P01 - OR LED Exam Light SOW rev 4 072120 (002).pdf

El Paso Veterans Affairs Health Care System (ELPVAHCS) OR LED Exam Light

Statement of Work (SOW)

A. General Information Title of Project: The El Paso VA Health Care System (EPVAHCS) is procuring LED Exam Lights in order to meet current Operating room standard, the OR Exam Lights currently installed in the facility are old and rusted and doesn’t meet the standards for the operating room. The products and services will be delivered at the EPVAHCS.

1. Scope of Work: The contractor shall deinstall the existing Exam Lights and make all necessary utility disconnections, remove and transport equipment to a predetermined location within same customer facility for pickup or disposal.

Customer is responsible for decontamination and release of the equipment as non-hazardous. Equipment disposition from the staging point will be dependent upon Customer selection of disposal option. If removed equipment is to become contractor property, it will be held on-site at the designated location for pickup by the contractor representative within a reasonable time, not to exceed five (5) working days. Once the current exam light is removed; installation includes all necessary labor (non-union) and materials required to uncrate, set-in-place, mount to ceiling and assemble equipment. A virtual site visits (if necessary) to ensure current infrastructure can support proposed light model is required prior to contract award/ or written assurance infrastructure will be adequate to support proposed lights weight limitations on operation rooms RM# A405 (OR 1), RM#

A406 (OR 2), RM# B473 (OR 3), RM# B474 (OR 4), RM# B475 (OR 5), RM#

B457 (Old Urology Procedure RM), RM# B459 (GI Procedure RM), RM# D403 (OR 6), RM# C409 (OR 7), RM# C408 (OR 8). Normal working hours, Monday – Friday 8 am -5 pm unless otherwise noted. Contractor also includes with its Installation Services an operational check-out test, any necessary adjustments and a demonstration of the equipment for appropriate facility personnel

B. Contract Award Meeting

1. The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kick-off meeting or has advised the contractor that a kickoff meeting is waived.

C. General Requirements

1. All installation must comply with requirements including the Checklist for

Installation and Relocation. The installation checklist must be filled out for each installed OR lights, in addition to any checklist required by the manufacturer, and supplied to the COR.

2. Contractor will provide evaluation of existing structure where OR lights are needed and submission of plans to El Paso VA Healthcare System Engineering service, to assure that workable systems are installed and comply with VA design requirements and relevant standards.

3. Contractor will coordinate with Engineering service to verify access to engineering mechanical, HVAC, and fire systems components within the mounting area of the OR lights.

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

5. Contractor will provide information on minimum clearances for operation of each OR lights, to be presented with the bid.

6. Contractor will provide a list of all construction or modifications required to install the OR lights, to be presented with the bid. The goal is to install around any obstructions without requiring VA to make construction modifications.

7. Contractor will provide all qualified personnel, materials, equipment and services necessary to install OR lights for the rooms described below under Location, spreader bars, attachment hardware, and all other equipment necessary for safe operation. Detailed requirements are described in the Standards and Special Requirements sections. OR lights may be configured in any way that covers the rooms best and meets the requirements.

8. Contractor will provide installation and testing of all equipment for OR lights, according to VA checklist requirements, resulting in a turnkey system.

9. Contractor will provide training on equipment use for all new types of equipment included in this contract, one session per shift for up to 2 shifts of personnel in each affected area and for onsite trainers (up to 10 sessions scheduled after installation and before use), in coordination with COR.

10. Contractor will provide evidence of testing of all OR lights provided and schedule testing when it can be overseen by COR.

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

12. 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. Citations to pertinent laws, codes and regulations such as 44 U.S.C Chapter 21

, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C.

552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government ‘IT’ equipment and/or Government records.

