SF30 - Amendment 36C24625Q0591 0002.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE

3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

2. AMENDMENT/MODIFICATION NUMBER

36C246

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this modification is to respond to vendor questions (see attached) and extend the solicitation date until May 30, 2025 at 9:00 a.m. EST.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

Department of Veterans Affairs Network Contracting Office 6 100 Emancipation Drive Hampton, VA 23667-0001 chellry.whittier@va.gov

To all Offerors/Bidders 36C24625Q0591

04/09/2025

1 29

The following questions were asked:

1. Can you send the CAD drawings of the rooms that will be getting the lifts. We were unable to get into all the rooms because of patient census, therefore I was unable to know the dimensions of all the rooms and how the existing lifts are installed. A couple bathrooms are interconnected with 2 patient rooms, and I was unable to see how they are connected with the existing system. So having CAD drawings will greatly help in getting the design and quote accurate.

• Building Plans (floor plans, reflected ceiling plans, structural details) are needed to provide an accurate proposal. Will the VA provide those?

CAD drawings will be provided upon request, can only be provided via email.

2. The bid specs from Guldmann shows 40 patient rooms with XY or H design for the lifts.

The VA is unaware of any bid specs sent out by Guldmann.

They list 7 bathrooms with lifts, and all being de-installed. How many lifts are required to be deinstalled?

There are a total of 45 rooms that currently have lifts/rails in the rooms. All 45 rooms require deinstallation.

3. They have 48 rooms needing lifts in the bid, but the RFQ list 12 patient rooms with bathrooms and 4 more patient rooms share 2 bathrooms. I show there are 14 bathrooms not 7.

There are 45 rooms that currently have lifts/rails in the rooms. A total of 47 lifts are needed (2 lifts are located in room 384). Yes, a total of 14 rooms with bathroom transitions.

4. 9 ER rooms have lifts with one (room 6) having a curve track. We were unable to see how room 6 with the curve track was laid out. So again, a CAD drawing will be helpful.

Will be provided upon request, can only be provided via email.

5. 28 Patient Rooms have one lift systems with room 381 being the PT room. 2 Rooms have 2 lift systems, so total of 4 lifts.

lifts are located in room 384).

6. ICU has 2 Rooms with lifts which are mounted to the wall because the ceiling structure could not handle the weight capacity.

Contractor is responsible for validating and certifying the structure is capable of supporting their respective ceiling lifts.

7. Radiology has 4 Rooms with lifts. So, looks like 47 Total lifts.

Yes, there are 45 rooms that currently have lifts/rails in the rooms. A total of 47 lifts are needed (2 lifts are located in room 384).

So, we need to know the exact count 47 or 48?

Yes, there are 45 rooms that currently have lifts/rails in the rooms. A total of 47 lifts are needed (2 lifts are located in room 384).

9. When the existing ceiling lifts are de-installed. Do you discard the old system, or do we need too? Is so, where do we remove the system too? Meaning a trash container /dumpster. Is there parking for a 16ft. cargo trailer?

The contractor is responsible for the removal of all trash, debris, and de-installed lifts from the property. The contractor cannot dispose of items in VA dumpsters. The VA will work with the contractor to find space for a dumpster.

10. Is there a schedule for the start date? Plus, when the project will need to be completed. Some of the rooms are under renovations now. The bio-meds stated the renovations had stopped and were not sure when these rooms will be completed. The benefit for installing in these rooms under renovations will make it easier for us and the construction workers doing the renovations. So wasn’t sure if you’re going to have several phases in the project.

Scheduled start date is dependent upon contract award. The contractor will be responsible for developing a project schedule upon contract award. The VA would like all lifts replaced prior to 03/2026.

I. Contractor will be required to provide a construction schedule timeline for replacement.

Installation dates and designs must be coordinated with Contracting Officer Representative (COR), and dates for installation in remodeling projects may be adjusted by the Government as required if engineering changes are required and delayed.

Will the vendors do one area then wait and come back again at a later date.

The project should be completed in phases by section i.e. 2C, 3A, 3B, ICU, ED, and Radiology.

