SOW -PATIENT LIFTS.pdf

Department of Veterans Affairs

Western New York Health Care System Batavia, N.Y, 14020

SCOPE OF WORK

Patient Lift Motor Retrofit Upgrade for Batavia VAMC

Project Number: Patient Lift Retrofit Upgrade

General Information:

Project Description:

The VA Medical Center located at 222 Richmond Ave, Batavia, NY 14020 is seeking a contract to replace and standardize our current fleet of ceiling mounted patient lifts. The selected lift must be able to operate on the facilities existing rail systems. The current inventory of lifts and rails consists of the following manufacturers: Waverly-Glenn, Romedic, Guldmann, Joerns, and Amico. Lift Units must have the ability to operate on both continuous and end stop charging systems.

Typical Construction Throughout Facility

Ceilings The finished ceiling from the floor will be 8 – 9 feet in height. The contractor shall be responsible for inspecting and testing, if necessary, the concrete above the ceiling for the proper support of the patient lifts in our facility.

Electrical Each patient room currently has a junction box above the ceiling or mounted to a wall which supplies a 20-amp, single phase circuit wired for the patient lifts. The contractor shall be responsible to connect their unit from the junction box provided.

Mechanical The contractor shall verify the existing HVAC, plumbing, fire protection, medical gas, electrical and data systems prior to bidding. The contractor is responsible for all costs associated with supporting their patient lift systems with respect to our existing rail systems.

Patient Curtains The contractor shall coordinate the installation of the patient lifts with the existing patient curtains. The VA and the contractor shall work through any patient privacy issue with the curtains prior to installing the lifts.

Patient Lift Systems The contractor shall provide a support system that will accommodate our existing system(s). The typical space above the ceilings do NOT provide a lot of room above the finished ceiling for supports. It is encouraged for the contractor to evaluate our space including the areas above the ceilings prior to designing the patient lift system upgrades. Some key factors to this project are as indicated.

• The space above the finished ceilings will have all systems including but not limited to; (electrical, HVAC, medical gas, fire sprinkler and fire alarm)

• The contractor who is awarded the patient lift project is responsible for restoring the site to its original condition, cleaning, supervision of installation, coordination of work with VA, modifications to our existing systems with VA approval and testing of the patient lift system.

• Existing power supplies shall be replaced with the new power supplies provided with new lift units.

Materials and Services for the Project The contractor shall provide ALL materials necessary for the use of the patient lifts.

Patient Lift Installation Checklist When the patient lifts are installed, the contractor shall test the patient lift with the VA COR representative and provide documentation that the lift has been certified. A typical installation checklist shall include but is Not limited to the following:

After Installation Checklist for Ceiling Mounted Patient Lifts The commissioning for a patient ceiling lift system(s) shall include, but not be limited to, the following points as components of the commissioning procedures. Proper personal protection equipment (PPE) shall be worn by staff during these commissioning procedures. Verify that ceiling lifts are not installed in treatment units with actively suicidal patients.

Date Completed

Location (Room #)

Refer to manufacturer‟ s specific model and specifications to verify all location information, including minimum clearances for operation are compliant. If clearance information is not provided, refer to illustrations below; suggested clearances are 31 inches beside toilet and 55 inches beside a bed.

Manufacturer information, including model and serial number(s).

Model:

Serial Number:

Confirm receipt of operator and maintenance manuals.

Verification of proper connections of structural system to the building‟ s structure including seismic bracing if applicable.

Verification of proper structural component sizing and physical installation to make sure that proper structural system and size is in place and properly installed to support the lift.

Verification of proper interface of lift unit at ceiling (hard deck or soft tile) and proper installation of all protective features around the support rods and rails/tracks.

Inspection of lift motor casing for cracks and alignment.

Full extension and inspection of lift strap for loose threads or frays.

Inspection of sling material and sling stitching for loose threads or frays.

Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins.

Verification that all rail end stops are in place and tightened.

Inspection and activation of hand control for full operation (e.g., up, down, left, right) and “return to charge” function if applicable.

Inspection and activation of emergency up/down motor case control buttons if applicable.

Confirm any and all motor case indicator lights are functioning (e.g., red service warning light, charging state light).

If included in installation, verify rail turntable function, exchanger function, and gate alignment.

Confirm track is clean and clear of all debris (suggest wiping entire length of interior track channel with a soft cloth). Note:

Use manufacturer‟ s recommended cleaning materials to avoid damage to the motor case and other components.

