Attachment 1 - Statement Of Work.pdf

INDIAN HEALTH SERVICE

Portland Area Requirements Document Template

11. Title

Replacement of Ten (10) Barrier-Free Examination Tables with Patient Support Rails for Yakama Service Unit

2. Background

The Yakama Service Unit currently operates examination tables that have exceeded their expected service life and require replacement to ensure continued delivery of safe, accessible, and quality patient care. The existing equipment no longer meets operational standards for reliability and may pose challenges in maintaining compliance with accessibility requirements and patient safety protocols. This replacement is necessary to support clinical operations, improve patient experience, and ensure healthcare providers have reliable, functional equipment that meets current accessibility standards including compliance with the 2024 US Access Board Standards for Accessible Medical Diagnostic Equipment.

3. Scope

The contractor shall furnish and deliver ten (10) fully assembled and functional barrier-free examination tables with integrated patient support rail accessories. Each unit must be delivered ready for immediate clinical use, including all standard features, specified accessories, and required components. The contractor shall be responsible for delivery to the facility location, including inside delivery and placement in designated rooms, as the facility does not have a loading dock. All equipment must be new, unused, and in current production with full manufacturer warranty.

4. Specific Tasks or Specifications

Examination Table Specifications:

The contractor shall provide ten (10) examination tables meeting the following specifications:

Model Requirements:

Barrier-free examination table with model designation equivalent to Midmark 626-002 or approved equal

Low seat height: 15.5 inches (uncompressed) to 14.6 inches (compressed) to facilitate independent patient transfer

Weight capacity: minimum 650 pounds Adjustable height range suitable for both patient transfer and clinical examination Premium Comfort System with elastomeric material for patient comfort

Standard Features Required:

Clean Assist Roller System for ease of movement and cleaning Active Sensing Technology to pause table movement when disruption is detected Wired hand and foot controls for table positioning Quick Exam and Return to Home positioning functions Lockout capability for hand and foot controls Standard accessory receivers for tool-free accessory integration Tamper-resistant electrical receptacles on both sides of the table Stirrups and pelvic tilt capability for lower body examinations Drawer heater for warming examination supplies 650-pound weight capacity minimum

Required Accessory:

Patient Support Rails+ (one set per table) designed to support proper arm positioning for blood pressure measurements and blood draws, with articulating arm pad and compliance with US Access Board Standards for transfer supports

Upholstery Specification:

Color: Dream 847 (or nearest equivalent if exact color unavailable - requires government approval prior to delivery)

Material: Standard medical-grade vinyl upholstery suitable for repeated disinfection

Seamless construction where possible to facilitate cleaning and infection control

Quantity: Ten (10) complete units

Delivery Requirements:

Inside delivery required - facility does not have a loading dock Delivery to designated examination rooms at Yakama Service Unit All packaging materials must be removed and disposed of by contractor Each unit must be positioned in the designated room as directed by government personnel Delivery must be coordinated with the Contracting Officer's Representative

(COR)

55. Performance Monitoring (if applicable)

The government will verify compliance through the following methods:

Pre-Delivery:

Review and approval of manufacturer specifications and documentation confirming compliance with stated requirements

Verification of model number, features, and accessory inclusion

Upon Delivery:

Physical inspection of each unit to verify:

o Correct model and specifications o Presence and proper installation of Patient Support Rails+ accessory o Correct upholstery color (Dream 847) o All standard features present and functional o Freedom from damage, defects, or cosmetic flaws o Presence of all required components, controls, and accessories

Acceptance Testing:

Functional testing of all mechanical and electrical components including:

o Height adjustment mechanisms o Hand and foot controls o Quick Exam and Return to Home functions o Patient Support Rails+ articulation and locking mechanisms o Electrical receptacles o Stirrups, pelvic tilt, and drawer heater functions o Active Sensing Technology and lockout features

Verification that manufacturer warranty documentation is provided for each unit

Quality Standards:

All equipment must be new, unused, and in current production Each unit must meet or exceed manufacturer specifications No visible defects, damage, or cosmetic imperfections All safety features must be operational

The COR or designated representative will conduct inspections and provide written acceptance or rejection within five (5) business days of delivery. Any non-conforming items must be replaced at no additional cost to the government.