12. Bio-med mention infection control requirements in some areas. If so what is needed for your requirements?

Upon contract award Infection control will complete a risk assessment based on the location and level of work being completed in each area. Please see the attached ICRA form. Expect ICRA level 2 or greater

13. What will be the working hours?

1. Contractor personnel must conduct their work so as not to interfere with the normal functioning of the facility and will stop work if asked by VA Coastal Healthcare System personnel. Hours of work will need to be limited to daytime on units where patients sleep or to nighttime or weekends in areas where patients would be exposed by daytime work. Excluding Federal Holidays

14. What is the desired SWL? Room list states 700lbs, Ceiling Performance Requirements state

550lbs, and Bid schedule states 770lbs

1. Minimum requirement is 650lbs.

15. What areas in the gym require track coverage?

1. The only lifts being replaced are located on 3A, 3B, 2C, ICU, ED, and Radiology. No lifts are being replaced in the Physical Therapy Gym located on the basement floor.

16. Due to complexity of track designs, additional time will be required, following receipt of answers to RFIs, to review drawings and provide an accurate proposal. Will VA extend bid due date? Yes

17. Will the VA provide on-site storage area?

1. The VA will try to accommodate but cannot guarantee any storage area will be available for contractor use.

18. Under Award Basis, it states pricing must not exceed amount of funding available for the procurement. Please advise the $ amount – We cannot provide this information

19. Who is the manufacturer / model of ceiling tiles?

Waiting on information from engineering

20. To confirm, there are 2 PT Gyms being installed and I believe line items correlate as follows:

• CLN 0008 Equipment to 0011 for install-

• CLN 0007 Equipment to 0010 for install

• Line item 0014 says for 1 so is that just one PT Gym equipment being removed or should the price be for both gyms lifts are located in room 384). A total of 14 rooms with bathroom transitions.

21. The RFQ references 14 bathrooms needing lifts and total of 45 rooms needing lifts? Is this correct?

lifts are located in room 384). Yes, a total of 14 rooms with bathroom transitions.

22. Page 15 says you can use existing supports. What are the existing supports rated at weight wise?

If pre-existing supports are used, the contractor is responsible for validating and certifying the existing supports and structure are capable of supporting their respective lifts.

23. Who is responsible for taking away the old lift system once it’s de-installed?

The contractor is responsible for the removal of all trash, debris, and de-installed lifts from the property.

24. Will these to a drop trailer to put the de-installed lift system into? (a drop trailer would be a dumpster trailer where you would put all the old ceiling lift rails and infrastructure etc. … in to be haul away. So, does the install vendor need to provide a dumpster or will the VA discard the old lift system?

The contractor is responsible for the removal of all trash, debris, and de-installed lifts from the property. The contractor cannot dispose of items in VA dumpsters. The VA will work with the contractor to find space for a dumpster.

25. Will a Connex Box (Outside Storage Container) be required to store the new vendors lift equipment on site? When is the start and end date for the project?

Scheduled start date is dependent upon contract award. The contractor will be responsible for developing a project schedule upon contract award. The VA would like all lifts replaced prior to 03/2026.

I. Contractor will be required to provide a construction schedule timeline for replacement.

Installation dates and designs must be coordinated with Contracting Officer Representative (COR), and dates for installation in remodeling projects may be adjusted by the Government as required if engineering changes are required and delayed.

26. How many phases to the project? Meaning will the vendor be able to start and work each area one after the other? Or will there be gaps in the timeline where we start and finish in an area, then a week or more goes by and we come back to start and complete install in next area of hospital?

The project should be completed in phases by section i.e. 2C, 3A, 3B, ICU, ED, and Radiology. Scheduled start date is dependent upon contract award. The contractor will be responsible for developing a project schedule upon contract award. The VA would like all lifts replaced prior to 03/2026.

Contractor will be required to provide a construction schedule timeline for replacement.

Installation dates and designs must be coordinated with Contracting Officer Representative (COR), and dates for installation in remodeling projects may be adjusted by the Government as required if engineering changes are required and delayed

27. CAD drawings are needed of all the rooms.

Will be provided upon request, can only be provided via email.

UPDATED Statement of Work: Ceiling lift Replacement, in Fayetteville NC VAMC

A. General Information

1. Title of Project: Ceiling lift Replacement in Fayetteville North Carolina VAMC.

2. Scope of Work: The contractor shall provide all labor, tools, materials, transportation, equipment, parts, supervision, and personnel to perform the full replacement of patient lifts, and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. No work and/or repairs outside of the Statement of Work are authorized without permission from the Contracting Officer.

