6515--Patient Ceiling Lift Systems

Description

{"description":"Sources Sought Notice\n\nSources Sought Notice\n\nPage 7 of 7\n*= Required Field\nSources Sought Notice\n\nPage 1 of 6\nTHIS IS A SOURCES SOUGHT NOTICE ONLY. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement, and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Manufacturers, and other Small Businesses, interested and capable of providing items requested, as well as any large business interested and capable. This REQUEST FOR INFORMATION/SOURCES SOUGHT NOTICE in support of the Portland VA Medical Center, is for market research purposes and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Results will be used to determine set-aside. \n\nThe intended contract is a firm-fixed price supply purchase. \n\nThe SBA Nonmanufacturer Rule is applicable, and a waiver will not be sought for this potential acquisition.\n\nTo be considered responsive to this Sources Sought Notice potential contractors shall provide, at a minimum, the following information:\n\n1) Company name, address, and point of contact, phone number, e-mail address, and SAM.gov UEI number/code. \n\n2) Anticipated North American Industry Classification System (NAICS) code is 339113. The largest a firm can be and still qualify as a small business for Federal Government programs is no more than 800 employees. Please indicate whether you are a Small Business, SDVOSB, VOSB, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the items listed below.\n\n3) The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). \n\n4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.\n\n5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer of the products you propose to distribute.\n\n6) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone, point of contact and size status (if available). \n\n7) The salient characteristics reflect the physical, functional, or performance characteristics that are required to meet the Government s needs. To be considered for any potential solicitation, offers must demonstrate that the products they offer meet all salient characteristics as follows:\n\n(a) Meet the salient physical, functional, or performance characteristic specified below; clearly identify the item by its Brand name, manufacturer, and make/model number. \n\n(b) Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the item meets or exceeds the salient characteristics required by the Government. \n\n(c) Identify the manufacturer name (OEM) and manufacturer part number, as well as any warranty information.\n\n(d) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination, and any applicable contract vehicle information.\n\nIt is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at beta.sam.gov. or GSA eBuy.\n \nDESCRIPTION OF THE REQUIREMENT:\n \nThe Department of Veterans Affairs is looking to obtain information on vendors who can provide the products as outlined below. This is an Unrestricted/Open Market Request for Information/Sources Sought Notice. \n\nDelivery, Installation, and Training:\nPortland VA Medical Center\n3710 SW US Veterans Hospital Road\nPortland, OR 97239\n\nItems: The following are Guldmann manufacturer part numbers provided for reference only. This requirement is for Patient Ceiling Lift Systems per the Salient Characteristics listed and Statement of Work below:\n\nDescription/Part Number*\nQty\n Price \n Extended Amount \n605 lb. GH3+ 3X3m H-Track with Combi Lock to 3X3m H-Track with Bathroom Accessories \nIncluding: Design, Installation, and Hanger Bar\n41\n\n\nRemoval of current systems per the Statement of Work\nTBD\n\n\nIn person on-site training for all staff, \ntesting/inspection certification for 6 facility personnel,\nand clinical SPHM education available for support\n\n\n\nTOTAL \n \n \n \n\n\n\n\nSTATEMENT OF WORK (Firm Fixed Price)\n\nCeiling-Mounted Patient Lifts and Rails Replacement for 8D and 9D Inpatient Units \n\nGENERAL: Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland, Oregon 97239, has a requirement for ceiling-mounted patient lifts and rails in two inpatient units to replace outdated patient lifts. The patient lifts will be used for patient transfers and repositioning in bed. \n\nBACKGROUND: Portland VA Medical Center is soliciting a contractor to furnish all design, site evaluation, labor, materials, equipment, and installation of ceiling-mounted patient care lifts in the existing inpatient units: 8D and 9D. The replacement overhead ceiling lift shall incorporate internal metal gear assemblies in lieu of plastic components. Plastic gear systems present a high risk of mechanical failure, including shredding and warping, under operational loads, and replacement components for these assemblies are no longer manufactured, rendering them unsuitable for continued use. Numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal. \n\nSCOPE: The Contractor shall provide a technical and cost proposal for turn-key services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to: lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale, continuous charge ceiling lift systems, and trainer module. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 600 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space with connection to an X-Y design in the patient restrooms. