36C25618Q0653-0002001.docx

Statement of Work Environmental Monitoring System

Southeast Louisiana Veterans Health Care System New Orleans, LA

1/31/2018

1. PURPOSE

1.1. To implement a fully turnkey Environmental Monitoring System (TEMS) to the various needs for service departments throughout Southeast Louisiana Veterans Health Care System (SLVHCS).

1.2. TEMS will be used to monitor, record, and alert staff to various environmental conditions throughout the medical center in applications such as, but not limited to: temperature, humidity, leak detection, air velocity, pressure conditions, and door open/close monitors. Monitoring shall be accessible for end users within the space in addition to the support staff responsible for initiating adjustments to the system to meet temperature and humidity requirements.

1.3. Turnkey solution shall be defined as to the provision of a complete system, to include but not limited to providing all materials, tools, equipment, staff, management, travel, resources, etc. necessary to provide, install, commission and test a system that is fully usable at the conclusion of the installation. The turnkey solution to be provided by the contractor shall: ready for full use upon completion of installation and fully adheres to BACnet protocol as established by the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE).

2. SCOPE

2.1. The Southeast Louisiana Veterans Health Care System, New Orleans, LA is seeking proposals to provide analysis and implementation of an environmental monitoring system of a major tertiary medical center. The successful bidder will provide turkey project management and installation of required sensors, software to manage and reports. The contractor will build a customized database of individual service needs on contractor provided rack-mountable servers. Successful bidder will deliver materials as described in Section 1 Purpose, install, maintain and project manage Temperature & Environmental Monitoring System (TEMS) for newly constructed Buildings B and C (Inpatient); D, E, F, G (Diagnostic and Treatment or D&T); H and J (Outpatient), M (Transitional Living Center or CLC); and N (Central Energy Plant or CEP).

2.2. Background. The facility currently has Temptrak© installed at a smaller scale. The facility also utilizes Johnson Controls Metasys program for heating and cooling controls and monitoring. The facility is seeking a robust system that will allow end users to receive real time information concerning the state of specific areas and equipment (state meaning: temperature readings, humidity readings), receive alerts when the monitored areas fall outside of designated acceptable ranges, and provides easy reporting for trending and archives.

3. GENERAL REQUIREMENTS

3.1. Regulatory Requirements.

3.1.1. The TEMS shall meet the following:

3.1.1.1. International Organization for Standardization (ISO)/ International Electrotechnical Commission (IEC) Standard 17025:2005

3.1.1.2. ISO 16484-5

3.1.1.3. National Institute of Standards and Technology (NIST)

3.1.1.4. The Joint Commission

3.1.1.5. ASHRAE

3.1.1.6. American National Standards Institute (ANSI)

3.1.1.7. bacNET

3.2. Monitoring.

3.2.1. The system shall provide monitoring 24 hours a day, 7 days a week, consisting of a series of the following types:

3.2.1.1. Temperature Monitoring

3.2.1.1.1. Temperature and Humidity Data Loggers;

3.2.1.1.2. Temperature Probes;

3.2.1.1.3. Temperature Probes for Water Bath;

3.2.1.1.4. Dual Temperature Monitoring Devices;

3.2.1.1.5. Dishwasher Kits;

3.2.1.1.6. Ultra-Low Temperature Probes; and

3.2.1.1.7. Ultra-High Temperature Probes.

3.2.1.2. Environmental Monitoring of the following conditions:

3.2.1.2.1. Air Flow;

3.2.1.2.2. Oxygen Depletion;

3.2.1.2.3. Pressure Differential;

3.2.1.2.4. Power Detection;

3.2.1.2.5. Door Open/Close; and

3.2.1.2.6. Leak Detection.

3.2.1.3. System must be able to provide 24/7/365 monitoring and ensure complete data capture/logging for alerting, reporting and charting utilizing "two-way communication" with system acknowledgement of received data and "on-board" sensor memory to prevent data loss during communication interruption.

3.3. Software.

3.3.1. A software system for full system functionality; including administrative rights to the system for field engineer level access.