3. Qualifications: Contractor shall provide personnel who have the knowledge, qualifications, and experience to perform the functions outlined in the Performance Requirements. All personnel shall have at a minimum, an understanding of operations, maintenance procedures, and regulatory requirements associated with patient ceiling lifts.

4. Background and Justification: Ceiling lifts have been installed in many places throughout the VA Coastal Health Care System. Patient ceiling lifts provide staff a means to safely and efficiently handle and effectively transport within the patient’s room. The lifts installed currently in the Ramsey location have reached End of Life per manufacturer specifications and need replacement. Replacing the patient ceiling lifts is essential since this is a primary means to safely lift and transfer patients. The patient ceiling lifts are utilized to prevent injuries to the patients from being dropped from mishandling by staff and injuries to the staff from improper patient handling practices. The manufacturer would require full deinstallation of existing supports and rail and replacement with the new vendor’s supports and rail, in accordance VA requirements.

5. Performance Period/Schedule:

I. Contractor will be required to provide a construction schedule timeline for replacement. Installation dates and designs must be coordinated with Contracting Officer Representative (COR), and dates for installation in remodeling projects may be adjusted by the Government as required if engineering changes are required and delayed.

6. Type of Contract: Firm-Fixed-Price

B. Contract Award Meeting:

I. The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kickoff meeting is waived.

C. General Requirements:

I. All installation must comply with requirements of Patient Safety Alert AL14-07, including the Checklist for Installation and Relocation. The installation checklist must be filled out for each installed lift, in addition to any checklist required by the manufacturer, and supplied to the COR.

1. Installers must have current certification to work on overhead lift and rail systems.

2. Contractor will provide evaluation of existing structure where ceiling lifts are needed and submission of plans to VA Coastal Healthcare System Engineering service, to assure that workable systems are installed and comply with VA design requirements and relevant standards.

3. Contractor will coordinate with Engineering service to verify access to engineering mechanical, HVAC, and fire systems components within the mounting area of the lift units.

4. Shop drawings shall show structural supports to the underside of structure. Structural calculations for the support of the track and its attachment to ceiling structure shall be submitted. Shop drawings used in the quoting phase shall be PDFs, and either 2D CAD files or 3D BIM files showing structural support to underside of structure. Shop drawings shall also provide general room layout with bed position and all obstructions to ceiling lift.

5. The contractor shall provide a set of stamped drawings by the vendor. Shop drawings and structural calculations shall be signed and stamped by a registered structural engineer and shall meet all code requirements in the jurisdiction having authority.

Structural engineer shall ensure ceiling minimum structure capacity shall support the loads specified in the shop and installation drawings and be in compliance with local structural and seismic codes.

6. Contractor shall provide BIM (Building Information Model) for clash detection on the request of the Resident Engineer (RE), VA Construction Agent, or General Contractor.

a. Certificates of Compliance from Manufacturer

b. Manufacturer's Literature and Data:

i. Lifting Capacity

ii. Lifting Speed

iii. Vertical Axis Motor

iv. Emergency Brake

v. Emergency Lowering Device

vi. Emergency Stopping Device

vii. Electronic Soft-Start and Soft-Stop Motor Control

viii. Current Limiter for Circuit Protection

ix. Strap Length

c. All equipment anchors and supports. Submittals shall include weights, dimensions, center of gravity of the structural support, standard connections, manufacturer's recommendations and behavior problems (e.g., vibration, thermal expansion,) associated with equipment or piping so that the proposed installation can be properly reviewed

7. Install ceiling mounted patient lift system as per manufacturer's instruction and under the supervision of manufacturer's qualified representative and as shown on drawings. If the distance in between the suspended ceiling and anchors is more than 12” consult with manufacturer to determine if lateral braces will be required.

8. Contractor will coordinate with Contracting Officer Representative (COR) to schedule installations.

9. Contractor will provide information on minimum clearances for operation of each lift, to be presented with the bid.

10. Contractor will provide a list of all construction, or modifications required to install these lifts, to be presented with the bid. The goal is to install around any obstructions without requiring VA to make construction modifications.

11. Contractor will provide all qualified personnel, materials, equipment and services necessary to install ceiling lifts for the rooms described below under Location, including lifts, tracks, spreader bars, attachment hardware, and all other equipment necessary for safe operation. Lift systems may be configured in any way that covers the rooms best and meets the requirements.

