Nurse_Call_Station_--_Amendment_0003_(Final).pdf

Claremore Indian Hospital

Nurse Call System Replacement Questions & Answers (Q&A)

2 September 2016

*Answers in red from the Facility Manager

1. Infection prevention measures for above ceiling work

a. What is your policy and procedure for above ceiling work in regards to infection prevention?

i. Can only so many tiles be removed at one time?

Two ceiling tiles may be removed in one hallway (between cross-corridor double doors).

ii. Is a mobile containment unit required for pulling new cable and demo of old cable?

For up to two ceiling tiles, no. Many cabling projects have worked well with only having two ceiling tiles removed at a time in one hallway. Vendor to immediately clean up area after work is completed in each area per day.

iii. Does the hospital have an infection prevention officer we will need to meet with before working?

Pre-construction meeting will introduce Safety Officer, Infection Preventionist, and others. IC and Safety training is required for all individuals working at the facility before starting any work. Training takes 45 minutes. IC, Safety, and myself will perform monitoring during the project as well as the vendor providing self-monitoring.

2. Can the hospital guarantee a certain number of rooms per day that we will be able to work in?

a. 2 – 4 rooms per day to demo old equipment, demo old cable, install new cable, install new equipment, program, test, turn back over to nursing with the new system complete?

No guarantee, depends on patient load each day, but other areas will be made available.

Every effort will be made to provide the requested amount of rooms to be worked on.

3. My understanding from the meeting is the nurse call cabling needs to be in its own j-hook cable management system. Not to reuse any existing j-hooks, can you confirm this?

Yes, although limited reuse will be permitted with other low-voltage cabling depending on the situation and with the Facility Manager’s approval. This will be rare.

4. Bed connection to the nurse call system

a. Is bed connection required: YES for all OB, ICU, and GMS bed locations. ER gurneys (6) and one ICU bariatric bed require a call cord.

i. If so how would you prefer that connection to be made? Generally, that is done with a 37 pin connector mounted in the wall down by the floor. That connector is tied into the back of the patient station in the headwall. Yes, provide bed connectors to beds and pillow speakers for each bed in case the bed nurse call doesn’t work. Pillow speakers are used in GMS beds.

ii. Who will provide the new cable from the bed to the 37 pin wall plate? Vendor performing Nurse Call System installation.

iii. Will bed exit alarms built into the bed come through the nurse call system?

Existing bed exit alarms do not use the nurse call system and alarms locally on the bed. It appears that NFPA 99 2012 edition Section 7.3.1.1.1 requires this function. Vendor to confirm code requirements.

iv. Will TV control, Light control, Nurse Call control on the bed be utilized?

TV and Nurse Call controls will be utilized, no light controls.

v. Will all new patient stations need new pillow speakers?

All OB and GMS patient bed stations will require pillow speakers along with the bed cords.

5. Obstetrics department

a. The current patient station is a dual station (allowing 2 beds to be in one room)

i. Will these rooms need to stay “semi private” or will they be private rooms and only need a single patient station (station for only 1 bed)?

New patient stations need to match existing number of nurse call bed stations plugs. Some rooms have one or two bed stations on the existing nurse call (GMS and OB) and will need to stay the same in case of emergency need for bed space.

6. Emergency Department

a. Will the stations in ED need to have two-way audio?

Not required by code (vendor to review codes for need)

b. Will the stations in ED need pillow speakers?

No, but will require call cords for each bed (6). There are no TVs in the existing ER. The additional work to be installed in the new Urgent Care/ER renovation project rooms will require pillow speakers for TV and nurse call use. The existing ER exam rooms do not need pillow speakers either. FGI 2014 Edition requires a Patient Station, Staff Emergency Station, and Code Call Stations for each ER exam, treatment, and triage room.

c. Will the medication room need to have a staff/duty station?

If required by code. Vendor to review code requirements. FGI 2014 Guidelines does not appear to require a staff/duty station in this area.

7. Pre-Op (ACSU room 749)

a. Per our walk thru the pre-op area will receive the following

i. (6) bed stations with single push button cables (for patient chairs) Yes, 6 call cords

ii. (2) emergency lavatory pull cords (for bathrooms) Yes

iii. (8) dome lights (1 per station) Yes

iv. (1) Duty station at the nurse desk Yes

b. This system will be a tone/visual system and not require two-way audio Correct Can you please confirm this?

