P09 Final Statement of Work.pdf

STATEMENT OF WORK

“TRU-D iQ Tower” Sterilizers

LOCATION: Work performed under this scope will be for, and conducted at, the Tulsa VA Medical Center

(Tulsa VAMC) located at 440 S Houston Ave, Tulsa, OK 74127.

BACKGROUND: The Eastern Oklahoma VA Healthcare System (EOVAHCS) is activating a new 58 bed inpatient hospital in downtown Tulsa. The hospital will have surgical and patient rooms that will require sterilization. The hospital is a brand-new facility housed in the structure of the historical Kerr-

Edmondson building in downtown Tulsa.

PURPOSE: The hospital requires a portable UVC room sterilizer for each patient area and the surgical area. The Tulsa VAMC requires a contractor to provide the sterilizers and provide training to the staff on their usage.

The TRU-D UV-C iQ System is a portable UV disinfection system using dose measuring that provides UV-

C and requires only a single placement. From an operational perspective this dose measured device only uses UV-C to kill pathogens. This device allows a user to place the device in a room/area and continue to other task, such as bed turnover or waste removal in another room. This feature keeps the user from having to relocate the device within the room.

SCOPE: The contractor must provide 6 “Tru-D iQ Tower” sterilizers. The salient characteristics can be found in APPENDIX A.

The contractor must deliver the equipment to the Tulsa VA Medical Center, 440 S Houston Ave, Tulsa, OK 74127. Equipment must be delivered after September 4, 2025, and no later than October 4, 2025.

The contractor must provide product support for the period of one year after delivery of the product.

Product support will include all parts and labor for repair, maintenance and troubleshooting of the equipment.

The Government requires that Environmental Management Service (EMS) employees be trained on the usage of the sterilizers.

The contractor must train approximately 40 employees. Training will take place in a Face-to-Face format with the employees and the sterilizers within 30 days of delivery of the sterilizers. The date of training will be coordinated with the COR and chief of EMS. The contractor will provide all training materials and documentation to the chief of EMS and the COR, so that internal training can be conducted as needed.

The training must cover all features of the equipment, sterilization procedure, safety procedures and risk assessment. The training will be conducted in groups of approximately 10 employees or less.

Safety: All Contractor personnel working onsite at the Medical Center will be required to comply with all station policies. The contractor can request all relevant policies from the Contracting Officer

Representative (COR).

WARRANTY: Contractor shall provide full warranty (parts and labor) for 12 months from dated of acceptance.

WORK SCHEDULE

Mobilization will only occur after all plans, submittals, and equipment are approved by the COR.

The facility is not planned to be operational during the period of performance. Work should be scheduled between 8:00 A.M. and 4:30 P.M. Alternate work times may be arranged with COR.

Work shall commence upon receipt of a Notice to Proceed from the government and shall be completed within 90 calendar days after receipt of Notice to Proceed.

WORK LOCATION AND RESTRICTIONS

The work site location is the 440 S Houston Ave, Tulsa, OK 74127.

All work shall be done between the hours of 8:00 am and 4:30 pm, excluding federal holidays, unless other times are arranged in advance and approved in writing by the COR. When the contractor’s work interferes with hospital functions, such as when work produces excessive noise, odors, dust, utility service interruptions, or other interferences with normal hospital operations that cannot be contained within the area of work, the contractor shall schedule said work at other than normal hours and as directed by the COR at no additional cost to the government.

Pursuant to clause 52.236-8 Other Contracts incorporated by reference under section 4.33 52.252-2

Clauses Incorporated by Reference, Contractor shall fully cooperate with the other contractors and with

Government employees and shall carefully adapt scheduling and performing the work under this contract to accommodate the additional work, heeding any direction that may be provided by the

Contracting Officer. If required by the Contracting Officer, Contractor shall, at no additional cost to the

VA, coordinate with other VA’s activities including but not limited to construction activities near the job site to ensure the construction work under this project will be in harmony with those activities. This coordination shall include, but is not limited to, the careful scheduling of work commencement, equipment mobilization, etc.