3.3.2. The contractor shall provide up to date software for the duration of the contract including but not limited to software patches, updates. Software updates shall be restricted to primary software for controls, monitoring mechanism, and server functionality. Ancillary software updates shall not be included.

3.4. Peripheral Equipment/Sensors.

3.4.1. The contractor shall provide all sensors, probes, ancillary and peripheral equipment necessary in order to deliver the desired solution. All equipment to be provided by the contractor shall be installed by the contractor and commissioned by the contractor.

3.4.2. All sensors will be correlated with the applicable VA asset tag. The contractor shall provide a full equipment listing of all equipment to be installed to include but not limited to the following information:

3.4.2.1. Equipment type

3.4.2.2. Location of installation

3.4.2.3. Installation date

3.4.2.4. Commissioning date

3.4.2.5. Model Number

3.4.2.6. Serial Number

3.4.2.7. Manufacturer

3.5. Installation.

3.5.1. The Contractor shall furnish all supplies, equipment, facilities, and services required for delivery and installation of the supplies and equipment.

3.5.2. The contactor shall provide all resources necessary to deliver the solution as indicated in this scope of work. This work shall include implementation of all necessary infrastructure such as wiring and circuitry. At no point may wiring be affixed to sprinkler piping. The contractor shall ensure that all infrastructure required to support the wiring installations such as wire hangers, etc. are provided for and installed by the contractor.

3.5.3. Some systems will be in place that can be utilized by the contractor. The VA has software licenses through VISN purchase and is capable of utilizing these licenses through this installation. Power may be in place that can be utilized by the vendor. The contractor shall coordinate with local VA engineering staff to finalize locations of equipment and power needs. For any additional power needs, the contractor shall provide the VA written notice of the need no fewer than four weeks in advance. The contractor shall provide the VA an option to install additional electrical as needed via change order proposal. The acceptance of this proposal is at the discretion of the VA and can only be requested and/or accepted by the contracting officer.

3.5.4. 2.1.2 The vendor will protect all finished spaces and surfaces at no additional cost to the medical center. The vendor will be responsible for paying for and repairing any damage or noted deficiencies to finished spaces and surfaces that occur as a result of the vendor’s (or associated sub-contractors) installation.

3.6. Maintenance.

3.6.1. The contractor shall provide all preventative and predictive maintenance on the equipment and system as whole under this contract. Maintenance shall include:

3.6.1.1. Repairs

3.6.1.2. Part Replacement

3.6.1.3. Calibration

3.6.1.4. Service reports

3.6.2. Only manufacturer trained staff shall be permitted to conduct maintenance on the equipment and systems to be installed. The contractor shall provide evidence of all technicians who will complete maintenance and repairs on the system prior to the commencement of work.

3.6.3. Response Time.

3.6.3.1. All maintenance work shall be scheduled with the COR prior to work commencing. For scheduled maintenance, the contractor shall provide no less than 48 business hour notice of work to be scheduled. For unplanned maintenance or repairs that are not considered emergency, the contractor shall provide a technician to address the issue within 72 business hours of notice.

3.6.3.2. For emergency repairs and maintenance, the contractor shall provide a response to all requests for work within 24 hours. A technician shall be on site to address the issue within 24 hours of initial request and confirmation of work request. Emergency visits shall not exceed six (6). Any additional visits over this shall result in approval from the contracting officer prior to completion of work.

3.6.3.3. Overtime Hours.

3.6.3.3.1. The contractor shall allow for no more than 120 overtime hours. Overtime hours shall be any work to occur outside of normal working hours (7:30 am to 4:00 pm Monday through Friday). The contractor shall provide a log of all overtime requests monthly, demonstrating the hours spent and reason for the work. At no point shall contractor be permitted to exceed the overtime hour maximum without Contracting Officer approval.

