6515--IDC CEILING LIFT REPLACEMENT CONTRACT FOR THE TOMAH VAMC LOCATED IN TOMAH WI, 54660

Amendment / Modification

• This amendment modifies solicitation 36C25226Q0277.

• The primary purpose is to identify the date and time of the site visit.

• The site visit is scheduled for June 16th, 2026, from 12:00 PM to 2:00 PM.

• The location for the site visit is Building 402 at the turnaround entrance.

• This amendment does not extend the closing date for offers. Offers must be received by the original due date and time.

• Offerors must acknowledge receipt of this amendment.

Forms / Attachments / Pricing Sheets

This document contains several Federal Acquisition Regulation (FAR) and VA Acquisition Regulation (VAAR) clauses and provisions that are incorporated by reference. These clauses and provisions are essential for understanding the terms and conditions of the solicitation and potential contract.

• FAR 52.209-7 (Information Regarding Responsibility Matters): Requires offerors to disclose information about past performance, including any criminal, civil, or administrative proceedings that resulted in certain dispositions within the last five years. This information must be current and accurate in the Federal Awardee Performance and Integrity Information System (FAPIIS).
• FAR 52.233-2 (Service of Protest): Outlines the procedure for serving protests, including the designated Contracting Officer and addresses for hand-delivery and mailing.
• FAR 52.252-5 (Authorized Deviations in Provisions): Explains how authorized deviations in FAR provisions will be indicated (by adding "(DEVIATION)" after the date).
• VAAR 852.252-70 (Solicitation Provisions or Clauses Incorporated by Reference): States that certain provisions/clauses must be completed by the offeror and submitted with the offer. It also provides information on where to access these documents.
• FAR 52.252-2 (Clauses Incorporated By Reference): Indicates that the contract incorporates clauses by reference and provides links to access their full text electronically.
• FAR 52.222-90 (Addressing DEI Discrimination by Federal Contractors): Requires contractors to avoid racially discriminatory diversity, equity, and inclusion (DEI) activities and to report any non-compliance. This clause is material to payment decisions.
• Tailored FAR 52.252-6 (Authorized Deviations in Clauses): Similar to FAR 52.252-5, this addresses authorized deviations in clauses.
• 52.216-18 (Ordering): Defines how supplies and services will be ordered through delivery or task orders, and the timeframe for issuing such orders (through 4 years after Award Date).
• 52.216-19 (Order Limitations): Specifies minimum ($100.00) and maximum ($1,000,000.00 for single items or combinations) order limitations, with provisions for handling orders that exceed these limits.
• 52.217-9 (Option to Extend the Term of the Contract): Details the Government's right to extend the contract term, including notice requirements and a maximum total duration of three years and six months.
• 52.252-1 (Solicitation Provisions Incorporated by Reference): Similar to VAAR 852.252-70, this provision informs offerors about solicitation provisions incorporated by reference and how to access them.

Bidders must carefully review these incorporated clauses and provisions to understand their responsibilities, potential risks, and the contractual framework. Key areas include responsibility matters (FAPIIS), protest procedures, DEI compliance, ordering processes, order limitations, and potential contract extensions. Offerors must ensure they can comply with all requirements, especially those related to reporting and non-discrimination.

Solicitation / RFP / RFQ

This document provides instructions for offerors responding to a solicitation for commercial products and services, specifically related to ceiling lift replacement quotes for the Tomah VA Medical Center (Solicitation Number: 36C25226Q0277).

• Offerors must submit a firm-fixed priced quote for all line items across a base period and four ordering periods.

• The quote must include a completed copy of FAR 52.225-6 Trade Agreements Certificate.

• A completed fill-in for VAAR 852.219-75 is required if applicable.

• An authorization letter or OEM verification of dealership/distributorship is needed.

• A completed copy of 852.240-70, Compliance with Public Law 119-37, Section 258 (DEVIATION MAR 2026) is required.

• A statement confirming agreement with all solicitation terms and conditions, or listing exceptions, is mandatory.

• Technical submission must demonstrate the ability to meet the SOW requirements and include:

  • Operators and Service Manuals for proposed products.
  • Manual for cleaning and disinfection process.
  • Narrative addressing SOW requirements with evidence.
  • Past performance documentation (VA facility references, manufacturer's 5-year summary of recalls/safety notices/adverse events for ceiling lift motors and tracks).
  • Warranty and Serviceability documentation (warranties, manufacturer's required maintenance, routine/corrective maintenance ability, component life expectancy).

• The contract is for commercial items.

• The period for acceptance of offers is 60 calendar days from the receipt date, unless otherwise specified.

• Quotes must be submitted via email to Matthew.Hohl@va.gov by the solicitation due date.

• Limit graphics or excessive large files. VA has a 7MB incoming email size limit; split responses if necessary.

• Failure to provide requested information may result in exclusion from award consideration.

• Quotes must be submitted in two volumes:

  • Volume 1: Price Quote
  • Volume 2: Technical Submission (must not include pricing).

