36C24824Q1101.docx
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- Attached to
- 6515--Patient Ceiling Lifts - Bed Rentals
- Solicitation number
- 36C24824Q1101
About this file
This document is a Presolicitation Notice for a federal contract opportunity issued by the Department of Veterans Affairs Veterans Integrated Service Network 8 (VISN 8) for patient ceiling lifts and bed rentals.
The scope of work includes replacing 164 patient ceiling lift motors at the CW Bill Young VA Medical Center in Bay Pines, FL. The replacement lifts will be Arjo Maxi Sky 2 ECS models with two-point spreader bars and patient scale attachments. Services required include deinstallation of old lift motors, installation of new lifts, installation of continuous charging systems, and inspection/testing per the NCPS Patient Safety Alert AL14-07. All equipment must be delivered to the CW Bill Young Medical Center. The presolicitation notice indicates an intent to sole source this procurement to Arjo. The solicitation number is 36C24824Q1101 and the response is due by 05-28-2024 at 12:00 Eastern Time.
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Presolicitation Notice Presolicitation Notice
| SUBJECT* |
| Patient Ceiling Lifts - Bed Rentals |
GENERAL INFORMATION
| CONTRACTING OFFICE’S ZIP CODE* |
| 33744 |
| SOLICITATION NUMBER* |
| 36C24824Q1101 |
| RESPONSE DATE/TIME/ZONE |
| 05-28-2024 12:00 EASTERN TIME, NEW YORK, USA |
| ARCHIVE |
| 30 DAYS AFTER THE RESPONSE DATE |
SET-ASIDE
| PRODUCT SERVICE CODE* |
| 6515 |
| NAICS CODE* |
| 339112 |
| PLACE OF PERFORMANCE |
| Department of Veteran Affairs |
C.W.Bill Young VAMC
10,000 Bay Pines Blvd Bldg 110
Bay Pines FL
| POSTAL CODE |
| 33744 |
COUNTRY
CONTACT INFORMATION
| CONTRACTING OFFICE ADDRESS |
| Department of Veterans Affairs |
Network Contracting Office 8 (NCO 8)
10,000 Bay Pines Blvd Bay Pines FL 33744
POINT OF CONTACT*
Contracting Officer Colleen Houser colleen.houser@va.gov 727-201-6880
ADDITIONAL INFORMATION
AGENCY’S URL
URL DESCRIPTION
AGENCY CONTACT’S EMAIL ADDRESS
EMAIL DESCRIPTION
DESCRIPTION
INTENT TO SOLE SOURCE
Statement of Need/Salient Characteristics ARJO Ceiling Lift
Background:
The CW Bill Young VA Medical Center in Bay Pines, FL has a requirement for new patient ceiling lift motors to replace lift motors that can no longer be supported. Existing rails and support will be used.
Scope of Work & or Salient Characteristics:
The patient lifts will be replaced in 164 locations in the Main Hospital and Community Living Center. A patient scale attachment will be included with each lift. A continuous charging system will be added to each of the 164 lift systems in this scope.
Equipment to be provided:
· Arjo Maxi Sky 2 ECS – qty 164
· Arjo Maxi Sky 2 two-point spreader bar – qty 164
· Patient scale attachment for spreader bar – qty 164
Services to be Provided:
· Deinstallation of old lift motors and transfer to the VA for disposition.
· Installation of new lift motors.
· Installation of Electronic Charging System for continuous charging at any location
· Inspection and Testing of each complete lift system following guidance from NCPS Patient Safety Alert AL14-07.
· Complete the Installation or Relocation Checklist for Ceiling Mounted Patient Lifts from the NCPS Patient Safety Alert AL14-07.
Delivery:
· All units to be delivered to the CW Bill Young Medical Center, Monday – Friday (Excluding National Holidays), 8am – 4:30pm:
CW Bill Young VA Medical Center – Bldg 110 Warehouse 10000 Bay Pines Blvd Bay Pines, FL 33744
Attachments:
| *=Required Field |
| Presolicitation Notice |
Presolicitation Notice image1.emf
AL14-07ADDENDUM (1).pdf
AL14-07 ADDENDUM
AL14-07 ADDENDUM September 3, 2014
ADDENDUM to Patient Safety Alert AL14-07 “Issues continue to occur due to improper ceiling mounted patient lift installation, maintenance and inspection”. Changes were made to the Alert’s Item section, and due dates for Actions 2, 3, and 4 (see grey highlighted sections).