3.6.3.3.2. The use of overtime hours is at the discretion of the COR. The contractor shall notify the COR for any intent to utilize overtime hours prior to usage. If the contractor begins working on a planned or unscheduled maintenance that goes past regular working hours, the contractor shall obtain permission from the COR to continue work. If the COR does not approve the overtime, the contractor shall get to a stopping point with all work and continue services during the start of the next regular hour period.

3.6.4. The maintenance period shall begin upon completion of system installation and commissioning. Maintenance period is estimated to last from April 2019 through September 2019 (five (5) months).

3.7. Database.

3.7.1. The system shall be capable of archiving data to meet major regulatory requirements.

3.7.2. Data will be transmitted via Government provided Wi-Fi. The amount of “on-board” sensor memory must be sufficient to protect data from a potential holiday weekend outage, plus the time for normal troubleshooting and shipment of replacement parts (i.e., the sensors shall have a minimum seven (7) days "on-board" memory).

3.8. Interface.

3.8.1. System interface shall be browser based application

3.8.2. Users shall be able to graphically display relevant intervals of data. Intervals data recording shall be developed and based on contractor recommendations while meeting VA directives and Joint Commission guidelines for monitoring.

3.8.3. The system and all of its components shall be BACnet capable for option gateway interfacing at later date.

3.8.4. Sensor readings shall be available in “real time” meaning sensor readings reported at the time of inquiry shall be reading for that item at the particular point in time.

3.8.5. The system shall track all system logons and provide audit tracking capability. Access and permissions shall be limited through programmed permissions for staffing.

3.9. Access/Permissions.

3.9.1. The system administrator shall be able to allow users to have access only to information from sensors in their respective areas.

3.10. Expansion.

3.10.1. System is to be easily configurable and highly scalable and expandable with customizable, highly functional and user-friendly software.

3.10.2. The system must be fully expandable to accept additional sensor monitoring points within the facility as well as Community Based Outpatient Clinics (CBOC) in the SLVHCS network.

3.11. Reporting/Alerts.

3.11.1. The system shall provide a monthly executive summary report. The report shall include enough information to determine overall system usage, access logs, deviations, overrides, tolerance issues, system performance.

3.11.2. System shall be able to alert all users of an individual subsection that an area or piece of equipment is out of range via a customizable alert notification options, such as, computer pop-ups, email alerts, text message alerts or other potential options.

3.11.3. System shall be able to alert users if a sensor loses contact with the equipment due to communication or hardware failure. System must notify users when the sensor has a low power and needs attention. This report/alert system should also alert if temperature data is not being received and recorded and have the capability to store data in the "on-board" memory and transmit complete data at a later period.

3.12. Service Plan/Support.

3.12.1. The contractor shall provide a service plan and full system support to manage the system to be installed. The Contractor must address their service support plans to keep the system up-to-date with technological advances and increased integration within the facility’s logistics plan.

3.12.2. System support shall include:

3.12.2.1. Troubleshooting (remote and on site)

3.12.2.2. Repairs

3.12.2.3. Upgrades and updates

3.12.2.4. Preventative Maintenance

3.12.2.5. Training

3.12.2.6. Component replacement

3.13. Training.

3.13.1. The Contractor will provide on-site training for users, work area leads, and repair technicians during the initial installation and any subsequent monitor deployments.

3.13.2. The contractor will provide print, video and computer based training appropriate for new users, to meet the demands of a growing work force.

3.13.3. The contractor will populate the database with installed sensor groups, designed service areas, master users and individual users.

4. PLANNING AND MANAGEMENT

4.1. The contractor shall include in this contract all surveying, project planning, project management, configuration, deployment and training.

4.2. Final contractor solution for execution of this contract shall include considerations toward: stakeholder analysis,

4.3. workflow design, workflow build, and implementation of the workflow with technology. The contractor shall work with VA staff to properly map out the materials to be installed, develop a specific and detailed schedule of major tasks and milestones, and provide implementation strategy.

