P09 SOW Reliance Package new.docx

STATEMENT OF WORK (SOW)

As of February 27, 2024

1. Contracting Officer’s Representative (COR).

2. Contract Title. Optometry Reliance Package FY24

3. Background.

The VANEOHS Optometry Section is requesting a systematic upgrading of its core equipment throughout the Outpatient Clinics, to include examination chairs, chair glides, instrument stands, and examination stools. The current equipment is outdated, out of warranty, and with compromised function for delivering high-quality eye care for the VANEOHS Veterans. Core equipment is essential for delivering eye exams and has a significant effect upon ability to accurately evaluate patients, provide proper patient positioning, determine glasses prescriptions, allow for optimized efficiency and ergonomics for our Optometry team.

4. Scope.

The requested equipment is listed below by section and include required specifications/features:

· Twenty-Eight (28) Reliance 7900 Stand w/ Console, Wheelchair Unit (RE7900ICWC)

· Storage Shelf

· Durable Membrane Switches

· Counterbalanced Slit Lamp Arm

· Twenty-Nine (29) Reliance Full Power Dual-Purpose Exam Chair and Minor Procedure Table (RE7000LCHARCOAL)

· Adjustable Headrest

· Ultra-durable Membrane Switches

· Detached Footswitch for Hands-free Control of All Functions

· Charcoal Upholstery

· Thirty-Two (32) Reliance 5346 Exam Stools (RE5346CHARCOAL)

· Backrest Adjusts Horizontally and Vertically

· Pneumatic Lift

· Charcoal Upholstery

· Thirty-Two (32) Reliance 940 Chair Glide

· ADA Compliant

· Tapered Track

· Locking Pedal

The VA Northeast Ohio Healthcare System is requesting the removal, purchase, delivery, installation, and configuration services for the patient care instrument stands, exam chairs, exam stools, chair glides of the above listed areas. The requested equipment shall be consistent with recent acquisitions instrument stands, exam chairs, exam stools, chair glides within the Medical Center. This equipment (or equivalent) family of chairs are being requested for consistency and performance as mentioned above. The chairs shall be purchased with appropriate colored vinyl padding tops to coordinate with Interior Design specifications, and to be fully compatible with bed/chair care delivery accessories utilized by various specialties or areas within each clinic such as LED light fixtures, stirrups, side rail-mounting tables, etc.

The Reliance 7900 IC (with console) Instrument Stand provides maximum access to patients, and compatibility with all Reliance chairs. They include chair controls, and three well for handheld instruments.

The requested Instrument Stand Model, 7900 IC equipment solution shall provide, but not be limited to, the following functionalities/Capabilities:

· Counterbalanced slit-lamp arm locks and allows adjustment with a single hand.

12” of vertical travel can be counterbalanced for instruments 12 to 60 lbs. A raise and lower switch on the slit lamp arm controls chair raise/lower.

· Upper refractor arm offers 10” range of vertical movement; delivers instruments up to 20 lbs.

· Space-age base material, including the same polycarbonate used on supersonic aircraft, resists scrapes, scuffs and scratches.

· Backlit membrane switches last 10-times longer than mechanical switches and increase safety with lower voltages. They control chart projector, chair raise and lower, overhead lamp, and binding post for indirect ophthalmoscope.

· Halogen lamp with long-lasting bulb provides bright, direct light for minor procedures. Arm adjusts without tools. Low voltage for safety.

· CSA mark of quality indicates that the 7900 has passed all rigorous CSA, C/US tests, affirming its safety and durability and achieving certificate of compliance.

· Wheelchair Access. Deliver care to wheelchair bound patients with an optional lower slit lamp arm.

· Height to console: 36”. Height to pole top: 71”. Base: 21 x 21”. Shipping weight: 292 lbs.

· Electrical (Standard UL Listed), 115 volts, 60 Hz, 3 amperes. Optional: 230 volts, 60 Hz, 1.5 amperes.