Item:
Due dates for Actions extended for Patient Safety Alert AL14- 07 to ensure successful compliance by facilities
Specific Incidents: Patient Safety Alert AL10-07, issued on March 22, 2010, instructed VA facilities to complete an after installation checklist for ceiling mounted patient lifts on all newly installed, ceiling mounted patient lift systems (see Reference 1). Since the release of AL10-07, VA medical centers have continued to report adverse events and close calls involving ceiling mounted patient lifts (see below). While no injuries have occurred, patients and staff can be seriously harmed when lifts collapse or fall. These reports have prompted the review of installation and maintenance procedures for ceiling mounted patient lift systems, which has resulted in the issuance of this Patient Safety Alert.
A lift collapsed while a patient was being transferred from a wheelchair to a bed. Investigation revealed that a set screw, which secures the transverse rail to the rail trolley, had not been properly tightened during installation and the transverse rail was missing the proper end stops.
A lift unit fell off the rail. It was determined that an end stop was missing from the system.
A lift unit fell off the rail after preventive maintenance procedures were performed on the lift. It was established that the docking gate for the lift unit had not been secured.
A lift bracket broke loose while lifting a patient from a bed to a wheelchair. It was revealed that a snap clip (“C”-clip) came off the end of a pin, allowing the strap that connects the lift bracket to the lift unit to detach.
A lift unit fell off the rail when it was moved through a circular gate (transition gate). Investigation revealed that a safety block, which prevents the lift unit from exiting the open end of the track/rail, was not installed properly.
General Information: Due to the incidents described above, Patient Safety Alert AL10-07 is being replaced with this Patient Safety Alert, AL14-07. This replacement Patient Safety Alert notifies the field of updated actions and ensures parties responsible for ceiling mounted patient lifts are aware of the requirements for initial installations, maintenance and recurring inspections of ceiling mounted patient lifts.
Actions: 1. By Close of Business (COB) July 30, 2014, the Medical Center Director (or designee) shall ensure that the Nurse Executive, Safe Patient Handling Coordinator, Chief of Facilities Management, and Chief of Biomedical Engineering are made aware of this Patient Safety Alert AL14-07.
2. By COB December 5, 2014, Manager of the service(s) responsible for maintaining ceiling mounted patient lifts (or designee) shall determine if any ceiling mounted patient lift systems (of any brand or manufacturer) have been installed in the facility, including Community Based Outpatient Clinics (CBOCs), and ensure the following are completed:
a. For ceiling mounted patient lifts within your facilities, verify that the facility has an “After Installation Checklist for Ceiling Mounted Patient Lifts” as required by Patient Safety Alert A10-07 (see Reference 1) on file.
i. If so, continue to Action 2b.
ii. If not, complete an “Installation or Relocation Checklist for Ceiling Mounted Patient Lifts” (see Additional Information) on the lift system(s) in question.
b. Put a process in place to ensure inspection of ceiling mounted patient lifts upon installation or relocation, prior to permitting the equipment to be used for patient movement.
The process must include, at minimum, the completion of the “Installation or Relocation Checklist for Ceiling Mounted Patient Lifts” (see Additional Information).
NOTE: The “Installation or Relocation Checklist for Ceiling Mounted Patient Lifts” includes minimum requirements for inspection of ceiling mounted patient lifts; this list shall be used in addition to manufacturer provided checklists prior to permitting the equipment to be used for patient movement.
3. By COB December 12, 2014, Manager of the service(s) responsible for maintaining ceiling mounted patient lifts (or designee) shall put a process in place to ensure that the items listed in the “Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts” (see Additional Information) are inspected and verified during corrective and preventive maintenance, prior to permitting equipment to be used for patient movement.
For preventive maintenance (PM) procedures, the entire “Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts” shall be completed.
For corrective maintenance (CM) procedures, the entire
Ceiling Mounted Patient Lifts” shall be completed after:
‐ Modifications to or replacement of the lift unit ‐ Replacement of the lift strap ‐ Modifications to the track/rail structure ‐ Other major corrective maintenance procedures that may not be identified above
For minor corrective maintenance procedures that do not fall into the above categories, the Manager of the service responsible for maintaining ceiling mounted patient lifts (or designee) shall determine the relevant sections of the
Ceiling Mounted Patient Lifts” to be completed.
NOTE: The “Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts” includes minimum requirements for inspection of ceiling mounted patient lifts; this list shall be used in addition to manufacturer provided checklists prior to permitting the equipment to be used for patient movement.
4. By COB December 19, 2014, the Patient Safety Manager must document on the VHA Alerts and Recalls Web site (http://vaww.recalls.ncps.med.va.gov/WebRecalls/Recalls.html) that medical center leadership has reviewed and implemented these actions. Facilities that do not have ceiling mounted patient lift systems may mark this Alert as ‘not applicable’, including their http://vaww.recalls.ncps.med.va.gov/WebRecalls/Recalls.html justification.
NOTE: When closing out this Patient Safety Alert on the VHA Alerts and Recalls Web site and entering in the “estimated number of patients affected per month” field, it is recommended that sites enter the average number of patients that use ceiling mounted patient lift systems per month within their facility.
Additional Information:
1) Installation or Relocation Checklist for Ceiling Mounted Patient Lifts
2) Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts
3) Hazard Summary - Common Failure Modes of Overhead Ceiling Lifts
4) Ceiling Lift Hazards and Mitigations Presentation
Source: Patient Safety Reports submitted to NCPS from VA Medical Centers
References:
1) Patient Safety Alert AL10-07, Ceiling mounted patient lift installations, March 22, 2010 http://vaww.ncps.med.va.gov/Guidelines/alerts/Docs/AL10- 07CeilingMountedLift.pdf NOTE: This Alert has been retired, but is provided here as a reference for Action 2.
2) VA Handbook H-18-8 Seismic Design Requirements, August 2013 http://www.cfm.va.gov/til/etc/seismic.pdf
3) VA Directive 7512 Seismic Safety of VA Buildings, October 12, http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=581&FT ype=2
4) VA Master Design Specification 13.05.041 Seismic Restraint Requirements for Non-Structural Components, January 1, 2014 http://www.cfm.va.gov/TIL/spec/130541.doc
Contacts: Shelly Crisler, Center for Engineering, Occupational Safety and
Health (CEOSH), (314) 894-6100 x 66060, Shelly.Crisler@va.gov
Kurt Finke, Director, Healthcare Technology Management Program Office, (612) 467-5778, Kurt.Finke@va.gov
Katrina Jacobs, National Center for Patient Safety (NCPS),
(734) 930-5890, VHANCPSHFEREVIEW@va.gov http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/AL14-07PSAChecklistforInstallationandRelocation.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/AL14-07PSAChecklistforInstallationandRelocation.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/AL14-07PSAChecklistforCMandPM.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/AL14-07PSAChecklistforCMandPM.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/CeilingLiftHazardSummary.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/CeilingLiftHazardSummary.pdf http://vaww.ceosh.med.va.gov/10N/10NA9-HTM/Pages/documents/CeilingLiftHazardsandMitigationsPresentation.pptx http://vaww.ncps.med.va.gov/Guidelines/alerts/Docs/AL10-07CeilingMountedLift.pdf http://vaww.ncps.med.va.gov/Guidelines/alerts/Docs/AL10-07CeilingMountedLift.pdf http://www.cfm.va.gov/til/etc/seismic.pdf http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=581&FType=2 http://www.va.gov/vapubs/viewPublication.asp?Pub_ID=581&FType=2 http://www.cfm.va.gov/TIL/spec/130541.doc mailto:Shelly.Crisler@va.gov mailto:Kurt.Finke@va.gov mailto:VHANCPSHFEREVIEW@va.gov image2.emf
Patient Lift - VA Required Installation Checklist.pdf
Revision 2.1 1 of 4 Serial #: ____________________
Verify NFPA 99 and NFPA 70 compliance for access to electrical and safety systems.
Verify required access to mechanical, HVAC, and fire systems components within the lift installation area.
Verifiy minimum clearances for operation are compliant with manufacturer recommendations. (Ensure room clearance and that the ceiling height is adequate for lift usage.)
Facility: Manufacturer:
Model:
COMPLETE
Mfgr Contact:VAMC Contact's Phone Number:
Installer:
Serial Number: EE Number:
Work Order:
Installation or Relocation 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.
NOTE: Ceiling mounted patient lifts are not to be installed in treatment units with actively suicidal patients.
Lift Location:
VAMC Contact:
Pre-Installation COMPLETE
Obtain structural and related engineering design drawings and calculations for the new lift installation.
Design drawings shall be developed for specific lift installation under specific pre-existing conditions of the facility.
Mfgr Contact's Phone Number:
Date:Installer's Phone Number:
Verify NFPA 99 and NFPA 70 compliance for proper grounding and bonding.
