J065--INTENT TO SOLE SOURCE HILL ROM SERVINITY SERVICE AGREEMENT

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Contract Opportunity

Notice of Intent to Sole Source

The Department of Veterans Affairs, Network Contracting Office 04 (NCO4), intends to negotiate on a sole source basis with Hillrom in accordance with FAR 12.102(a).

The Erie VA Medical Center (Erie VAMC) requires a service agreement providing Original Equipment Manufacturer (OEM) certified labor, OEM replacement parts, tools, test equipment, travel, and shipping, required to perform annual preventative maintenance (PM) and corrective maintenance (CM) services for 48 Centrella Smart+ Beds at the Erie VAMC. Services shall conform to the Hillrom SERVinity Complete Protection program.

The anticipated contract will include a one-year base performance period, and four one-year option periods.
This Notice of Intent is not a request for competitive proposals. Responsible sources may identify their interest, accompanied by supporting literature that clearly demonstrates capability to meet the performance requirements detailed below, to the Contracting Officer no later than 11/04/2025 at 10:00 AM Eastern Time. All responses must be sent by email to the Contracting Officer, Thomas Cossentino, at thomas.cossentino@va.gov. Responses must include ISS 36C24426Q0066 in the subject line. Telephone responses or inquiries will not be accepted. Determination of procurement strategy based on responses to this notice is solely within the discretion of the Contracting Officer. The NAICS Code for this procurement is 811210, Electronic and Precision Equipment Repair and Maintenance.

PERFORMANCE REQUIREMENTS:

Covered Equipment: Forty-eight (48) Hill-Rom Centrella Smart+ Beds with MAX surfaces and their Ready Connect modules. Exclusions: Any third-party accessories, consumables such as pads, batteries, bladders, and hoses.

Services shall conform to the Hill-Rom Complete Protection program and the following specific requirements:

Preventive Maintenance (PM): performed annually, in accordance with OEM specifications, technical service manuals, and ANSI/AAMI standards.
Corrective Maintenance (CM): On-call service, including emergency repairs, on-site labor, OEM parts replacement, and loaner provision if equipment cannot be repaired on-site.
Parts and Labor: All replacement parts shall be OEM authorized, new or remanufactured to OEM standard, and installed by certified service personnel. Substitutions require COR approval.
Remote Support: 24/7 remote technical support, remote diagnostics, firmware/software updates, asset tracking.
OEM Service Reports: Contract shall provide service history reports generated through Hill-Rom s Computerized Maintenance Management System (CMMS). Reports will document preventive and corrective maintenance performed and will be delivered in PDF to Biomedical Engineering.
Service Levels: Emergency response within 24 hours; Routine repairs within 2 business days

Specific Tasks:

Preventative Maintenance (PM)
The contractor shall perform annual PM on each covered Centrella Smart+ bed in accordance with Hill-Rom OEM service manuals. At a minimum, PM shall include the following tasks:
Inspect Internal Components (mattress)
Inspect air blowers, mattress bladders and hoses
Check the mattress interior for moisture or stains
Inspect Bed Movement Functions
Inspect brakes, steering, and 5th wheel
Verify powered drive system
Inspecting / Adjusting Movement Limits
Verify/adjust:
Trendelenburg
Auto Contour
Chair
Hi-Low
Head articulation
Foot retraction/articulation
SlideGuard feature
Inspect Safety Features
Inspect side rails
Verify CPR feature
Verify alerts/communications:
SideCom Communication System
Bed Exit
SafeView System
Wireless Connectivity
Scale System / Calibration
Check and calibrate the scale system to ensure accurate patient weight display
Battery Backup
Confirm battery activates when the bed is unplugged and has sufficient power
Confirm caregiver controls function on battery backup
Electrical Safety Certification:
Measure electrical leakage and ground resistance
Inspect power cord and line filter for damage
Functional Controls
Verify caregiver and patient controls operate correctly
Improve Appearance
Replace labels and plastic parts
Cleaning/Lubrication/Adjustments
Clean, lubricate moving parts, and make necessary mechanical adjustment per OEM guidance
Documentation / Certification
Record and provide PM documentation and checklists suitable for accreditation review per OEM.
Must provide OEM certified PM checklist plus OEM Service Report generated via Hill-Rom s CMMS within three (3) business days of each PM.
Software/Firmware
Apply OEM release firmware/software updated during PM

Corrective Maintenance (CM)
Emergency Repair
On-Site within 24 hours (Contracting Officer authorization required if outside contract coverage).
Routine Repair
On-Site within 2 business days.
On-site repairs include OEM parts and labor; if a unit cannot be repaired on-site, the Contractor will provide a loaner.
Only OEM authorized parts shall be used.

Technical Support
24/7 remote technical support.
Remote diagnostics and firmware updates.

Service Documentation:
The contractor shall provide to Biomedical Engineering within three (3) business days after each PM or CM event:
OEM Service Report from CMMS
OEM Certified PM Checklist
Date/time of service
Equipment serviced
Action taken and parts replaced
Test/calibration results (before/after)
Signatures of contractor technician and VA Biomedical acceptance

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