Final SOW.docx

This firm fixed-price requirement is for annual scheduled maintenance for 160 ceiling patient lifts located at the Buffalo VA Medical Center, 3495 Bailey Avenue, Buffalo, NY 14215 and 69 ceiling patient lifts located at the Batavia VA Medical Center, 222 Richmond Avenue, Batavia, NY 14020 for one base year (12/1/2021 to 11/30/2022) plus four (4) option years.

B.3.2 General A. Contractor shall furnish all materials and labor to provide the annual maintenance of all patient lifts listed below. Due to ongoing changes to both medical centers listed above, the actual number and composition of the patient lifts and combi-lifts to be serviced changes on an ongoing basis. The Government estimates that it will require 160 ceiling lifts at the Buffalo VAMC and 69 ceiling lifts at the Batavia VAMC. Any changes to this quantity shall be issued as an official bi-lateral modification to the contract only to be executed by the Contracting Officer. The manufacturers of these patient lifts include Guldmann, INC., Handicare (SystemRemedic lifts), Tollos, INC., and Prism Medical (Formerly Waverley Glenn).

B. As part of the service, contractor shall:

1. Inspect all mounting bolts, brackets, and stabilizers. Retighten all bolts as needed and replace all hardware that appears to be damaged or worn.

2. Check rails for proper alignment and inspect for damage or wear.

3. Re-tighten all end stops and ensure all pins are in place and secure.

4. Weight test rails at maximum lifting capacity for each mounting point.

5. Ensure all cables are secure and inspect for any broken, loose, or frayed wires.

6. Test system for proper charging on constant charge or docking station charge.

7. Verify unit charges on stationery and traverse rails.

8. Inspect batteries for proper voltage.

9. Remove covers and inspect for any visible wear or damage.

10. Inspect straps for any fraying or wear.

11. Inspect snap ring for wear or damage and ensure proper latching.

12. Load-test the entire travel of the lift to max rated capacity.

13. Inspect hanger bar for wear or damage.

14. For ceiling patient lift systems with a double room lock system:

a) Visually inspect double room lock system for any signs of wear or damage.

b) Ensure rails lock and do not open when traverse rail is not in the transfer position.

c) Inspect proper operation of safety locks on rail.

d) Inspect all wiring for signs of wear or damage.

e) Ensure proper operation of wall mounted switches.

15. Any other recommended maintenance as required by the OEM.

B.3.3 Reporting A. At a minimum, the following reporting shall be provided at the conclusion of inspection/maintenance work:

1. Provide a tag for each piece of equipment with a unique number identifying the date it was inspected, the inspector’s initials, and the certifying company.

2. Provide a report (see attachment) on each piece of equipment with a unique number identifying the status of each aspect inspected, repairs made and acknowledgement of proper operation and approval to put in service. Each report shall be signed and certified by a qualified technician and provided to the Contracting Officer Representative (COR) within five (5) business days.

i.

B.3.4 Repairs A. Any required repairs identified during preventative maintenance services that are not included in section B.3.2 (B) of this document shall be conveyed to the COR on the day of the inspection and quoted within five (5) business days.

B. Repairs shall not commence until an official modification is executed and provided by the Contracting Officer to the contractor.

C. Any repairs over $2,000.00 necessary under this purchase order shall fall under the Davis Bacon Act and applicable wage determinations, as specified in the solicitation.

B.3.4 Schedule A. All work shall be performed during normal business hours Monday through Friday, from 7:00am to 4:30pm, excluding federal holidays. Unless emergency work is required, no work shall be planned on federal holidays. All work shall not interfere with patients and/or staff operations. The Bath VA Medical Center must maintain its operation 24 hours per day, 7 days per week. Therefore, any work shall be scheduled and coordinated with the COR at least three (3) business days in advance of the anticipated work. Federal holidays are listed below:

a) New Year’s Day

b) Martin Luther King Day

c) President’s Day

d) Memorial Day

e) Juneteenth

f) Independence Day

g) Labor Day

h) Columbus Day

i) Veteran’s Day

j) Thanksgiving Day

k) Christmas Day

B. All contractor employees shall wear identification badges as provided by the VA. Upon completion of work, all badges shall be returned to the COR.

B.3.5 Contractor Qualifications

A. Contractors shall comply with all applicable OSHA standards including the safety and health standard found in CFR 1910 and 1926.

B. OSHA 10-hour certified construction safety course and/or other relevant competency training shall be provided to the CO for any technicians/employees performing work at either facility.

B.3.6 Safety A. No tools or equipment shall be left unattended.

