Maintenance and Repair of Patient Lifts and Scales

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFP 36C26126Q0377) for commercial services to provide preventive maintenance and repair services for patient lifting devices, scales, and associated system components for the VA Palo Alto Health Care System. Services include inspection, maintenance, calibration, testing, and repair to ensure equipment is safe and operational per manufacturer recommendations and applicable standards.

• Preventive maintenance and repair services for patient lifting devices, scales, and associated system components.

• Services must maintain equipment in safe and fully operational condition.

• Adherence to manufacturer recommendations and applicable standards.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period with four (4) option years.

• Proposals must be submitted electronically to karen.cooper332@va.gov.

• Deadline: April 10, 2026, 11:00 AM Pacific Time, Los Angeles, USA.

• Questions must be submitted in writing to the Contract Specialist within 10 days of the RFP close date.

• The Government reserves the right to award without discussions.

• This acquisition is a Service Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• NAICS Code: 811210 (Small business size standard: $34.0 Million).

• The full solicitation package, including the Statement of Work and attachments, is included with this posting.

• Offerors are responsible for monitoring the site for amendments or updates.

• Relevant attachments include SOW Attach 1 (Patient Lift Devices and Scales by Acq Date and Location) and SOW Attachment 2 (Corrective and Preventive Maintenance Checklist).

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFP) for commercial services to provide preventive maintenance and repair services for patient lifting devices, scales, and associated system components for the VA Palo Alto Health Care System. The services are required to maintain equipment in safe and fully operational condition.

• Inspection, maintenance, calibration, testing, and repair of patient lifting devices, scales, and associated system components.

• Services must be in accordance with manufacturer recommendations and applicable standards.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base period with four (4) option years.

• Proposals must be submitted electronically to karen.cooper332@va.gov.

• Deadline: April 3, 2026, 11:00 AM Pacific Time.

• Questions must be submitted in writing to the Contract Specialist within 10 days of the RFP close date.

• The Government reserves the right to award without discussions.

• This acquisition is a Service Disabled Veteran Owned Small Business (SDVOSB) set-aside.

• NAICS Code: 811210 (Small Business Size Standard: $34.0 Million).

• The full solicitation package, including the Statement of Work and attachments, is included with this posting.

• Offerors are responsible for monitoring the site for amendments or updates.

• Relevant attachments include SOW Attach 1 (Patient Lift Devices and Scales by Acq Date and Location) and SOW Attachment 2 (Corrective and Preventive Maintenance Checklist).

Form / Attachment / Pricing Sheet

This document, "Attachment 1 - Patient Lift Devices and Scales by Acquisition Date and Location," provides a detailed inventory of patient lift devices and scales, categorized by acquisition date and location. It appears to be an asset list or a historical data record related to equipment.

• Patient Lift Devices: Details specific models (MAXI MOVE, OPERA, SARA 3000, SARA FLEX, SARA STEDY, TENOR, MAXI SKY 1000, MAXI SKY 2, MAXI SKY 2 PLUS, MAXI SKY 600) and their quantities acquired across various years (2004-2025) and by location (Capitola, Fremont, Livermore, Menlo Park, Monterey, Palo Alto, San Jose).
• Scales: Details specific models (700-00511, 700-19485, 700-19490) and their quantities acquired across various years (2011-2024) and by location (Livermore, Menlo Park, Palo Alto).

This attachment provides a historical breakdown of equipment, which may be relevant for bidders to understand the existing asset base, potential replacement needs, or the scale of operations related to patient mobility and weighing equipment. It could inform proposals related to maintenance, repair, replacement, or supply of similar devices and scales.

Solicitation / RFP / RFQ

This solicitation is for the annual maintenance and repair of patient lift equipment, scales, and associated medical equipment at the VA Palo Alto Health Care System (VAPAHCS). The contract aims to ensure all covered equipment is maintained in accordance with manufacturer specifications and VA standards.

• Provide preventive and corrective maintenance for government-owned patient lifting devices (portable and overhead), associated rail charging systems, bath trolleys, shower chairs, and patient scales.

• Services must adhere to manufacturer's recommended procedures and VA standards.

• All replacement parts must be new Original Equipment Manufacturer (OEM) parts.

• Contractor personnel must be trained and certified on specific lift models (e.g., Arjo Maxi Sky 2 and Maxi Sky 600).

• Contractor must provide individual service reports and an electronic monthly summary of all services performed.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base year (08-01-2026 to 07-31-2027) with four (4) one-year option periods.

• Estimated Value: Approximately $34 Million.

• Offers must be submitted electronically to karen.cooper332@va.gov.

• Key deadlines: All questions must be submitted within 5 days of RFQ close. Offer Due Date: 04-10-2026 at 11:00 AM PDT.

• Evaluation Factors: Technical Approach, Past Performance, and Price.

• Quotes must include a mobilization plan, contingency plans, and verifiable evidence of firm and technician experience and training.

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must be verified as an SDVOSB at the time of quote submission and remain registered until award, performance, and final payment.

• Failure to submit SDVOSB certification and complete VAAR Clause 852.219-75 will result in ineligibility for award.

• Wage Determination 2015-5641 Revision 29, dated 12/03/2025, applies.

