SOW.pdf

STATEMENT OF WORK (SOW)

For

Digital NO2/O2 Flowmeters as of 05/30/2023

1. VA Facility Point of Contact

Name: Hilda Galicia – Dental Clinic Joel Brown – Contract Specialist

Section: Dental Service Address: 4150 Clement Street San Francisco, CA 94121

2. Contract Title. Dental Digital Nitrous Oxide Flowmeter

3. Background The Dental Clinic currently has old analog flowmeters for all 18 of our nitrous oxide (“laughing gas”) units. Flowmeters are used to dial in various concentrations of oxygen and nitrous oxide, which is utilized during dental procedures to alleviate patient anxiety. The analog flowmeters are inaccurate or broken. Providers do not know exactly how much of each gas is actually being delivered to the patient. This is a concern because nitrous oxide is a greenhouse gas that must be minimized whenever possible. This request is for new, digital flowmeters, which will enable the dental provider to accurately dial in the oxygen/nitrous oxide gas mix for maximum patient benefit, while also minimizing unnecessary and unhealthy dental staff exposure to the gas and reduce greenhouse gas emission.

4. Scope.

The vendor will do a direct replacement of the existing manual nitrous oxide (NO2) flowmeter units in the 18 (eighteen operatories) used for patient treatment with digital flowmeters.

5. Specific Tasks.

The vendor will deliver 18 units of the new digital nitrous oxide flowmeters to the San Francisco VA warehouse. Once the items have been delivered, coordination with Dental Clinic, Engineering, Bio Med, and The vendor to determine a timeline for the workflow of de-installation and installation of NO2 flowmeters.

5.1 Task 1 – De-installation and Installation

5.1.1 Subtask 1 – De-Installation.

1) Existing equipment (identified by the owner) will be disconnected from existing utilities, removed from premises, and disposed of.

2) Existing equipment includes all 18 (eighteen) existing wall-mounted flowmeter on the NO2 cabinets in each operatory.

3) The central system will not need to be shutdown, each room has an individual gas shutoff.

Shutoff will be coordinated with Engineering/Bio-Med at least 2-3 weeks before starting work.

4) The cabinet housing the equipment and hoses will require a small 1-inch hole drilled near the wall power strip.

a) The vendor has identified and completed marked up on one of the cabinets showing the unit for replacement and the ideal spot for cord access (some rooms may differ, depending on the cabinet area).

5.1.2 Subtask 2 - Contract Management Plan

1. The vendor will supply NO2 flowmeters, which will be delivered as stated in the SOW’s Item #13 Delivery Schedule information.

2. The SFVA Warehouse will ensure notification to Dental Service, Carmen Mau and/or Hilda Galicia, of delivery from The vendor.

3. Dental Service will coordinate patient flow as appropriate to ensure that clinic is closed during period of de-installation and installation of the NO2 flowmeters.

4. Once date has been determined, coordination with Engineering and /or Bio Med will be made to ensure nitrous gas and any other gas as assigned to the cabinets are shut off at least 1- 2 hours prior to work commencement to maximize dental staff and vendor staff safety.

5. Once installation has been completed, coordination will Engineering and/or Bio-med will be made to ensure nitrous and other gas lines that were shut-off were turned back on, ensure that the new units are operational, and no gas leak is detected.

Deliverables: Contract Management Plan – notification via email to Engineering and Bio-med has been sent to advise of work plan prior to work commencement timeline are established.

6. Performance Monitoring – The vendor installation technicians will be doing the installation and will perform all the functions identified in the SOW. Dental Service will be onsite on day of installation to monitor and resolve any inquiries. Dental Service will also be on constant communication with Engineering, Bio-Med and Safety department to ensure onsite safety is monitored per SFVA policies.

7. Security Requirements Security Requirements are minimal. Installation of NO2 flowmeters will not require access to Veteran Affairs IT system or access to patient health information. Dental clinic operatories where installation will occur will be sanitized prior to deliver, de-installation of existing NO2 flowmeters.

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

The vendor technicians will furnish all necessary equipment for de-installation and installation of the NO2 flowmeters. All services involved will let Dental Service now of any additional items needed at least 1-2 weeks prior to established work start date.

9. Other Pertinent Information or Special Considerations.

De-Installation and installation of NO2 flowmeters will require work stoppage to maximize patient health information safety, security, and procedure disruption.

a. Identification of Possible Follow-on Work.

The vendor and Dental Service will ensure a follow up is set up within 30 days or as needed from date of installation to ensure that there are no issues with equipment or questions that need to be address with the gas lines once they are turned back on.

b. Identification of Potential Conflicts of Interest (COI).