B. All work areas must be clean at the close of the day and shall be left in the same condition as before work started.

C. Contractor shall take all precautions necessary to protect persons and property from injury or damage.

D. The COR may deem any tool or method unacceptable at any time, and work shall not continue until resolved.

B.3.7 Emergency Support A. The contractor shall provide a technician for onsite support to perform any necessary emergency repairs on the patient lifts within two (2) business days of receiving a service call from the Buffalo VAMC or the Batavia VAMC

B.3.8 Contractor Responsibilities

A. Contractor employees who work in or travel to VHA locations must comply with the following:

1. Documentation requirements:

0. If fully vaccinated, shall show proof of vaccination

0. NOTE: Acceptable proof of vaccination includes a signed record of immunization from a health care provider or pharmacy, a copy of the COVID-19 Vaccination Record Card (CDC Form MLS-319813_r, published on September 3, 2020), or a copy of medical records documenting the vaccination.

0. If unvaccinated and granted a medical or religious exception, shall show negative COVID-19 test results dated within three calendar days prior to desired entry date. Test must be approved by the Food and Drug Administration (FDA) for emergency use or full approval. This includes tests available by a doctor’s order or an FDA approved over-the-counter test.

0. Documentation cited in this section shall be digitally or physically maintained on each contractor employee while in a VA facility and is subject to inspection prior to entry to VA facilities and after entry for spot inspections by Contracting Officer Representatives (CORs) or other hospital personnel.

0. Documentation will not be collected by the VA; contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

B. Contractor employees are subject to daily screening for COVID-19 and may be denied entry to VA facilities if they fail to pass screening protocols. As part of the screening process contractors may be asked screening questions found on the following website: COVID-19 Screening Tool. Regularly check the website for updates.

1. Contractor employees who work away from VA locations, but who will have direct patient contact with VA patients shall self-screen utilizing the COVID-19 Screening Tool, in advance each day that they will have direct patient contact and in accordance with their person or persons who coordinate COVID-19 workplace safety efforts at covered contractor workplaces. Contractors shall, at all times, adhere to and ensure compliance with federal laws designed to protect contractor employee health information and personally identifiable information.

C. Contractor must immediately notify their COR or Contracting Officer if contract performance is jeopardized due to contractor employees being denied entry into VA Facilities.”

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Preventive Maintenance Checklist.pdf

Correct ive a n d Preventive iVtaihtcmiriue Checklist fo r f eiling M o u n t e d Pat ien t Lifts The commissioning for a patient ceiling lift systemfs) shall include, birr nm be limited to, the following points as components of tho commissioning pro'.^tkites.

NOTE: Ceiling mounted patient lifts are not to be installed in treatment units with actively suicidal patients.

Facility: Work Ordei: Manufacturer;

Lift Location: Model:

VAMC Contact: Serial Number: EE Numher:

VAMC Contact's Phone Number: Mfgr Contact:

Installer; Mfgr Contact's Phone Number:

Installer's Phone Number: Date:

Structure Cyirifjitic:

i Perform a visual inspection to verify proper connections of the life's structural system to the building's structure {including seismic bracing if applicable).

Perform a vir-ua' inspection to verify proper interface at the ceiling {hard deck or soft tile) and proper installation of nil protective features around the support rods and rails/tracks.

Perform a visusi 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.

NOTES:

R.nih/lMfl;s ami End Stop;

vti ilicotion thcrt i«ll ia'Acmtu and sec >trt ws cii r pfupeily tighu-nui >m iin; trollies and raiis/traefcs.

PASS f Alt

Ensure that the rail/track is free of gsps (unfess required by cksi;n). If included in installation, verify rail turntable function, exchanger function, gate alignment, and safety block installation.

.3 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.)

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

NOTES:

i in unit and Straps I'AS'J FAIL

1 Inspection of lift unit casing for cracks and alignment.

7 Verification that the lift unit charges properly.

Inspection and activation of hand control for full operation (e.g., up, down, left, light) and "return to charge" function if applicable.

Confirm any and all lift unit indicator lights are functioning, (e.g., red service warning light, charging state tight)

5 Inspection and verification of all emergency functions of the lift unit.

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

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

Revision 2.1 l o f 2 Serial*:

Attachment B cont.

MOTES:

.. Load Testing PASS I'M i Verification of any "soft stare" or "soft stop" features aitd that lifting speed does not exceed 2.S 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 i.S inches per second under maximum rated lift capacity.

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

5 Verification of emergency lowering feature at maximum rated lift capacity.

MOTES:

Inspector COMPIETE

Artei the actwrties listed in the ahove checklist and in the manufacturers instaliation/operai ions/owner's in.-, ni id lis' MdVe U e i completed, the inspector shaii release the ceiling mounted lift installation to VA representative.

SIGNATURE: DATE:

TITLE;

• VA Representative f OMPtETE

After the activities listed in tl ie above checklist and in the manufacturer's instaliation/operations/owiitr':..

manual^) have been completed, the VA leoresentalive shall levicw tho;e items with 1 he inspector prior to ielecting tlie ceiling mutinied life hack into seivice to ensure completion ol all requirements.

SIGNATURE: DATE":

TITLE:

vOriii-trTE

After the activities listed in the above checklist and in the manufacturer's installation/operations/owner's manual!:} 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 piace to provide ongoing training on the proper use of ceiling mounted lifts.

SIGNATURE: DATE:

TITLE;

Revision 2.1 2 of 2 Serial #: