This Sources Sought Notice is for informational and planning purposes only and shall not be construed as a solicitation or as an obligation or commitment by the Government. This notice is intended strictly for Market Research. This is a Request for Information only. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The Department of Veterans Affairs Dallas VA Medical Center Executive Offices in Dallas, Texas intends to award a brand name or equal contract award for the purchase of Evacuation Chairs. The Government is conducting a market survey to help determine the availability and technical capability of qualified service-disabled veteran-owned small businesses, veteran-owned small businesses, small businesses, HUBZone small businesses and/or other large businesses capable of serving the needs identified below. This notice of intent is for open market as well as Federal Supply Schedule items. The purpose of this notice is to gain knowledge of potential qualified sources and their size classification/socioeconomic status (service-disabled veteran owned small business, veteran owned small business, women owned small business, HUB Zone, 8(a), small business or large business, relative to NAICS 339112 with a size standard of 1,000 employees. Responses to this notice will be used by the Government to make appropriate acquisition decisions. A solicitation is not currently available. If a solicitation is issued, it will be announced on Federal Business opportunities website http://www.fbo.gov or GSA E-Buy at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 77.00 EA CHAIR EVACUATION, MODEL 750H INCLUDES: USER GUIDE CUSHIONED HEAD SUPPORT HEADREST OPTIONAL FOAM HEADSTRAP 4POINT PASSENGER HARNESS PHOTOLUMINSCENT WALL SIGN WALL MOUNT DUST COVER MANUFACTURER'S WARRANTY DELIVERY UNBOXING AND SETUP ON-SITE TRAINING LOCAL STOCK NUMBER: MPH750H 0002 40.00 EA EVACUSLED LOCAL STOCK NUMBER: EVUESGO 0003 40.00 EA EVACUSLED LOCAL STOCK NUMBER: EVUESGOP 0004 14.00 EA BARIATRIC BESGO LOCAL STOCK NUMBER: EVUBESGO 0005 14.00 EA POUCHES BESGOP LOCAL STOCK NUMBER: EVUBESGOP STATEMENT OF WORK (SOW) CONTRACTING OFFICERS TECHNICAL REPRESENTATIVE (COR): VANTHCS will appoint one (1) COR for this contract. The COR TBD from the Patient Care Service (Nursing). When a service call has been placed, the contractor will contact the COR at TBD, and the Biomedical Engineering Service at TBD. All vendors will sign in & out with biomedical engineering prior to reporting to the Patient Care Service. PROJECT SCOPE AND REQUIREMNTS: Minimum one-year full-service warranty required. This to include parts, and other industry standard features. Must meet or exceed all diagnostic industry safety standards i.e. OSHA, ASTM E2397, FDA etc. Prior to acceptance of equipment, the equipment must pass all acceptance testing, which at a minimum includes accrediting body standards as required. Equipment will be considered received once it has been Inspected and placed into Operation or Use. Minimum Equipment Requirements: a. BARIATRIC b. POUCHES: EVACUSLED STORAGE BARIATRIC c. EVACUATION DEVICES: EVACUATION SLED d. EVACUATION DEVICES: STORAGE POUCH 3. PERSONNEL CLEARANCES AND PRIVACY CONSIDERATIONS: The Vendor will ensure that their personnel and subcontractor personnel meet the privacy standards as set forth by HIPPA (Health Insurance Portability and Accountability Act of 1996) with respect personal and confidential information that they may come upon, while servicing medical equipment 4. DOCUMENTATION: Contractor will provide the COR, and/or the Patient Care Service designee with individual reports which describe any maintenance sufficient detail to be acceptable by field inspectors of the Joint Commission of Accreditation of Healthcare Organizations. The service report will be signed by the contractor s service technician, and by designated VANTHCS personnel. A copy will be given to the VANTHCS for their internal records. 5. END OF CONTRACT: Contractor guarantees that all equipment covered in this contract shall meet or exceed manufacturer s performance specifications at the contract expiration date. At the end of the contract term and within the two weeks following the award to the new Contractor, there will be a final inspection of all equipment at which the Contractor, the new Contractor and the Contracting Officer s representative will be present. Any deficiencies noted will be the responsibility of the previous Contractor and shall be corrected by the terms of this contract. SECURITY STATEMENT REQUIREMENTS: 1) No memory device will be removed from the VA Facility without the approval of the Facility Information Security Officer (ISO). Bio-Medical devices and other equipment or systems (workstations, copies, FAX, prints) containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor during off site repairs, warranty period, at the end of lease, for trade-in, or other purposes. Vendor must accept the system without the drive. 2) Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). No VA information shall be transferred outside of the VA. 3) The term security incident means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. In such an event, the contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access. 4) Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. 5) Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $29.95 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: - Notification. - One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports. - Data breach analysis. - Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution. - One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and - Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 6) Training a) All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems: i) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems. ii) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training. iii) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and iv) Successfully complete any additional cyber security or privacy training, as require VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b) The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. c) Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. d) If a vendor that anticipates that the services under the contract will be performed by 10 or more individual, the Contractor Rules of Behavior may be signed by the vendor s designated representative. By signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individual review and understand the Contractor Rule of Behavior when accessing the VA s information and information systems Records Management (NARA) 1. Contractor 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. 2. In 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. 3. In 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. 4. VA North Texas Health Care System 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 VA North Texas Health Care System 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 VA North Texas Health Care System. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The 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. 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 VA North Texas Health Care System 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. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The 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 VA North Texas Health Care System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA North Texas Health Care System policy. 8. The Contractor shall not create or maintain any records containing any non-public VA North Texas Health Care System information that are not specifically tied to or authorized by the contract. 9. The 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. 10. The VA North Texas Health Care System 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 VA North Texas Health Care System 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. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. Salient Characteristics Evacuation Chairs a. Common Nomenclature (commercial description): Evacuation Sleds b. Kind of material (i.e., type, grade, alternatives, etc.): DURABLE FABRIC: Made from high strength, flame retardant materials to ensure safety and durability. c. Electrical Data (i.e., 110 v, 60 Hz, 3 Ph, etc.): N/A d. Dimensions, size, capacity: Not specified but designed to accommodate various body sizes comfortably. e. Principles of operation: Single rescuer operation in both horizontal and vertical evacuations. f. Restrictive environmental conditions: N/A g. Intended use: Emergency evacuations of patients who are mobility impaired or incapacitated. h. Equipment with which the item is used with. (N/A if not applicable): N/A i. End item application: Hospital and other facilities for emergency evacuations j. Original equipment manufacturer part number: EVUESGOP k. Other pertinent information that describes the item, material or service required: Designed for rapid deployment and ease of use with minimal training, includes built-in foot end braking system for controlled vertical evacuations.
