Revised Attachment B Statement of Need.pdf

Attachment B- Revised

36C24822Q0757

Statement of Need

Background:

The Lake City VA Medical Center has the need for replacement of 21 Patient Ceiling Lifts. The need arises due to constant breakdown and malfunction of the ceiling lifts which many have met their end-of-life stage or are no longer working. The use of Ceiling lifts has proven to be effective in preventing and reducing injuries for patients and staff when performing safe patient handling. The easy accessibility prevents staff from performing high risk tasks when caring for patients. These lifts also improve quality of life for patients with limited mobility since it’s been documented that with the availability and proper use of Safe Patient

Handling Mobility (SPHM) equipment the risks for falls and skin breakdown are reduced while providing better care is provided throughout patient’s daily activities by different care providers such as: physicians, nurses, occupational therapist, physical therapist, respiratory therapist and others.

The acquisition of proper Safe Patient Handling and Mobility equipment also enables staff to comply with

SPHM Directive 1611 and NF/SG local Policy 118-14 which states that health care providers should not be lifting more than 35lbs of patient’s weight due to risk for injury for patient and employee.

Scope:

Ceiling lifts/hoists are used to provide efficient and safe patient care mobility tasks preventing care providers from engaging in tasks that have been proven to be high risk for injury for both patient and staff.

Covers the needs for lifting and moving a person with disabilities and for walking training.

General Requirements:

• Installation should begin no later than 45 Days after award and include deinstallation and removal of current system.

• Installers shall be certified and insured and shall comply with all VA Policy, rules and regulations as provided by North Florida/South Georgia Veterans Health System.

• System should be engineered with a weight rating of 550-1100 lbs.

• Contractor shall conduct testing and inspection with selected Lake City VA personnel to verify product is ready for safe use and handling.

• In-service training shall be scheduled with facility point of contact.

• Installation and materials may differ dependent upon the room. Some require larger tracks such as specialized oval track for Recreation Therapy, while other rooms that are limited to one patient will result in a smaller frame. Location of these rooms will be dependent upon needs of the facility and have been determined by Engineering. Shower room may require access panel to upper ceiling area to assess and install anchors for frame and lift.

Salient Characteristics: Offeror’s quote shall meet or exceed the following:

• All parts will be UL approved as applicable

• System must be engineered with a weight (lift) rating of 550-1100 lbs. with preference of a max weightlifting capacity of at least 605lbs

• Must have an H-Frame rail/track configuration (design). H-Frame should cover entire patient room

• Provide a full 3-year warranty on parts and labor, preferred that it is extendable to 10 years with preventative maintenance

• Should have an equipment lifecycle expectancy of at least twice the industry standard (15+ years)

• Must have Integrated process management software for generating statistics and documentation during each use of lifts

• Must be Wi-Fi ready and can connect the statistical data of each lift to the appropriate personnel

• Must have an integrated weigh scale with the ability to read patient weight from a LCD hand control

• Must have vertical and horizontal speeds that exceed current market standard for fast patient care.

• Must have a quick-release mechanism for easily removing lifting unit from anywhere on the rail

• Must have toolless maintenance

• Continuous charge tracking that is Standard not optional nor an expensive upgrade

• Must have the ability to change hangers with “quick-release” mechanism on every hanger

• Complies with modern requirements for the use of “clean” technologies

• Must comply with specialized rooms such as Recreation Therapy and Shower Room.

Technical Requirements:

• Contractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment.

• The lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic

Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation.

• Door frames are not to be cut or modified. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA.

• All lifts shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. Testing shall be observed by the VA COTR and a written report shall be provided following each test. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations.

• Final equipment certification shall be provided in writing prior to acceptance by the VA.

• Any lift installation that modifies the function of a room’s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA.

• Lift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor.

Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris.

• Available as UL listed full-system installations (UL 60601-1)

• Supplier system engineered lateral bracing brackets (No after-market will be accepted)

• Rust/stain-resistant, single-bar-design hangar bar with integrated bearing-swivel and closed-cell o handgrip; available in multiple sizes

• Must have a 100% motor testing before shipment

• Must be capable of future expansion for possibility of bariatric patients

• In-field-serviceable software-based controller boards

• Over-speed safety governor on motor

• Soft start/stop control

• Visual low battery indicator

• Battery charger is splash proof and double insulated and shall always provide continuous charge in any location within the overhead rail system

• Sound level of lifting motor shall be less than or equal to 52dB(A)

• Must have an emergency switch to offer disengagement then emergency lower at controlled speed

• All installations shall be completed by Factory Certified, US installers.

• Education/Training Plan by vendor on use of all equipment, after installation completion, with specific timelines -- all shifts, all areas and possibly refresher courses. Include training plan for

Bio-Medical staff which details any annual weight testing/inspection requirements required system warranty/certification

• Written plan for installation of track lift system as applicable including mechanical anchor designs.

• Written plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.

• Provide drawings to show how rail system will be anchored to the structural concrete.

• Ceiling Track shall be made from high strength extruded aluminum. 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)

• Provide a specific timeline for installation.

• Provide an installation Infection Control Plan that meets the facility’s infection control risk assessment requirements.

• Provide an Installation Plan including phasing and indicating time per unit with minimum interference with patient care. Example: installed on days when patient population is down, possibly weekend or Monday and Friday. The least amount of disruption to patient’s comfort and care is expected.

• Provide Plan of Equipment Certification after install.

• Provide Plan reflecting availability of vendor for follow- up, to include but not limited to repairs, adjustment, sling replacement after installation is complete, and address after hours and weekend response during warranty period.

• Shall submit enough product information to allow the Government to evaluate the product(s) being offered.

Place of Performance/Delivery:

Lake City VA Medical Center

619 S. Marion Ave

Lake City, FL 32025

VHA Supplemental Contract Requirements for Combatting COVID-19

1. Contractor employees who work in or travel to VHA locations must comply with the following:

a. Documentation requirements:

1) If fully vaccinated, contractors shall show proof of vaccination.

i. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the

COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

2) If unvaccinated, contractors shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test that includes an affiliated telehealth service.

3) Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

4) Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

2. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the COVID-19 Screening Tool. Check regularly for updates.

a. Contractor employees who work away from VA locations, but who will have direct contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance, each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID- 19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

https://www.va.gov/covid19screen/

3. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.

4. For indefinite delivery contracts: Contractor agrees to comply with VHA

Supplemental Contract Requirements for any task or delivery orders issued prior to this modification when performance has already commenced.