Verify that the lift is listed by the manufacturer to be installed and operated in the environment that the lift is operating under. (For example, water tight lifts shall be installed and operated in wet, damp or humid locations such as pools or bathrooms.)
Verify NFPA 13 compliance for fire sprinkler system (including but not limited to fire sprinkler heads and piping).
If the facility is located in a seismic area, as identified in VA Handbook H-18-8 Seismic Design Requirements, verify that the ceiling mounted patient lift system installation is in compliance with the requirements of VA Directive 7512 Seismic Safety of VA Buildings and VA Master Design Specification
13.05.041 Seismic Restraint Requirements for Non-Structural Components.
Perform site survey of the pre-existing conditions and as-built drawings above and below finish ceiling at the installation location to confirm existing structural and ceiling conditions.
Perform pre-installation walkthrough to confirm full understanding and consensus of design drawing(s) and installation conditions.
Verify proper connections of the lift's structural system to the building’s structure (including seismic bracing if applicable).
Verify proper interface at the ceiling (hard deck or soft tile) and proper installation of all protective features around the support rods and rails/tracks.
NOTES:
Installation
Revision 2.1 2 of 4 Serial #: ____________________
PASS FAIL
Rails/Tracks and End Stops
Lift Unit and Straps
Inspection of lift unit casing for cracks and alignment.
Inspection and activation of hand control for full operation (e.g., up, down, left, right) and “return to charge” function if applicable.
Confirm any and all lift unit indicator lights are functioning. (e.g., red service warning light, charging state light) Inspection and verification of all emergency functions of the lift unit.
Verification that all fasteners and set screws are properly tightened on the trollies and rails/tracks.
Ensure that the rail/track is free of gaps (unless required by design). If included in installation, verify rail turntable function, exchanger function, gate alignment, and safety block installation.
Confirm track is clean and clear of all debris. (Use manufacturer’s recommended cleaning materials to avoid damage to the motor case and other components.)
Verify proper installation of electric motor per manufacturer's instructions to ensure operational rigidity of motor mounting.
Verify proper electrical connections per design drawings and manufacturer's instructions.
Verification that the lift unit charges properly.
Perform operational test to verify lift functionality.
Perform walkthrough to ensure compliance of the installation per the design drawing(s) and manufacturer's instructions.
Post-Installation
Verify structural component sizing and physical installation to ensure that the correct structural system is in place and properly installed to support the lift.
Verification that all manufacturer specified end stops or docking gates are properly installed.
Revision 2.1 3 of 4 Serial #: ____________________
2 Verify that training and competency are documented prior to release for use with patients.
Verify that manufacturer or manufacturer’s representative has provided training on the use of patient handling equipment to clinicians and other staff who move and handle patients.
Full extension and inspection of lift strap for loose threads or frays.
Verification of any “soft start” or “soft stop” features and that lifting speed does not exceed 2.5 inches per second with “zero” load.
Verification of load testing and deflection testing at the manufacturer's specified 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 stop at maximum rated lift capacity.
Verification of emergency lowering feature at maximum rated lift capacity.
Training
Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins.
Confirm that the manufacturer's operating and maintenance manuals for this lift have been received.
Load Testing
Manuals
Revision 2.1 4 of 4 Serial #: ____________________
DATE:
SIGNATURE:
Installing Contractor
ADDITIONAL NOTES:
Manager of the Service Using the Ceiling Mounted Lifts COMPLETE After the activities listed in the above checklist and in the manufacturer's installation/operations/owner’s manual(s) have been completed, the manager of the service using the ceiling mounted lifts confirms that the current staff have received initial training on ceiling mounted lifts and that there is a process in place to provide ongoing training on the proper use of ceiling mounted lifts.
After the activities listed in the above checklist and in the manufacturer's installation/operations/owner’s manual(s) have been completed, the installing contractor shall release the ceiling mounted lift installation to VA representative.
TITLE:
VA Representative After the activities listed in the above checklist and in the manufacturer's installation/operations/owner’s manual(s) have been completed, the VA representative shall review those items with the installing contractor prior to releasing the ceiling mounted lift into service to ensure completion of all requirements.
Install and Relocation
Facility:
Work Order:
Manufacturer:
Lift Location:
Model:
VAMC Contact:
Serial Number:
EE Number:
VAMC Contacts Phone Number:
Mfgr Contact:
Installer:
Mfgr Contacts Phone Number:
Installers Phone Number:
Date:
NOTES:
Serial:
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DATE:
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ADDITIONAL NOTES:
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