4.4. Post installation, the contractor shall provide assistance (on site or remote) as required for up to one year.

5. SALIENT CHARACTERISTICS

5.1. All devices will need to utilize battery power, unless otherwise noted. All transmitters and devices must transmit data via Non-VA OIT Wi-Fi network. While the network is non-VA (OIT), the network will be provided by the Government. For all wireless and networking components, the contractor may provide a 900MHz option. The contractor shall be responsible for providing all components as necessary to render the system usable. Should the 900mHZ option be utilized in lieu of a wireless system, the contractor shall ensure that all networking components are available and installed for use.

5.2. Minimum device requirements

5.2.1. The following devices shall be provided by the contractor as a minimum.

5.2.2. The following devices include suggested manufacturer. The contractor may use a different manufacturer as long as the contractor can demonstrate and ensure operability with the parent system as a whole, ensures integration of ancillary components, preserves manufacturer warranties when tied into the system to be installed, and is fully serviceable by the contractor.

5.2.2.1. Air Velocity Monitor for laboratory and pharmacy vented hoods.

5.2.2.1.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10107-10089 or equal.

5.2.2.1.2. Specifications/Salient Characteristics:

5.2.2.1.2.1. 0-5000 feet per minute (fpm) within accuracy of 1.5% ;

5.2.2.1.2.2. Temperature Range 0° to 50°C (32° to 122°F);

5.2.2.1.2.3. AC power;

5.2.2.1.2.4. Wireless Capable

5.2.3. Dishwasher Kit for commercial dishwasher applications in food service setting to determine final rinse temperature on commercial dishwasher.

5.2.3.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 11078-10140 DW or equal.

5.2.3.2. Specifications/Salient Characteristics:

5.2.3.2.1. To include transmitter and probe;

5.2.3.2.2. Probe to be installed by contractor;

5.2.3.2.3. Wi-fi Capable;

5.2.3.2.4. Temperature Range: -60° to 150°C (-75° to 302°F);

5.2.3.2.5. Temperature accuracy within +/- 0.3 Celsius or better

5.2.4. Internal Temperature and Humidity Monitor for storage rooms in lab, pharmacy, procedure and food service settings.

5.2.4.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 11079 or equal.

5.2.4.2. Specifications/Salient Characteristics:

5.2.4.2.1. NIST Certified/Traceable;

5.2.4.2.2. Temperature Range: -18° to 60°C (0° to 140°F);

5.2.4.2.3. Accuracy: ±0.4°C (±0.7°F) at 25°C (77°F);

5.2.4.2.4. Relative Humidity Range: 0 to 95%;

5.2.4.2.5. Relative Humidity Accuracy: ±3.0%Batteries included;

5.2.4.2.6. Battery life of unit: Minimum – 13 months

5.2.5. Dual Temperature Monitor for application in areas where refrigerators and freezers are in close proximity; or multiple refrigerated units are in a row

5.2.5.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 11078-032 or equal.

5.2.5.2. Specifications/Salient Characteristics

5.2.5.2.1. NIST Certified/Traceable;

5.2.5.2.2. Temperature Range: -200° to 300°C (-328° to 572°F);

5.2.5.2.3. Accuracy: ±0.5°C (±1°F);

5.2.5.2.4. Batteries included;

5.2.5.2.5. Battery life of unit: Minimum – 13 months

5.2.6. Immersion Temperature Monitor to maintain constant temperatures in water baths and three compartment sink applications.

5.2.6.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 2020; 2020-032 or equal.

5.2.6.2. Specifications/Salient Characteristics:

5.2.6.2.1. NIST Certified/Traceable;

5.2.6.2.2. Temperature Range: -40 to 150°C (-40° to 302°F);

5.2.6.2.3. Temperature accuracy within +/- 0.3 Celsius or better;

5.2.6.2.4. Batteries included;

5.2.6.2.5. Battery life of unit: Minimum – 13 months

5.2.7. Low Temperature Monitor for laboratory and pharmacy applications.

5.2.7.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10134-032; 10138-032 or equal.

