SOW_Prism Lifts B4OY 7.30.docx

STATEMENT OF WORK – Prism Overhead Lift Preventative Maintenance

1.0 BACKGROUND

1.1 The Eastern Colorado VA Healthcare System requires a maintenance and service contract for Prism Overhead Patient Lifts.

SPECIFIC SERVICE FOR

1.2 Equipment to be covered.

1.2.1 Overhead Patient Lifts

1.2.1.1 Quantity: 186

1.2.1.2 Manufacturer: Prism Medical Services

1.2.1.3 Models: C-625 (155) Motors

C-800 (31) Motors

2.0 REQUIRED SERVICES

The contractor shall furnish labor, parts, supplies and equipment necessary to provide scheduled maintenance, and periodic preventive maintenance inspections for the equipment listed above (1.2.1). Equipment is located at the Rocky Mountain Regional VA Medical Center, 1700 N Wheeling Street, Aurora, CO 80045.

2.1 PREVENTIVE MAINTENANCE

2.1.1 The contractor shall provide replacement of batteries as needed.

2.1.2 The contractor shall complete annual weight testing certification.

2.1.3 The contractor shall inspect and/or replace patient load-bearing straps per OEM specifications.

2.1.4 The contractor shall perform remedial, non-emergent maintenance during PM service.

2.1.5 The contractor shall test and/or replace faulty and worn parts or parts likely to become worn or faulty.

2.1.6 The contractor shall return the equipment to condition and normal operating modes.

2.1.7 The contractor shall complete the VA PM checklist for the specific equipment.

2.1.8 The contractor shall perform annual PM service by the end of the contract date. An outline of the PM schedule and procedures shall be provided to the biomedical engineer.

2.1.9 The contractor shall complete the attached VA Central Office (VACO) Center for Engineering Occupational Safety and Health (CEOSH) required Life Preventative Maintenance Checklist. (See section 4.3)

2.1.10 The contractor shall perform service/repairs during normal hours of coverage unless requested or approved by the biomedical engineer. The only exception is hardware/software upgrade/update installations which shall be scheduled and performed outside of normal hours of coverage at no additional charge to the government. The contractor shall provide software/hardware updates at no charge.

2.1.11 The contractor shall provide and utilize procedures and checklists with worksheets indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the point of contact at the completion of the PM.

2.1.12 Work performed outside the normal hours of coverage, at the request of the FSE, shall be considered service during normal hours of coverage and shall be exempt from an extra labor hour charge.

2.1.13 The contractor shall furnish all spare and replacement parts needed to service the equipment. The price of all parts used to perform all scheduled preventive maintenance shall be included in the coverage. The government will not pay for any parts provided during preventive maintenance. Only new standard parts (manufactured by the maker of the equipment, or equal) shall be furnished to maintain the equipment.

3.0 HOURS OF COVERAGE

3.1 Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m., excluding the federal holidays listed as follows:

Federal Holidays:

Any other day specifically declared a National Holiday by the President of the United States.

3.2 When one of the above designated legal holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When a legal holiday falls on a Saturday, the preceding Friday is observed as a holiday by US Government Agencies.

3.3 Coverage will be for one (1) twelve (12) month term, with four (4) possible option years to be exercised by the government.

3.4 There will be no additional charge for time spent at the site (during or after the normal coverage areas) awaiting the arrival of additional FSE and/or delivery of parts.

4.0 DOCUMENTATION/REPORTS

4.1 Field Service Reports shall be provided to the Agency within two weeks of service for all service activities and shall contain, at a minimum, the following information:

a. Name of contractor and contract number

b. Name of technician who performed services

c. Contractor service job number/log number

d. Date, time (starting and ending), equipment downtime and hours on-site for service call

e. VA purchase order number(s) covering the call if outside normal working hours

f. Description of problems reported by the POC/user (if applicable)

g. Identification of equipment to be serviced:

· Inventory ID number

· Manufacturer’s name, device name, model number, serial number

· Any other manufacturer’s identification numbers

h. Itemized Description of Service Performed (including, if applicable, costs associated with after normal working hour services) including:

· Labor and Travel,

· Parts (with part numbers),

· Materials and Circuit Location of problem/corrective action.

· Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage)

i. Signatures:

· Technicians performing services described

· Authorized VA Employee who witnessed service described

4.2 All field service reports for equipment located at the Eastern Colorado VA Health Care System shall be emailed to VHADENBiomedGroup@med.va.gov. Failure to carry out the above procedures shall be considered as a failure to document and shall constitute a failure to perform.

4.3 The contractor shall complete the attached VACO CEOSH required Lift Preventative Maintenance Checklist.

5.0 SERVICE MANUALS/TOOLS/EQUIPMENT

5.1 The contractor shall provide tools, (test) equipment, service manuals and/or service diagnostic software.

5.2 The contractor shall obtain, have on file, and make available to its FSE’s all operational and technical documentation (such as: operational and service manuals, parts list) necessary to meet the performance requirements and repair of the medical equipment.