66. Security Requirements

Facility Access:

Delivery personnel must check in at the facility security desk and obtain visitor badges

All delivery personnel must be escorted by government personnel while on facility grounds

Delivery personnel must comply with all facility security protocols and badging requirements

Valid government-issued photo identification required for all personnel entering the facility

Information Security:

No sensitive or protected health information will be provided to the contractor Delivery personnel shall not access, view, or photograph any patient information or clinical areas beyond the designated delivery locations

Background Checks:

Contractors performing inside delivery may be subject to facility security screening requirements

Notification of delivery personnel names must be provided to the COR at least 48 hours prior to delivery

7. Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI)

The government will provide:

Access to facility and designated examination rooms for delivery and placement Designated representative (COR or designee) to coordinate delivery timing and room assignments Electrical power connections (standard 110V outlets) in each examination room Escort and facility access for contractor delivery personnel Disposal of existing examination tables after new equipment is accepted

The government will NOT provide:

Loading dock access (facility does not have a loading dock - inside delivery is required)

Lifting or moving equipment (contractor responsible for all equipment handling) Assembly of equipment (must be delivered fully assembled and functional) Installation beyond placement in designated rooms

88. Other Pertinent Information or Special Considerations

Delivery Logistics:

The facility is located at 401 Buster Road, Toppenish, WA 98948 The facility does NOT have a loading dock - all pricing must include inside delivery Delivery must be coordinated with the COR, Ryan Pett (ryan.pett@ihs.gov), at least one (1) week in advance Delivery hours are Monday through Friday, 8:00 AM to 4:00 PM (excluding federal holidays) Contractor must provide adequate personnel and equipment (dollies, lift gates, etc.) to safely deliver and position tables without facility loading dock access

Coordination:

Program Manager: Danial Hocson, MD Contracting Officer's Representative (COR): Ryan Pett (ryan.pett@ihs.gov) All delivery scheduling and questions regarding placement must be directed to the

COR

Warranty and Support:

Full manufacturer warranty must be provided for each unit Warranty documentation must be delivered with each table Contractor shall provide manufacturer contact information for service and support

Environmental Considerations:

All packing materials and debris must be removed from the facility by the contractor

Contractor is responsible for environmentally responsible disposal of all packaging materials

Product Documentation:

User manuals and operation guides must be provided for each table (digital format acceptable)

Cleaning and maintenance instructions must be provided

Technical specifications sheet for each unit

a. Identification of Possible Follow-on Work Guidance: State whether additional phases or future related work may occur.

Potential future requirements may include:

Purchase of additional examination tables for expansion or replacement at Yakama Service Unit or other Indian Health Service facilities in the region

Procurement of additional accessories such as additional Patient Support Rails+, lighting systems, or mobile procedure carts

Annual preventive maintenance services for examination tables Future replacement cycles as equipment reaches end of service life (typically 10-

15 years)

The government does not commit to any follow-on acquisitions, but successful performance on this requirement may be considered in future procurement decisions.

b. Inspection and Acceptance Criteria

Inspection Location: Destination (Yakama Service Unit, 401 Buster Road, Toppenish, WA 98948)

Acceptance Standards:

Each examination table must meet the following criteria for acceptance:

1. Model Verification: Unit matches specified model (626-002 or approved equal) with all required standard features

2. Accessory Verification: Patient Support Rails+ properly installed and functional on each unit

3. Color Verification: Upholstery color matches Dream 847 specification (or approved substitute)

4. Functional Testing: All mechanical and electrical systems operate as designed without malfunction

5. Physical Condition: No damage, defects, or cosmetic flaws; new and unused condition

6. Completeness: All components, controls, and accessories present and properly installed

7. Documentation: User manuals, warranty documents, and technical specifications provided

8. Delivery Compliance: Inside delivery completed with positioning in designated rooms and removal of all packaging materials

Acceptance Process:

The COR or designated government representative will inspect each table upon delivery

Functional testing will be performed on each unit Written acceptance or rejection will be provided within five (5) business days of delivery Any non-conforming equipment must be removed and replaced with conforming items at no additional cost to the government within fifteen (15) days of rejection notice

Payment will be authorized only after all equipment has been inspected and accepted in writing

Rejection Criteria:

Equipment will be rejected for any of the following:

Incorrect model or missing standard features Missing or incorrect accessories Wrong upholstery color (without prior approval) Any functional deficiency or malfunction Damage, defects, or evidence of prior use Incomplete delivery or missing documentation Failure to complete inside delivery and placement as specified