Vendor to confirm by review of code requirements as described in the SOW for the design portion. FGI 2014 Guidelines requires two-way voice communication for the nurse/control station for all in-patient bed locations and LDR/LDRP rooms so no, it doesn’t appear to require two-way audio.

8. Radiology

a. Per our walk thru the Radiology area will receive the following

i. (2) Staff stations (in new X-ray rooms) Yes, and should be connected to the nurse/control stations/operator’s booth.

ii. (2) emergency lavatory pull cords (for bathrooms) Yes

iii. (4) dome lights (1 per station) Yes

iv. (1) Duty station at the nurse desk.

There is no nurse desk but should have a duty station for audio/visual at the staff work desk in room 340.

b. This system will be a tone/visual system and not require two-way audio.

c. Can you please confirm this?

Vendor to confirm by review of code requirements as described in the SOW for the design portion. FGI 2014 Guidelines requires two-way voice communication for the nurse/control station for all in-patient bed locations and LDR/LDRP rooms.

*Do not forget about OR A Suite room 564 and OR B Suite room 556 staff stations.

*Vendor will need to determine whether or not existing TV pillow speaker plugs, cable from plug to TV, and cabling from patient station to TV nurse call outlet must be replaced.

9. Will a Hepa cart be required in any or all locations? No if only two ceiling tiles are removed at a time in a hallway. Other infection control procedures will be put into place that the vendor must comply with. If yes, will we be required to provide one or does the hospital have one to borrow?

Vendor to provide if it is determined by the infection control and pre-construction risk assessment that a HEPA cart is required. How the vendor performs the work determines part of this, but it is not expected to have a HEPA cart unless a lot of dust is expected to occur during the work.

10. In the Scope of Work, under D. Installation, number 3 says “Contractor utilize cabling of a unique color…” Our cabling is color coded by the function of the cable (e.g. Orange is for the bus and patient stations, black is for the master stations, etc…) Would colored J-hooks, Velcro bands, or zip ties that bundle all of our cables suffice? Orange cabling is used by the Philips patient telemetry system. Velcro bands and zip ties are easily removed and would not suffice.

Colored J-hooks or other approved tagging/labeling will suffice.

11. Can you provide information on the existing paging and wireless phone systems? The requirement for paging and wireless device notification has been removed from the SOW in Section III.B.8.f. See revised SOW dated 2 September 2016.

12. On page one (Request for Quotations) there is no place for options. Will a proposal with our company’s letterhead be sufficient? Yes.

Claremore Indian Hospital Indian Health Service

US PHS Indian Hospital 101 South Moore Avenue

Claremore, Oklahoma 74017 Phone: (918) 342-6020 Fax: (918) 342-6217

SCOPE OF WORK

Nurse Call System Replacement Project

Project # OK4CAS11H6 Updated September 2, 2016

I. Objective:

The objective of this project is to replace the existing Dukane Pro Series 6000 Nurse Call system at the US PHS Indian Hospital located in Claremore, Oklahoma. The hospital is a 110,000+ ft2 hospital building that consists of outpatient services such as OB/GYN, Behavioral Health, Radiology, MRI, CT, Pediatrics, Medical/Urgent Clinics, Contract Health, Dental, WIC, Pharmacy, Diabetes Education, and Public Health, as well as in-patient services that includes ER, OB, Medical-Surgical Unit, OR, and ICU. The hospital occupancy is 75% healthcare and 25% business occupancy (outpatient clinics).

II. Background:

A. The existing nurse call system is a Dukane ProCare 6000 series nurse call system originally installed in August, 1999. The system covers the Medical-Surgical Unit (GMS), ICU, and OB in-patient areas, and also covers ER, OR, with a code blue station at the operator’s desk in the main lobby and at the GMS Nurses’ Station. The control rack is location in Electrical Room 619. There are several stand-alone emergency pull stations with dome lights that are not connected to the existing nurse call system and are located in the Lab, MRI, Radiology, and Medical Clinic patient restrooms. The existing nurse call system is obsolete and is difficult to obtain parts for. Several areas of the hospital have changed use, are no longer up to healthcare codes concerning nurse call system coverage, have renovation projects scheduled in 2016, and need to have nurse call system components added/changed to bring the facility up to current healthcare codes concerning nurse call systems.

