P01 Statement of Work.pdf

STATEMENT OF WORK (SOW)

Veterans Health Administration (VHA)

Eastern Oklahoma VA Health Care System (EOVAHCS)

Surgical table acquisition for the

James Mountain Inhofe VA Medical Center

GENERAL

BACKGROUND:

The Eastern Oklahoma VA Health Care System (EOVAHCS) is renovating a non-medical existing facility to be the new Tulsa VA Medical Center (VAMC). Surgical tables in the 4 operating rooms and 1 specialty/endoscopy procedure room. This requirement is in search of a brand name or equal solicitation.

LOCATION:

Product Delivery, Assembly, and Training: Tulsa VA Medical Center, 440 S. Houston Ave, Tulsa, Oklahoma 74127.

DELIVERY TIMES (PERFORMANCE PERIOD):

The VA requires the Contractor to deliver the products no earlier than November 15, 2025, and no later than January 1 2026. All items delivered must be marked “for pkg 103 and PO#(TBD)

PURPOSE / OBJECTIVE:

Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to provide and assemble (if needed) 5 surgical tables and accessories required for use and operation.

Contractor must deliver and assemble the surgical tables per the delivery times and to the locations in this SOW. The Purpose, to include provision of products, assembly, and training, must be accomplished by the Contractor by the Delivery Times at the Locations, in accordance with this SOW, in a cost-effective, efficient, and safe manner, while contributing the VA Mission.

The Contractor (if applicable) shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services.

The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of Contractor:

For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and assemble the products, as detailed in the Contractor’s quote, and identified in this SOW.

SCOPE:

EOVAHCS requires a contractor to provide products and assembly that meet or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the VA’s needs. The VA’s needs assessment identified the type of products and components listed below as a suitable solution to fill the gap. However, these are only used as a guide and the VA’s basic, salient characteristics and critical minimum requirements define the type of product that is needed to ensure the Purpose of this SOW is satisfied. OEM part numbers/references, in the salient characteristics’ sections are used as a basis of design and are provided to convey the minimum standard characteristics.

SALIENT CHARACTERISTICS:

Contractor is required to provide the following products, brand name or equal, at the location outlined in this SOW

Contractor must provide five (5) surgical tables and associated components/accessories that meet or exceed the critical minimum requirements as well as the specifications in this SOW.

CRITICAL MINIMUM REQUIREMENTS

Contractor must provide the following critical minimum requirements as part of the product and installation.

1. Weight Capacity:

o Maximum patient weight capacity: 1,100 lbs (499 kg) in normal orientation.

o Capacity in articulation: 600 lbs (272 kg).

2. Table Dimensions:

o Table length: approximately 84 inches (213 cm) with headrest and footrest extended.

o Table width: approximately 20 inches (51 cm) without side rails, 22.8 inches (58

cm) with side rails.

3. Height Adjustment:

o Minimum table height: approximately 23.5 inches (60 cm).

o Maximum table height: approximately 45.5 inches (116 cm).

4. Tabletop Articulation:

o Lateral tilt: ±30 degrees.

o Trendelenburg (head-down) position: up to 25 degrees.

o Reverse Trendelenburg (head-up) position: up to 35 degrees.

o Back section articulation: from -40 degrees down to 90 degrees up.

o Leg section articulation: from -105 degrees down to 80 degrees up.

5. Power Requirements:

o Electrical: typically 120V AC, 60Hz.

o Battery: equipped with a battery backup system to ensure operation in case of power failure.

SPECIFICATIONS (including SALIENT CHARACTERISTICS)

See attached addendum – CUTSHEETS for basis of design.

Contractor must provide products that meet or exceed the specifications in this table.