4. 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 by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. 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 this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

E. Specific Mandatory Tasks and Associated Deliverables

1. Location of OR lights Installations: El Paso VA Healthcare System, (5001 N.

Piedras, El Paso, TX 79930), Rooms are listed below, along with the required capacity and whether scale is required, and drawings are posted with the announcement:

Rooms: RM# A405 (OR 1) 1 dual-arm surgical light; RM# A406 (OR 2) 1 dual-arm surgical light and 1 single-arm surgical light separate suspension; RM# B473 (OR 3) 1 dual-arm surgical light and 1 single-arm surgical light separate suspension; RM# B474 (OR 4) 1 dual-arm surgical light and 1 single-arm surgical light separate suspension; RM# B475 (OR 5) 1 dual-arm surgical light and 1 single arm surgical light separate suspension; RM# B457 (Old Urology Procedure RM) 1 dual-arm surgical light; RM# B459 (GI Procedure RM) 1 dual-arm surgical light; RM# D403 (OR 6) 1 dual-arm surgical light; , RM# C409 (OR

7) 1 dual-arm surgical light; , RM# C408 (OR 8) 2 dual arm surgical lights separate suspension.

2. Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below within the performance period stated the contract.

3. Standards:

a. OR lights Performance Requirements:

a. The OR LED Exam Lights:

• Ceiling Mount Configuration

• Universal Mounting Bracket

• 360 Degrees of rotation, swing arm.

• Max Central Illuminance of 160,000 Lux

• Average pattern sizes 7-11”

• Color temperature 4400K +/- 300K

• LED Color Rendering Index (CRI) up to 96

• R9 deep saturated red color index up to 98

• Sterilizable Control handle

• Installation

• Must be able to control lighting from a control panel and light head.

• Heat-to-light ratio 3.1

• Airfoil Designed Suspension

4. Training:

a. Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where the OR lights are installed at no additional cost to the Government, for any equipment new to this facility (up to 10 sessions in coordination with the COR). This training must include hands-on the OR lights use and be extensive enough to prepare participants to train others.

b. Contractor shall provide certified in-service training on each site, multiple times in a day, for biomedical engineering staff in coordination with the COR.

5. Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for the OR lights installed under this contract at no additional cost to the government.

6. Inspection:

a. Each room’s OR lights shall be tested after installation. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

7. Contractor conduct requirements:

a. Equipment and supplies must not be shipped before the installation date. El Paso VA Healthcare System 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 El Paso VA Healthcare System personnel. working hours, Monday – Friday 8 am -5 pm unless otherwise noted.

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 El Paso VA Healthcare System 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 workday in the areas specified by the Contracting Officer’s 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 El Paso VA Healthcare System 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 EPVAHCS construction safety orientation and supply job hazard analyses as required by Construction Safety Officer to show how hazards to Contractor and EPVAHCS 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 El Paso VA Healthcare System, 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.

8. Special Requirements:

a. The contractor will assessed the structure of each OR lights location to ensure safe installation of the equipment and shall supply the installation plans to the El Paso VA Healthcare System Engineering Service and Construction Safety Group, who must accept them before installation.

b. OR lights 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 OR lights. If movement of preexisting fixtures is unavoidable, the contractor must include such notice when the bid is submitted.

d. OR lights must not add obstacles or impair any normal operations in patient care rooms.

e. It is permissible to raise the OR lights height or extend the range of the OR lights 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.

f. All installation that affects existing areas and electrical work shall be coordinated with the EL Paso VA Healthcare System Engineering service.

New electrical outlets required must be coordinated with Engineering Service and the COR.

g. The contractor will install all necessary mounts, braces, and any other components needed for full OR lights function and safety.

h. Any electrical subcontractor must have health care experience, must have positive references, and must be directly overseen by the Contractor.

9. 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.

10. 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.

11. Reporting Requirements: The VHA checklist and any manufacturer’s checklist are the sole report and must be provided to the COR within two weeks after installation. The OR lights installation is not considered complete and cannot be paid for until the checklist is complete and provided to the COR.

12. Government Responsibilities: El Paso VA Healthcare System will provide:

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

b. Technical information on the building and requirements for construction.

(Engineering service.)

c. Coordination and scheduling for training efforts. (Safety service/COR in association with affected services.)

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

e. Coordination for electrical outlet installation where necessary. (COR in association with Engineering.)

f. Answers to Contractor questions during the purchasing and installation process. (CO and COR.)

g. Prioritization and final specification of the OR lights locations in case proposed cost exceeds budget. (COR in association with affected services.)