B. The existing Dukane nurse call system includes the following:

• ProCare 6000 Master Station Model 4A3610 (4) o ER o ICU o GMS o OB

• ProCare 6000 Central Equipment Cabinet Model 12A3605 (1 in room 619)

• ProCare 6000 Single Patient Station Model 4A2381 (18) o 7 in GMS/Medical Surgical Unit o 6 in ICU o 5 in OB

• ProCare 6000 Dual Patient Station Model 4A2386 (14) o 9 in GMS/Medical Surgical Unit o 5 in OB

• ProCare 6000 Staff/Duty Station Model 4A2395 (23) o 8 in ER o 5 in OB o 2 in CT areas o 1 in MRI o 4 in GMS/Medical Surgical Unit o 3 in OR

• ProCare 4000/6000 Code Blue Station Model 9A2115 (17) o 8 in ER o 6 in ICU o 3 in OR Recovery

• ProCare 4000/6000 Pull Cord Lavatory/Emergency Station (62) o 19 in OB o 2 in Radiology o 5 in ER o 1 in MRI o 2 in ICU o 30 in GMS/Medical Surgical Unit o 2 in Lab Patient Restroom o 1 in Medical Clinic Patient Restroom

• ProCare 4000/6000 Zone/Corridor Light Model 18A430 (62) o 10 in ER o 2 in Radiology o 2 in CT areas o 2 in Lab o 1 in MRI o 3 in OR o 16 in OB areas o 8 in ICU o 18 in GMS/Medical Surgical Unit

• ProCare 4000 Code Blue Display Unit Annunciator Model 18A500 (2) o Operator’s desk o GMS/Medical Surgical Unit

• Dukane Power Supply Model 110-2185 (7 in room 619)

• Dukane AC Line Isolator Model 9A2030 AC (1 in room 619)

• Dukane Power Supply Model 110-2170 (2 in room 619) C. Areas that no longer require nurse call system components due to change in use of the room/area or change in code requirements:

a. GMS Storage Room 705 (was patient tub room) emergency pull station.

b. GMS Storage Room 623 (originally a sitz bath room) emergency pull station.

D. Areas that may require nurse call system components due to change in use of the room/area, change in code requirements, or were not previously modernized:

a. OB L&D Soiled Utility Room 414 – 1 staff/duty station

b. OB Female Lounge 404 – 1 staff/duty station

c. OB Male Lounge 400 – 1 staff/duty station

d. GMS Medication Room 632 – 1 staff/duty station

e. GMS Nourishment Area 633 – 1 staff/duty station

f. Endoscopy Procedure Room 745 & Bathroom 744 – 1 staff/duty station

g. ACSU Patient Stations 1-6 in room 749 – 6 single patient stations with 6 pillow speaker/call cords.

h. ACSU Patient Restrooms 746 & 809 – 2 emergency call stations

i. ER Exam Room 17 (249) that was converted over from an office – 1 emergency call station.

j. ER Soiled Workroom 248 – 1 staff/duty station

k. CT Patient Restroom 268B – 1 emergency call station

l. X-ray Room 326 – 1 staff/duty station

m. X-ray Room 342 – 1 staff/duty station

n. OR Staff Lounge 570 – 1 staff/duty station

o. OB Staff Lounge 455 currently has an emergency pull station and should have a staff station – 1 staff/duty station E. Renovation projects scheduled in 2016 that require nurse call system components installed:

a. New EKG room 345 converted from X-ray room 346 (renovation underway in

2016) – 1 staff/duty station

b. New Echocardiogram room 346 converted from X-ray room 346 (renovation underway in 2016) – 1 staff/duty station

c. Renovation of Storage room 1208 into Urgent Care Clinic o 2 Triage Rooms – 2 staff/duty stations and 2 dome lights o 4 Urgent Care Exam Rooms – 4 single patient call stations with 4 pillow speakers/call cords, 4 dome lights.

o 1 New Urgent Care Nurses’ Station – 1 master station.

o 1 Patient Restroom for Urgent Care by Nurses’ Station – 1 emergency call station and 1 dome light.