Line# Part # Description Qty

1 ST013921022

(COO: US)

4095 Surgical Table, 120V, Stainless Steel Base, Featherweight Leg, Mushroom Top, 2" PRS Pads

2 BF068

(COO: US)

ShroudGuard Column Protector 5

3 BF425

(COO: US)

Standard Accessory Package with 2" Anesthesia Armboard Pad and Extra Long Restraint Strap

4 SE1101100072

(COO: US)

Inspect and Start-Up 4085 Table 5

6 BF7

(COO: US)

Table Accessory Cart 2

7 BF860

(COO: US)

PowerLift Stirrup Smart Cart 2

8 BF46

(COO: US)

Power-Lift Stirrup Storage Cart 1

10 BF551

(COO: US)

Bariatric Accessory Storage Cart 1

11 BF461

(COO: US)

Shoulder Table Accessory Storage Cart 2

12 BF804

(COO: US)

Anesthesia Armboard with 3"" (76 mm) Pad 14

13 BF469

(COO: US)

Armboard Holder 7

14 BF432

(COO: US)

Multi Posture Armboard W/ 2" Pad 2

15 BF435

(COO: US)

ADULT ARM AND HAND TABLE 2

16 BF436

(COO: US)

Micro Surg Arm/Hand Table 2

17 BF083

(COO: US)

Clark Sockets (Pair) 2

18 BF14

(COO: US)

Adult Nissen Thigh Straps for Steep Reverse Trendelenberg, 500 lb patient wt capacity

19 BF562

(COO: US)

LATERAL SAFETY CONDUCTIVE RESTRAINT STRAP 2

20 BF861

(COO: US)

Secure-Release Clamp (US) 10

21 BF283

(COO: US)

PRS PAD LEG SECT 3" W/MUSH ATTACH W/O PERINEAL 1

22 BF45

(COO: US)

Standard Length Restraint Strap 66 1/2"" (168 cm) 6

23 BF451

(COO: US)

Extra Long Restraint Strap 126"" (320 cm) 2

24 BF083

(COO: US)

Clark Sockets (Pair) 10

25 BF28

(COO: US)

Shoulder Supports (Pair) for Trendelenberg Procedures 1

26 BF856

(COO: US)

PowerLift Plus Stirrups Kit - Adult 500 lb. with Pads & Secure- Release Clamps

27 BF857

(COO: US)

PowerLift Plus Stirrups Kit - Bariatric 800 lb. with Pads & Secure- Release Clamps

29 BF2

(COO: US)

FOOT EXTENSION WITH SIDERAIL LOCKS 1

30 BF642

(COO: US)

36" Carbon Fiber Fluoro Extension w/2" TLT Pad 2

31 BF122

(COO: US)

TrenGuard Patient Support Frame Bracket 1

32 BF123

(COO: US)

TrenGuard 450 CLASSIC Packs (case) 1

33 BF193

(COO: US)

X-Ray Top Set for Tabletops with Mushroom Pad Attachment 5

34 BF644

(COO: US)

BARIATRIC TABLE EXT KIT W/4 INCH PADS 1

35 BF457

(COO: US)

Fluid Collection System 2

36 BF458

(COO: US)

Fluid Collector Bag Sterile (Per Box Of 10) 1

37 BF31

(COO: US)

Arthroscopic Stress Post (provides improved access to the medial compartment of the knee)

38 BF590

(COO: US)

PowerLift Beach Chair 2

39 BF047

Disposable Face Mask 12/case 1

40 BF160

UNIVERSAL PREPPER 2

41 BF156

(COO: US)

TKR Positioner with foot holder, 30" track plate and bracket 2

42 BF158

(COO: US)

CamLock Rail Clamp for attaching the TKR Positioner to siderail Sterilizable

43 BF157

(COO: US)

Sterile TKR Boot Liners (Box 12) for TKR Positioner 1

44 BF526

(COO: US)

TOBOGGAN ARM & LEG GUARDS, SMALL 2

45 BF882

Total Knee Arthrsocopy Package 1

Qualifications of Contractor OEM-Trained Technicians:

Contractor shall document, in writing, their experience in working on the equipment listed in this SOW as well as the qualifications of individuals who will work on the equipment. Where the SOW requires OEM trained technicians, demonstration of this will also be required in the documentation. Contractor must provide the COR and Contracting Office with such documentation, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Immediately, when previously assigned OEM-trained technicians have been replaced, …and in advance of commencing installation of equipment identified in this SOW.