• The Government intends to award without discussions but reserves the right to conduct them.

• Eligibility is detailed in Section 52.212-2 Evaluation – Commercial Items.

• This document is an addendum to FAR 52.212-1, tailored for Simplified Acquisition Procedures, and supersedes the current FAR version.

• Offerors must hold prices firm for the period of acceptance.

• Late submissions will generally not be considered.

• Debriefing information will be disclosed if applicable.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services to establish an Indefinite-Delivery Contract (IDC) for the acquisition and installation of new ceiling lift systems at the Tomah VA Medical Center and its Outpatient Clinics. The current systems do not meet VHA load testing standards and require replacement for compliance and patient safety.

• Acquisition and installation of overhead ceiling lifts with specific technical requirements including integrated scales, non-magnetic hand controls, bariatric capacity (min 800 lbs), dynamic gait and offloading features, electronic soft-start/stop, emergency manual lowering, emergency stopping device, current limiter, low battery safety, emergency brake, and hanger bars reaching floor level.

• Lifts must be compatible with any manufacturer's loop style slings. LIKO brand lifts are excluded.

• Slings must meet ISO 10535 standards.

• Continuous charge track systems (non-recessed, room covering, single rail, single bathroom curve, bariatric options) made from high-strength extruded aluminum.

• Installation services including delivery, extended installation, setup, and configuration.

• Manufacturer must provide a five-year summary of recalls, safety notices, corrective actions, and adverse event reports.

• Certification of compliance with ISO 10535 & UL 60601-1 by manufacturer and vendor's Structural Engineer.

• Final inspection per manufacturer's checklist and VHA National Installation and Relocation Checklist.

• Maintenance, including adherence to VHA Corrective and Preventive Maintenance Checklist.

• Design services including shop drawings, structural calculations, and BIM for clash detection.

• Training for required personnel on operation and maintenance.

• Contract Type: Indefinite-Delivery Contract (IDC) with 4 ordering periods.

• Place of Performance: Tomah VAMC, WI 54660-3105, and LaCrosse VA Clinic, WI, and Wausau VA Clinic, WI.

• Submission Deadline: July 1st, 2026, 11:59 PM Central Time.

• Submission Method: Email to Matthew.Hohl@va.gov. Maximum email size is 7MB; split responses if necessary.

• Evaluation: Award will be made to the response most advantageous to the Government per FAR 52.212-2.

• Required Documentation:

  • Volume 1: Price Quote (firm-fixed pricing for all periods, completed FAR 52.225-6, VAAR 852.219-75 if applicable, OEM authorization, VAAR 852.240-70, statement of agreement with terms).
  • Volume 2: Technical Submission (Operators/Service Manuals, cleaning/disinfection manual, narrative demonstrating SOW compliance, past performance, VA facility references, manufacturer safety report summary, warranty/serviceability documentation, component life expectancy).

• Site Walk Through: Scheduled for June 16th, 2026.

• Cutoff for Questions: June 23rd, 2026.

• Brand Name or Equal Unrestricted.

• NAICS Code: 339113 (Surgical and Medical Instrument Manufacturing) with a size standard of 1000 Employees.

• Solicitation Number: 36C25226Q0277.

• Point of Contact: Matthew Hohl (Matthew.Hohl@va.gov).

• Applicable FAR and VAAR provisions and clauses are listed. Offerors must complete annual representations and certifications electronically via SAM.gov.

Form / Attachment / Pricing Sheet

This document is a deviation clause (VAAR 852.240-70) related to compliance with Public Law 119-37, Section 258, concerning the procurement of Covered Information Technology Equipment. It requires offerors to certify their compliance with specific restrictions.

• Defines "Covered Information Technology Equipment" as specific office equipment used directly by the Department of Veterans Affairs.
• Prohibits manufacturers, bidders, or offerors (or their parent/subsidiary entities) from being listed on specific government entity lists, including:
  • Department of Defense's Chinese Military Company List
  • Department of the Treasury's Non-SDN Chinese Military Industrial Complex Companies List
  • Department of Commerce's Denied Persons List, Entity List, or Military End User List (under certain conditions related to the People's Republic of China)
  • Department of Homeland Security's Uyghur Forced Labor Prevention Act Entity List
• Requires contractors to flow down these terms to subcontractors and vendors.
• Mandates a certification be completed, signed, and returned with the bid, quotation, or proposal. Offers without this completed certification will not be considered for award.

Bidders must carefully review the prohibited entity lists and complete the provided certification accurately. Failure to do so will result in the offer being deemed ineligible for award. This clause impacts the eligibility of entities involved in the supply chain for covered IT equipment.

Form / Attachment / Pricing Sheet

This document outlines the supplemental insurance requirements for the contract, specifically referencing FAR 28.307-2 and FAR 52.228-5.

