ICU_Boom_Attachment_Number_1.pdf

REQUEST FOR QUOTATION NUMBER CC-P18-010404MF

Attachment Statement of Work

1:

Intensive Care Unit Statement of Work.

1. Introduction and Overview

This statement of work will be issued under contract Intensive Care Unit (ICU) Boom Installation.

1.1 Background

The Intensive Care Unit, located in the 3-South West corridor of the Clinical Research Center, Building 10, houses a patient population that requires constant supervision and a room configuration that allows for maximum flexibility. Medical booms provide the best solution for the ICU staff and patients. There are currently 24 ICU rooms which feature existing booms that are over 20 years old. The age of the existing booms as well as new and emerging trends in medical care necessitate the installation of new booms in the ICU rooms in order to continue to provide the best healthcare to this vulnerable patient population.

1.2 Scope of Work

In support of the mission to provide the ICU patients with the best possible care, new nursing and

Respiratory Booms are needed for 24 patient rooms. Work on this requirement will include the removal and replacement of the existing booms with the new booms, installation of additional access panels, minor architectural, electrical/data line, and med gas work. Design services are needed to evaluate and insure appropriate structural support for installation of the new booms, incorporate existing items to remain, and facilitate between elements of the existing infrastructure tying into elements of the new infrastructure, such as conduits, med gas hoses, and data lines. In addition, an extended Maintenance service agreement will also be required in order to maintain the newly installed equipment.

Requirements for the booms are as follows:

• Total of 24 New Booms o 23 Double Arm, Tandem system o 1 Single Arm boom**

• Stops/Brakes and movement must be based on friction, not electrical or pneumatics

• Booms must be able to fully rotate, arms must also be fully rotatable

• Booms must have completely Modular Faceplates/Easy accessibility for boom maintenance without the need to open up the base of the system

• Railing system required

• Match Number of existing Electrical and Data outlets o 17 Total Electrical Outlets

• 14X Emergency Power

• 3X Normal Power o 1X Quad Data Outlet o 1X Single Gang Data Outlet

• Electrical components are to be reused* with the exception of the faceplates, which are to be all new.

o *All electrical receptacles are to be metered and tested for functionality, if found to be functional then they are to be re-used. Only non-functional receptacles are to be completely replaced. All faceplates are to be new, to match existing faceplates.

• All data cabling, data jacks, and connectors are to be all new. All new data runs are to duplicate the existing data runs. Cables and jacks are to be color coded to match existing.

• Match Number of existing Medical Gas Outlets o 4X Oxygen o 2x Medical Air o 5X Medical Vacuum

• Medical Gas outlets and hoses to be all new. Medical gas receptacles are to be OHMEDA quick connect outlet connections.

• Existing Med Gas Face Plates that are removed are to be salvaged and turned over to NIH.

• There must be no reduction in flow for Medical hoses

• Medical hose sizes to match incoming existing hoses o 1/2" Oxygen and Medical Air o 3A" Medical Vacuum

• Hoses must be color coded per NFPA 99.

• 3rd Party Medical Gas certification required for demolition and installation of existing and new med gas lines and components, respectively.

• There must be space for 25% expandability of Med Gas Outlets and Electrical/Data outlets

• Blank conduits are to be installed for future expandability — conduits to be 1" diameter

• Existing MX800 Philips Monitors must be installed on new booms o ** Not required for single arm boom

• Existing Nurse Call system to be integrated into new booms.

• A drawer/storage solution that is attached to the booms — this solution must have the ability for the drawers to be key locked.

• Booms must weigh less than existing booms

Additional requirements for this work include the following:

• Additional access panels to be installed around the base of the booms, panels must be easy to access and large enough to complete maintenance work.

• Engineering services required — Structural drawings and engineered drawings required for removal of existing and installation of new booms.

• All work required for completion of this project is to follow specifications as provided by the NIH

DRM Specifications.

https://www.orf.od.nih.gov/PoliciesAndGuidelines/BiomedicalandAninnalResearchFacilitiesDesig nPoliciesandGuidelines/Pages/DesignRequirementsManual2016.aspx

Maintenance Services

• Maintenance services period of performance to be 5 years.

• Maintenance services to begin after 1 year Manufacturer's warranty expires.

• Included in maintenance services:

o Any recertification's for booms as required by applicable codes.

o Preventative Maintenance o Emergency Support Service o Equipment Validation per Service visit or PM

1.2.1 Add/Deduct #1

Additional Features for Booms:

• New surgery lights attached to boom

• An additional storage solution that can be affixed to the booms, while affixed the storage would be able to move with the booms. The storage must be lockable and detachable from boom.

• LED lights that can be attached to the railing system in order to provide a "night light"

• Integration of key card access control that can be used to lock/unlock drawers for required storage solution as described in section 1.2.

• Arm/component coming off of the boom that can hold a TV Screen.

