Scope of Work VA Philadelphia Medical Center (VAPHI) SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR REPLACEMENT DENTAL CHAIRS Background Dental chairs, delivery systems and lights are used by the VA Philadelphia Medical Center to provide comfort and support for patients undergoing Dental procedures and treatment. The current systems have reached life expectancy and requires replacement due to age and consistent failure. Project Scope This procurement covers replacement of ten (10) Brand Name Only - A-DEC aged dental chairs, delivery systems and lights for each room listed below. EE# SN# Manufacturer Model Location 42335 K482077 A DEC 532 B332-1 42336 K482070 A DEC 532 B333-1 42337 K482072 A DEC 532 B341-1 42338 K482073 A DEC 532 B348-1 42339 K482068 A DEC 532 B349-1 42340 K482071 A DEC 532 B343-1 42341 K482069 A DEC 532 B337-1 42342 K482078 A DEC 532 B335-1 43746 K482074 A DEC 532 B344-1 43747 K482076 A DEC 532 B346-1 Technical Requirements All requirements within the scope of this procurement must be from one manufacturer as each unit of the system must integrate with each other. Dental Chairs (quantity 10): Chair sub-components: Headrest Back Upholstery Armrests Seat Upholstery (or Toeboard) Footswitch Touchpad Chair Stop Plate Floor Box Controls: Power ON/OFF Button Back DOWN/UP Base DOWN/UP Program Button (for presetting) Entry/Exit Automatically moves the chair for patient entry/exit Buttons to automatically position for the following: The chair base and back in a supine operating position The chair base and back in an operating position for working direct The chair base and back for either x-ray or rinse. Can toggle between this option and the last setting. Features: Chair rotation: Any position within 30° either side of center Chair can be operated both manually and using a programmed preset Headrest must be double articulating to allow for ease of access to the oral cavity The headrest must also be capable of changing positions to support wheelchairs Armrests must allow easy access for both clinician and patient (i.e. lift and lower armrest for entry/egress) Chair dimensions (must fall within range stated due to oversized chairs creating issues with patient comfort) Back rest width: 24-26 Back rest thickness: not greater than 1.5 Chair lift: must meet or exceed range of 14 31 (measurement from floor to bottom of seat) Baseplate width: 26-28 Upholstery must be seamless due to infection prevention concerns Includes a chair monitor mount a Base color: White Patient load (must meet or exceed): 500 lbs. and UL rated 300 W power supply for chair mounted dental light and monitor Safety Considerations: The chair stop plate halts the chair from lowering if an object presses against it, and reverses motion. If pressure is applied to the stop plate, this will stop the chair from moving down. Swivel Brake: Stops the chair from swiveling during a procedure Alarms/Indicators: Indicator showing normal operation of chair and power is on Indicator showing chair stop plate or cuspidor limit switch is active Continental Delivery System (quantity 10): Delivery system sub-components: Touchpad Master toggle Handpiece flush Tray holder FlexArm Water Bottle Features: Chair mounted Base color: White Material: Meets requirements within the Safe Drinking Water Act Master toggle to turn on the power, water and air. Autoclavable syringe, syringe tips can be removed and reprocessed. Must include a starter package. Must be capable of attaching the following accessories and activating them (starter tubing must be included): Handpiece (with or without water coolant) Chip blower Intraoral camera Includes two options for activating accessories Disc foot control Lever foot control FlexArm brake maintains the vertical position (and must hold up to 8 lbs. of additional weight) Radius mount with touchpad capable of operating the following: Chair Cuspidor Dental Lights Electric motors Other integrated devices Standard bottom mount tray holder that s adjustable side-to-side and front-to-back Dental Light (quantity 10): Features: Track mounted Touchless on/off sensor and touchpad controls Forward tilt adjustment Light handlebars Must have the capability of different light intensity modes (4 at a minimum); low medium, high and cure-safe Power (maximum requirement): 22 watts Focal Range (must include the range or greater): 16 30 White LED Heat Output (maximum requirement): 77 BTU/hour Accessories: All accessories, cables, or connectors required for functionality must be included in the base bundle cost (i.e., power cord, starter kits). Installation Requirements Equipment installation will occur over a scheduled weekend determined by Clinical, Biomedical Engineering and the Contractor. The Contractor will work with Biomedical Engineering staff to provide any additional documentation required and coordinate the necessary tasks for deployment of the new hardware. Warranty All equipment procured under this contract will have a minimum one-year warranty for all parts and associated fees (i.e., labor and shipping). Contractor may provide optional add-ons for extended coverage as desired. Delivery Location Attn: Biomed Nicole Salerno VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104 Prior to delivery, Contractor shall verify shipment with the designated VA Philadelphia Point of Contact (POC). Once confirmed, tracking information, quantity and estimated arrival shall be provided. Delivery Coordination Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with VA POC once a ship date is established. The Biomedical Engineering and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the VA POC. Influenza Vaccination VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Health care personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI. Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination. Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification in the form of a memorandum to the Contracting Officer s Representative (COR) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192. Tuberculosis Prevention Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the COR and Contracting Officer. Tests shall be current within the past year. TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results. The PPD test shall be repeated annually. RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the COR. Please provide a signed memo stating that: (number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days. (number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater. COVID-19: Coronavirus Disease Vaccination Program: VHA Directive 1193 requires all health care personnel (HCP) to participate in the coronavirus disease vaccination program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. Those HCP unable or unwilling to be vaccinated are required to wear a face mask. Masks are available at entrances throughout the medical center. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1193. The contractor shall maintain the following documentation: Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination. Completed VA Form 10-263 if unwilling or unable to receive the vaccine. The contractor is required to submit annual certification to the Contracting Officer s Representative (COR) or designee that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1193. Identification, Parking, Smoking, Cellular Phone Use and VA Regulations The contractor's FSE shall wear visible identification at all times while on the premises of VAPHI. Identification shall include, as a minimum, the employee s name, position, and the contractor s trade name. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. VAPHI will not invalidate or make reimbursement for parking violations of the contractor under any conditions. Smoking is prohibited inside any buildings and on premise at VAPHI. This covers all smoking and tobacco products, including but not limited to: Cigarettes Cigars Pipes Any other combustion of tobacco Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars. Chewing tobacco Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court. Contractor Personnel Security Requirements Contractor may not have access to the VA network or any VA sensitive information under this contract. Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by Biomed or OIT. Instructions The information identified above is intended to be descriptive, of the Brand Name Only - A-DEC Inc., brand dental equipment, and installation for ten (10) new dental operatories, to indicate the quality of the supplies/services that will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications mentioned above. Responses to this RFI should include company name, address, point of contact, phone number, and point of contact e-mail, DUNS Number, Cage Code, size of business pursuant to North American Industrial Classification System (NAICS) 339114. Please answer the following questions: Please indicate the size status and representations of your business, such as but not limited to: Service-Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)? Is your company considered small under the NAICS code identified under this RFI? Are you the manufacturer, distributor, or an equivalent solution to the items being referenced above? If you are a large business, do you have any designated distributors? If so, please provide their company name, telephone, point of Contact and size status (if available). Describe how your small business takes ownership of the equipment in the manufacturing, assembly, or delivery process. If you re a small business and you are an authorized distributor/reseller for the items identified above or an equivalent solution, do you alter; assemble; modify; the items requested in any way? If you do, state how and what is altered; assembled; modified? If you intend to subcontract any work on this contract, what portion of the total cost will be self-performed/will be performed by your organization? Please provide estimated detailed percentage breakdowns related to subcontracted work and completion of job. Does your company have an FSS contract with GSA or the NAC or are you a contract holder with any other federal contract? If so, please provide the contract number. If you are an FSS GSA/NAC contract holder or other federal contract holder, are the items/solution you are providing information for available on your schedule/contract? General pricing of your products/solution is encouraged. Pricing will be used for the purpose of market research only. It will not be used to evaluate for any type of award. (11) Please submit your capabilities in regard to the brand name equipment. (12) Please review salient characteristics/statement of work (if applicable) and provide feedback or suggestions. If none, please reply as N/A. This RFI will be conducted in accordance with Federal Acquisition Regulation (FAR) Part 13. Responses must be received via e-mail to
[email protected] no later than, 4 PM Eastern Standard Time (EST) on Friday June 23, 2023. This notice will help the VA in determining available potential sources only. Reference 36C24423Q0941 in the subject of the email response. Do not contact VA Medical Center staff regarding this requirement, as they are not authorized to discuss this matter related to this procurement action. All questions will be addressed by the Contracting Specialist, David Santiago. All firms responding to this Request for Information are advised that their response is not a request for proposal, therefore will not be considered for a contract award. If a solicitation is issued, information will be posted on the beta.Sam website for all qualified interested parties at a later date and interested parties must respond to this Sources Sought Notice to be considered for a set-aside. This notice does not commit the government to contract for any supplies or services. The government will not pay for any information or administrative cost incurred in response to this Request for Information (RFI). Information will only be accepted in writing by e-mail to Contract Specialist at
[email protected] DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.