F. There have been problems with several emergency pull stations, corridor lights not working, and failed power supplies.

G. The stand-alone restrooms with emergency pull stations in Radiology, Medical Clinic, MRI, and Lab do not appear to be connected to the existing nurse call system. Installation date is unknown for Radiology & Medical Clinic. MRI location was installed in 2014 and Lab locations were installed circa 1995.

H. Patient beds currently used are Stryker and Hill-Rom.

I. Layouts for the current nurse call system, nurse call system with dimensions, and areas needing to be reviewed for nurse call system to be installed are shown in the following attachments:

• A. Current Nurse Call System

• B. Nurse Call System with Dimensions

• C. Review for New Nurse Call System

J. A site visit is highly recommended for bidding purposes.

III. Scope of Work:

A. General:

1. Contractor shall provide all labor, materials, supplies, tools and equipment, transportation, supervision and all other necessary items for replacing the current nurse call system and in bringing the hospital up to current nurse call system requirements for healthcare.

2. The Contractor shall be responsible for all aspects of verifying the existing layout, components, and all existing conditions of the current nurse call system. Any conditions found outside this scope of work shall immediately be brought to the Contracting Officers and IHS COR’s attention.

3. The Contractor is responsible for verifying the accuracy of all drawings supplied.

Any photos and/or sketches are for reference use only. If any clarification or additional information is required, the IHS Contracting Officer has to be notified with a written Request for Information (RFI).

4. The Claremore Indian Hospital is a tobacco free campus. No smoking is permitted on the campus grounds.

5. The Contractor shall provide their own Personal Protective Equipment (PPE), Lock- Out/Tag-Out (LOTO) equipment, infection control barriers, vehicles barriers, and any other safety related supplies, materials, and equipment.

6. The Contractor shall be responsible for furnishing to the Government an access roster with the names of all employees performing work on the project and shall be responsible for ensuring the access roster is current throughout the contract performance period.

7. Contractor is responsible for installing and removing electrical portions of the existing and new nurse call system up to the electrical power source panel. This may require a licensed electrician.

8. Contractor shall provide a one-year minimum manufacturer’s warranty on the installed system components, one year warranty on labor/installation, and one year of technical support.

9. Signing in/out and scheduling of contractors and sub-contractors shall be coordinated with the IHS COR or his designee in his absence in order to maintain efficient use of traffic-flow, parking, access to building and locked areas.

10. The Contractor shall, at all times while on hospital grounds, keep the work area free from accumulations of waste materials, including storage areas, work sites, and public access areas. The Contractor shall remove from the work and premises any rubbish, tools, equipment, and materials that are not the property of the Government. Upon completing the work, the Contractor shall leave the work area in a clean, neat, and orderly condition satisfactory according to Facilities Management/IHS COR.

11. Contractor shall provide their own disposal means for the removal of debris, equipment, material, and waste for the duration of the project and dispose of according to State, local, Federal, and EPA regulations and recycle precious metals when possible.

12. Contractor shall provide phasing of the installation of the new nurse call system and for the demolition/removal of the current nurse call system. This is required in order to reduce the length of time the hospital is without an operational nurse call system and provide proper critical patient-care coverage for all hospital patients.

13. In addition, the new nurse call system shall meet the design criteria as identified in the IHS 2013 Architect/Engineering (A/E) Design Guide. This guide can be downloaded at the following URL or a copy of the 135-page document can be requested from the Contracting Officer’s Representative (COR).

http://www.ihs.gov/des/includes/themes/newihstheme/display_objects/documents/A EDesignGuide2013.pdf

14. All work shall conform to, and comply with, the latest editions of ALL applicable codes. The list is as follows (not inclusive):

• International Building Code (IBC)

• FGI’s Guidelines for Design & Construction of Hospital & Outpatient Facilities 2014 Edition.