5.3 The contractor shall provide a reference list of applicable service manuals and their respective locations to the biomedical engineer upon request.

6.0 SERVICES BEYOND SCOPE OF CONTRACT

6.1 The contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the COR or POC, in writing, of the existence or development of any defects in provided parts/equipment, delays to installation or implementation, or additional required labor/repairs. The contractor shall furnish the Government with a written estimate of the cost to make the necessary repairs.

6.2 For any additional equipment or labor that is over and above the Statement of Work, if quote pricing is within the Contracting Officer’s Representative’s (COR)’s Government Purchase Card (GPC) threshold, the COR will decide to approve and authorize payment. For emergency costs over the COR’s GPC threshold, only the Contracting Officer (CO) is authorized to approve contract modifications.

6.3 Additional services not covered under the scope of this contract shall be approved by the Contracting Officer prior to the contractor initiating any work.

6.4 Once an emergency modification has been issued to the contractor, the FSE shall be on site within 48 hours of modification emergency notification.

6.5 The contractor shall guarantee workmanship and all parts furnished by the contractor for a period of not less than 2 years from the date of install.

6.6 Any additional charges claimed must be approved by the COR or CO before service is completed.

7.0 COMPETENCY AND CERTIFICATION OF PERSONNEL SERVICING EQUIPMENT

7.1 Each respondent must have an established business, with an office and full-time staff. The staff shall include a fully qualified technicians and/or electricians, and/or other certified field service engineers.

7.2 “Fully Qualified” is based on successful completion of training and experience in the field. For training, the service provides shall have successfully completed a formalized training program for the equipment identified in the schedule.

7.3 The technician and/or electricians shall be authorized by the contractor to perform the services. All work shall be performed by fully qualified competent technicians and/or electricians or other field service engineers. The contractor shall provide copies of all certificates for technicians, electricians, and/or field service engineers if necessary. When deemed appropriate, the COR or Contracting Office Representative reserve the right to prohibit contractor personnel from working on VAMC equipment.

7.4 Any electrician and/or certified engineer shall provide licenses upon request of the VA.

8.0 SECURITY

8.1 The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

8.2 Services provided under this contract do not require the connection of one or more contractor-owned IT devices (such as a laptop computer or remote connection from a contractor system) to a VA internal trusted (i.e., non-public) network. Therefore, Certification and Accreditation (C&A) requirements do not apply, and a security accreditation is not required for this contract.

8.3 Services provided under this contract do not involve equipment that stores, generates, transmits, or exchanges sensitive data.

8.4 The contractor is required to obtain the Contracting Officer’s approval prior to engaging in any contractual relationship in support of this contract requiring the disclosure of information, documentary material, and/or records generated under or relating to this contract. The contractor is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

9.0 PERFORMANCE MONITORING

9.1 The Agency shall oversee work done by the contractor and accept the quality of work as appropriate.

10.0 PLACES OF PERFORMANCE

10.1 Delivery of services shall be coordinated through the Biomedical Engineering located at:

Rocky Mountain Regional VA Medical Center 1700 N Wheeling St.

Aurora, CO 80045

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AL14-07PSA Checklist for CM and PM.pdf

Revision 2.1 1 of 2 Serial #: ____________________

PASS FAIL

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's Phone Number:

Installer:

VAMC Contact:

Manufacturer:

Model:

Facility: Work Order:

Serial Number: EE Number:

Installer's Phone Number:

Structure

Rails/Tracks and End Stops

NOTES:

Lift Unit and Straps

Perform a visual inspection to 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 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.)

Verification that all manufacturer specified end stops or docking gates are properly installed.

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.

Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts

Mfgr Contact's Phone Number:

Date:

Mfgr Contact:

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.

Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins.

Full extension and inspection of lift strap for loose threads or frays.

Complete

Verification that the lift unit charges properly.

Perform a visual inspection to verify proper connections of the lift's structural system to the building’s structure (including seismic bracing if applicable).

Perform a visual inspection to 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.

Revision 2.1 2 of 2 Serial #: ____________________

After the activities listed in the above checklist and in the manufacturer's installation/operations/owner’s manual(s) have been completed, the inspector shall release the ceiling mounted lift installation to VA representative.

SIGNATURE:

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.

TITLE:

Manager of the Service Using the Ceiling Mounted Lifts COMPLETE

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 inspector prior to releasing the ceiling mounted lift back into service to ensure completion of all requirements.

COMPLETE

Inspector COMPLETE

DATE:

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 emergency lowering feature at maximum rated lift capacity.

Verification of function of emergency stop at maximum rated lift capacity.

Load Testing

Inspection