher Chair
Electric Stretchers

Specific Tasks
DELIVERY/SETUP/REMOVAL
The contractor will be informed by the ordering Procurement staff within SCM (Supply Chain Management) of any special instructions that may accompany each order.
Portal / website with capability of locked access, or password protected, for ordering service only at facility
When the bed/mattress/other ancillary items are no longer needed for the Veteran, the procurement agent will remove via the portal ordering site or verbally call-in pick-up request.
On website/portal availability option of assigning rental equipment and ancillary to the patient HIPPA requirements need to be met
Electronic tracking of rental storage items on hand in warehouse location
Billing to start when assigned to specific patient. (IE either by portal assignment or verbal assignment when called into vendor)
Billing to stop when assigned to specific patient. (IE either by portal assignment or verbal assignment when called into vendor)
Lost/Stolen equipment A thorough investigation of lost items will be conducted by the facility and vendor to ensure permanent loss before an invoice is submitted by the vendor. When the item(s) have been determined lost, the vendor will supply a claim that will be handled via the government s claims process. The lost equipment will be considered paid and closed when payment has been made. All statements must be updated to reflect a zero balance.
Defective equipment will require a response time and replacement of 24 hours within being alerted at no additional charge to facility.
24-hour or less turnaround service from ordering time
Multiple units of the same item(s) for patient requirement may be needed, therefore, vendor should have multiple units stored for availability
Vendor must alert facility of holiday closures and customer service limitations
Vendor must be able to accommodate federal holiday scheduling for patient care requirements. (IE: 24-7 service availably)
Customer service phone hours shall match federal employee s hours of operation. 7am-330pm
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 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.
NO SMOKING POLICY
All VA campuses are smoke free.
BADGES AND PARKING
The ordering office shall determine badges and parking requirements.
6. Salient Characteristics:
MED-SURG Bed SpecificationsÂ
General Need:
For use with respiratory, acute, and bariatric compromised patients. Bed options would need to have pulmonary support that includes pulmonary module percussion vibration and continuous lateral rotation in conjunction with an air mattress or surface that would prevent pressure injuries, maintain skin integrity, and provide microclimate management for all traditional and nontraditional would care needs.
Bed Frame & Accessories
Including head and footboards attached, bed frame should easily fit in our elevators
(L 8 W 5 6 ).
Bed must fit in elevator to include the engine at food of bed. The engine must be easily removed by lifting and placing on the patient bed. A hard removal of the engine is not an option. Must be a quick removal to support urgent transfer of patient during a code.
Bed frame must have a Safe Working Load of at least 500 lbs. and must be clearly labeled on the frame.
Bariatric bed frame must have a Safe Working Load of at least >750 lbs. to 1000 lbs. and must be clearly labeled on the frame.
All beds are required to have a scale.
Beds must not have any hose interference to ensure safety for critical care or code.
Bed must meet FDA Entrapment Guidelines for all 7 zones.
Bed needs to be able to roll at any height.
Bed must be able to go to Comfort chair/Cardiac Chair position with one button control in hand pendant or at Staff Control at the footboard.Â
Under bed clearance of approximately 23 ¾ to accommodate existing Surgical Lifts, Floor Lifts, and clearance for wheelchair leg support brackets.Â
Bed may be equipped with one-half, one-quarter, or one-eighth length side assists (side rails) with (non-slip grips for safety.)Â Rails must meet all FDA entrapment recommendations, with special emphasis on recommendation 1-4.
Bed articulation must configure with most commercially (rental) available special surfaces to be a matching therapy system to reduce shear and pressure forces to the patient:
Pneumatic tilt
LAL (low air loss)
Alternating pressure mattresses
Rotating
Low noise systems with heat dissipation
Bed exit alarm systems are needed and must be compatible with our current nurse call system .
Frame will extend from 80 to 90 in length, with mattress side stops to easily accommodate a wide range of taller patients.
Head and Footboards must be able to be removed without tools in the event of an emergency CODE situation.
Emergency CPR quick release mechanism for back section during emergency situations is required.
Central braking or caster locking system that can be accessed from the foot end of the bed.
Movements to include Trendelenburg/Reverse Trendelenburg positions.
Maximum lowest height commercially available from surface platform to floor to reduce patient injury intensity.
Minimum highest height up to 30 to 35 from surface platform to floor
Frame shall have transition (creep) of 1 or less when raising and lowering the bed, to prevent cord or staff feet from being pinched.
Bed frame must meet IEC 60601-2-38 with label fixed to frame.
Hand pendant must be able to attach at either side of bed and staff controls at the footboard. Back lighted pendant is desirable.
Two or more IV rod sockets at the head is desirable
Lowered side rail must maintain a safe floor gap to avoid personnel foot injury.
Ability to attach a trapeze system to all models
Bed motors must be quiet in operation