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. All rails will be a continuous charge system. All lift systems must have the availability to weigh a patient in kilograms and pounds. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or drop supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components. \n\nPHYSICAL CHARACTERISTICS / SPECIFIC NEED / SALIENT CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities:\n\nLoad capacity of 272 kg / 600 lbs.\nBatteries at minimum: \nIf NiMH: 2 x 24V, 2.1 Ah. \nIf lead-acid: 12V, 5Ah, sealed rechargeable valve regulated.\nNew batteries provided by the supplier.\nBattery charging via continuous charging within the rails with no docking station. Batteries must charge anywhere on the track.\nLifting speed: minimum of 1.5 inches/second when a load of at least 400 lbs. is being lifted\nWired hand control.\nElectrical emergency lowering device without the need for an Allen wrench.\nExpected life span of motors minimum 10 years. \nExpected life span of rails minimum 30 years.\nTrack rails system must allow for a seamless transition from rails in the bedroom to the rails in the restroom. The gait system must be automatic and require no activation via pull-cord or switch. The gate must open upon alignment and remain locked when rails are out of alignment.\nEmergency stop.\nVisual low battery indicator.\nTrainer module for reduced effort ambulation while undergoing physical therapy or early mobilization. \n\nFUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed in above section.\n\nTECHNICAL REQUIREMENTS: \nContractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment. \nThe lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation.\nDoor frames are not to be cut or modified if it is a historical site/place and/or if additional cost will occur. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA.\nMarket research has been conducted nationally on each available ceiling lift vendor. The VA has a specific need for hoists that have a minimum lifting speed of 1.5 inches/second when a load of at least 400 lbs. is being lifted. \nFor Veteran safety, the supplier must be able to perform emergency lowering without the need for an Allen wrench.\nFor the purpose of Veteran safety, the supplier must have received in-person training for installation of the purchased rail and hoist systems.\nFor the purposes of patient safety, supplier must be able to provide lift systems from a manufacturer that Portland VA is not currently performing assessment, investigation, or evaluation by the National Center for Patient Safety related to performance events. (Excluded manufacturers are still being determined.)\nThe cost for the lifts must include all materials, shipping information, additional training if required and installation. In addition, in-person training support will be included at no additional cost. \nAll rails shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations. \nA certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services. \nAll services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood-borne or other infectious material with equipment throughout the hospital. \nAll contractor maintenance persons must use the Universal Precautions during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable. \nA certified contractor for the ceiling lift company must annotate all aspects of annual inspection performed on the annual inspection checklist to include date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Program Manager). \nFinal equipment certification shall be provided in writing prior to acceptance by the VA.\nAny lift installation that modifies the function of a room s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA. \nCeiling lifts must be compatible and warranted for use with loop slings including the full range of Guldmann lifting and repositioning slings, Arjo lifting slings, and Alpha Modalities repositioning slings.\nAny lift installation which involves drywall, cutting into the ceiling, removal, replacement or any other changes involving drywall, contractor will provide without requiring VA to make construction modifications.\nLift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor. Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris. \nThe certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in the facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts. \n\nSLING SALIENT CHARACTERISTICS \nPart I. Patient Sling System Features Choose all that apply \nThe patient slings being considered for award must meet the following specifications: \n1. Clinical Design and Intended Use \nSlings must be specifically designed for use with Guldmann overhead lift systems and mobile lifts to support safe transfers, repositioning, and mobility activities across the continuum of care. \nSling designs must accommodate a range of clinical applications including supine transfers, seated transfers, toileting, bathing, ambulation support, and repositioning. \n2. Compatibility and System Integration \nSlings must be fully compatible with existing Guldmann spreader bars and GH series lift motors without the need for adapters or third-party components. \nAttachment