• Workers' Compensation and Employers Liability: Contractors must comply with applicable Federal and State statutes. Employer's liability coverage must be at least $100,000, with exceptions for states with exclusive or monopolistic funds.
• General Liability: Minimum coverage of $500,000.00 per occurrence.
• Automobile Liability: Minimum coverage of $200,000.00 per person, $500,000.00 per occurrence, and $20,000.00 for property damage.
• Asbestos Exclusion: Successful bidders must provide evidence of general liability insurance without exclusionary clauses for asbestos prior to award.

This document specifies the minimum insurance coverage that a successful bidder must possess and present to the Contracting Officer before award. Bidders should ensure their insurance policies meet or exceed these requirements to be eligible for award.

Form / Attachment / Pricing Sheet

This document is a tailored FAR 52.225-6 Trade Agreements Certificate. It requires offerors to certify that end products are U.S.-made or designated country end products, as defined in the solicitation's "Trade Agreements" clause.

• Offerors must certify that all end products meet the U.S.-made or designated country criteria, with exceptions.
• A table is provided for listing any end products that are not U.S.-made or designated country end products, including their Line Item Number and Country of Origin.
• The Government will evaluate offers based on the policies and procedures of FAR Part 25. For items covered by the WTO GPA, U.S.-made or designated country end products will be evaluated without regard to Buy American statute restrictions.
• Award will generally be made only to offers of U.S.-made or designated country end products, unless no such offers are available or sufficient.

Bidders must complete this certificate to confirm compliance with trade agreement requirements. Failure to properly identify non-compliant end products may affect offer evaluation and award.

Solicitation / RFP / RFQ

This document outlines the evaluation procedures for simplified acquisition procedures, specifically detailing the basis for award and the factors that will be used to evaluate quotations. The Government will issue a purchase order to the responsible quoter whose quotation is most advantageous, considering price and other factors.

Not explicitly detailed in this document, as it focuses on evaluation criteria.

• The contract type is not specified, but it pertains to simplified acquisition procedures.
• Evaluation will consider options to extend services under FAR 52.217-8, potentially for increments of one to six months, up to a total of six months. The evaluation will assume option prices are at the same rates as the basic contract.

Quotations will be evaluated using a comparative evaluation process.

Evaluation Factors:

1. Technical and Experience Capability: Assesses the quoter's ability to meet or exceed requirements and their likelihood of success based on past experience. This may include knowledge of the service, customer surveys, and CPARS. Offerors rated technically borderline or below may not be considered for award.
2. Past Performance: Evaluates the risk associated with an offeror's likelihood of success based on their record of past performance on other contracts. This can include references from federal or non-federal sources, personal business experience, and other sources. Offerors without a recent or relevant past performance record will not be evaluated favorably or unfavorably.
3. Price: The total price of all line items, including options, will be evaluated. The Government reserves the right to select a quotation other than the lowest price if it provides additional benefit.
4. Options: The total price of all options will be added to the basic requirement for evaluation purposes. The Government may find an offer unacceptable if option prices are significantly unbalanced. Evaluation of options does not obligate the Government to exercise them.

Not specified in this document.

• The Government is not requesting or accepting alternate quotations.
• Quotations may exceed minimum requirements.
• The evaluation of options will not affect the ranking of quotes based on price unless the Government determines otherwise after reviewing quotes.

Form / Attachment / Pricing Sheet

This document, "S02 - Attachment Appendix B for SOW.xlsx", provides a detailed breakdown of specific facility requirements for the installation of track systems, likely for patient lifting or mobility assistance, across various locations within the Tomah VA, LaCrosse VA, and Wausau VA facilities. It serves as an appendix to a Statement of Work (SOW).

• Facility Location: Details specific buildings and rooms within the VA facilities.
• Room Type: Identifies the intended use of the space (e.g., Bedroom, Bathroom, Spa, Hallway, Radiology, Dental, Community Room, Womens Health, Spinal Cord/Out-Patient, EDU).
• Ceiling Height: Specifies the height of the ceiling in each room.
• Track Configuration: Indicates whether a mirror of the existing track is required or if new configurations are needed.
• Rail Size & Type: Details the dimensions and type of track system (e.g., "22'10"x9'9"", "7mx5m wall", "5mx5m Multi Deck").
• Hoist Weight Capacity: Specifies the required weight capacity for the hoist system.
• Features: Notes the inclusion of features such as integrated scales, dynamic gait and offloading capabilities, and slings.
• Mounting Type: Indicates whether the system is non-recessed and if it is structural deck mounted or upright support mounted.
• Ordering Periods: Differentiates requirements by "Ordering Period 1", "Ordering Period 2", "Ordering Period 3", and "Ordering Period 4".

This appendix is crucial for bidders to understand the specific scope and technical requirements for each location where the track systems are to be installed. It provides detailed specifications that will inform pricing, material selection, and installation planning. Bidders must carefully review this appendix to accurately estimate costs and ensure compliance with the detailed requirements for each room and facility.