• Occupational Safety Health Association (OSHA)

• NFPA 70 National Electric Code (NEC)

• NFPA 101 Life Safety Code 2012 Edition

• NPFA 99 Healthcare Facilities Code 2012 Edition

• United States Environmental Protection Agency (EPA)

• The Joint Commission’s Comprehensive Accreditation Manual for Hospitals

(CAMH)

• UL 1069

• FDA

• AS 3811

• All other referenced National Fire Protection Association (NFPA) Publications

B. Design and Layout of the New Nurse Call System

1. Contractor shall provide a design and layout of a new nurse call system and a list of all equipment and components to be used in the system to the IHS COR and IHS CO for review according to the submittal process details in this SOW. NO

RETROFIT KITS!

2. The design and layout shall be in significant detail and with adequate separation of sections of the hospital (rooms used for equipment, department separation, output circuits, input circuits, transmitting circuit, etc.) shown on separate prints, show locations of all components, and show a detailed legend with symbols.

3. Contractor shall coordinate the location of the new nurse call system main electrical/communication components with the IHS COR/Project Officer before http://www.ihs.gov/des/includes/themes/newihstheme/display_objects/documents/AEDesignGuide2013.pdf http://www.ihs.gov/des/includes/themes/newihstheme/display_objects/documents/AEDesignGuide2013.pdf providing prints for review. The current nurse call rack is located in Electrical Room 619.

4. Contractor shall be responsible for having the new nurse call system design and prints reviewed by required entities for accuracy as required by code.

5. Contractor shall provide a nurse call system design to cover all sections of the hospital that are required by code and shall provide a thorough review of the hospital for any deficiencies and codes issues that need to be corrected in the new design.

6. X-ray room 346 is to be renovated into two new rooms in 2016, EKG room 345 on the North side of existing room 346, and Echocardiogram room 346 on the South side of existing room 346. Both new rooms can have staff/duty/code blue stations installed as the room exists.

7. Existing Storage Room 1208 is to be renovated into an Urgent Care Department in 2016/2017 with 4 exam rooms, 2 triage rooms, 1 new nurses’ station, and 1 patient restroom just above the new nurses’ station (not shown with nurse call in Attachment D.). See Attachment D. Planned Urgent Care Renovation Area.

8. Nurse Call System Requirements:

a. Contractor shall install a nurse call system that can be serviced by other vendors and is not a strict proprietary installation and service by the service department of the manufacturer of the system.

b. Nurse call system shall be sized and rated appropriately to accommodate all components with 30% minimum additional capacity and/or capability for future expansion.

c. Nurse call system components shall be standardized when possible with any keys/reset abilities standardized.

d. Nurse call system shall have a proven industry track record with minimal failures, open market repair parts, and have 10+ years of expected service and support life after installation.

e. All input & output circuits shall not be overloaded and have capability for additional expansion.

f. Nurse call system shall have the required two-way communication, paging for staff (nursing, housekeeping, etc.), pillow speakers, call cords, LED corridor lights, and wireless device notifications.

g. If available, provide windows-based PC interface software and ability to view program/system for alerts, monitoring, faults, etc.

C. General Demolition

1. Contractor shall demolish and remove the current nurse call system and related components. This includes all existing nurse call component wiring, power supplies, conduit, remote annunciators/code stations, zone/corridor lights, staff stations, patient stations, bath stations, master stations, etc. after the new system is installed, commissioned, and verified for proper operation.

2. Contractor shall properly seal all penetrations as old wiring/conduit is removed with an approved fire barrier product. Any penetrations not found sealed shall require the Contractor to address immediately. A map of the facility shall be provided by the IHS COR to track penetrations in fire and smoke walls.

3. Contractor shall remove any existing nurse call system conduit or electrical boxes that can’t be reused for the new nurse call system. Contractor shall be responsible for repairing/covering any holes in walls left from the removal of any nurse call system component during the project.

4. Contractor shall replace all ceiling tiles damaged during the removal of the existing nurse call system.

D. Installation

1. Contractor shall install the new nurse call system equipment, wiring, conduit, panels, and related components according to the approved nurse call system design and codes.

2. Contractor shall place any cabling/wiring above the ceiling 2’ from the ceiling. Any cabling not installed in conduit above the ceiling shall be supported by dedicated J-hooks that are not utilized by any other wiring/cabling.