5.2.7.2. Specifications/Salient Characteristics:

5.2.7.2.1. NIST Certified/Traceable device;

5.2.7.2.2. Temperature Range: -200° to 155°C (-328° to 311°F);

5.2.7.2.3. Temperature accuracy within +/- 0.3 Celsius or better;

5.2.7.2.4. Batteries included;

5.2.7.2.5. Battery life of unit: Minimum – 13 months

5.2.8. O2 Depletion Monitor device for use in the emergency room.

5.2.8.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10208-802 or equal.

5.2.8.2. Specifications/Salient Characteristics:

5.2.8.2.1. Detection of ranges within 5-25% oxygen,

5.2.8.2.2. Applicable alarms;

5.2.8.2.3. Capable of AC power;

5.2.8.2.4. Battery Back up built in;

5.2.8.2.5. Oxygen reading accuracy:

5.2.8.2.5.1. ±0.75% O2 over 5.0 to 25.0 % O2

5.2.8.2.5.2. ±1.00% O2 over 0.1 to 5.0 % O2

5.2.9. Power Detection Device

5.2.9.1. Specifications/Salient Characteristics:

5.2.9.1.1. System must be fully capable of detecting power loss to probes and ancillary equipment up to +/- 4% of the rated incoming power.

5.2.9.1.2. System shall report power anomalies including but not limited to: power loss (AC and DC), power/voltage/amperage fluctuations, and detection of low power.

5.2.9.1.3. Systems shall not be required to report transfers to emergency or back up power.

5.2.10. Pressure Differential Monitor to monitor positive and negative air pressure rooms.

5.2.10.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10108-01-032 or equal.

5.2.10.2. Specifications/Salient Characteristics:

5.2.10.2.1. NIST Certified/Traceable;

5.2.10.2.2. Measurement Ranges:

5.2.10.2.2.1. -0.1 to 0.1 in. wv;

5.2.10.2.2.2. -0.5 to 0.5 in. wv ;

5.2.10.2.2.3. 0.2 mm (0.001 in.) of wc (or 0.1 Pa);

5.2.10.2.3. Accuracy: ±0.5% full scale

5.2.10.2.4. Pressure Line Polarity: Bi-directional

5.2.10.2.5. LCD monitor present for easy reading detection site;

5.2.10.2.6. Capable of VAC;

5.2.10.2.7. Indicator lights to easily identify if area is in or out of recommended ranges

5.2.11. Single Temperature Monitor in areas where refrigerators and freezers are in independent entities in a single location

5.2.11.1.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 16904-025-R or 16904-025F or equal.

5.2.11.2. Specifications/Salient Characteristics:

5.2.11.2.1. Options to select NIST Certified/Traceable as needed;

5.2.11.2.2. Temperature ranges required -125 to 125 degrees Celsius;

5.2.11.2.3. Temperature accuracy within +/- 0.3 Celsius or better

5.2.12. Door Open/Close Sensor for areas requiring secured access to notify users someone has left

5.2.12.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 11109 or equal.

5.2.12.2. Specifications/Salient Characteristics:

5.2.12.2.1. Sending an alert to predetermined mail group in the event a door is open or closed against the preset standards

5.2.12.2.2. Terminal block to allow for remote signal activation

5.2.13. Leak Detector Probe for areas needing environmental leaking monitoring

5.2.13.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10101 or equal.

5.2.13.2. Specifications/Salient Characteristics:

5.2.13.2.1. Temperature Range: -20° to 80°C (-4° to 176°F )

5.2.14. Battery Replacement Kit for all transmitters

5.2.14.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10180 or equal.

