INFUSION CHAIRS SOW.docx

DEPARTMENT OF VETERANS AFFAIRS

STATEMENT OF WORK (SOW)

06/22/2026

IFCAP Tracking Number:

Follow-on to Contract and Task Order Number:

1. Contracting Officer’s Representative (COR).

Albuquerque, NM 87108-5154

Fax Number:

2. Contract Title. NMVAHCS ONCOLOGY INFUSION CHAIRS (Quantity: 12)

3. Background. The current infusion chairs are 21 years old and have exceeded their expected 8-year service life. Although they have previously been reupholstered, the upholstery is torn and worn again, creating an Infection Control concern. In addition, mechanical issues with the reclining function pose a patient safety risk. The chairs are no longer supported by the manufacturer, making repairs and replacement parts unavailable. As medical-grade equipment specifically designed for patient treatment, these chairs cannot be adequately replaced with standard furniture, which should only be used as temporary backup seating for patient infusions. Replacement is necessary to ensure patient safety, maintain Infection Control standards, and provide reliable equipment for infusion services.

4. Scope. This requirement is to replace existing infusion chairs in the Oncology Department to ensure Veterans receive safe, comfortable, and reliable treatment accommodations during infusion therapy. This request is for twelve additional chairs to complete the department replacement effort.

5. Specific Tasks.

The following equipment specifications shall be required:

· Must have powered recline operation with vertical lift capability up to 11 inches using a corded control wand.

· The infusion chair must support minimum weight capacity of 650 lbs static and 500 lbs dynamic.

· The infusion chair must have Integrated USB power outlet, heated seat feature, and capable of holding a Foley bag.

· Must have Removable headrest pillow.

· Trendelenburg positioning operated through the control wand.

· Central locking caster system with casters measuring at least 3 inches or larger.

· Must have push bar for improved maneuverability and protective edge guards to enhance durability.

· The infusion chair must have overall minimal dimensions of Width: 34.5 inches, Depth: 40.5 inches, Height: 48.5 inches, and Seat Height: 24.5 inches.

· Upholstered must be made with medical-grade B6 fabric suitable for healthcare environments.

· Solid-surface arm caps constructed of high-quality urethane material for ease of cleaning and long-term use.

· Must have ergonomic design providing patient support in a zero-gravity position for enhanced comfort during infusion treatments.

1. Trainng:

A. Vendor must provide end user and operation training which will be coordinated through the COR, Engineering, and staff after installation.

B. Vendor must provide Technical Training and Related Materials to VA COR.

C. Vendor must also provide training regarding Maintenance and Testing will be provided to NMVAHCS Biomedical Engineering Staff and coordinated with the Chief of Biomed

2. Any additional changes, modifications, and additions to this contract must be discussed and approved by the Contracting Officer and COR.

6. Security Requirements A. Security Requirements for Unclassified Information: 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.

B. The contractor shall have physical administrative access to the equipment included in this contract.

C. The contractor shall not have access to VA sensitive information, thus the C&A requirements do not apply, and that a Security Accreditation Package is not required.

D. Contractors who have access to protected health information (PHI) in the performance of their official duties, or have access to VA systems shall take the Privacy and HIPAA Focused Web-Based Training.

E. The Contractor shall inform the COR prior to adding or removal of equipment along with providing documentation for both equipment added or removed.

F. Records Management Language for Contracts. The following standard items relate to records generated in executing the contract:

i. Citations to pertinent laws, codes, and regulations such as 44 U.S.C. chapters 21, 29, 31, and 33; Freedom of Information Act 5 U.S.C. 552; Privacy Act 5. U.S.C. 552a; 36 CFR Part 1222 and Part 1228.

ii. The Contractor shall treat all deliverables under the contract as property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as determined to be in public interest.

iii. The Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

iv. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

v. The Contractor shall not create or maintain any records containing any government Agency records that are not specifically tied to or authorized by the contract.

vi. The Government Agency owns the rights to all data/records produced from this contract.

vii. The Government Agency owns the rights to all electronic information and all supporting documentation created as part of this contract. The Contractor shall deliver sufficient technical documentation with all data deliverables to permit the Agency to use the data.

viii. The Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format, mode of transmission, or state of completion.

ix. No disposition of documents shall be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the files and penalties imposed by 18 U.S.C. 2701. Records shall not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

G. 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.

H. No photography of VA premises is allowed without written permission of the Contracting Officer.

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

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

The NMVAHCS will provide access to and escorts into the necessary hospital locations as required.

9. Other Pertinent Information or Special Considerations.

A. Identification of Possible Follow-on Work. No additional follow-on installation work is expected at this time upon completion of this awarded contract.

10. Risk Control The NMVAHCS is an active hospital and therefore will require consideration to those areas with patients and staff. Risk control procedures must be followed in accordance with VA and NMVAHCS policies and procedures.

11. Place of Performance. Delivery of Services shall be coordinated COR and site designees located at:

1) New Mexico VA Health Care System Main Facility: 1501 San Pedro SE Albuquerque, NM 87108

2) Work will be performed in the 6A Oncology Department.

12. Period of Performance. 12 months upon awarded contract date.

The NMVAHCS business hours are M-F, 7:30AM to 4:00PM – Excluding Federal Holiday. After-hours services may be coordinated at no additional charge to VA, with the interest of patient care and access in mind.

13. Delivery Schedule.

Upon award, we will coordinate a kickoff meeting to discuss delivery and implementation dates. Please deliver to Building 46, Warehouse for receipt and asset tagging.

Last Updated: 2024-08-27 Page 1 of 3