12. Contractor will provide installation and testing of all equipment for ceiling lifts, according to VA checklist requirements, resulting in a turnkey system.

13. Contractor will provide training on equipment use for all new types of equipment included in this contract, one session per shift for up to 2 shifts of personnel in each affected area and for onsite trainers (up to 10 sessions scheduled after installation and before use), in coordination with COR.

14. Contractor will provide evidence of testing of all lift systems provided and schedule testing when it can be overseen by COR.

15. Contractor will mitigate any new hazards created by installation, such as ramps over interstitial support beams that create trip hazards.

16. Contractor will meet construction safety requirements, including construction orientation, safety training requirements, TB testing, electrical safety requirements, and Above Ceiling Permit requirements including re-sealing any penetrations of fire barriers.

17. Contractor will be responsible for adhering/implementing all infection control requirements as determined by the infection control risk assessment (ICRA).

18. The contractor is responsible for the removal of all trash, debris, and de-installed lifts from the property. The contractor cannot dispose of items in VA dumpsters

D. NARA Records Management Language Clause:

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Fayetteville VAMC and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Fayetteville VAMC or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Fayetteville VAMC. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity.

When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Fayetteville VAMC control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Fayetteville VAMC guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Fayetteville VAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public

Fayetteville VAMC information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Fayetteville VAMC owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Fayetteville VAMC shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #3873736, Records Management for Records Officers and Liaisons. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

E. Specific Mandatory Tasks and Associated Deliverables

1. Location of Ceiling Lift Installations: VA Coastal Healthcare System, Fayetteville VA

Medical Center (2300 Ramsey Street, Fayetteville, NC 28301). Rooms are listed below, along with the required capacity, whether scale is required, and details of design:

