P09 Statement of Work.pdf

STATEMENT OF WORK (SOW)

Eastern Oklahoma VA Health Care System

Provision and Installation of Computerized Linen and Scrub Management Equipment

At the new Tulsa VA Medical Center

Brand Name or Equal

GENERAL

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install Brand Name or Equal to Innovative Product Achievements computerized linen and scrub management equipment at the Tulsa VA Medical Center. The contractor will be required to supply and install computerized linen management equipment throughout the hospital in accordance with this statement of work in a cost effective, efficient, and safe manner, while in accordance with the VA Mission. The equipment will be delivered to the Location and Delivery Times, per this SOW.

BACKGROUND: A building in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC) in September 2025. The building is currently under control of VHiT LLC and their construction company, responsible for remodeling the facility. All EOVAHCS contractor must coordinate with the EOVAHCS COR to gain access to the Location identified in this SOW. If the contractor arrives at the Location, or has products delivered to the Location, without obtaining prior approval from the COR, this will be at no additional cost to the government. Accessing the Location without COR approval could result in unnecessary expenses borne by the contractor, such as shipments, travel, staffing, and product storage, for which the government takes no responsibility. Access to the building must be coordinated between the VA’s awarded contractor and the COR, and access will be subject to change based on the coordination with VHiT LLC and their construction company. Limited access to the facility will be permitted to the VA and EOVAHCS contractor, until after the renovated building is gifted to the VA.

LOCATION: The new Tulsa VA Medical Center will be located at 440 S. Houston Ave, Tulsa, Oklahoma 74127.

PERFORMANCE PERIOD/DELIVERY TIMES: The VA requires delivery and installation of product between October 2025 and December 2025, as required, for timely opening of the facility. After award, delivery times will be coordinated through the COR.

Qualifications of Contractor: For a contract of this scope, and complexity, the successful contractor must deliver products and services that meet or exceed commercial industry standards for quality. The contractor is also required to provide support for the supplies throughout the duration of the contract. Additionally, the contractor must present written certification from the

Original Equipment Manufacturer (OEM), authorizing them to provide and install the products and software as specified in the contractor’s quote and detailed in this Statement of Work (SOW).

SCOPE: EOVAHCS requires a contractor to provide equipment and installation that meets 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 department's needs and account for retrofitting an existing structure.

Equipment Summary:

Manufacture: Innovative Product Achievements

Description/Part Number* Qty Delivery Date scrubEX 2.0, LV Dispenser w/ Touchscreen 2 9/4/2025 scrubEX 2.0, LV Remote Receiver w/ Touchscreen 2 9/4/2025 alEx 2.0, LC-D Dispenser w/ Touchscreen 8 9/4/2025

SALIENT CHARACTERISTICS

Contractor is required to provide the following products, Brand Name or Equal, including installation at the location outlined in this SOW. All equipment specified must be the same size or smaller to fit within the designed a constructed space while maintaining an equivalent throughput capacity.

Equipment: Innovative Product Achievements (Brand name or Equal)

2 Each SE-20003 scrubEx 2.0, LV Dispenser w/ Touchscreen

• Integrated 7” (minimum) touchscreen

• Receiver captures digital image of each returned scrub set

• Dispense clean scrub sets to authorized users only

• Inventory Management software approved for use on VA networks

• Minimum of 128 slots for individual sets of scrubs per dispenser

2 Each SE-20093 scrubEx 2.0, LV Remote Receiver w/ Touchscreen

• Integrated 7” (minimum) touchscreen

• Receiver captures digital image of each returned scrub set

• Dispense clean scrub sets to authorized users only

• Inventory Management software approved for use on VA networks

• Minimum capacity of 140 soiled scrub sets slots for individual sets of scrubs per dispenser

8 Each SE-27003-LC-D alEx 2.0 LC-D Dispenser w/ Touchscreen

• Secured linen cart w/ retractable door

• Door opens on badge swipe and closes on command or after set time lapse

• Built in scale that relays real time usage

• Shelf Size: 60”x 24”x 63” minimum

• Capacity: 500 lbs minimum

• 10” (minimum) integrated touchscreen

INSTALLATION AND TRAINING: Installation and staff training are to be provided as part of this procurement. Delivery and installation must be coordinated with the local COR. See the

Performance section below.

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

Installation, contractor will install, and test all provided equipment with documentation of testing provided to the COR.

Training for this contract should be conducted post installation for 25 EMS service personnel, maintenance personnel, and operators. This training should be conducted over multiple sessions as needed over the course of a week.

QUALITY

Conformance Standards

Refer to section on Safety and Compliance in this SOW.

Rework or Remedy

Rework or Remedy is defined as performing the Service again until the Purpose of this

SOW is achieved in full. This involves less than Satisfactory 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 services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

INSPECTION: Will be performed a representative from OIT and Engineering. 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: Government requirement for standard manufacturer industry warranty term.

PERFORMANCE PERIOD AND DELIVERY:

• Delivery and receipt of the proposed items are anticipated to be directed to the location identified below. 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`s responsibility will include offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

VA STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

• Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m.

through 5:00 p.m. for the construction site, 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

• Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

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 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)

REGULATORY REQUIRMENTS:

a. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR

Part 820

b. Occupational Safety and Health Administration (OSHA)

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.