Statement of Work_revision 2.pdf

Revision 2

Statement of Work

Patient Ceiling Lifts & Installation

A. GENERAL INFORMATION

1. Title of Project: New Ceiling Lifts and Installation in 1st floor Community Living Centers (CLC) for the Audie L. Murphy VA Hospital located at 7400 Merton Minter Blvd., San Antonio, TX 78229.

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: 600-pound ceiling lift systems as specified (with fast motion, continuous-charge room-covering rail systems, and scales where specified).

Lifts must be delivered, installed, and tested, in places listed in the location list, section E below. All lifts are in patient care areas and will need to have installation coordinated around patient care requirements. All lifts installed will have a minimum of 600-pound weight capacity.

3. Background: Ceiling lifts have been installed in many places throughout the VA South Texas Health Care System inpatients and outpatients. Patients may arrive at any of these locations on a sling or be sent on to another location on a sling applied at these locations. They may receive patients wearing assorted brands of slings from home. All new lifts will be installed with continuous charge rail in accordance with requirements from VA Healthcare Technology Management (HTM).

4. Performance Period/Schedule: The contractor shall start the work required under this SOW within 30 days of contract award and coordinate installation with room availability unless otherwise directed by the Contracting Officer (CO). Some lifts are noted as requiring coordination with construction projects and will rely on the timing of those projects. The schedule may need to be altered by emergencies including virus-related restrictions to access.

5. Type of Contract: Firm-Fixed-Price

6. Contract Award Meeting: 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 kick off meeting is waived.

B. SALIENT CHARACTERISTICS:

1. 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.

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

3. 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.

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

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

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

7. 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 quote 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.

8. 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.

9. 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.

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

11. Ceiling lift motors shall be capable of lifting at least 600-pound, as specified on the Location list.

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

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

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

15. Lifts shall accept generic type replacement batteries without voiding any warranties.

16. Motors shall be GFCI protected.

17. Ceiling lifts’ vertical motion must be motorized.

18. Ceiling lifts must include a 2-point hanger bar.

19. 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.

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

21. 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.

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

C. TECHNICAL REQUIREMENTS

1. 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.

2. 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.

3. 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. 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.

5. 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 South Texas Health Care System to move preexisting fixtures or equipment.

6. Lifts must be intended to lift patients at least 20 times per full charge at the capacity of the lift.

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

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

9. 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.

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

11. Provide at least 3 years of warranty.

12. Expected life of ceiling lift system must be 10 years or more.

13. Provide fast support and parts for equipment.

14. Provide ongoing education and support for users.

15. Quote must be presented as firm fixed price with no expectation of later price changes.

D. Training:

1. Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where lifts 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 lift use and be extensive enough to prepare participants to train others.

2. Training must include each new type of equipment and sling used in an area.

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

E. 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.

F. Inspection:

1. 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 Technical 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.

2. In accordance with Patient Safety Alert AL14-07, design and structural drawings must be provided, and VA San Antonio stakeholders must have an opportunity to approve or ask for changes before installation.

G. INSTALLATION 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.

AL14-07PSAChecklist forInstallationandRelo

2. Installers must have current certification to work on brand specific overhead lift and rail systems.

3. Contractor will provide evaluation of existing structure where ceiling lifts are needed and submission of plans to VA South Texas Healthcare System Engineering service, to assure that workable systems are installed and comply with VA design requirements and relevant standards.

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.

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

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

7. Contractor will provide a list of all construction or modifications required to install these lifts, to be presented with the quote. The goal is to install around any obstructions without requiring VA to make construction modifications.

8. Contractor will provide all qualified personnel, materials, equipment, and services necessary to install ceiling lifts for the rooms described below under Location, 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 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.

11. Contractor will provide as-built drawings and structural engineering drawings for lift units.

12. Contractor will provide evidence of testing of all lift systems provided and schedule testing when it can be overseen by COR.

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

14. 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.

15. Storage. Contractor will provide off-site storage to coordinate with construction projects and timing of those projects. The schedule may need to be altered by emergencies including virus-related restrictions to access.

H. 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. San Antonio VAMC 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 San Antonio VAMC 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 San Antonio VAMC. 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 San Antonio VAMC 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 San Antonio VAMC 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 San Antonio VAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public San Antonio VAMC 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 San Antonio VAMC 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 San Antonio VAMC 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.

I. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES:

Item # Building Room # Design

1 ALM - CLC 1A-111 New installation traverse tracks and motor with continuous charge rail

2 ALM - CLC 1A-112 New installation traverse tracks and motor with continuous charge rail

3 ALM - CLC 1A-113 New installation traverse tracks and motor with continuous charge rail

4 ALM - CLC 1A-114 New installation traverse tracks and motor with continuous charge rail

5 ALM - CLC 1A-115 New installation traverse tracks and motor with continuous charge rail

6 ALM - CLC 1A-116 New installation traverse tracks and motor with continuous charge rail

7 ALM - CLC 1A-117 New installation traverse tracks and motor with continuous charge rail

8 ALM - CLC 1A-118 New installation traverse tracks and motor with continuous charge rail

9 ALM - CLC 1A-119 New installation traverse tracks and motor with continuous charge rail

10 ALM - CLC 1A-121 New installation traverse tracks and motor with continuous charge rail

11 ALM - CLC 1A-122 New installation traverse tracks and motor with continuous charge rail

12 ALM - CLC 1A-124 New installation traverse tracks and motor with continuous charge rail

13 ALM - CLC 1A-125 New installation traverse tracks and motor with continuous charge rail

14 ALM - CLC 1A-126 New installation traverse tracks and motor with continuous charge rail

Item # Building Room # Design

15 ALM - CLC 1A-127 New installation traverse tracks and motor with continuous charge rail

16 ALM - CLC 1A-128 New installation traverse tracks and motor with continuous charge rail

J. CONTRACTOR CONDUCT REQUIREMENTS:

1. Equipment and supplies must not be shipped before designs are approved and contractor has approval to install. VA South Texas Healthcare System cannot store uninstalled equipment for a significant length of time.

2. 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.

3. 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.

4. 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 South Texas Healthcare System personnel. Hours of work will need to be limited to daytime on units where patients sleep or to night time or weekends in areas where patients would be exposed by daytime work.

5. The Contractor shall take all precautions necessary to protect the lives and health of occupants of the building.

6. The Contractor must follow procedures required by VA South Texas Healthcare System Infection Control personnel and the construction safety committee, to include any required dust control specified in the Infection Control Risk Assessment.

7. The Contractor must state what efforts will be made to minimize noise during installation of equipment.

8. 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.

9. 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.

10. All material and equipment will be removed from the facility or stored properly at the end of each work day and secured during the work day in the areas specified by the Contracting Officer’s Technical Representative.

11. 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.

12. The Contractor will be required to furnish the VA South Texas 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.

13. The Contractor’s onsite lead installer must attend a VASTHCS construction safety orientation and supply job hazard analyses as required by Construction Safety Officer to show how hazards to Contractor and VASTHCS personnel are being minimized.

14. All Contractor personnel must have OSHA 10-hour construction safety training cards.

15. The Contractor’s personnel shall follow applicable policies of the VA South Texas Healthcare System, to include policies concerning fire and disaster preparedness programs.

16. 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.

17. 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.

K. SPECIAL REQUIREMENTS:

1. Though not mandatory, it is strongly advised that contractors attend the site visit and assess the structure of each ceiling lift location to ensure safe installation of the equipment and shall supply the installation plans to the VA South Texas Healthcare System Engineering Service and Construction Safety Group, who must accept them before installation.

2. 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.

3. 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 quote is submitted. If the contractor fails to identify pre-existing fixtures which needs to be moved, a contract modification might not be approved for increased cost, after award.

4. Wall mounted lifts are acceptable in the place of ceiling mounts where they are more effective or cause less risk to install.

5. Ceiling lifts must not add obstacles or impair any normal operations in patient care rooms.

6. 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.

7. All installation that affects existing areas and electrical work shall be coordinated with the VA South Texas Healthcare System Engineering service.

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

a. 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.

b. 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.

c. 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.

L. GOVERNMENT RESPONSIBILITIES: VA South Texas Healthcare System will provide:

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

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

3. Technical information on the building and requirements for construction. (Engineering service.)

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

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

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

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

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

End Statement of Work