Item # Bldg. Area Room # Lbs. Scale Design

1 Building 1 ED 0022 650 No Replaced Existing Horcher H-track

2 Building 1 ED 0021 650 No Replaced Existing Horcher H-track

3 Building 1 ED ED BAY 1 650 No Replaced Existing Horcher H-track

4 Building 1 ED ED Bay 2 650 No Replaced Existing Horcher H-track

5 Building 1 ED ED Bay 3 650 No Replaced Existing Horcher H-track

6 Building 1 ED ED Bay 4 650 No Replaced Existing Horcher Arch Track

7 Building 1 ED ED Bay 6 650 No Replaced Existing Horcher H-track

8 Building 1 ED ED Bay 8 650 No Replaced Existing Horcher H-track

9 Building 1 ED ED Bay 10 650 No Replaced Existing Horcher H-track

11 Building 1 3B 337 650 yes Replaced Existing Horcher no bathroom transition

12 Building 1 3B 338 650 yes Replaced Existing Horcher no bathroom transition

13 Building 1 3B 339 650 yes Replaced Existing Horcher with Bathroom Transition

14 Building 1 3B 340 650 yes Replaced Existing Horcher with Bathroom Transition

15 Building 1 3B 341 650 yes Replaced Existing Horcher H-track no bathroom transition

16 Building 1 3B 342/343 650 yes Replaced Existing Horcher lifts. Each room has a lift (2 lifts) and shares a bathroom.

17 Building 1 3A 369 650 yes Replaced Existing Horcher no bathroom transition

18 Building 1 3A 368

650 yes Replaced Existing Horcher no bathroom transition

19 Building 1 3A 370 650 yes Replaced Existing Horcher with Bathroom Transition

20 Building 1 3A 367 650 yes Replaced Existing Horcher no bathroom transition

21 Building 1 3A 372 650 yes Replaced Existing Horcher no bathroom transition

22 Building 1 3A 375 650 yes Replaced Existing Horcher no bathroom transition

23 Building 1 3A 376 650 yes Replaced Existing Horcher with Bathroom Transition

24 Building 1 3A 374 650 yes Replaced Existing Horcher H-track 2 lifts existing in this room. No bathroom transition

25 Building 1 3A 373 650 yes Replaced Existing Horcher with Bathroom Transition

26 Building 1 3A 380 650 yes Replaced Existing Horcher no bathroom transition

27 Building 1 3A 381/382 650 yes Replaced Existing Horcher lifts. Each room has a lift (2 lifts) and shares a bathroom.

28 Building 1 3A 384 650 yes Replace Existing Horcher H-track 2 lifts existing in this room. No bathroom transition

29 Building 1 3A 363 650 yes Replaced Existing Horcher with Bathroom Transition

30 Building 1 3A 362 650 yes Replaced Existing Horcher no bathroom transition

31 Building 1 3A 361 650 yes Replaced Existing Horcher with Bathroom Transition

32 Building 1 3A 360 650 yes Replaced Existing Horcher no bathroom transition

33 Building 1 3A 359 650 yes Replaced Existing Horcher no bathroom transition

34 Building 1 2C 214 650 yes Replaced Existing Horcher with Bathroom Transition

35 Building 1 2C 209 650 yes Replaced Existing Horcher with Bathroom Transition

36 Building 1 2C 211 650 yes Replaced Existing Horcher with Bathroom Transition

37 Building 1 2C 208 650 yes Replaced Existing Horcher with Bathroom Transition

38 Building 1 2C 212 650 yes Replaced Existing Horcher with Bathroom Transition

39 Building 1 ICU 2304 650 yes Replaced Existing Horcher H-track

40 Building 1 ICU 2307 650 yes Replaced Existing Horcher H-track

41 Building 1 Radiolo gy

1012A 650 No Replaced Existing

42 Building 1 Radiolo gy

1014B 650 No Replaced Existing Horcher H-track

43 Building 1 Radiolo gy

1022 650 No Replaced Existing Horcher H-track

44 Building 1 Radiolo gy

1023 650 No Replaced Existing

2. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.

5 of this SOW.

3. Standards:

a. Ceiling Lift Performance Requirements:

i. Ceiling Lifts shall meet all Underwriters Laboratory requirements, life safety codes, national electric codes, fire safety codes, and all other applicable federal, state, and local codes. Appropriate documentation should be provided.

ii. The Ceiling Track shall be made from high strength extruded aluminum or VA approved equal. Provide anchor supports at ceiling substrate. Installed rail shall be security tested for 1.5 times greater than the motor’s weight capacity and maximum allowable deflection of a horizontal rail is no more than 1mm (1/16th inch) per 200mm (7.87 inch) of track length. (As per ISO 10535 standards.)

iii. Ceiling Lifts, straps, and slings shall comply with ISO 10535 (Hoists for the transfer of disabled persons – Requirements and test methods).

iv. Ceiling lifts must include a 2-point hanger bar, suitable and allowable for use with the full range of loop-based slings, with 2 hooks facing different directions on each end of the bar and without easily breakable parts such as rubber flaps.

v. Ceiling lift manufacturer must allow and warrant the use of their lifts with the full range of slings available to the facility.

vi. The lifts shall be mounted (using ceiling, wall, or floor support as determined by building structure and room covering layout needs) to provide lifting capability for the maximum area possible within each room which means wall to wall – not just over the bed.

vii. Lifts must be capable of picking patients up off the floor.

viii. The lifts are equipped with a current limiter for circuit protection in case of overload.

ix. Lift must have an integrated patient scale with accuracy that meets or exceeds

+/- 0.5% at max load that does not decrease the lifting height.

x. The lift hand control must be attached to the lift in a way that allows it not to be lost.

xi. Lifts must not beep or flash during normal operation.

xii. Lifts must be able to lift a full-capacity load at least 21 times on a full, new battery charge.

xiii. Contractor must install lifts without relocating or interfering with operations of existing sprinkler heads, lights, HVAC grills, curtain tracks, IV tracks, televisions, permanent furniture, or other permanent structure. Contractor must describe any such fixtures that must be moved during contract bid and pre-construction meetings. Installation may be delayed, canceled, or moved to a mutually acceptable location if building changes cannot be made in ways that allow lift installation.

xiv. Contractor shall not breach any firewalls during installation of these lifts. Any fire barrier that must be penetrated must be discussed with VA safety personnel and must immediately have fire barrier repaired. An Above Ceiling Permit must be filled out before ceiling work, and the COR will check the ceiling after ceiling work, to make sure any fire barrier penetration was repaired.

xv. Each room where lifts are installed shall be returned to original condition, excluding the newly installed ceiling lift. Holes in the wall or ceiling tile must be patched with appropriate materials.