5.2.14.2. Specifications/Salient Characteristics:

5.2.14.2.1. At least ten (10) batteries included;

5.2.14.2.2. At least two thermistors included ;

5.2.14.2.3. Tape to remount device as needed.

5.2.15. Repeaters

5.2.15.1. Specifications/Salient Characteristics

5.2.15.1.1. Shall be government owned property upon award.

5.2.15.1.2. Wireless Capable

5.2.15.1.3. 120 VAC Power (Critical Equipment Circuit)

5.2.15.1.4. Battery backup included for unplanned power failure

5.2.16. Base Buffer and Receiver

5.2.16.1. Specifications/Salient Characteristics

5.2.16.1.1. Shall be government owned property upon award.

5.2.16.1.2. Wireless Capable

5.2.16.1.3. Shall be capable of operating on most recent software version of the system to be installed.

5.2.16.1.4. 120 VAC Power (Critical Equipment Circuit)

5.2.16.1.5. Battery backup included for unplanned power failure

5.2.17. Software Licenses and Installation

5.2.17.1. Suggested Manufacturer Brand Name: Cooper-Atkins TempTrak 10400 or equal.

5.2.17.2. Specifications/Salient Characteristics:

5.2.17.2.1. 24/7 monitoring of all sensor points in system hosted on VA network;

5.2.17.2.2. Ability to determine departmental groups to provide notification when item is out of range;

5.2.17.2.3. Ability to escalate alert if no action is taken

5.2.18. Server Requirements

5.2.18.1. Specifications/Salient Characteristics:

5.2.18.1.1. Two (2) servers will be furnished by contractor to host application and database to exceed the minimum requirements; must be rack-mounted servers

5.2.18.1.1.1. Application server specifications:

5.2.18.1.1.1.1. Intel/AMD Processor 2.0+ GHz Multi-core processor or better

5.2.18.1.1.1.2. At least 8GB RAM

5.2.18.1.1.1.3. Windows Server 2016 or above

5.2.18.1.1.1.4. Network Card 100/1000 MB

5.2.18.1.1.1.5. 2 x 80GB Hard Drives: Raid 0 or Raid 1, SSD, SCSI 10k/15k RPM, ATA-100/SATA 7200 RPM

5.2.18.1.2. Database server specifications:

5.2.18.1.2.1. 2 x Intel/AMD Processor 2.0+ GHz Multi-core processors (Core Duo, Quad Core, Xeon or similar) (Athlon II, X2 Dual-Core, Phenom or similar)

5.2.18.1.2.2. At least 16GB RAM

5.2.18.1.2.3. 4 x 250GB Hard drives (RAID 5, SSD, SCSI, 10k/15k RPM, ATA-100/SATA 7200 RPM

5.2.18.1.2.4. Network Card 100/1000 MB

5.2.18.1.2.5. Windows Server 2016 or above

5.2.18.1.2.6. Microsoft SQL Server Reporting Services with SSRS account and 1 processor license

5.2.18.2. The VA currently has Temptrak© on site. The contractor shall assess to determine if server needs are required. Should the contractor be able to determine that the existing system is capable of hosting the system to be installed, the VA reserves the right to opt out of the purchase and install of the servers listed. This action would be recorded as deduct modification for this contract.

5.3. The contractor shall provide training and “Go Live” assistance to ensure:

5.3.1. Installation of all sensors, monitors, and devices;

5.3.2. Checking that all devices are operating successfully;

5.3.3. All designated facility subject matter experts are fully trained;

5.3.4. All distribution groups are properly assigned and functioning correctly;

5.3.5. Provision of one (1) year support and warranty on all devices and software from point of system commissioning

5.4. Provide indefinite software updates for lifetime of contract, including all option years.

5.5. Technical training for Engineering Staff

5.5.1. Training shall include, at a minimum:

5.5.1.1. System Overview

5.5.1.2. Use;

5.5.1.3. Programming;

5.5.1.4. Upgrade;

5.5.1.5. System modification;

5.5.1.6. Equipment replacement.

5.5.2. Training shall be no fewer than three (3) eight-hour day course on the system and shall be conducted on the system as it has been physically installed.

5.5.2.1. Any adjustments made to the system in order to render training shall be reversed upon completion of the example or training item being presented. The contractor shall ensure that the system maintains information integrity when utilizing it for training purposes. It is recommended that the contractor duplicate the installed environment on a training environment when utilizing system for hands on training.