points must be designed to ensure secure and intuitive connection to Guldmann lifting systems. \n3. Sizing and Clinical Fit \nManufacturer must offer a comprehensive range of sizes to accommodate diverse patient populations, including bariatric sizing options that not only accommodate SWL but dimensions and proportions. \nSling design must support proper patient positioning and pressure distribution to promote comfort and skin integrity. \n4. Material and Infection Control \nSlings must be constructed of durable, breathable materials suitable for healthcare environments. \nReusable slings must be machine washable and able to withstand facility laundering processes without degradation of structural integrity. \nDisposable slings must be single-patient use and clearly labeled to support infection prevention practices. \nSafety and Performance \nSlings must include clearly marked weight capacities and orientation indicators. \nDesign must minimize risk of patient sliding, shear, or discomfort during lifting and mobility tasks. \nManufacturer must provide clinical guidance on appropriate sling selection based on patient function and task. \nIdentification and Traceability \nEach sling must include permanent labeling with model, size, weight capacity, and manufacturer information to support safe use and inventory management. \nSlings must be color coded to indicate its purpose.\nRegulatory Compliance \nSlings must comply with ISO 10535 requirements for hoists and transfer devices for disabled persons. \nDocumentation of compliance must be available upon request. \nClinical Support \nManufacturer must provide evidence-based recommendations for sling selection and use aligned with safe patient handling best practices. \nPart II. Patient Sling System Scope of Work \nThe Supplier being considered for award must provide the following: \nWarranty \nMinimum three (3) year warranty on reusable slings covering defects in materials and workmanship under normal use and laundering conditions. \nEducation and Training \nSupplier must provide in-person end-user training for all staff and on all shifts at no cost to the VA, including proper sling selection, application, and inspection. \nClinical SPHM education must be available to support competency and program sustainability. Training may have virtual components.\nEducation support is offered via digital resources for slings with options for live virtual education support. \nProduct Support \nSupplier must provide clinical consultation to assist with sling assessments, PAR level determination, and ongoing optimization of sling utilization. \nQuality Assurance \nManufacturer must have established quality management processes and a documented history of producing patient slings for healthcare use for a minimum of 10 years.\nCONTRACTOR SHALL PROVIDE THE FOLLOWING TO BE CONSIDERED FOR AWARD:\nDisclosure of all Tort claims against vendor either pending or resolved regarding proposed system.\nDisclosure of all Patient Safety Alerts against vendor either pending or resolved regarding proposed system.\nWritten plan for installation of track lift system as applicable including mechanical anchor designs.\nWritten plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.\nProvide drawings to show how rail system will be anchored to the structure.\nProvide a specific timeline for installation. \nProvide an installation Infection Control Plan that meets the facility s infection control risk assessment requirements.\nProvide an Installation Plan including phasing and indicating time per unit with minimum interference with patient care. Example: installed on days when patient population is down, possibly weekend or Monday and Friday. The least amount of disruption to patient s comfort and care is expected. \nProvide Plan of Equipment Certification after install. \nProvide Plan reflecting availability of vendor for follow- up, to include but not limited to: repairs, adjustment; and address after hours and weekend response during warranty period. \nShall submit enough product information to allow the Government to evaluate the product(s) being offered. \nContractor personnel performing installation of lift systems must be fully qualified as per the original manufacturer technical certification requirements and have received in-person training from the manufacturer.\n\nTRAINING: Education/Training Plan by vendor on use of all equipment, after installation completion, with specific timelines - all shifts and all areas for end-users. Include training plan for Bio-Medical and/or Facilities Management staff which details any annual weight testing/inspection requirements required system warranty/certification for up to six personnel. \n\nWARRANTY OF EQUIPMENT: Must have a minimum one-year warranty on lift units (including lifting straps and batteries). Warranty shall include all travel, labor and shipping associated with any warranty repair.\n\nDELIVERY SCHEDULE: All items to be delivered and/or installed after receipt of purchase order but not earlier than two weeks, but not later than 4 months after contract is awarded. \n\nRECORDS MANAGEMENT OBLIGATIONS\nA.  Applicability\nThis clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  \nB.  