ASSEMBLY AND TRAINING:

Contractor must provide product assembly and training as part of this contract (If applicable.) Delivery, assembly, and training, must be coordinated with the local COR.

Contractor shall provide certified in-service training for all shifts of direct patient care, nurses, surgical service staff, physicians, and Biomedical (BESS) staff, in units where products will be used, at no additional cost to the Government, for any equipment new to this facility.

This training shall include hands-on product use and be extensive enough to prepare participants to train others. Maintenance, repair, and annual certifications must be included in training.

Dates to be coordinated with facility and COR.

Training and support to be ongoing for users.

Manuals: Contractor shall provide electronic, digital copies of the user manuals and repair manuals for each different product under this order or contract, at no additional cost to the government.

QUALITY

Conformance Standards Refer to section on Safety and Compliance in this SOW.

Rework or Remedy Rework or Remedy is defined as replacing a product or performing the service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Products or Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all replacement products are received or services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified in this SOW. Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts.

Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor is responsible for offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, and removing all trash. Equipment paperwork and warranty information must be handed to the VA receiving staff, as advised by the COR.

INSPECTION:

Each surgical table shall be tested after installation to ensure electrical safety and verification of OEM operational standards. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products and Services:

The Government reserves the right to inspect and test services in accordance with this SOW and the Contract. The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

WARRANTY OF EQUIPMENT:

Contractor must provide a warranty per the Specifications in this SOW. The warranty must meet or exceed standard manufacturer industry warranty terms. The government does not accept an extended warranty, which requires advance payment. Manufacturer’s warranty must begin on 1st Patient Day, which is currently scheduled for approximately June 1st, 2026.

STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are 8:00 a.m. through 5:00 p.m. CST, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated

COR.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President of the United States to be a Federal

Holiday.

SAFETY AND COMPLIANCE:

The Contractor must perform services and ensure equipment functions in accordance with:

a) Local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines.

b) Local, state, and federal guidelines and legislation, as well as VA Health Care System Directives and guidelines, relating to chemicals and usage of chemicals, to include pesticides.

c) Local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code).

d) Local and state environmental laws as well as Environmental Protection Agency (EPA) regulations.

REGULATORY REQUIRMENTS:

e) Environmental Protection Agency (EPA) 40 CFR.

f) Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part

g) Department of Transportation (DOT) 49 CFR.

h) Occupational Safety and Health Administration (OSHA)

i) VHA DIRECTIVE 7708 Pollution Prevention Program

j) VHA Directive 7707 Green Environmental Management Systems (GEMS)

Medical Center Policies:

Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

Contractor shall abide by all rules and regulations set forth by VA Tulsa due to Coronavirus (COVID-19) and have their own personal protective equipment (PPE) in use for the time they are on grounds of the new Tulsa VA Medical Center.

Contractor Point of Contact (POC):

The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

a) Within 5 business days of contract award,

b) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

c) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

Contracting Officer’s Representative (COR):

Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products, or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government. The COR will evaluate the contractor’s performance through review of the Contractor’s Quality Control Procedures in accordance with this contract and SOW.

Authority of the COR:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate

Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer.

Any invoicing or charges resulting from unauthorized service will not be paid by the government.

LIABILITIES AND INSURANCES:

Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment, and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Liability Insurance Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

SECURITY:

Contract Personnel Security Contractor must check in and out with COR when entering the VA and must be escorted while on VA premises.

Information Security The C&A (Certification and Accreditation (Authorization)) requirements do not apply, and a Security Accreditation Package is not required.

VA sensitive information is not stored on these devices and are used for treatment purposes.