5.5.3. The Contractor shall provide a training syllabus prior to the training for VA approval. Syllabus must be approved no fewer than fourteen (14) calendar days prior to the scheduled training. All training must be scheduled with the VA no fewer than twenty-one (21) calendar days prior to the training.

5.5.4. The contractor shall provide all necessary training materials and equipment including, but not limited to: training workbooks, manuals, laptops for system programming, project, and all trainer travel and lodging expenses. At no point may training occur virtually; all training must be conducted with a trainer physically present on the property. Virtual assistance may only be permitted for troubleshooting purposes.

5.6. Technical training for End Users

5.6.1. Training shall include at a minimum:

5.6.1.1. System Overview;

5.6.1.2. General use;

5.6.1.3. Popular views;

5.6.1.4. Report access;

5.6.1.5. Data retrieval;

5.6.1.6. Data notifications;

5.6.2. Training shall be no fewer than a six-hour course on the system and shall be conducted on the system as it has been physically installed.

5.6.3. The Contractor shall provide a training syllabus prior to the training for VA approval. Syllabus must be approved no fewer than fourteen (14) calendar days prior to the scheduled training. All training must be scheduled with the VA no fewer than twenty-one (21) calendar days prior to the training.

5.6.4. The contractor shall provide all necessary training materials and equipment including, but not limited to: training workbooks, manuals, laptops for system programming, project, and all trainer travel and lodging expenses. At no point may training occur virtually; all training must be conducted with a trainer physically present on the property. Virtual assistance may only be permitted for troubleshooting purposes.

5.6.5. The contractor will not be required to provided systems or equipment that is wireless compatible, only wireless. This equipment should be able to be integrated with 900mHz system being requested.

6. Equipment List and Quantity Maximums per year (9/30/2018 – 5/1/2019)

7. DELIVERY AND INSTALLATION

7.1. DELIVERY ORDERS

7.1.1. Contractor shall deliver all equipment to the Southeast Louisiana Veterans Health Care System (SLVHCS) Central Energy Plant building 2400 Canal St, New Orleans, LA 70119 as specified in delivery order.

7.1.2. Deliver materials to job in manufacturer's original sealed containers with brand name marked thereon.

7.1.3. Package to prevent damage or deterioration during shipment, handling, storage and installation. Maintain protective covering in place and in good repair until removal is necessary.

7.1.4. Deliver specified items only when the site is ready for installation work to proceed.

7.1.5. Store products in dry condition inside enclosed facilities.

7.1.6. Any government requested delayed delivery up to 90 days after initial award delivery date specified in the delivery order, shall be at no additional cost to the Government.

7.1.7. A pre-delivery meeting will be conducted 15 days prior to initial award delivery date for verification of delivery and installation dates.

7.1.8. Delivery and Installation will be coordinated through the COR, with necessary infrastructure delivery initiated within 30 days of pre-delivery meeting. A fully functional TEMS system to be in place by April 1, 2019 to activated medical center areas or within 210 calendar days from point of award, whichever occurs first.

8. INSTALLATION

8.1. Contractor is responsible for turnkey installation of all delivery items.

8.2. Pre, concurrent and post installation meetings shall occur at frequencies of no fewer than once bi-weekly until installation is complete. The contractor shall provide meeting minutes for all meeting attendees.

8.3. Install all equipment to manufacturer’s specifications maintaining Federal, and Local safety standards

8.4. Installation must be completed as specified in delivery order. All work shall be completed between 6:00 a.m. and 6:00 p.m. Monday – Friday unless the work proposed has been identified to impact building operations or patient care. All federal holidays, excluded. Federal holidays are available at the Federal Holiday OPM Site.

8.5. If there is an operational conflict with installation, night or weekend installation may be required. Government will provide a 72 hours' notice of change of installation hours.

8.6. The contractor shall coordinate all deliveries, staging areas, installations, and parking arrangements with the COR.

8.7. The Contractor shall remove all related shipping debris and cleanup any construction associated with delivery and installation of the specified items. Contractor shall remove all packaging from the SLVHCS premises. The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect.

