ATTACHMENT 1 - SOW.docx

STATEMENT OF WORK (SOW)

Ceiling-Mounted Patient Lifts and Rails Replacement for Polytrauma and Rehabilitation Inpatient Units

GENERAL: James A. Haley Veterans’ Hospital, 13000 Bruce B. Downs Blvd, Tampa, Florida 33612, has a requirement for 37 ceiling-mounted patient lifts and rails in two inpatient units to replace outdated patient lifts. The patient lifts will be used for patient transfers and repositioning in bed.

BACKGROUND: James A. Haley VA Hospital is soliciting a contractor to furnish all design, site evaluation, labor, materials, equipment, and installation of ceiling-mounted patient care lifts in the existing inpatient units: Polytrauma and Rehabilitation. Numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal.

SCOPE: The Contractor shall provide a technical and cost proposal for turn-key services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale and continuous charge ceiling lift systems. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 600 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space with connection to an X-Y design in the patient restrooms. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self-supporting either from the ceiling or from a post mounted system as required due to existing conditions. All rails will be a continuous charge system. All lift systems must have the availability to weigh a patient in kilograms and pounds. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or drop supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components.

PHYSICAL CHARACTERISTICS / SPECIFIC NEED / SALIENT CHARACTERISTICS: Equipment must have the physical characteristics to enable the government to perform the capabilities:

Quantity (Qty): Thirty-Seven (37) Patient Ceiling-Mounted Lifts and Rails

a) Load capacity of 272 kg / 600 lbs.

b) Batteries at minimum:

a. If NiMH: 2 x 24V, 2.1 Ah.

b. If lead-acid: 12V, 5Ah, sealed rechargeable valve regulated

c. New batteries provided by the supplier.

c) Battery charging via continuous charging within the rails with no docking station. Batteries must charge anywhere on the track.

d) Lifting speed: minimum of 1.5 inches/second when a load of at least 400 lbs. is being lifted

e) Wired hand control

f) Electrical emergency lowering device without the need for an Allen wrench.

g) Expected life span of motors minimum 10 years.

h) Expected life span of rails minimum 30 years.

i) Track rails system must allow for a seamless transition from rails in the bedroom to the rails in the restroom. The gait system must be automatic and require no activation via pull-cord or switch. The gate must open upon alignment and remain locked when rails are out of alignment.

j) Emergency stop.

k) Visual low battery indicator.

FUNCTIONAL AND PERFORMANCE CHARACTERISTICS: Equipment must provide the functional and performance capability as listed above in section in above.

TECHNICAL REQUIREMENTS:

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

2) 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.

3) Door frames are not to be cut or modified if it is a historical place and/or if additional cost will occur. 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.

4) Market research has been conducted nationally on each available ceiling lift vendor. The VA has a specific need for hoists that have a minimum lifting speed of 1.5 inches/second when a load of at least 400 lbs. is being lifted.

5) For Veteran safety, the supplier must be able to perform emergency lowering without the need for an Allen wrench.

6) For the purpose of Veteran safety, the supplier must have received in-person training for installation of the purchased rail and hoist systems.

7) The cost for the lifts must include all materials, shipping information, additional training if required and installation. In addition, training support will be included at no additional cost.

8) All rails 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. 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.

A certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM – 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services.

All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital.

All contractor maintenance persons must use the “Universal Precautions” during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable.

A certified contractor for the ceiling lift company must annotate all aspects of annual inspection performed on the annual inspection checklist to include date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Program Manager).

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

10) 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.

11) 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.

The certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in the facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts.

CONTRACTOR SHALL PROVIDE THE FOLLOWING TO BE CONSIDERED FOR AWARD:

1) Disclosure of all Tort claims against vendor either pending or resolved regarding proposed system.

2) Disclosure of all Patient Safety Alerts against vendor either pending or resolved regarding proposed system.

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

4) A written plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.

5) Provide drawings to show how rail system will be anchored to the structure.

6) Provide a specific timeline for installation.

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

8) 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.

9) Provide Plan of Equipment Certification after install.

10) Provide Plan reflecting availability of vendor for follow- up, to include but not limited to repairs, adjustment, and address after hours and weekend response during warranty period.

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

12) Contractor personnel performing the installation of lift systems must be fully qualified as per the original manufacturer technical certification requirements and have received in-person training from the manufacturer.

TRAINING: Education/Training Plan by vendor on use of all equipment, after installation completion, with specific timelines - all shifts and all areas for end-users. Include training plan for Bio-Medical and/or Facilities Management staff which details any annual weight testing/inspection requirements required system warranty/certification for up to six personnel.

WARRANTY OF EQUIPMENT: Must have a minimum one-year warranty on lift units (including lifting straps and batteries). Warranty shall include all travel, labor and shipping associated with any warranty repair.

DELIVERY SCHEDULE: All items to be delivered and or installed after receipt of purchase order but not earlier than two weeks, but not later than 4 months after contract is awarded.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

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 while 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. [Agency] 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 [Agency] 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 [Agency]. 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 are no longer required, it shall be returned to [Agency] 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 [Agency] 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 [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] 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 [Agency] 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 [Agency] 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 [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.