Additional Bariatric Information:
Need a bariatric mattress that will manage the high-acuity, complex wounds in one easy-to-use, comprehensive package.
Needs to be engineered with intelligent auto immersion software that continuously monitors and adjusts to a patient s changing positions.
Needs to help accelerate the recovery process, to reduce the burden on clinicians to continuously monitor patient movements and mattress settings.
Supports Stage I through IV pressure ulcers, high-risk patients requiring aggressive wound prevention, excessive maceration, progressive motor decline, and acute surgical wounds.
Must include low air loss, pulsation, auto immersion and choice of alternating pressure, turn assist or continuous lateral rotation.
Automated patient repositioning system that will allow one caregiver to reposition patient.
Beds need to offload pressure and redistribute.
Must maintain moisture climate.

Other Bariatric items needed:
Bariatric Recliner option
Support 350 lbs up to 1000 lbs
Must have wider seat
Limited recline

Bariatric Commode option
Support 350 lbs. up to 1000 lbs
Powered Lift seat
Height of commode must be at least 26 up to 36

Bariatric Walker
Support patient form 350 lbs up to 1000 lbs

Types of Bed Mattress to include but not limited to:
Alternating Pressure, Air mattress
Lateral Rotation
Low Air Loss Mattress
Low Air Loss/Alternating Pressure
Low Air Loss/Lateral Rotation
Pulmonary
Pulsation/Percussion
Sand Therapy

Bed Controls
Bed is to have separate staff controls on footboard
Staff control must have illuminated buttons and upward angle for ease of use.
Hand pendant is also to be illuminated for ease of use.
Under bed light is also desired to help reduce patient falls
AC receptacles are highly desired at the end of the bed to plug in accessories (will prevent falls)

Service Requirements
Bed Frame Company is to provide 24/7 Service 365 days a year.
All requests for Bed Frame service are to have a maximum 2 4-hour field response to the facility.
Bed Frame company is to provide a loaner product if a particular frame is to be down for more than 2-3 Hours within the Warranty time. The loaner frame provided must be equal or greater than the above specifications to the purchased frame.
Bed Frame company must have the ability to provide 24/7- 365-days a year rental for the above specified frame when the warranty ends or if additional bed frames are needed.

Bed cleaning:
For low level disinfecting, surfaces should be able to be cleaned with house disinfectants.

Old bed recycling:
Company is responsible for the removal and/or recycle of the old existing beds frames, at a rate equal to the amount of beds purchased, at no additional cost to the facility. The company will, in good faith, make an honest effort to donate these frames to charity.

Additional Information:
Vendor shall have the ability to provide the specified rental items under GSA or FSS contract if applicable.

7. Pricing Schedule
Interested contractors shall provide a full catalog/item list (if the items are under a GSA/FSS contract please do attach that with your submission) of the items that will be made available for this requirement. The required items (per the Salient Characteristics) shall be highlighted to demonstrate understanding of the requirement along with the price/cost of the item in daily cost/price format. This will allow the requesting station (Portland VAMC) to still be able to make an informed, uniform, and equal price determination per Section 10 Evaluation of Commercial Items .
Prices on the submitted catalog/price list shall be listed in total price per day of use (daily price/cost).
8. The full text of FAR and VAAR provisions or clauses may be accessed electronically at: http://acquisition.gov/comp/far/index.html
http://www.va.gov/oal/library/vaar/index.asp
The following solicitation provisions apply to this acquisition:
9. FAR 52.212-1, Instructions to Offerors Commercial Items , applies to this acquisition and the following clauses and instructions are added as addenda:
ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL
52.252-1
Solicitation Provisions Incorporated by Reference (FEB 1998)
52.204-7
System for Award Management (OCT 2018)
52.204-16
Commercial and Government Entity Code Reporting (AUG 2020)
52.214-21
Descriptive Literature