8.8. Any equipment listed as a line item that is not installed or determined not be needed shall be credited back to the government.

9. SITE CONDITIONS

9.1. There shall be no smoking, eating, or drinking inside the hospital at any time.

9.2. The Contractor shall verify all site conditions prior to commencing with any work. The Contractor shall be required to conduct a pre bid site visit to assess area in order to make bid. The contractor shall also conduct an additional site visit post award, however many are necessary, in order to fully assess and begin preliminary work on system installation.

10. INSPECTION AND ACCEPTANCE:

10.1. The Contractor shall conduct a joint inspection with the COR upon delivery of equipment.

10.2. Contractor shall provide dates of completion of punch list items and replacement parts and/or short ship items from the manufacturer(s).

10.3. The COR shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

10.4. The system and added components shall be commissioned by the Contractor. The Contractor shall provide a commissioning check list prior to commencement of commissioning for VA approval. The contractor shall include at a minimum the following commissioning requirements:

10.4.1. Functional testing;

10.4.2. Network testing;

10.4.3. Visual inspection (equipment and environment);

10.4.4. Calibration testing and verification

10.5. The contractor shall be responsible for the general upkeep and cleanliness of all areas in which work occurs. The contractor shall exercise extreme caution during the installation process so not to disrupt the environment of care for staff and patients. This includes: sweeping after every day of work or after leaving the work area; use of dust mops as necessary; use of gloves when moving and shifting ceiling tiles; care in the removal of ceiling tiles to prevent physical damage or dust particulate; removal of all trash materials generated during the installation.

11. DELIVERABLES

11.1. User Training Materials;

11.1.1. Print, video and/or computer based training (digital copies) TEMS overview for general staff;

11.1.2. Print, video and/or computer based training overview for managing the software;

11.1.3. Print, video and/or computer based training overview for super users;

11.2. Deliver compilation of all manufacturer recommended maintenance schedule and operation materials packaged in binder(s) to COR upon completion of installation;

11.3. Installation schedule;

11.4. Certification of installers for manufacturer installation;

11.5. Planning, installation and post installation meeting minutes;

11.6. Single line, networking diagram. The contractor shall outline one line diagrams demonstrating how the network is set up and high level view of sensor and peripheral equipment connections;

11.7. Outlines of sensor and equipment placement on architectural drawings to demonstrate location of equipment. These drawings may be utilized to provide visual aids on the system as well;

11.8. Material cut sheets of all equipment specified in this scope;

11.9. Commissioning documentation.

12. OPERATOR TRAINING:

12.1. Contractor shall provide On-site training of the equipment to all user groups. Scheduling of operator training shall be coordinated with the SLVHCS COR after installation is complete.

12.2. VA Clinical Engineering, Utility Systems Operators, and HVAC Engineering Services will have full access to the hardware and software that constitute the system, including any diagnostic software features and general administrative rights.

12.3. The VA Engineering point of contact must be briefed, by the vendor, on all software upgrades and changes, and agrees to each prior to installation.

12.4. The vendor shall provide and install manufacturer recommended software upgrades and changes at no additional charge.

12.5. Training for end users (Pharmacy, SPS, Food and Nutrition, Surgery, Lab, Clinicians) shall be provided. No fewer than five (5) instances of training, with training not to exceed two days per instance shall be conducted. At no time will the contractor be permitted to train more than 15 people at one time.

12.6. All training shall be coordinated by the COR.

13. PROTECTION OF PROPERTY

13.1. Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.

13.2. The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To ensure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

13.3. The Contractor shall be responsible for security of the areas in which the work is being performed prior to completion.

13.4. Contractor shall provide floor protection while working in all VA facilities. All material handling equipment shall have rubber wheels.

14. SECURITY REQUIREMENTS

14.1. The Certification & Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required. See Attachment 1 for Security Requirements.

15. WARRANTY

15.1.1. The contractor shall provide a one year manufacturer’s warranty on all parts and labor.

15.1.2. The warranty shall include all travel and shipping costs associated with any warranty repair.