Phenol or chlorine solutions may damage some motor case surfaces.

Verification of any “soft start” or “soft stop” features and that lifting speed dowes not exceed 2.5 inches per second with “zero” load.

Verification of load testing and deflection testing at lift listed maximum for each lift unit at its maximum rated lift capacity.

Conduct this test in three progressive stages starting with a 100 lbs. load, then 50% of maximum rated lift capacity, then 100% of maximum rated lift capacity.

Verification of any “soft start” and “soft stop” features and that lifting speed does not exceed 1.5 inches per second under maximum rated lift capacity.

Verification of function of emergency brake at maximum rated lift capacity.

Verification of emergency lowering feature at maximum rated lift capacity.

Inspection of units by Contracting Officer‟ s Technical Representative (COTR), Maintenance & Repairs, Facilities Engineering Services, Biomedical Engineering, or Safety prior to release of lift(s) to clinical use.

Training of clinicians and other staff who move and handle patients on the use of patient handling equipment is accomplished by the manufacturer or their designated representative. Training is documented and competency verified prior to release for use with patients.

Verification that charging functions are working.

Annually inspect and tighten all track brackets, tracks and stops.

Date required:

Inspect trolley wheels annually and clean as needed.

Date Required:

Identify replacement date for battery (every two years for T.H.E.)

Date Required:

Identify replacement date for main lifting strap (every two years for T.H.E.).

Date Required:

Contractor Furnished Equipment and Supplies (Including but not limited to)

The contractor shall furnish all equipment (including ceiling mounted patient lifts) and supplies necessary to install and operate ceiling mounted patient lifts and that meet the criteria established in Section IV entitled “System Overview”.

TECHNICAL SPECIFICATIONS:

Offeror shall address each of the following specifications in its technical proposal.

1. CEILING TRACK SYSTEM

a. The contractor will be responsible for verifying the existing ceiling track systems will accept the new patient lifts. All costs related to the retrofit or replacement of the existing rail systems to accept the new patient lifts is considered part of this project and shall be the responsibility of the contractor.

b. All ceiling track systems are to be anchored into the concrete lid above. Existing wall mounts are to be removed.

c. All existing mounting rods/anchors in the lid must be upsized to ½ inch diameter.

d. No drilling or anchors are to be installed in the structural concrete beams.

e. The Ceiling Track shall be made from high strength extruded aluminum at a minimum thickness of 3/16” (4.8mm).

f. The Standard Room Covering Track System shall be a Continuous Charge system so the motor can charge along the track; does not require docking station.

g. Electrical supply will be from the junction box located in the ceiling. Duplex outlets for the Ceiling Lifts and Gates will be provided. Electrical Supply provided for gates shall be on emergency power.

2. LIFT UNIT

a. Furnish, install, and certify forty-three (43) patient ceiling lift units.

b. The Lift system shall have the following salient characteristics.

i. Lifting capacity: Safe Working Limit minimum of 700 lbs.

ii. All metal gear construction.

iii. Aluminum frame housing.

iv. Quick connect carry bar.

v. Lift unit shall have ability to be removed from rail without tools.

vi. Lift Unit trolleys shall have ability to be removed from unit without tools.

vii. Lift unit shall be interchangeable with the various rail manufacturers we have throughout the facility (Same motor, interchangeable trolleys).

viii. Electronic soft-start and soft-stop motor control

ix. Emergency lowering device

x. Emergency manual lowering

xi. Emergency stopping device

xii. Current limiter for circuit protection in case of overload.

xiii. Upper limit detection

xiv. Lower limit detection

xv. Slack tape sensor

xvi. Low battery and Dead battery alarms.

xvii. Lifting speed: 1in/s (25.4mm) at full rated lifting capacity for 700 lb. hoist.

xviii. Emergency free fall brake (Over Speed Governor)

xix. Entire external system (track, motor, strap, hanger, etc.) shall be able to be cleaned according to infection control standards without the loss of strength and integrity of the system.

xx. Handheld capacitive remote control

3. MOTORS

Vertical Movement-DC Motor

i. 28.8 VDC motor.

ii. Mounting: Secured to chassis.

4. STRAPS AND SLING

i. The straps shall be made of threaded nylon or polyester. The straps shall ensure the patient’s safety by preventing the patient from falling out of the sling.

ii. Straps shall be capable of using disposable slings or disposable covers for the slings.