Definitions\n Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  \nThe term Federal record:\nincludes [Agency] records. \ndoes not include personal materials.\napplies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.\nmay include deliverables and documentation associated with deliverables.\nC.  Requirements\nContractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. \nIn accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. \nIn accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. \n[Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.\nThe Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).\nThe 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.\nThe Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. \nThe Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. \nThe Contractor shall 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 from public disclosure by an exemption to the Freedom of Information Act. \nThe [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.\nTraining.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. \n[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] \nD.  Flowdown of requirements to subcontractors\nThe Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. \nViolation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.\n\nIf your business is interested and capable, please send all information outlined above, and a courtesy market research quote to Maureen.Sundstrom@va.gov by 10:00 AM PST on March 11, 2026. NO PHONE CALLS, PLEASE.\n\nAgain, this is not a request for quote, and no solicitation is available at this time. \n\n"} Solicitation Number: 36C26026Q0340 Type: Sources Sought Base Type: Sources Sought NAICS: 339113 Classification Code: 6515 Response Deadline: 2026-03-11T10:00:00-07:00 Office Address: VANCOUVER, WA Place of Performance: Portland, Oregon, 97239 POC: Maureen Sundstrom, Maureen.Sundstrom@va.gov {"description":"Sources Sought Notice\n\nSources Sought Notice\n\nPage 7 of 7\n*= Required Field\nSources Sought Notice\n\nPage 1 of 6\nTHIS IS A SOURCES SOUGHT NOTICE ONLY. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement, and to gain knowledge of potential qualified Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Small Business Manufacturers, and other Small Businesses, interested and capable of providing items requested, as well as any large business interested and capable. This REQUEST FOR INFORMATION/SOURCES SOUGHT NOTICE in support of the Portland VA Medical Center, is for market research purposes and planning purposes only and is not to be construed as a commitment by the Government. The Government will not pay for information solicited. Respondents will not be notified of the results of the evaluation. Results will be used to determine set-aside. \n\nThe intended contract is a firm-fixed price supply purchase. \n\nThe SBA Nonmanufacturer Rule is applicable, and a waiver will not be sought for this potential acquisition.\n\nTo be considered responsive to this Sources Sought Notice potential contractors shall provide, at a minimum, the following information:\n\n1) Company name, address, and point of contact, phone number, e-mail address, and SAM.gov UEI number/code. \n\n2) Anticipated North American Industry Classification System (NAICS) code is 339113. The largest a firm can be and still qualify as a small business for Federal Government programs is no more than 800 employees. Please indicate whether you are a Small Business, SDVOSB, VOSB, Small Business Manufacturer, Other Small Business, or Large Business, and whether you are the manufacturer of the items listed below.\n\n3) The Government is not obligated to nor will it pay for or reimburse any costs associated with responding to this sources sought notice. This notice shall not be construed as a commitment by the Government to issue a solicitation or ultimately award a contract, nor does it restrict the Government to a particular acquisition approach. The Government will in no way be bound to this information if any solicitation is issued. Notice to Potential Offerors: All Offerors who provide goods or services to the United States Federal Government must be registered in the System Award Management (SAM located on the web at www.sam.gov). It is desirable that any Offeror to have completed their business Online Representations and Certifications Application in the System for Award Management (SAM). \n\n4) Any Service-Disabled Veteran Owned Businesses or Veteran Owned Businesses who respond to a solicitation on this project must be registered with the Small Business Administration VetCert Registry located at https://veterans.certify.sba.gov.\n\n5) If not a manufacturer, only authorized representatives/providers/distributors of the manufacturer will be considered. Equipment must be new, no used or refurbished equipment accepted. Please provide a proof of authorized dealer or reseller letter from manufacturer of the products you propose to distribute.