No Conflicts of Interests (COI) have been identified.

No Organization COI has been identified.

c. Identification of Non-Disclosure Requirements.

No non-disclosure agreements when they work with sensitive and/or proprietary information is needed to perform de-installation or installation work of NO2 flowmeters.

d. Packaging, Packing and Shipping Instructions.

The vendor will ensure that the NO2 flowmeters are packaged properly to minimize transportation damage until delivery occurs to SFVA Warehouse. The VA is responsible for moving everything from the warehouse to Dental clinic. Damage is assessed when the boxes are opened the day of installation at the clinic. We won’t have anyone at the warehouse when delivery is made. If needed, Dental Service will be at SFVA Warehouse during delivery to inspect equipment condition and/or answer any questions regarding storage and/or delivery to Dental Clinic.

e. Inspection and Acceptance Criteria.

Dental Service will be responsible to ensure that the clinic operatories are sanitized. Dental Service will also be available when the Vendor inspects the NO2 flowmeters are not damaged, operational, and installation is performed to the contract timeframes.

The vendor will also be held responsible for items in the The vendor Dental Equipment/Supplement Terms and Conditions of page 3 of the quote furnished to Dental Service.

10. Risk Control Patient safety and patient issues during de-installation and installation is considered minimal.

Coordination to close clinic for Period of Performance in Item 12 will be coordinated between Dental Service and perspective patients involved for scheduled timeframe.

11. Place of Performance.

De-installation and installation of A-Dec Dental Chairs & Delivery Systems will take place in Building 200 in the following operatories (patient treatment rooms): 1B140, 1B138, 1B136, 1B137, 1B135, 1B133, 1B131, 1B129, 1B127, 1B123, 1B121, 1B119, and 1B117, 1B118, 1B120, 1B122, 1B124 Other areas to be access by Vendor representatives: Hallways and washrooms in Buildings 200.

12. Period of Performance.

Start date will depend on date of purchase award. Once purchase award has been issued and vendor contacted, The vendor will need to provide a timeline for purchase confirmation, delivery date (within delivery timeline described in 13.1, and performance of de-installation and installation within 2-3 week notice for patient coordination. Vendor will also provide best estimate of time that will be needed to de-install and install NO2 flowmeters.

13. Delivery Schedule Items shall be delivered once purchase award has been completed. Any changes in date delays will be communicated to Dental Service to be able to coordinate with SFVA Warehouse.

Confirmation of delivery will prompt coordination of delivery to Dental Clinic with SFVA Warehouse, The vendor, and Dental Service.

Deliverables: The above delivery schedule is based upon purchase approval and SFVA purchase agent has reached out to Vendor. Delivery dates need to be flexible. The delivery of items for installation are dependent upon the completion of applicable areas within the building. If there is a delay, the Vendor may be required to adjust the delivery date at no cost to the Government.

The Vendor will coordinate with the on-site POC’s before delivery. A delivery appointment and 24-hour advanced notice of shipment is required. See below for additional information

13.1 Delivery and receipt of the proposed items is to be directed to the location identified below.

Shipping/Delivery Point of Contact (POC’s):

Edwin Vidaurre (Materials Handler/Supervisor), 415-221-4810 x22977Edwin.Vidaurre@va.gov Francis Durant (Back up Lead) 415-221-4810 x24971, Francis.Durant@va.gov include the Contract Specialist on all email correspondence related to shipping, delivery, installation, and training.

13.2 Warehouse Information: San Francisco VA Medical Center/Logistics Warehouse Hours of operation with 24-hour advance notice of the delivery is required prior to delivery.

Monday, Tuesday, Wednesday, Thursday and Friday 7:30 AM to 3:30 PM excluding Federal Holidays

NO DELIVERIES AFTER 3:30 PM.

VAMC San Francisco Attn: Dental Service (160)

4150 Clement St.

San Francisco, CA 94121

San Francisco VA Healthcare System Dispatch 415-221-4810 x 22977

POC: Edwin Vidaurre (Materials Handler/Supervisor) Phone: 415-221-4810 x22977 Email: Edwin.Vidaurre@va.gov

DELIVERY APPOINTMENT REQUIRED

POC: Francis Durant (Lead) Phone: 415-221-4810 x24971 Email: Francis.Durant@va.gov mailto:Edwin.Vidaurre@va.gov mailto:Francis.Durant@va.gov mailto:Edwin.Vidaurre@va.gov mailto:Francis.Durant@va.gov