(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 supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.
(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), 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 medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.
(c) The delivery of gray market items to the VA in the fulfillment of an order/award constitutes a breach of contract. Accordingly, the VA reserves the right enforce any of its contractual remedies. This includes termination of the contract or, solely at the VA s election, allowing the Vendor to replace, at no cost to the Government, any remanufactured or gray market item(s) delivered to a VA medical facility upon discovery of such items.
(d) Any award made as a result of this solicitation will be made on an All or Nothing Basis.
(e) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contactors, the offeror making such contact may be excluded from award considerations.
(f) All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated in the specific volume instructions below.
(g) All information shall be confined to the appropriate file. The offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
(End of Addendum to 52.212-1)
10. FAR 52.212-2, Evaluation-Commercial Items , applies to this acquisition. The government intends to make a best value determination based on, but not limited to, the following evaluation factors when evaluating offers:
(a) Technical Compliance:
Quoted commodities and services/supplies shall be in accordance with the Salient Characteristics and the Statement of Work above.
(b) Price:
Price - The offeror shall complete the Pricing Schedule provided in Section (7) above.
(c) Past Performance:
Past Performance The offeror shall attach contract numbers of previous similar past performance along with a very brief description of services.
(d) Proof of Meeting the Special Tasks and Salient Characteristics per the SOW:
The offeror shall provide either a statement or a brief synopsis of the process outlining how they intend to meet the standards provided in both Section (5) Statement of Work and in Section (6) Salient Characteristics order to be considered for award.
11. Offerors are advised to include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items, with its offer if has not been completed on SAM.gov.
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
12. FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)
ADDENDUM to FAR 52.212-4 The following clauses are included as a part of the addendum:
52.204-13
System for Award Management Maintenance (OCT 2018)
52.204-18
Commercial and Government Entity Code Maintenance (AUG 2020)
52.217-8
Option to Extend Services (NOV 1999)
52.222-19
Child Labor Cooperation with Authorities and Remedies (JUL 2020)
52.232-40
Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)

852.212-70, Provisions and Clauses Applicable to VA Acquisition of Commercial Items (APR 2020). The following clauses are incorporated by this clause:
852.203-70
Commercial Advertising
852.212-71
Gray Market Items (APR 2020)
852.232-72
Electronic Submission of Payment Requests.
852.242-71
Administrative Contracting Officer (OCT 2020)

13. The following subparagraphs of FAR 52.212-5 are applicable:
FAR 52.212-5 applies to this acquisition with the following FAR clauses incorporated by reference;
52.204-10
Reporting Executive Compensation & First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109-282) (31 U.S.C. 6101 note)
52.204-14
Service Contract Reporting Requirements (OCT 2016)
52.209-6
Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2020) (31 U.S.C. 6101 note)
52.219-8
Utilization of Small Business Concerns (OCT 2018)
52.219-28
Post Award Small Business Program Representation (MAY 2020) (15 U.S.C 632(a)(2))
52.222-3
Convict Labor (JUN 2003) (E.O. 11755)
52.222-19
Child Labor Cooperation with Authorities and Remedies (JAN 2020) (E.O. 13126)
52.222-21
Prohibition of Segregated Facilities (APR 2015)
52.222-26
Equal Opportunity (SEP 2016) (E.O. 11246)
52.222-35
Equal Opportunity for Veterans (JUN 2020)
52.222-36
Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793)
52.222-37
Employment Reports on Veterans (JUN 2020)
52.222-40
Notification of Employee Rights Under the National Labor Relations Act (DEC 2010)
52.222-50
Combating Trafficking in Persons (JAN 2019) (22 U.S.C. chapter 78 and E.O. 13627)
52.222-54
Employment Eligibility Verification (OCT 2015)
52.223-18
Encouraging Contractor Policies to Ban Text Messaging While Driving (JUN 2020) (E.O. 13513)
52.225-3
Buy American--Free Trade Agreements--Israeli Trade Act (JAN 2021)
52.225-13
Restrictions on Certain Foreign Purchases (JUN 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury)
52.232-33
Payment by Electronic Funds Transfer System for Award Management (Jul 2018) (31 U.S.C. 3332)
52.222-41
Service Contract Labor Standards (AUG 2018)
52.222-55
Minimum Wages Under Executive Order 13658 (NOV 2020)
52.222-62
Paid Sick Leave Under Executive Order 13706 (JAN 2017)

14. There are no additional contract requirements, terms or conditions.
15. The Defense Priorities and Allocations System (DPAS) ratings are NOT APPLICABLE.
16. Quotes must be emailed to dane.gift@va.gov and received no later than 12:00 PM EST on 06/21/2022. Quotes may be submitted on the vendor s own form following the format found in Section 10 Evaluation-Commercial Items .
No late quotations will be accepted. The Government intends to make award without discussions.
17. For information regarding the solicitation, please contact Dane Gift at Dane.Gift@va.gov.
DEPARTMENT OF VETERANS AFFAIRS

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