\n\n6) If you are the manufacturer, do you have any designated or authorized distributors? If so, please provide their name, telephone, point of contact and size status (if available). \n\n7) The salient characteristics reflect the physical, functional, or performance characteristics that are required to meet the Government s needs. To be considered for any potential solicitation, offers must demonstrate that the products they offer meet all salient characteristics as follows:\n\n(a) Meet the salient physical, functional, or performance characteristic specified below; clearly identify the item by its Brand name, manufacturer, and make/model number. \n\n(b) Include descriptive literature such as illustrations, drawings, or a clear reference to descriptive data or information available that identifies that the item meets or exceeds the salient characteristics required by the Government. \n\n(c) Identify the manufacturer name (OEM) and manufacturer part number, as well as any warranty information.\n\n(d) Please provide a courtesy quote in response to this request to evaluate price reasonableness for any set-aside determination, and any applicable contract vehicle information.\n\nIt is the intent of the VA to use the information gathered for market research purposes only. If a formal solicitation is released, it will be posted via the Contracting Opportunities website located at beta.sam.gov. or GSA eBuy.\n \nDESCRIPTION OF THE REQUIREMENT:\n \nThe Department of Veterans Affairs is looking to obtain information on vendors who can provide the products as outlined below. This is an Unrestricted/Open Market Request for Information/Sources Sought Notice. \n\nDelivery, Installation, and Training:\nPortland VA Medical Center\n3710 SW US Veterans Hospital Road\nPortland, OR 97239\n\nItems: The following are Guldmann manufacturer part numbers provided for reference only. This requirement is for Patient Ceiling Lift Systems per the Salient Characteristics listed and Statement of Work below:\n\nDescription/Part Number*\nQty\n Price \n Extended Amount \n605 lb. GH3+ 3X3m H-Track with Combi Lock to 3X3m H-Track with Bathroom Accessories \nIncluding: Design, Installation, and Hanger Bar\n41\n\n\nRemoval of current systems per the Statement of Work\nTBD\n\n\nIn person on-site training for all staff, \ntesting/inspection certification for 6 facility personnel,\nand clinical SPHM education available for support\n\n\n\nTOTAL \n \n \n \n\n\n\n\nSTATEMENT OF WORK (Firm Fixed Price)\n\nCeiling-Mounted Patient Lifts and Rails Replacement for 8D and 9D Inpatient Units \n\nGENERAL: Portland VA Medical Center, 3710 SW US Veterans Hospital Rd, Portland, Oregon 97239, has a requirement for ceiling-mounted patient lifts and rails in two inpatient units to replace outdated patient lifts. The patient lifts will be used for patient transfers and repositioning in bed. \n\nBACKGROUND: Portland VA Medical Center is soliciting a contractor to furnish all design, site evaluation, labor, materials, equipment, and installation of ceiling-mounted patient care lifts in the existing inpatient units: 8D and 9D. The replacement overhead ceiling lift shall incorporate internal metal gear assemblies in lieu of plastic components. Plastic gear systems present a high risk of mechanical failure, including shredding and warping, under operational loads, and replacement components for these assemblies are no longer manufactured, rendering them unsuitable for continued use. Numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal. \n\nSCOPE: The Contractor shall provide a technical and cost proposal for turn-key services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to: lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale, continuous charge ceiling lift systems, and trainer module. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 600 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space with connection to an X-Y design in the patient restrooms. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. All rails will be a continuous charge system. All lift systems must have the availability to weigh a patient in kilograms and pounds. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or drop supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components. \n\nPHYSICAL CHARACTERISTICS / SPECIFIC NEED / SALIENT CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities:\n\nLoad capacity of 272 kg / 600 lbs.\nBatteries at minimum: \nIf NiMH: 2 x 24V, 2.1 Ah. \nIf lead-acid: 12V, 5Ah, sealed rechargeable valve regulated.\nNew batteries provided by the supplier.\nBattery charging via continuous charging within the rails with no docking station. Batteries must charge anywhere on the track.\nLifting speed: minimum of 1.5 inches/second when a load of at least 400 lbs. is being lifted\nWired hand control.\nElectrical emergency lowering device without the need for an Allen wrench.\nExpected life span of motors minimum 10 years. \nExpected life span of rails minimum 30 years.\nTrack rails system must allow for a seamless transition from rails in the bedroom to the rails in the restroom. The gait system must be automatic and require no activation via pull-cord or switch. The gate must open upon alignment and remain locked when rails are out of alignment.\nEmergency stop.\nVisual low battery indicator.\nTrainer module for reduced effort ambulation while undergoing physical therapy or early mobilization. \n\nFUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed in above section.