3. Contractor shall utilize cabling of a unique color that is different from existing cabling for quick identification. Currently red is used for fire alarm systems, orange for patient telemetry, yellow & white for security systems, black for Cox/internet, blue & white for IT.

4. Contractor shall use approved plenum-rated CAT 5E/6 or equivalent cabling/wiring (see submittal process in this SOW).

5. Contractor shall mark all equipment and components with the appropriate voltage service, nurse call system address, and power source locations as required.

6. Contractor shall provide adequate training/in-service to the hospital staff on how to operate the nurse call system.

7. Contractor shall seal all fire and smoke wall/hard ceiling penetrations with an approve fire/smoke barrier sealant.

8. Contractor shall patch holes in casework where nurse call system components were removed.

9. Contractor shall use compression fittings for conduit where conduit is required.

10. Contractor shall replace any ceiling tiles damaged during the installation of the new nurse call system.

11. Contractor shall not attach any items to the fire sprinkler piping and supports.

E. Commissioning

1. Contractor shall perform a startup and 100% test of all components, circuits, panels, and communication devices as part of a commissioning process codes for the new nurse call system.

2. Contractor shall adjust, troubleshoot, and repair all problems found during the testing and commissioning of the new nurse call system.

3. Contractor shall document loads on all circuits on the new nurse call system.

4. All commissioning and startup documentation shall be provided to the IHS COR for review and record keeping.

IV. General Requirements A. Point of Contacts:

All applicable documents shall be distributed as follows:

Contracting Officer:

Judy Perkins, Contract Specialist Oklahoma City Area Indian Health Service Office of Environmental Health and Engineering 701 Market Drive Oklahoma City, Oklahoma 73114 Phone: (405) 951-6023 Fax: (405) 951-3929 Judy.Perkins@ihs.gov

Facility Manager, IHS COR, & Project Officer Shawn Chopper, Facility Manager/Engineer Facilities Management US PHS Indian Hospital-Claremore 101 S. Moore Avenue Claremore, OK 74017 Phone: (918) 342-6020 Shawn.Chopper@ihs.gov

B. Contractor Work Hours:

1. Monday through Friday, during normal business hours of 7:45 am to 4:30 pm, after normal business hours past 4:30 p.m., and weekends from 7:00 am to 7 pm. Work identified in this scope of work shall be accomplished while the hospital is occupied and fully operational. Coordination and scheduling of work is shall be coordinated with the IHS COR. IT IS EXTREMELY IMPORTANT TO SCHEDULE WORK

APPROPRIATELY WHEN WORKING IN THE HEALTHCARE ENVIRONMENT

AND WHEN THE NURSE CALL SYSTEM IS NOT OPERATIONAL.

C. Safety Requirements:

1. Contractor shall abide by all Safety, Security and Infection Control Policies and Procedures of the Claremore Indian Hospital.

mailto:Duke.Henthorn@ihs.gov mailto:Shawn.Chopper@ihs.gov

2. Before any construction or services are to be performed within an IHS healthcare facility, The Contractor is 100% responsible for implementing and maintaining all Safety and Infection Control Measures during performance of their contract. Initial and periodic inspection will be conducted by the IHS COR, Safety Officer, and Infection Control Officer and any deficiencies will have to be immediately corrected by Contractor. The implementing of all Safety and Infection Control Measures is the sole responsibility of the Contractor to ensure these measures meet OSHA, NFPA, ASHRE, & The Joint Commission Standards.

3. All trades shall comply with all typical laws and standards. The contractor shall review procedures with respect to Life Safety and Infection Control measures prior to beginning inspection job. A film video will be made available to the contractor to view prior to starting inspection to comply with infection control procedures during hospital construction.

a. Video on “Infection Control during Construction”.

b. OSHA standard 1926.28 Personal Protective Equipment (PPE).

c. ILSM (Interim Life Safety Hospital Measure) Policy-Part A, Chapter 10, Section 4.

d. Guideline for environmental infection control in Health Care Facility 2003.

4. Contractor shall read and agree to all of the health safety regulations needed for this job.

a. Control risk assessment per type of project of activity per matrix of precaution for construction and renovation-Type 1-5. Attached policy “Infection Control during Construction and Renovation (Part H, Chapter 4, Section 7.0).

