Maintenance and Repair of Patient Lifts and Scales

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.