P09 - PWS - WORKING.docx

Statement of Work Preventive Maintenance and Repair of Patient Lifting Devices

The Contractor shall furnish all labor, materials, parts, equipment, tools, travel time and transportation to provide preventive maintenance, repair, and in some instances replacement for Government owned patient lifts (portable and overhead), bath trolleys, shower chairs, and patient lift scales located at the Department of Veterans Affairs (VA), Palo Alto Health Care System (VAPAHCS). Complete equipment listing is provided.

General Information

VA Palo Alto owns 654 patient lifting devices and patient lift scales which will require annual calibration, preventive maintenance, and periodic repair. Work for this contract is at the following VAPAHCS locations.

Palo Alto Division 3801 Miranda Ave.

Palo Alto, CA 94304 Livermore Division 4951 Arroyo Road Livermore, CA 94550 Menlo Park Division 795 Willow Road Menlo Park, CA 94025

Fremont VA Clinic 39199 Liberty Street Building B Fremont, CA 94538-1501 Major General William H. Gourley VA-DoD Outpatient Clinic 201 9th Street Marina, CA 93933-6039 Modesto VA Clinic 1225 Oakdale Road Modesto, CA 95355-3357

San Jose VA Clinic 5855 Silver Creek Valley Place San Jose, CA 95138-1059

Scope of Work

1. The Preventive Maintenance of the patient lifting devices and scales shall be performed annually according to the manufacturer’s recommended procedure as stated in the service manuals.

2. Preventive Maintenance: Preventive maintenance inspections will be coordinated with Biomedical Engineering. The contractor must adhere to Biomedical Engineering’s specified Preventive Maintenance schedule. Maintenance will comply with all applicable regulations and manufacturers specifications, and it will include, but is not limited to the following:

2.1 Reviewing operating system diagnostics to ensure that the equipment is operating within its specifications.

2.2 Calibrating and cleaning.

2.3 Replacing any worn or defective parts.

2.4 Filling out and tagging the equipment with a Biomedical Engineering inspection sticker per Biomedical Engineering’s guidelines.

2.5 Weight testing of the ceiling patient lifts shall be done in the room in which the lift is installed; utilizing the rail system it is installed on.

2.6 Testing and calibration of the patient lift scales shall follow the manufacturer’s guidelines.

3. Repair: Repairs will be done when Biomedical Engineering notifies the contractor that a lift or scale fails to fall within the manufacturer’s specification or when Biomedical Engineering determines the lift to be in an unsafe condition. All repairs shall be approved by Biomedical Engineering prior to the work being done. The contractor will respond within one (1) business day of notification of a needed repair. All repairs will adhere to Biomedical Engineering guidelines and policies.

4.1 Parts: The Contractor shall furnish and replace all necessary parts with the exception of consumables (slings) as required to return equipment to full manufacturer’s published specifications. All parts supplied shall be Original Equipment Manufacturer (OEM) parts and compatible with existing equipment. The contractor shall use new parts only. Re-built or backward-engineered parts are not permitted.

4.2 Replacement Cartridges/Lifts: The Contractor shall furnish 20 brand new Arjo overhead lift cartridges per each contract year in the event a lift cannot pass its scheduled preventive maintenance. Lift replacements will be coordinated with Biomedical Engineering and must be approved by the COR or designee prior to replacing. Lift replacements for older lifts can also be done at the COR’s or designee’s discretion but not to exceed the 20 overhead lift replacements per contract year. Refurbished lifts are not permitted.

5. Service Call: Contractor personnel shall schedule with the Biomedical Engineering Technician in charge of the patient lifting devices and scales prior to performance of services. Payment for services will be held if the Contractor does not follow proper reporting procedures.

6. Documentation

6.1 The Contractor shall provide individual service reports that reference services performed on the equipment at the conclusion of each repair and scheduled maintenance visit. The following information must be provided in each service report.

6.1.1 Date of service and name of service representative

6.1.2 Summary of action taken

6.1.3 Equipment details (description, equipment ID [EE#], serial number, etc.)

6.1.4 Labor hours

6.1.5 Parts used and/or replaced

6.1.6 Weight loads checked during the lift and scale testing

6.2 The Contractor shall deliver the service reports to the Biomedical Engineering Building 101, Room A4200 in Palo Alto VA Medical Center. A copy of each report must be left with the COR or designated representative at the time the services were completed. The contractor shall also send an electronic copy via Excel (.xlsx or .xls) format to the COR.

6.3. The Contractor shall check-in with Biomedical Engineering and sign the visitor log when they arrive for a PM or service. The Contractor will also sign out with Biomedical Engineering at the completion of a PM or service.

7. Contractor Qualifications:

7.1 The vendor submitting a bid proposal shall have relevant experience working on ceiling and portable patient lifting devices for a minimum of 2 years.

7.2 When submitting a bid proposal for evaluation, contractor personnel shall provide evidence of training on the ceiling lift models specified in Section 10. Evidence of training on the portable lift models specified in Section 10 shall be provided by the contractor if available.

7.3 Contractor shall provide upon request evidence of appropriate training adherent to the same requirements outlined in 7.2 of any field service representatives, including subcontractors, providing services under the terms of this contract.

8. ID Badges, Parking, and Smoking Policy

8.1 Badges: All Contractor personnel shall wear identification (ID) badges when on VA property and surrounding grounds. Contractor ID badges must have an identification picture, name of the individual and the represented company depicted on it. VA badges will also need to be worn while on VA grounds and should be obtained through the VA Police Dispatch Center.

8.2 Parking on VA grounds: Contractor personnel shall park only in designated parking areas. Parking information is available from the VA Police Service. The VA will not invalidate or make reimbursement for parking violations of the Contractor’s personnel under any circumstances.

8.3 Smoking: Smoking is not permitted within or around the VA Healthcare System facilities, except in designated areas.

9. Hours of Performance: All services shall be performed during normal working hours of coverage from 8:00 am to 4:00 pm or after hours at discretion of the COR (i.e., emergency service calls).

10. List of Patient Lifting Devices:

11. Information Security

11.1 The C&A requirements do not apply and a Security Accreditation Package is not required.

11.2 Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security as per VA Handbook 6500.6, Contract Security, and Appendix C.