5. Contractor shall not impede or block any means of egress without notifying the Facility Manager/IHS COR. An Interim Life Safety Measure (ILSM) may be implemented during this project if exits and corridors are required to be blocked or partially blocked.

6. Any work performed above the ceiling shall require an “Above-the-Ceiling Permit” from Facilities Management/IHS COR with a map provided to show all smoke and fire wall penetrations to be made by the Contractor.

D. Quality of Workmanship:

1. Contractor shall perform high quality trade & craft workmanship. All work shall conform to, and comply with, the latest edition & version of ALL applicable codes including, but not limited to, ADA, OSHA, NFPA, IBC, FGI, and The Joint Commission Codes, Standards and Guidelines.

E. Project Review, Coordination, Meetings and Submittals:

1. After Contractor receives the Notice to Proceed (NTP) from IHS Contracting Officer, Contractor shall coordinate with the IHS Contracting Officer to schedule a date and time to have a Pre-Construction Conference project review meeting.

The Contractor is responsible to provide meeting minutes to the IHS CO and IHS COR within 5 business days after this meeting.

2. A Pre-Construction meeting shall be held before the work commences. This meeting shall cover the responsibilities and procedures of each of the interested parties to insure that the project is provided in accordance with the contract documents.

3. The Pre-Construction project review meeting shall be conducted prior to start of any construction work to ensure that all communication and documentation is in order and approved. At this meeting the Contractor shall also provide the following additional information:

• Gantt Chart Progress Schedule;

• List of Contractor’s on-site staff and, if any, sub-contractor listing;

• Submittal Register for items that will be submitted for this project;

• Project Specific Safety Plan;

• Project Specific Infection Control Plan;

• Project Specific Quality Control Plan; and

• Schedule of Values.

4. Prior to the start of any work, Contractor shall have items above reviewed and approved by the IHS COR and IHS Contracting Officer.

5. Contractor shall provide submittals for IHS COR review and approval. IHS COR shall respond within 7 work days with either an approval, return for correction, or disapproval.

6. Contractor shall provide all warranties for installation, craftsmanship, sliding doors, lights, and other materials to the IHS COR and IHS CO at the completion of the project. Two sets of Operation and Maintenance (O&M) manuals and prints shall be provided by the Contractor along with a list of recommended parts to keep on hand.

7. Contractor shall warranty provide a warranty on parts and labor for a period of one year (minimum on parts).

F. Material and Equipment:

1. All supplies, materials, and equipment shall be new and of a type of quality that conforms to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the IHS COR.

a. The contractor shall submit to the IHS COR a listing indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed for use in the performance of its work.

b. The contractor shall not use any materials which the IHS COR determines would be unsuitable for the intended purpose.

c. Materials and equipment used by the Contractor shall conform to healthcare requirements and all applicable codes.

G. Submittals / Request for Information (RFI):

1. Submittals may be drawings, sketches, manufacturer’s literature, catalog descriptions, or other descriptions in sufficient detail to allow a decision.

Submittals shall be required as follows:

a. The contractor shall submit a layout (sketch, print, AutoCAD drawing, etc.)

of the new nurse call system design according to the SOW for approval before commencing work.

b. Submittals shall be provided where called for in the specifications or on the drawings.

c. For any item the contractor proposes to substitute for a specified item as same “or equal”.

d. For any proposed design change or deviation from the specifications or the drawings.

e. For anything in the plans or specifications found to conflict with applicable codes and standards.

f. Contractor shall provide electronic submittals and any MFG signed & dated warranties

2. Substitutions or deviations not approved by the COR shall risk rejection. Work shall not commence until all submittals are approved.

3. A Request for Information (RFI) document shall be required on this project for anything not understood by the contractor.

4. Contractor shall provide Safety Data Sheets (SDS) for all products where applicable to the IHS COR for review BEFORE use.

H. Punch List

1. Contractor shall coordinate a pre-final punch list review of the project, complete all punch list items, and coordinate a final walk through with the IHS COR and

Contracting officer after all punch list items have been corrected.