99. Risk Control (Contracting Officer to delete if not applicable)

Identified Risks and Mitigation Measures:

Risk 1: Delivery Delays

Risk: Equipment may not arrive within the required timeframe, disrupting clinical operations

Mitigation: Firm delivery schedule required within 60 days of award; contractor must provide tracking information and advance notice of delivery date; liquidated damages may apply for late delivery

Risk 2: Product Availability

Risk: Specified model or color may be discontinued or temporarily unavailable

Mitigation: Contractor must confirm product availability prior to award; if specified model unavailable, contractor must propose approved equal subject to government review and approval; color substitution requires government pre-approval

Risk 3: Delivery Access Without Loading Dock

Risk: Difficulty delivering and positioning heavy equipment without loading dock access

Mitigation: Requirement clearly stated that inside delivery is required and must be included in pricing; contractor site visit encouraged prior to quotation;

contractor responsible for all equipment needed for safe delivery (lift gates, ramps, dollies, additional personnel)

Risk 4: Equipment Damage During Delivery

Risk: Tables may be damaged during transport or placement without loading dock Mitigation: Contractor responsible for all risk of loss until acceptance; damaged equipment must be replaced at contractor expense; inspection upon delivery before acceptance

Risk 5: Incorrect Configuration or Missing Accessories

Risk: Tables delivered without Patient Support Rails+ or other required features Mitigation: Detailed specifications provided; pre-delivery documentation review;

inspection and functional testing before acceptance; rejection and replacement at contractor expense for non-conforming items

Risk 6: Facility Access and Security Delays

Risk: Delays due to security screening or facility access requirements Mitigation: Clear communication of security requirements in solicitation; advance coordination with COR required; delivery personnel information provided 48 hours prior to delivery

Risk 7: Installation or Setup Issues

Risk: Tables require assembly or setup that cannot be completed on-site Mitigation: Requirement specifies delivery of fully assembled, functional units ready for immediate use; contractor verifies functionality before leaving site

110. Place of Performance / Delivery Address / Location

Delivery Destination:

Yakama Service Unit 401 Buster Road Toppenish, WA 98948

Facility Contact for Delivery Coordination:

Ryan Pett, Contracting Officer's Representative (COR) Email: ryan.pett@ihs.gov

Special Delivery Instructions:

This facility does NOT have a loading dock Inside delivery to designated examination rooms is REQUIRED Delivery must be coordinated with COR at least one (1) week in advance Delivery hours: Monday-Friday, 8:00 AM to 4:00 PM (excluding federal holidays) All delivery personnel must check in at facility security and obtain visitor badges Contractor must provide all equipment necessary for inside delivery (lift gate truck, dollies, ramps, adequate personnel, etc.)

Contractor must remove and properly dispose of all packaging materials

11. Period of Performance

Delivery Timeline:

Delivery required: Within sixty (60) calendar days from date of contract award Delivery date to be coordinated with COR at least seven (7) calendar days prior to scheduled delivery All ten (10) examination tables must be delivered, positioned, and accepted within the 60-day period

Contract Period: Date of Award through completion of delivery and acceptance (not to exceed 60 days)

12. Delivery Schedule

Delivery Requirements:

Delivery Timeframe: All equipment must be delivered within sixty (60) calendar days from the date of contract award

Advance Coordination: Contractor must contact the COR at ryan.pett@ihs.gov at least seven (7) calendar days prior to the proposed delivery date to schedule delivery and confirm:

o Specific delivery date and approximate time window o Number of personnel and vehicles o Names of delivery personnel for security screening o Estimated duration of delivery and placement activities

Delivery Method:

o Inside delivery to designated examination rooms o Fully assembled units, ready for immediate use o Professional delivery with adequate personnel and equipment to safely navigate facility without loading dock Acceptable Delivery Days/Times:

o Monday through Friday o 8:00 AM to 4:00 PM o Excluding federal holidays o Must be confirmed with COR

Delivery Completion: All ten (10) units must be delivered, positioned in designated rooms, functionally tested, and packaging removed during the delivery visit

Phased Delivery: If operationally necessary, delivery may be split into multiple shipments, but all equipment must be delivered and accepted within the 60-day period. Any phased delivery must be pre-approved by the COR.

Documentation Upon Delivery:

Delivery receipt/packing slip Manufacturer warranty documentation for each unit User manuals and operation guides (digital or hard copy) Cleaning and maintenance instructions Technical specification sheets