The following legal holidays are observed by this Government Agency:

New Year's Day January 1st

Martin Luther King's Birthday Third Monday in January

Presidents Day Third Monday in February

Memorial Day Last Monday in May

Juneteenth Day June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veterans Day November 11th

Thanksgiving Day 4th Thursday in November

Christmas Day December 25th and any day declared by the federal government as a holiday.

PARKING

The Contractor will be allowed only 1 vehicle on the work site during delivery and training.

Contractor parking is only allowed in authorized areas. Contractor shall abide by all Police requirements. Parking for unloading equipment necessary to perform the work will be authorized in advance of starting the project. The contractor is responsible for any offsite parking needs and the shuttling of their employees and equipment to and from the site.

STORAGE OF EQUIPMENT & MATERIALS

No storage needs are expected for this contract. Workspace for delivery of training will be provided. The contractor is required to coordinate training time and space with the COR.

MATERIAL & WORKMANSHIP QUALITY

All materials and workmanship shall comply with all codes, standards, and recommendations of all

Authorities Having Jurisdiction (AHJ). All work shall be done in a first-class manner according to the best trade practices and to the satisfaction of the COR.

SECURITY

All contractor personnel are subject to inspection of personal effects when entering or leaving the project site.

Health screenings and face coverings may be required by all contract staff while on site.

APPENDIX A: “TRU-D IQ Tower” salient characteristics

1) All 6 sterilizers must be the same make model and year.

a) Replacement parts must be available for purchase for the lifetime of the product.

2) The sterilizer must be mobile, so that one person can easily maneuver it from room-to-room and navigate around equipment or persons on the floor.

a) The sterilizer must not risk damaging the floor while maneuvering.

b) The sterilizer must be easily stopped by one person while maneuvering to avoid collisions.

c) If the sterilizer has cords, they must have a place to stow them when not in use, to prevent them from snagging or dragging.

3) The sterilizer must draw power from a 120v Type B outlet.

a) The controller may be battery powered.

b) Any cords should be long enough to accommodate the ideal positioning of the sterilizer and controller for the largest room requiring sterilization in the facility (it is the contractor’s responsibility to validate this, they should communicate with the COR for measurements and access).

c) All cords must be highly durable and UV resistant.

d) All systems must be healthcare grade.

4) The sterilizer must be controlled remotely.

a) The sterilizer must shut-off automatically when detecting a person entering the room.

b) The sterilizer must give an audible or visual signal to the remote when it is turned on and a distinctly different signal when turned off.

c) The controller must be a physical device with a method of docking/attaching to the sterilizer when not in use.

d) The controller must work through closed doors.

e) The controller must be able to stop the sterilizer with negligible delay.

5) The sterilizer must be able to use sensors and software to establish and recommend a time and intensity of sterilization, based on characteristics of the room it is in.

a) The sterilizer must have a UV-C dose measuring device. The measurement device must be mounted on the sterilizer itself.

6) The sterilizer must use UV-C light in order to sterilize the room it is in of common germs.

a) The contractor must supply documentation that the sterilizer has undergone independent testing that confirms that the sterilizer significantly reduces the quantity of common germs in a hospital setting, including but not limited to:

i) Reduction of Ebola (>4 log)

ii) Reduction of Anthrax (>3 log)

iii) Minimum 99.99% of SARS-CoV-2 reduction

iv) Minimum 95% of C.diff spores reduction

v) Minimum 99.99% of Methicillin-resistant Staphylococcus aureus (MRSA) reduction

vi) 100% Vancomycin-resistant Enterococci (VRE)

7) The Sterilizer and its peripheral devices must be Federal Communications Compliant (FCC) for operation in hospitals.

8) The Sterilizer and its peripheral devices must be EPA compliant as a pesticidal device consistent with the Federal Insecticide, Fungicide and Rodenticide Act (FIFRA).

9) The sterilizer must come with all accompanying equipment required to conduct the sterilization procedure safely, including: any door coverings, controllers, batteries, chargers, software, and training materials.

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