\n\nTECHNICAL REQUIREMENTS: \nContractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment. \nThe lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation.\nDoor frames are not to be cut or modified if it is a historical site/place and/or if additional cost will occur. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA.\nMarket research has been conducted nationally on each available ceiling lift vendor. The VA has a specific need for hoists that have a minimum lifting speed of 1.5 inches/second when a load of at least 400 lbs. is being lifted. \nFor Veteran safety, the supplier must be able to perform emergency lowering without the need for an Allen wrench.\nFor the purpose of Veteran safety, the supplier must have received in-person training for installation of the purchased rail and hoist systems.\nFor the purposes of patient safety, supplier must be able to provide lift systems from a manufacturer that Portland VA is not currently performing assessment, investigation, or evaluation by the National Center for Patient Safety related to performance events. (Excluded manufacturers are still being determined.)\nThe cost for the lifts must include all materials, shipping information, additional training if required and installation. In addition, in-person training support will be included at no additional cost. \nAll rails shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations. \nA certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services. \nAll services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood-borne or other infectious material with equipment throughout the hospital. \nAll contractor maintenance persons must use the Universal Precautions during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable. \nA certified contractor for the ceiling lift company must annotate all aspects of annual inspection performed on the annual inspection checklist to include date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Program Manager). \nFinal equipment certification shall be provided in writing prior to acceptance by the VA.\nAny lift installation that modifies the function of a room s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA. \nCeiling lifts must be compatible and warranted for use with loop slings including the full range of Guldmann lifting and repositioning slings, Arjo lifting slings, and Alpha Modalities repositioning slings.\nAny lift installation which involves drywall, cutting into the ceiling, removal, replacement or any other changes involving drywall, contractor will provide without requiring VA to make construction modifications.\nLift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor. Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris. \nThe certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in the facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts. \n\nSLING SALIENT CHARACTERISTICS \nPart I. Patient Sling System Features Choose all that apply \nThe patient slings being considered for award must meet the following specifications: \n1. Clinical Design and Intended Use \nSlings must be specifically designed for use with Guldmann overhead lift systems and mobile lifts to support safe transfers, repositioning, and mobility activities across the continuum of care. \nSling designs must accommodate a range of clinical applications including supine transfers, seated transfers, toileting, bathing, ambulation support, and repositioning. \n2. Compatibility and System Integration \nSlings must be fully compatible with existing Guldmann spreader bars and GH series lift motors without the need for adapters or third-party components. \nAttachment points must be designed to ensure secure and intuitive connection to Guldmann lifting systems. \n3. Sizing and Clinical Fit \nManufacturer must offer a comprehensive range of sizes to accommodate diverse patient populations, including bariatric sizing options that not only accommodate SWL but dimensions and proportions. \nSling design must support proper patient positioning and pressure distribution to promote comfort and skin integrity. \n4. Material and Infection Control \nSlings must be constructed of durable, breathable materials suitable for healthcare environments. \nReusable slings must be machine washable and able to withstand facility laundering processes without degradation of structural integrity. \nDisposable slings must be single-patient use and clearly labeled to support infection prevention practices. \nSafety and Performance \nSlings must include clearly marked weight capacities and orientation indicators. \nDesign must minimize risk of patient sliding, shear, or discomfort during lifting and mobility tasks. \nManufacturer must provide clinical guidance on appropriate sling selection based on patient function and task. \nIdentification and Traceability \nEach sling must include permanent labeling with model, size, weight capacity, and manufacturer information to support safe use and inventory management. \nSlings must be color coded to indicate its purpose.