The Reliance 7000 Dual-Purpose Exam Chair / Minor Procedure Table is a premium, fully powered chair that provides versatile functionality as both an examination chair and a minor procedure table. With its advanced features, customizable options, and robust construction, this chair offers exceptional comfort, efficiency, and safety for healthcare professionals and patients.

The requested Exam Chair Model, 7000 equipment solution shall provide, but not be limited to, the following functionalities/Capabilities:

· Dual-side operation allows you to control chair from both sides while maintaining patient contact.

· Adjustable concave headrest provides superior head and neck support, and locks with a single hand.

· Upholstered armrests lock in place and release on both chair sides for security and comfort.

· Large hinged footrest supports patient’s full weight and tilts out of way to save space.

· Corded footswitch provides hands-free operation of chair base and top. Dual rotation locks allow you to swivel chair 330°.

· Square pedestal base provides crucial patient stability and superior accessibility. Finger switches and a corded footswitch raise, lower, or recline chair into any position without breaking patient contact.

· Programmable backlit membrane switches last 10-times longer than their mechanical counterparts.

· Hand-sewn upholstery covers high-density foam that lasts for years. Removable cushions for easy cleaning or replacement.

· The 7000 has passed all rigorous testing by CSA certification to assure its safety and durability, achieving CSA, C/US certificate of compliance.

· Base: 225/16” x 241/2”. Overall width: 241/2”. Overall depth (excluding headrest): 36”. Table position: 60”. Seat: 19” wide by 18½” deep. Armrest distance: 19”. Choice of two base heights. High: 223/4” lowered, 333/8” raised. Low: 20¼” lowered, 283/4” raised. Shipping weight: 325 lbs. Standard electrical: 115 volts, 60/50 Hz, 6.3 amperes total. Optional: 230 volts, 50 Hz, 4.0 amperes.

The Reliance 5346 Exam Charcoal Stool is designed to provide optimal comfort and support during examinations and procedures. With its wide seat and high-density polyfoam construction, this stool ensures bottom line comfort and wider support for the user. It offers easy height adjustment, stability, and ergonomic features, making it an ideal choice for healthcare professionals. The Reliance 5346 Exam Charcoal Stool prioritizes comfort, adjustability, and stability, providing healthcare professionals with an ideal seating solution during examinations and procedures. The wide seat and high-density polyfoam construction ensure optimal comfort and support, while the pneumatic height adjustment, tilting backrest, and stable base contribute to a secure and balanced seating experience. With its ergonomic features and durable design, this stool offers reliable performance in healthcare settings.

The requested Reliance Model 5346 exam stool equipment solution shall provide, but not be limited to, the following functionalities/Capabilities:

· All exposed metal with exception of the aluminum base is chrome-plated steel

· Rugged 2½” hard rubber casters

· Easily Adjustable Height Mechanism- The stool’s pneumatic device will help lift the seat as you ease your weight off the stool. Vertical travel is 6.25”. Seat height ranges from 18.50” to 24.75”.

· Easy-to-maintain Charcoal vinyl upholstery. 2” polyfoam seat construction.

· Base diameter 19¾”. Removable footrest: 16” diameter. Shipping weights: 5346 (32 lbs.).

The Reliance 940 Chair Glide allows the practitioner to slide the existing chair back to accommodate wheelchairs. Its slimline chair track also provides maximum access to the patient.

The requested Reliance Chair Glide Model, 940 equipment solution shall provide, but not be limited to, the following functionalities/Capabilities:

· A heavy-duty cast aluminum carriage accommodates virtually any Reliance based chair.

· Case hardened steel rollers enable the practitioner to effortlessly slide chair out of the way and replace it with a wheelchair. The range of travel is 27’’.

· Track tapers into a 6’’ tail, which allows the practitioners to move an examination stool closer to the chair to provide greater accessibility to the patient.

· Conveniently located foot lever activates and releases a friction lock that secures the chair in position anywhere along its 27’’ path.

· The Model 940 helps practitioners comply with the mandatory requirements of the Americans with Disabilities Act.

· Base plate length: 52’’ overall; wide section: 28’’; narrow: 24’’. Base plate width: wide section: 20’’; narrow: 6’’. Track: 3/4 ‘’ wide x 3/16’’ high x 52’’ long. Overall carriage length: 29’’. Overall carriage width: 26’’.

