36C25624Q1378 0005 Question and Answer.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

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:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; 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 is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

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.

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

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

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

10N16 Department of Veterans Affairs Network Contracting Office 16

715 South Pear Orchard Road Ridgeland MS 39157

10N16 Department of Veterans Affairs Network Contracting Office 16

715 South Pear Orchard Road Ridgeland MS 39157 To all Offerors/Bidders

36C25624Q1378

X x x

The purpose of this amendment is to answer questions that were asked on 09/05/2024 in reference to the solicitation.

All Offerors/Bidders can resubmit an updated offer after answer to questions are posted.

1. Statement of Work (SOW) starts on Page 3.

2. Scope of Work Drawing is included as an attachment.

3. Installation or Relocation Checklist is included as an attachment.

Solicitation closed date is 10/11/2024 at 16:00 CDT.

Questions and Answers

1. There are inconsistencies between the scope of work and the ceiling lift requirements listed. Which one should we follow to determine the specifications needed for the lifts?

The scope of work is stated within the SOW. The sole source justification is based on the unique characteristics of the 10-year motor, 15-year life span, and unique weight and safety capacities. The questions below will help clarify inconsistencies if any.

1. Why is a requirement from the contractor to be certified to work on Guldmann overhead lifts when they are being replaced potentially with a different brand?

A contract with a non-Guldmann-certified company would void the product's warranty and be less than desirable for the VHSO organization.

1. There is a requirement for the scales to have a read in hand control – why is this necessary for the performance of work?

The use of scales helps our inpatient staff access weights more readily, especially if patients are dependent and cannot step on a floor-based scale.

Rooms 348-01 (bathroom), 373-01, 374-01, 384-01, 385-01, 386-01, 387-01 and C1001-02 mention that the existing tracks will be removed, and new tracks installed.

The SOW has been revised as of 9/27 and starts on Page 3 of this document.

1. For an accurate quotation, we require access to architectural blueprints and dimensions of the indicated rooms. Could you please provide this information?

YES

1. Can you please specify the size and layout of the track?

We have some sketches of the layout

1. Could you indicate the precise distance from the floor to the ceiling?

8’

1. What is the exact height from the ceiling to the upper deck?

7’3”

1. What type of material is used for the deck's construction?

Concrete

1. Is union labor or prevailing wages applicable for this project? Service Contract Labor Standards Act (SCA) applies to this acquisition.

1. Are there any seismic constraints or regulations to consider?

According to the US Department of Veterans Affairs Seismic Zone Map (Seismic Risk Definitions Map (va.gov)), dated July 2023, Fayetteville VA is located in a “Moderate Low” seismicity zone.

1. Who will be responsible for moving obstructions below the ceiling (e.g., sprinkler heads, light fixtures, HVAC, Nurse Monitors, etc.)?

Vender responsible during installation.

1. Who will be responsible for moving obstructions above the ceiling (e.g., HVAC, structural framing, etc.)?

Same as above.

1. What access is available to the work area, e.g., elevator, stairs, buck hoist, etc. for each building/phase?

Elevator and stairs

1. Is there a need for an intermediate containment area in each room to create a negative-air space between the work area and hallway (i.e., vestibule)?

No. ICRA requires Level II control measures

1. How many rooms will be available each day for each phase of installation?

Based on room utilization and patient census.

Ceiling lift Reinstallation, and Reconnection and New Ceiling Lifts in Fayetteville, Arkansas, Veterans Healthcare System of the Ozarks (VHSO) A. General Information

1. Title of Project: 564-24-2-082-0028 Patient Lifts

2. Scope of Work: The contractor shall provide all labor, supervision and all other resources required to deliver the requirements stated herein, except as may otherwise be specified in this statement of work. 550-pound and 825-pound advanced ceiling lifts as specified (with fast motion, continuous-charge room-covering rail systems, and tool-free emergency lowering, plus integrated scales or positioning locks where specified) are to be delivered, installed, and tested, in places listed in Table A. A total of 26 motors will need to be installed. 19 motors will receive a motor swap only (existing track to remain) due to end of lifespan. One (1) improvement consists of a new lift system (rails and motor) in the bathroom. Six (6) improvements consist of removal and replacement of an existing track system (railing, supports, motor, etc.). Proposed track layout shop drawings shall be reviewed and approved by the VA prior to installation. Removed units shall be returned to the VA. All work must be coordinated with COR. All new lifts must be inspected by VA Biomedical personnel prior to installation. Locations are in buildings 1 and 21 at the Fayetteville VA. Installation/replacement will need to be coordinated appropriately and is dependent on availability of rooms. Details are provided in section E below, Specific Mandatory Tasks and Associated Deliverables.

3. Background: Ceiling lifts have been installed in many places throughout the VA Veterans Health System of the Ozarks (VHSO). Majority of existing lifts are Guldmann ceiling lifts, used to lift, transfer, and reposition inpatients and outpatients. Due to the compatibility of the existing lift systems, patients are able to transfer from lift to lift utilizing one sling. The systems proposed in this Statement of Work are proposed in areas that currently contain similar equipment. It is the VA’s desire to match existing lifts in the hospital to avoid misuse of unfamiliar equipment. Two (2) Handicare motors and tracks and one (1) Prism motor and track are proposed to be removed and replaced due to equipment not being compatible with the Guldmann system (majority of existing lifts).