\nRegulatory Compliance \nSlings must comply with ISO 10535 requirements for hoists and transfer devices for disabled persons. \nDocumentation of compliance must be available upon request. \nClinical Support \nManufacturer must provide evidence-based recommendations for sling selection and use aligned with safe patient handling best practices. \nPart II. Patient Sling System Scope of Work \nThe Supplier being considered for award must provide the following: \nWarranty \nMinimum three (3) year warranty on reusable slings covering defects in materials and workmanship under normal use and laundering conditions. \nEducation and Training \nSupplier must provide in-person end-user training for all staff and on all shifts at no cost to the VA, including proper sling selection, application, and inspection. \nClinical SPHM education must be available to support competency and program sustainability. Training may have virtual components.\nEducation support is offered via digital resources for slings with options for live virtual education support. \nProduct Support \nSupplier must provide clinical consultation to assist with sling assessments, PAR level determination, and ongoing optimization of sling utilization. \nQuality Assurance \nManufacturer must have established quality management processes and a documented history of producing patient slings for healthcare use for a minimum of 10 years.\nCONTRACTOR SHALL PROVIDE THE FOLLOWING TO BE CONSIDERED FOR AWARD:\nDisclosure of all Tort claims against vendor either pending or resolved regarding proposed system.\nDisclosure of all Patient Safety Alerts against vendor either pending or resolved regarding proposed system.\nWritten plan for installation of track lift system as applicable including mechanical anchor designs.\nWritten plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.\nProvide drawings to show how rail system will be anchored to the structure.\nProvide a specific timeline for installation. \nProvide an installation Infection Control Plan that meets the facility s infection control risk assessment requirements.\nProvide an Installation Plan including phasing and indicating time per unit with minimum interference with patient care. Example: installed on days when patient population is down, possibly weekend or Monday and Friday. The least amount of disruption to patient s comfort and care is expected. \nProvide Plan of Equipment Certification after install. \nProvide Plan reflecting availability of vendor for follow- up, to include but not limited to: repairs, adjustment; and address after hours and weekend response during warranty period. \nShall submit enough product information to allow the Government to evaluate the product(s) being offered. \nContractor personnel performing installation of lift systems must be fully qualified as per the original manufacturer technical certification requirements and have received in-person training from the manufacturer.\n\nTRAINING: Education/Training Plan by vendor on use of all equipment, after installation completion, with specific timelines - all shifts and all areas for end-users. Include training plan for Bio-Medical and/or Facilities Management staff which details any annual weight testing/inspection requirements required system warranty/certification for up to six personnel. \n\nWARRANTY OF EQUIPMENT: Must have a minimum one-year warranty on lift units (including lifting straps and batteries). Warranty shall include all travel, labor and shipping associated with any warranty repair.\n\nDELIVERY SCHEDULE: All items to be delivered and/or installed after receipt of purchase order but not earlier than two weeks, but not later than 4 months after contract is awarded. \n\nRECORDS MANAGEMENT OBLIGATIONS\nA.  Applicability\nThis clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.  \nB.  Definitions\n Federal record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.  \nThe term Federal record:\nincludes [Agency] records. \ndoes not include personal materials.\napplies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.\nmay include deliverables and documentation associated with deliverables.\nC.  Requirements\nContractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. \nIn accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. \nIn accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. \n[Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.\nThe Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).\nThe 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.\nThe Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy. \nThe Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract. \nThe Contractor shall 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 from public disclosure by an exemption to the Freedom of Information Act. \nThe [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.\nTraining.  All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. \n[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] \nD.  Flowdown of requirements to subcontractors\nThe Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. \nViolation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.\n\nIf your business is interested and capable, please send all information outlined above, and a courtesy market research quote to Maureen.Sundstrom@va.gov by 10:00 AM PST on March 11, 2026. NO PHONE CALLS, PLEASE.\n\nAgain, this is not a request for quote, and no solicitation is available at this time. \n\n"}