xvi. Ceilings must not be slotted exposing space above ceiling to the room below.

xvii. Ceiling lift motors shall be capable of lifting at least 650, or more pounds, as specified on the Location list.

xviii. A specific opportunity for Service Agreements, Preventive Maintenance

Agreements, and Extended Warranty Agreements should be presented.

xix. Maintenance and inspection shall be provided for three years from date of final acceptance.

xx. Warranty shall include all travel or shipping associated with any warranty repair.

xxi. New lifts shall accept generic type replacement batteries without voiding any warranties.

xxii. Motors shall be GFCI protected.

xxiii. Ceiling lifts’ vertical motion must be motorized.

xxiv. Ceiling lifts that connect from one room to another must be designed so that they cannot come off the rail system while in use, and the connecting rail and the systems in both rooms must all hold at least as much weight as the lift motor.

xxv. Ceiling lifts must recharge automatically, by recharging at any location on the rail without employee action.

xxvi. Ceiling lifts must include safeguards to prevent patients from being trapped or hurt, such as emergency stop buttons and emergency lowering devices in case of power failure. Use of emergency lowering devices must not require tools or ladders.

xxvii. Ceiling lifts must not be combined with rails or hardware from different manufacturers.

xxviii. Have the capability for displaying data in the hand controller that provides the time of lift, amount of weight of the lift, duration of lift total lift count, total hours, last/next service plus visual alerts for preventative maintenance inspections.

xxix. Motors and railing must have a min of 10-year average life span.

xxx. Install ceiling mounted patient lift system as per manufacturer's instruction and under the supervision of manufacturer's qualified representative and as shown on drawings. If the distance in between the suspended ceiling and anchors is more than 12” consult with manufacturer to determine if lateral braces will be required.

4. Contractor shall provide the following with the bid:

a. Provide proof of multiple ceiling lift installations of the room covering style with continuous charge, direct connections between two traverse systems in different rooms, and minimum 20’x12’ coverage in this or other Veterans Administration

Hospitals.

b. Provide proof of ongoing service quality and consistent management, including failure reports and any other applicable documentation.

c. Provide proof of current certification to work on overhead lift equipment.

5. Training:

a. Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where lifts are installed at no additional cost to the Government, for any equipment new to this facility (up to 10 sessions in coordination with the COR). This training must include hands-on lift use and be extensive enough to prepare participants to train others.

b. Training must include each new type of equipment and sling used in an area.

c. Contractor shall provide certified in-service training on each site, multiple times in a day, for biomedical engineering staff in coordination with the COR.

d. Biomed technical service training must be included

6. Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of lift installed under this order or contract at no additional cost to the government.

7. Inspection:

a. Each room’s lift system shall be weight and function tested after installation in compliance with the VHA checklist required by Patient Safety Alert AL14-07. Each checklist shall be provided to Contracting Officer Technical Representative within 7 days of installation along with any checklist required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

b. In accordance with Patient Safety Alert AL14-07, design and structural drawings must be provided, and VA Fayetteville stakeholders must have an opportunity to approve or ask for changes before installation.

c. Conduct performance test, in the presence of the Resident Engineer (RE) and/or

Inspector of Record (IOR), and a manufacturer's field representative, to show that the patient lift system equipment and control devices operate properly and in accordance with design, specification, and code requirements.

8. Contractor conduct requirements:

a. Equipment and supplies must not be shipped before designs are approved and contractor has approval to install. VA Coastal Healthcare System cannot store uninstalled equipment for a significant length of time.

b. All employees and subcontractors must wear a visible name and company identification when onsite. When more than one person is onsite performing work under this contract, one must be designated as a supervisor and must be fully responsible for the work to be performed.

c. The Contractor shall provide all supplies, materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by

Federal, State, and local ordinances and The Joint Commission. The Contractor’s procedures and quality control procedures shall conform to these guidelines.

d. Contractor personnel must conduct their work so as not to interfere with the normal functioning of the facility and will stop work if asked by VA Coastal Healthcare System personnel. Hours of work will need to be limited to daytime on units where patients sleep or to nighttime or weekends in areas where patients would be exposed by daytime work.

e. The Contractor shall take all precautions necessary to protect the lives and health of occupants of the building.

f. The Contractor must follow procedures required by VA Coastal Healthcare System

Infection Control personnel and the construction safety committee, to include any required dust control specified in the Infection Control Risk Assessment.