4. Performance Period/Schedule: Installation shall be coordinated with the COR and is dependent upon room availability. This project shall begin in Fiscal Year 2025, Quarter 1 (October 1, 2024-December 31, 2024). The schedule may need to be altered by emergencies including virus-related restrictions to access. It is anticipated that this quantity of lift installations and replacements may require up to 12 months to complete. If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail.

5. Type of Contract: Firm-Fixed-Price B. Contract Award Meeting

1. The contractor shall not commence performance on the tasks in this SOW until the Contracting Officer (CO) has conducted a kick-off meeting, or has advised the contractor that a kick off meeting is waived, or the CO has issued a Notice to Proceed.

C. General Requirements 1.

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. Please see below. A copy of this checklist will also be provided in the Acquisition Package.

2. Installers must have current certification to conduct work on Guldmann overhead lift and rail systems.

3. Contractor will provide evaluation of existing structure where ceiling lifts are proposed and submit shop drawings to the COR for review. The COR will be allotted 10 business days to provide a response for acceptance or rejection of the shop drawings.

4. 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, if necessary.

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

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

7. Contractor will provide shop drawings and/or a list of all proposed work (including modifications to existing assets (i.e. ceiling tile, floor slab, HVAC ductwork, etc)) required to install these lifts, to be presented with the bid. The VA prefers to not relocate existing assets.

8. Contractor will provide all qualified personnel, materials, equipment, and services necessary to install ceiling lifts for this project, including lifts, tracks, spreader bars, attachment hardware, and all other equipment necessary for safe operation. Detailed requirements are described in the Standards and Special Requirements sections. Lift systems may be configured in any way that covers the rooms best and meets the requirements.

9. Contractor will provide installation and testing of all equipment for ceiling lifts, according to VA checklist requirements, resulting in a system that is fully functional and ready for clinical use when released to the Government.

10. Contractor will provide training on equipment use for all shifts.

11. Contractor shall schedule testing and provide evidence of testing of all installed lift systems.

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

13. Contractor will meet construction safety requirements, including construction orientation, safety training requirements, dust control requirements from the Infection Control Risk Assessment, TB testing, electrical safety requirements, and Above Ceiling Permit requirements including re-sealing any penetrations of fire barriers.

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 VHSO 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 VHSO 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 VHSO. 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 VHSO 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 VHSO 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 VHSO policy.

8. The Contractor shall not create or maintain any records containing any non-public Fayetteville VHSO 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 VHSO 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 VHSO 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: Veterans Health System of the Ozarks, Fayetteville Arkansas.

2. Address: 1100 N College Ave, Fayetteville, AR 72703

3. Locations are listed below, existing motor ID, what is needed, required capacity, and if a scale is required.

TABLE A:

Bathroom receives new 3 meter by 3 meter track and 550lb motor without scale, wall mounted, existing ceiling is hard pan.

4. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated in Section A.4 of this SOW.

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

iii. Ceiling lifts must include a 2-point hanger bar, suitable and allowable for use with the full range of loop-based Guldmann slings, Humancare/Barton slings, EMR slings, Handicare slings, and Alpha Modalities repositioning slings, with 2 hooks facing different directions on each end of the bar and without easily breakable parts such as rubber flaps.

iv. Ceiling lift manufacturer must allow and warrant the use of their lifts with the full range of Guldmann, Alpha Modalities, EZ Way, Handicare, and Barton/Humancare loop slings.

v. 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.

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

vii. Scales must have a readout in the hand control and must not decrease the lifting height of the system.

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

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

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

xi. 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.

xii. 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 completed before ceiling work, and the COR will check the ceiling after ceiling work, to make sure any fire barrier penetration was repaired.

xiii. Each room where lifts are installed shall be returned to original condition, excluding the newly installed ceiling lift. Debris must be removed, and holes in the wall or ceiling tile must be reported to COR so that they can be fixed.

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

xv. Ceiling lift motors shall be capable of lifting at least 550 or 825 pounds, as specified on the Location list.

xvi. A specific opportunity for Service Agreements, Preventive Maintenance Agreements, and Extended Warranty Agreements should be presented.

xvii. Warranty of equipment, hardware, and installation shall be provided for three years from date of final acceptance.

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

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

xx. Motors shall be GFCI protected.

xxi. Ceiling lifts’ vertical motion must be motorized.

xxii. 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.

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

xxiv. 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.

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

6. 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 with wall mounts 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 Guldmann overhead lift equipment.

7. Training:

a. Contractor shall provide five days of user education training. 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 one day of training to biomedical engineering staff in coordination with the COR.

8. 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.

9. 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 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.