1.3 Objectives

Specific Objectives for the SOW include the following:

• Removal of existing Nursing/Respiratory booms

• Installation of new Nursing/Respiratory booms that meet the requirements as stated in section

1.2

• Installation of additional access panels at the base of newly installed booms

• Design services needed in order to provide structural drawings and engineered drawing to match existing specifications

• Maintenance services to be provided after the 1 year manufacturer's warranty expires.

Maintenance service period of performance to extend 5 years beyond manufacturer's warranty.

1.4 Period of Performance

Maintenance services to be provided for a one year base period that shall begin after the expiration of the one year manufacturer's warranty. Four (4) Twelve month options to extend the maintenance services are also required.

1.5 Hours of Operation

Under normal circumstances the contractor is responsible for conducting business, between the hours of 7 AM and 5 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The only exception to these hours and dates is in the event of an Emergency if contractor services are needed, contractor may need to work outside of normal business hours and days. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the

Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

The ten holidays observed by the Federal Government area as follows:

• New Year's Day

• Labor Day

• Martin Luther King Jr.'s Birthday

• Columbus Day

• President's Day

• Veteran's Day

• Memorial Day

• Thanksgiving Day

• Inauguration Day*

• Independence Day

• Christmas Day

• Holiday is specific to Washington Metropolitan Area only.

2. References

All applicable documents to be supplied are listed below.

• Bldg. 10, Clinical Research Center, 3-Southwest Floor Plans:

o Electrical o Architectural o Medical Gas o Other applicable floor plans to be provided upon request

• NIH DRM Specifications.

https://www.orf.od.nih.gov/PoliciesAndGuidelines/BiomedicalandAnimalResearchFacilitiesDesig nPoliciesandGuidelines/Pages/DesignRequirementsManual2016.aspx

• ICU Nursing and Respiratory Booms Specifications

3. Requirements

• The contractor must have previous experience with installation of Nursing/Respiratory booms and site preparation required for installation of booms in an active hospital environment.

• The contractor must be experienced in working in a hospital environment and have an understanding of the impact of The Joint Commission (TJC) requirements on hospital facility construction and maintenance work.

• The contractor must provide evidence of experience and qualifications of the company in providing comparable services in a complex health care institution with the same or similar complexity and needs.

• All key personnel must be in place and fully qualified prior to award of this contract.

• The contractor must assign a consistent on-site individual with the capabilities to accomplish project tasks required in order to complete installation of booms.

• The contractor must provide evidence of supervisory staff who may be contacted with questions/concerns about the product or work performance.

• The clinical center reserves the right to thoroughly inspect and investigate the establishment, facilities, equipment, business reputation, and other qualifications of any bidder, and to reject any and all offers irrespective of price, that shall be administratively determined by the

Contracting Officer to be lacking in any essentials judged necessary to assure acceptable standards of performance on this contract.

• The contractor must be able to provide maintenance services for a twelve month base period after the manufacturer's warranty has expired and four 94) twelve month option periods to extend the maintenance performance period.

• Provided maintenance services must include planned maintenance per the boom manufacturer's recommendations, recertification's as required by applicable codes, and

24/7/365 emergency support service.

3.1 Tasks

The design services required for removal of existing booms and installation of new nurse and

Respiratory booms will entail the following tasks:

1. Design services required to provide a drawings and specifications for required work.

2. Contractor to maintain set of as-built drawings during project.

3. Complete Record Set Drawings to be provided as part of close out documentations.

The required maintenance contract will entail the following tasks:

4. Contractor to provide annual schedule of required re-certifications and recurring maintenance per the boom manufacturer's recommendations.

5. All planned maintenance contract activities shall be coordinated with facility representative with a one week lead time in order to insure accessibility to patient rooms with no disruptions.

6. Maintenance logs and tracking of emergency repairs to be provided upon request.

7. Equipment validation to insure that booms are fully functional after planned and emergency repairs to be provided per visit.

8. Service documentation detailing what maintenance was performed, outcomes, and validations to be provided per site visit.

3.2 End Results/Deliverables

This section describes the products and tangible end results that are expected from each task contained in the previous section, the date each deliverable is due, and the government acceptance criteria.

3.2.1 List of Deliverables by Task

Task End Result/Deliverable Schedule/Milestone

Complete set of Record Set Documents as part of close out documents for install, Contractors to provide 2X full size sets and electronic copies.

Schedule of required re-certifications and required maintenance with projected dates to be provided annually and whenever a change in schedule occurs.

Maintenance logs and tracking of emergency repairs to be maintained and provided upon request.

Service documentation detailing what maintenance was performed, outcomes, and validations to be provided per site visit

3.3 Schedules/Milestones

• The contractor shall maintain a single project schedule from which various project reports shall be produced. Updated project schedules to be provided monthly or whenever a major change to the schedule occurs.