g. The Contractor must state what efforts will be made to minimize noise during installation of equipment.

h. The Contractor shall immediately correct any fire and safety deficiencies caused by his personnel. If the contractor fails or refuses to correct deficiencies promptly, the

Contracting Officer may issue an order stopping all or any part of the work and may hold the contractor in default of the contract.

i. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes which are in effect at the beginning of the contract period. The contractor shall keep abreast of any changes in these regulations and codes applicable to the contract.

j. All material and equipment will be removed from the facility or stored properly at the end of each workday and secured during the workday in the areas specified by the

Contracting Officer’s Technical Representative.

k. The Contractor is responsible for supplying, completing, and submitting all reports required or requested by Federal, State, or local ordinances which pertain to any duties contained in the contract.

l. The Contractor will be required to furnish the VA Coastal Healthcare System with material safety data sheets for all chemicals used during installation. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans and is required by OSHA regulations.

m. The Contractor’s onsite lead installer must attend a VACHCS construction safety orientation and supply job hazard analyses as required by Construction Safety

Officer to show how hazards to Contractor and VACHCS personnel are being minimized.

n. All Contractor personnel must have OSHA 10-hour construction safety training cards.

o. The Contractor’s personnel shall follow applicable policies of the VA Coastal

Healthcare System, to include policies concerning fire and disaster preparedness programs.

p. The contractor shall furnish at his own expense all labor, materials, machinery, and appliances which may be necessary or appropriate in the performance of this contract.

q. The contractor is responsible for the removal of all trash, debris, and de-installed lifts from the property. The contractor cannot dispose of items in VA dumpsters.

9. Special Requirements:

a. The contractor must have visited the site and assessed the structure of each ceiling lift location to ensure safe installation of the equipment and shall supply the installation plans to the VA Coastal Healthcare System Engineering Service and

Construction Safety Group, who must accept them before installation.

b. Ceiling lift installations shall comply with NFPA 13 for fire sprinklers and with NFPA

99 and NFPA 70 for proper grounding and bonding and access to electrical and safety systems.

c. The contractor should not require movement of any lights, sprinklers, televisions, or other fixtures in order to install ceiling lifts. If movement of preexisting fixtures is unavoidable, the contractor must include such notice when the bid is submitted.

d. Wall mounted lifts are acceptable in the place of ceiling mounts where they are more effective or cause less risk to install.

e. Ceiling lifts must not add obstacles or impair any normal operations in patient care rooms.

f. It is permissible to raise the lifting height or extend the range of a lift system that is being replaced, so long as designs are approved by the facility in advance and all obstacles are avoided to avoid interference with the operation of curtains, ventilation, or other moving or ceiling mounted items.

g. All installation that affects existing areas and electrical work shall be coordinated with the VA Coastal Healthcare System Engineering service.

h. The contractor will install all necessary mounts, braces, and any other components needed for full lift function and safety.

10. Schedule for Deliverables: If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed.

This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response, in accordance with applicable regulations.

11. Changes to Statement of Work: Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

12. Reporting Requirements: The VHA checklist and any manufacturer’s checklist are the sole report and must be provided to the COR by 1 week after installation. Lift installation is not considered complete and cannot be paid for until the checklist is complete and provided to the COR.

13. Government Responsibilities: VA Coastal Healthcare System will provide:

a. Guidance for contractor site visits and information on which rooms need lifts. (COR in association with affected services.)

b. Coordination to allow for lift installation as rooms are available. (COR in association with affected services.)

c. Technical information on the building and requirements for construction.

(Engineering service.)

d. Coordination and scheduling for training efforts. (COR in association with affected services.)

e. Oversight of installation testing.

f. Coordination for electrical outlet installation where necessary. (COR in association with Engineering.)

g. Answers to Contractor questions during the purchasing and installation process. (CO and COR.)