5. Specific Tasks.

The requested equipment solution shall provide the replacement of the above listed equipment in accordance with the listed salient characteristics provided under the scope to meet the requirement in full. The contractor is responsible for providing the delivery, removal, and installation of all equipment and coordinate the shipment/delivery to the locations listed above within sufficient time to allow installation in each exam room. All installation services shall be provided through the original manufacturer of the requested instrument stands/exam chairs/exam stools/chair glides to various CBOC locations and shall be responsible for setup/installation by a fully trained/certified OEM representative(s), and finally, removal of the old units being replaced. The requested services shall be performed in accordance with the OEM’s “premium white glove” delivery/install services. These services shall include, but may not be limited to, the following:

· A single point of contact for all project coordination

· Trained team from the OEM shall provide delivery and setup for all equipment and associated accessories.

· Delivery and setup service shall include delivery, uncrating, trash removal, product and accessory setup, and placement of units

· Insurance coverage shall be provided for full delivery and setup period

· Manufacturer recommended operational test shall be performed and provide appropriate outcomes

5.1 Task 1 - Enterprise Management Controls.

5.1.1 Subtask 1 - Integration Management Control Planning. Acquisition of purchased goods and services only.

5.1.2 Subtask 2 - Contract Management. DNA

Deliverables: Below is a total breakdown/ quantity to be delivered at each location. Removal, delivery, and installation services are to be completed by the OEM of the new instrument stands/exam chairs/exam stools/chair glides received.

· Twenty-Eight (28) Reliance 7900 Stand w/ Console, Wheelchair Unit (RE7900ICWC)

· Storage Shelf

· Durable Membrane Switches

· Counterbalanced Slit Lamp Arm

· Twenty-Nine (29) Reliance Full Power Dual-Purpose Exam Chair and Minor Procedure Table (RE7000LCHARCOAL)

· Adjustable Headrest

· Ultra-durable Membrane Switches

· Detached Footswitch for Hands-free Control of All Functions

· Charcoal Upholstery

· Thirty-Two (32) Reliance 5346 Exam Stools (RE5346CHARCOAL)

· Backrest Adjusts Horizontally and Vertically

· Pneumatic Lift

· Charcoal Upholstery

· Thirty-Two (32) Reliance 940 Chair Glide

· ADA Compliant

· Tapered Track

· Locking Pedal

The below breakdown is provided to indicate the location of each equipment to be delivered:

Reliance 7000 Exam Chair

Reliance 5300 Exam Stool

Reliance 940 Chair Glide

Reliance 7900 Instrument Stand

6. Performance Monitoring The COR and designated project manager, Jose Salcedo, or a designated proxy will mark off receiving report/packing materials once certifying that the purchased items have been delivered.

Nurse managers at each location with certify/attest to the proper setup and installation of each equipment item and removal of corresponding equipment.

7. Security Requirements Does not apply

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

Does not apply

9. Other Pertinent Information or Special Considerations.

Does not apply

a. Identification of Possible Follow-on Work.

Does not apply

b. Identification of Potential Conflicts of Interest (COI).

Does not apply

c. Identification of Non-Disclosure Requirements.

Does not apply

d. Packaging, Packing and Shipping Instructions.

Shipping and delivery will be coordinated with the VA’s COR and designated POC to ensure that all equipment is correctly tagged and delivered/installed to the appropriate Clinical Locations.

e. Inspection and Acceptance Criteria.

The COR will verify proper and acceptable delivery, removal, installation, and any necessary configuration services and notify the Contracting Officer of any deficiencies.

10. Risk Control Does not apply

11. Place of Performance.

Northeast Ohio Healthcare System. Shipping and delivery will be coordinated with the VA’s COR and designated POC to ensure that all equipment is correctly tagged and delivered/installed to the appropriate Clinical Locations

12. Period of Performance.

Equipment is expected to function as designed for a minimum of 5 years, with an expected life of 10 years

13. Delivery Schedule.