5. OTHER SYSTEM REQUIREMENTS

i. The system shall operate in a smooth, consistent manner without any fast, slow, or sudden starts and stops.

ii. The system shall include an emergency stop system and an emergency lowering device for patient safety.

iii. Emergency Lowering: If a tool is required to manually lower the patient in an emergency, it shall be stored on the motor somewhere easily accessible to the user.

iv. Capable of adding scale to system to determine patient’s weight.

v. Track and motors shall be rated for wet locations.

vi. The contractor shall have 24/7 telephone support.

vii. The contractor shall provide operator training to the Medical Center personnel. It is understood there are three (3) shifts with four (4) active Wards. Training to be scheduled to occur during the (3) shifts in their respective Wards.

viii. The contractor will warrant all modified and new ceiling track systems and patient lifts for a period of one (1) year from the date of acceptance by the VA. All warranty service calls will have no more than an eight (8) normal working hour response time from the time of the call to be onsite to address the issue.

Project Design and Install Parameters:

• This lift upgrade project is to be designed and installed by the contractors who are awarded the project.

• The contractor is 100% responsible to review all site conditions prior to bidding and for the design.

• Any alterations to the VA existing systems shall be reviewed and approved by the VA and at the contractor’s own expense. Be advised that the reviews by the VA may take up to 10 business days for approval.

• All existing power supplies shall be replaced with new power supplies provided with the new lift units.

Part I Construction

1. General:

Construction shall take place during normal working hours and through coordinating with the VA

COR.

If the space should be occupied by patients the contractor shall coordinate the VA COR to vacate rooms daily to install lifts. Barriers shall be constructed by the contractor to keep people out of the areas where construction is in progress. All safety and infection control guidelines for the VA Hospital shall be strictly adhered to during construction.

1.1 GENERAL INTENTION

A. Contractor shall perform work that is outlined under General Description at the VA Medical

Center, Batavia, NY. Furnish all necessary labor and materials.

B. Visits to the site by Bidders may be made only by appointment with the Contracting Officer or

COR.

C. All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access.

D. Prior to commencing work, general contractor shall provide proof that a OSHA certified

“competent person” (CP) (29 CFR 1926.20(b)(2) will maintain a presence at the work site whenever the general or subcontractors are present.

E. Training:

1. All employees of general contractor or subcontractors shall have the 10-hour OSHA certified

Construction Safety course and /or other relevant competency training, as determined by

VA CP with input from the ICRA team. The supervisor of the work shall have a 30-hour

OSHA certificate.

2. The general contractor or subcontractor shall have all personnel installing the equipment on this project, factory-trained and certified by the new patient lift manufacturer.

3. Submit training records of all such employees for approval before the start of work.

1.2 STATEMENT OF BID ITEM(S)

A. ITEM I, GENERAL CONSTRUCTION:

A. GENERAL CONSTRUCTION

1. Provide all mobilization and demobilizations services. The mobilization work associated with the facilities mentioned shall be done in a safe and workmanlike manner and shall conform to all pertinent state and local laws and regulations.

2. It is the CONTRACTOR'S responsibility to develop a work plan detailing, at a minimum, the procedures to be employed, the equipment and materials to be used, the safety plan to be used during the work, and a schedule defining the duration of the work with milestone subtasks.

3. General Contractor to provide site supervision during all work.

4. Scheduling will be required for modification of the existing or installation of new X-Y ceiling track systems since the rooms are currently active.

1.4 CONSTRUCTION SAFETY

A. General:

1. Contractors are required to comply with the Occupational Safety and Health Act of 1970. This will include the safety and health standard found in CFR 1910 and 1926.

2. Questions regarding occupational safety and health issues can be addressed to the COR or

Contracting Officer.

B. Tools/Equipment:

1. Under no circumstances are equipment, tools, and other items of work to be left unattended for any reason. All tools, equipment and items of work must be under the immediate control of your employee.

C. Signs:

1. Signs must be placed at the entrance to work areas warning people of your work. Signs must be suitable for the condition of the work. Small pieces of paper with printing or writing are not acceptable.

D. Accidents and Injuries

1. Contractors must report all accidents and injuries to the COR.

REFER TO 010000 GENERAL REQUIREMENTS AND OTHER SPECIFICATIONS FOR WORK

PERTAINING TO THIS PROJECT.

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