EVALUATION FACTOR CRITERIA:

1. TECHNICAL

a. For replacements and structure alterations: Ceiling lifts, curtain compatibility, and continuous-charge rail must be proven to work with existing supports, and approved by the manufacturer of the existing lifts, supports and/or rail system; otherwise, new supports will be required.

b. The contractor must offer a warranty for and take responsibility and liability for the function of the rail system onto which they install their lifts. The contractor will resolve any issues with the current structure or compatibility within the firm fixed price offered for this contract.

c. Provide ceiling lift weight capacities and scales as specified, with 2-point hanger bars that are quickly removable without tools.

d. Ceiling lifts that are specified as requiring scales must include a scale holding the capacity of the lift, operable in pounds or kilograms, with the weight visible on the hand control, which is attached to the lift in a way that prevents loss, and no decrease in working height.

e. For any new rail design: Specify solutions that cover rooms as fully as practical given room shape while allowing privacy and not blocking vents, sprinklers, lights, or other fixtures. Room coverage (also known as H, X-Y, or traverse) systems are required unless other system types are approved by COR for reasons of design practicality.

Designs should avoid if at all possible, requiring the VA Coastal Health Care System to move preexisting fixtures or equipment.

f. Free-standing rail systems must be adjustable to a height of up to 9 feet.

g. Lifts must be intended to lift patients at least 21 times per full charge at the capacity of the lift.

h. Lifts must charge anywhere on the rail system and must not require return to a charging station.

i. Hanger bars must not include pieces that can break off easily, such as rubber flaps.

j. Provide ceiling lift rails that can charge the lift anywhere in the room.

k. Provide ceiling lifts that can lift at speeds up to 6 cm/second and have speed adjusted if necessary.

l. Ceiling lifts must be compatible and warranted for use with slings available within the facility.

m. Ceiling lifts must be able to lower patients easily in an emergency without the use of a ladder or tools, with a sustained pull on a red cord.

n. Ceiling lifts must not make warning beeps when malfunctioning or display flashing lights during normal operation.

o. Provide 3 years of warranty on tracks, installation, motors, and other parts, including the price of parts, labor and travel, or 10 years of warranty as long as the manufacturer is performing the preventive maintenance annually.

p. Provide fast support and parts for equipment.

q. Provide ongoing education and support for users.

r. Bid must include all parts, rails, hardware, and equipment to result in a safe and working system regardless of the condition of any existing rails or supports.

s. Bid must be presented as firm fixed price with no expectation of later price changes.

2. PAST PERFORMANCE:

Contractors will provide references indicating prior satisfactory services for similar installations, including room-coverage systems mounted both by wall and by ceiling, curtain crossing, and connections between rooms.

3. PRICE

ATTACHMENT E - VHA Infection Control Risk Assessment for Construction, Renovation and Maintenance

VHA ICRA-1.2 (October 2024) Page 1 of 7

Introductory Information and Instructions Use this template as a baseline for performing facility Infection Control Risk Assessments (ICRAs) for construction, renovation, and maintenance work (referred to as the “activity” in this document). The template provides minimum requirements for categorizing activity types and patient risk to determine the level of precautions needed to prevent infection risks. Facilities may customize this template to incorporate site-specific information and/or to add more stringent criteria.

This VHA ICRA template pertains specifically to infection prevention. It must be used if required by the VHA Pre-Construction Risk Assessment (PCRA) for the activity. NOTE: The PCRA addresses other activity-related safety concerns (e.g., vibration, noise, hazardous materials) outside the scope of the

ICRA.

To complete the template:

1. Use Table 1 to identify the category of the construction, renovation and/or maintenance activity.

2. Use Table 2 to identify the areas affected by the activity.

3. Use Table 3 to identify the overall patient risk category that will be affected by the activity.

4. Use Table 4 to determine the level of infection prevention and control precautions needed for the activity.

Once all 4 steps above are completed: Refer to Table 5 for the minimum required control measures for the level of infection prevention and control precautions needed for the activity. Refer to Table 6 for the minimum infection prevention and control measures required on completion of the activity.

PERMIT: See the last page of this document for a fillable permit form to be used for posting at the activity site as needed.

Table 1 - Construction, Renovation, and/or Maintenance Activity Category NOTE: If any of the bulleted criteria in a higher activity category pertains to the work that will be done (even if the other criteria are in a lower category), use the higher activity category for the VHA ICRA.

Activity Category determined from Table 1 (A, B, C, or D):

Category A

Inspection and/or facility upkeep generally defined as follows:

• Work can be completed in a single shift, not to exceed 10 hours.

• Patients and/or employees may be in the area depending on the activity.

• Work that does not create dust or debris.

• Removal of ceiling tile or access to mechanical or electrical chase for visual…