10. Contractor conduct requirements:

a. Equipment and supplies must not be shipped before designs are approved and contractor has approval to install. VA VHSO Fayetteville, Arkansas 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 VHSO Fayetteville, Arkansas 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 VHSO Fayetteville, Arkansas 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 work day 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 VHSO Fayetteville, Arkansas 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 VHSO construction safety orientation and supply job hazard analyses as required by Construction Safety Officer to show how hazards to Contractor and VHSO 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 VHSO, 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. All accumulated rubbish is to be collected and placed in the dumpster provided by the Government. Large quantities need to be disposed of in ways that do not overload the dumpsters.

11. Special Requirements:

a. The contractor must have visited the sites 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 VHSO 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 Veterans Healthcare System of the Ozarks Engineering service.

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

i. The contractor will provide a monetary credit amount for each used ceiling lift that is being replaced/traded in.

12. 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.

13. 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.

14. 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.

15. Government Responsibilities: VA Veterans Healthcare System of the Ozarks will provide:

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

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

e. Oversight of installation testing. (Safety service.)

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.)

h. Prioritization and final specification of lift locations in case proposed cost exceeds budget. (COR in association with affected services.)

ADDENDUM TO STANDARD FORM 1449 – SUPPLIES OR SERVICES AND PRICE/COST

REQUIRED EQUIPMENT, INSTALLATION, SUPPLIES AND TRAINING:

Lift systems to be installed in the Veterans Healthcare System of the Ozarks (1100 N College Ave, Fayetteville, AR 72703) in rooms described in Location list.

* all quantities are approximate.

Building 1: PC148, PC149, PC152, PC157, PC158, 207, 222, 345, 341, 345, 347, 348

Coordinated with COR and CLC managers

Building 1: 025, 306, 317, 319, 348, 373, 374, 384, 385, 386 Building 21: 1245, 2314

Coordinated with COR and CLC PT managers

Building 21: L149

Coordinated with COR and local managers

Building 1: 387

Coordinated with COR and local managers

Building 1: 348 (see Table A), 373, 374, 384, 385, 386, 387

Coordinated with COR and local managers

Total: $ ____________

EVALUATION – COMMERCIAL ITEMS.

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered.

The following evaluation factors listed, will be in descending order of importance, in order to evaluate all bids: Technical, past performance, and price. The technical and past performance evaluation factors will be rated more significantly and more important than cost or price in the evaluation of the final bids that will be received.

The award of the contract will be awarded to the offeror whose bid is considered to be the “best value” and the most advantageous to the Government.

EVALUATION FACTOR CRITERIA:

1. TECHNICAL

a. For reinstallations and structure alterations of existing lifts: Ceiling lifts, curtain compatibility, and continuous-charge rail must be approved by the manufacturer of the existing lifts, supports and/or rail system. Only one manufacturer’s lifts, rails, or hardware are allowed on any part of a system that interconnects.

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 or which they modify. 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 and that have no moving parts near the hooks. 4-point, one piece hanger bars are acceptable for 880-pound capacity lifts if they are compact and fit all sizes of sling including small size.

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 requiring the VA Veterans Healthcare System of the Ozarks to move preexisting fixtures or equipment.

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

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

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

i. Ceiling lifts must be compatible and warranted for use with loop slings including the full range of Guldmann lifting and repositioning slings, Humancare lifting slings, EMR lifting slings, Handicare lifting slings, and Alpha Modalities repositioning slings.

j. 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. The emergency stop must be able to be reset with a labeled button.

k. Ceiling lifts must not make warning beeps when they need charging or display flashing lights during normal operation.

l. Provide a minimum of 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.

m. Expected life of ceiling lift system must be 15 years or more.

n. Provide fast support and parts for equipment.

o. Provide ongoing education and support for users.

p. 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.

q. 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, as well as installation onto Guldmann continuous-charge rails and supports.

FINAL INVOICING INSTRUCTIONS:

It is your firm’s responsibility to submit a completed and signed Final Invoice Memo in accordance with the terms and conditions of this contract. The Final Invoice Memo must be signed and attached to your firm’s submission of the final invoice for final payment or within seven (7) calendar days after the period of performance or contract expiration. If the Contracting Officer or designated VA representative does not receive a signed copy of the Final Invoice Memo with your firm’s final invoice for final payment and/or if the Government does not hear from your firm via e-mail after seven (7) calendar days, after the period of performance or contract expiration, the Government will accept that there is adequate evidence that all supplies and services have been delivered and accepted, all invoices have been paid, and that there are no outstanding invoices or issues concerning this contract; thus, the Government will continue with a unilateral de-obligation of any remaining funds and issue the signed modification to all parties. Further, failure to submit a signed Final Invoice Memo could result in a negative CPARS entry as a lack of business-like concern for the interest of the customer—which in this case is the VAMC.

See attached document: Installation or Relocation Checklist for Ceiling Mounted Patient Lifts.

See attached document: Scope of Work Drawings.

End of Document image1.emf

AL14-07PSAChecklistforInstallationandRelocation-Fillable.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:

NOTES_2:

NOTES_3:

NOTES_4:

Serial_2:

NOTES_5:

NOTES_6:

NOTES_7:

NOTES_8:

Serial_3:

DATE:

TITLE:

DATE_2:

TITLE_2:

DATE_3:

TITLE_3:

ADDITIONAL NOTES:

Serial_4:

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