• Schedule of required re-certifications and required maintenance with projected dates to be provided annually and whenever a change in schedule occurs.

3.3.1 Who Does What When Report

The "Who does what when" report shall be provided by the contractor with the initial submission, and again following negotiations. This report will be used by the Government to assess the adequacy of the resources proposed by the contractor to accomplish the SOW.

4. Progress/Compliance

The Government requires the following from contractors in order to monitor progress and ensure compliance:

• Periodic Meetings: The contractor may be asked to meet periodically with the CUR to discuss future projects, schedules, progress or updates.

5. Transmittal/Delivery/Accessibility

N/A

6. Notes

N/A

1. Packaging, Marking and Shipping Instructions

Preservation, Packaging and Packing Unless otherwise specified, all items shall be preserved, packaged, and packed in accordance with normal commercial practices and in a manner that will afford protection against corrosion, deterioration, and physical damage during shipment. This packaging shall be such that shock and vibration incidental to shipping and handling will not affect the characteristics or factory settings of the components so as to ensure that field performance will be within specification tolerances after installation and final adjustment. The items shall be packaged in a manner conforming to the requirements of Uniform Freight Classification for rail shipment, National Motor Freight Classification for truck shipment, Parcel Post Regulations, and the regulations of other carriers as applicable to the mode of transportation employed.

Marking All information submitted to the Contracting Officer or Contracting Officer's Representative shall clearly indicate the Contract Number and the Delivery/Task order number of the contract for which the information is being submitted. Exterior shipping containers and items not shipped in containers shall be clearly marked on an external surface as follows:

Name of contractor

Contract/order number Itemized list of contents including quantity and Line Item Numbers Consignee's title and address Package number of multiple packages (i.e., 1 of 5, 2 of 5, ...)

Initial Packaging, Packing, and Storage of Items All initial packaging, packing, and storage incidental to shipping of items to be acquired under this contract shall be made at the contractor's expense. Such packaging and storage cost shall not be billed to the Government.

Packing and Unpacking

THE GOVERNMENT SHALL FURNISH SUCH LABOR AS MAY BE NECESSARY FOR

PACKING, UNPACKING AND PLACEMENT OF THE ITEMS WHEN THEY ARE IN THE

POSSESSION OF THE GOVERNMENT UNLESS OTHERWISE STATED IN INDIVIDUAL

DELIVERY/TASK ORDERS.

ALL POSTAGE AND FEES RELATED TO SUBMITTING INFORMATION, INCLUDING

FORMS, REPORTS, ETC., TO THE CONTRACTING OFFICER OR CONTRACTING

OFFICER'S REPRESENTATIVE SHALL BE PAID BY THE CONTRACTOR.

Unpacking Instructions: Complex or Delicate Equipment

WHEN PRACTICAL, ONE SET OF THE UNPACKING INSTRUCTIONS SHALL BE

PLACED IN A HEAVY WATER-PROOF ENVELOPE PROMINENTLY MARKED

"UNPACKING INFORMATION" AND FIRMLY AFFIXED TO THE OUTSIDE OF THE

SHIPPING CONTAINER IN A PROTECTED LOCATION, PREFERABLY ADJACENT TO

THE IDENTIFICATION MARKING. IF THE INSTRUCTIONS COVER A SET OF

EQUIPMENT PACKED IN MULTIPLE CONTAINERS, THE INSTRUCTIONS SHALL BE

AFFIXED TO THE NUMBER ONE CONTAINER OF THE SET. WHEN THE UNPACKING

INSTRUCTIONS ARE TOO VOLUMINOUS TO BE AFFIXED TO THE EXTERIOR OF

THE CONTAINER, THEY SHALL BE PLACED INSIDE AND DIRECTIONS FOR

LOCATING THEM SHALL BE PROVIDED IN AN ENVELOPE MARKED "UNPACKING

INFORMATION".

WHEN UNPACKING INSTRUCTIONS ARE PROVIDED, SHIPPING CONTAINERS

SHALL BE STENCILED "CAUTION - THIS EQUIPMENT MAY BE SERIOUSLY

DAMAGED UNLESS UNPACKING INSTRUCTIONS ARE CAREFULLY FOLLOWED.

UNPACKING INSTRUCTIONS ARE LOCATED (STATE WHERE LOCATED)". WHEN

PRACTICAL, THIS MARKING SHALL BE APPLIED ADJACENT TO THE

IDENTIFICATION MARKING ON THE SIDE OF THE CONTAINER.

2. Inspection and Acceptance

The Contracting Officer or the Contracting Officer's Representative shall perform inspection and acceptance of materials and services delivered to the government.

Inspection and acceptance will be performed at:

9000 Rockville Pike

10 Center Drive, Building 10, Bethesda, MD 20892.

Acceptance may be presumed unless otherwise indicated in writing by the Contracting Officer or the duly authorized representative within 30 days of receipt.

End of Statement of Work