• Attachments include SOW Attachment 1 (Equipment Inventory) and SOW Attachment 2 (Maintenance Checklist).

Form / Attachment / Pricing Sheet

This document is a "Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts." It outlines the procedures and checks required for the commissioning of patient ceiling lift systems. It is intended to ensure that these systems are installed correctly and function safely.

The checklist is divided into several sections:

• Structure: Visual inspection of the lift's structural system, connections to the building, and physical installation.
• Rails/Tracks and End Stops: Verification of fastener tightness, rail integrity, cleanliness, and proper installation of end stops or docking gates.
• Lift Unit and Straps: Inspection of the lift unit casing, charging function, hand control operation, indicator lights, emergency functions, and the lift strap and spreader bar.
• Load Testing: Verification of "soft start"/"soft stop" features and lifting speed under no load and maximum rated load, as well as testing of emergency stop and lowering features.
• Inspector Sign-off: Confirmation by the inspector that checklist activities are complete.
• VA Representative Sign-off: Review by the VA representative to ensure all requirements are met before the lift is released for service.
• Manager of Service Sign-off: Confirmation by the service manager that staff have received initial training and a process for ongoing training is in place.

This checklist details the specific maintenance and inspection requirements for ceiling-mounted patient lifts. Bidders responding to opportunities involving the installation, maintenance, or commissioning of such equipment should review this document to understand the expected standards, testing procedures, and sign-off processes. It highlights critical components and performance criteria that will likely be evaluated.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (WD 2015-5641, Revision 29) dated December 3, 2025, for the Service Contract Act. It lists various occupational codes, titles, and their corresponding minimum hourly wage rates and fringe benefits applicable to federal service contracts in California County, California.

This document is crucial for potential bidders on federal service contracts in the specified geographic area. It outlines the legally mandated minimum wages and benefits that must be paid to employees performing work under such contracts. Bidders must consult this determination to accurately calculate labor costs for their proposals and ensure compliance with labor laws.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide preventive maintenance and repair services for Government-owned patient lifting devices and patient lift scales located at the VA Palo Alto Health Care System (VAPAHCS).

• Perform annual preventive maintenance on approximately 670 patient lifting devices and 213 patient lift scales according to manufacturer's recommended procedures and service manuals.

• Conduct preventive maintenance inspections in coordination with Biomedical Engineering, adhering to their specified schedule and guidelines.

• Perform repairs when notified by Biomedical Engineering that a lift or scale is outside manufacturer specifications or is unsafe. Repairs require Biomedical Engineering approval prior to commencement.

• Furnish and replace necessary parts with Original Equipment Manufacturer (OEM) parts, using new parts only.

• Provide individual service reports detailing services performed, including date, service representative, action taken, equipment details, labor hours, parts used, and weight test results.

• Services are to be performed at VAPAHCS locations including Palo Alto Division, Fremont VA Clinic, Capitola VA Clinic, Livermore Division, Major General William H. Gourley VA-DoD Outpatient Clinic (Marina), and San Jose VA Clinic.

• Hours of performance are typically normal working hours (8:00 am to 4:00 pm), but can be extended after hours at the discretion of the Contracting Officer's Representative (COR) for emergency service calls.

• Contractor personnel must coordinate with Biomedical Engineering for scheduling and sign-in/sign-out procedures.

• Contractor personnel shall wear VA identification badges.

• Parking is restricted to designated areas.

• Smoking is prohibited within or around VA Healthcare System facilities, except in designated areas.

• The vendor must have a minimum of 2 years of experience working on ceiling and portable patient lifting devices.

• Evidence of training on specified ceiling and portable lift models must be provided upon request.

• Information security requirements are noted; no Security Accreditation Package is required, and the contractor will not have access to VA sensitive information or PII/PHI, thus a BAA is not required.

Other / Unclassified (Sources Sought Notice)

This document is a Sources Sought Notice, not a solicitation. Its purpose is to gather information from potential offerors to determine the acquisition strategy for preventive maintenance and repair of patient lifting devices for the VA Palo Alto Health Care System and associated locations in California. The government is not currently seeking proposals and will not pay for information submitted.

• Procurement Focus: Preventive Maintenance and Repair of Patient Lifting Devices.
• Locations: Palo Alto, Menlo Park, Livermore, Fremont, Marina, Modesto, and San Jose, California.
• NAICS Code: 811210 (Electronic and Precision Equipment Repair and Maintenance), with a size standard of $34 Million.
• Potential Set-Aside: Anticipated to be a Service-Disabled Veteran Owned Small Business (SDVOSB) Set Aside.
• Required Registrations: Offerors must be registered in the System for Award Management (SAM) and have a current Online Representations and Certification Application on file.

Interested parties are requested to provide the following via email to karen.cooper332@va.gov by 11:00 AM PST on February 6, 2026:

• Business Size (Large/Small)
• Business Socio-Economic Status (SDVOSB, WOSB, 8(a), HUBZone, etc.)
• SAM record
• Ability and experience with similar projects.

The information gathered will be used by the Department of Veterans Affairs to facilitate decision-making regarding the procurement strategy. This notice does not commit the government to awarding a contract.