P10 SOW - Mattress Inspection Services.docx

STATEMENT OF WORK

1. TITLE: On-Site Mattress Inspection Services

2. OVERVIEW:

The Saint Cloud VA Facility has an annual requirement for the inspection of all patient mattresses due to the Patient Safety Alert published April 18th, 2024.

The Statement of Work (SOW) for hospital-grade mattress inspections outlines the necessary procedures to ensure patient safety, prevent infection, and comply with regulatory standards.

3. PLACE OF PERFORMANCE:

St. Cloud VA Health Care System, 4801 Veterans Drive, St. St Cloud, MN 56303

4. PERIOD OF PERFORMANCE:

This contract will be a Single Award, Firm Fixed Price Service Contract for 1 (One) Base Year with 4 (Four) Option Years.

5. QUALIFICATIONS AND SPECIAL CERTIFICATIONS:

Contractor shall use trained staff with knowledge and expertise in this line of work.

6. REGULATIONS / DIRECTIVES / POLICIES:

· Manufacturer Instructions for Use (MIFU) and FDA guidance.

· 2AL24-01 VA Patient Safety Alert

7. SCOPE OF WORK:

The Contractor shall provide all labor, transportation, tools, supplies, and any equipment necessary to provide hospital grade mattress inspection services.

The Saint Cloud VA has an average population of 6 patients in an acute care setting, 110 patients in a domiciliary rehabilitation environment and 200 patients in a long-term care setting which would be on varying mattresses.

Average number of mattresses to be inspected annually is approximately 316, quantities may increase or decrease slightly (+/- 5%) due to patient volume.

Mattresses include, but are not limited to Geo Mattress, Comfortrest/Umano, Spann, Hill Rom and Hovermatts.

Contractor personnel will be escorted by VA staff to the designated locations / patient rooms.

Removal of linens will be provided by VA staff.

The contractor shall perform comprehensive inspections of all hospital-grade mattresses within the facility, including the mattress cover and internal core.

The Contractor shall develop and submit to the Government for approval, a written inspection checklist that will be used for on-site mattress inspections, within ten (10) calendar days after contract award.

Inspection tasks:

· Perform a visual inspection of the mattress cover for any visible signs of damage, such as cuts, pinholes, tears, snags, stains, warping, or cracking.

· Check the zipper to ensure it closes properly and is free of damage.

· Remove the mattress cover (during secondary inspections) to inspect the inner core for any staining or odor, which indicates fluid ingress.

· Conduct a fluid ingress test, such as the use of a black light, or pinless moisture meter.

· Test the mattress's impermeability in accordance with the manufacturer's recommendations.

· Assess mattress support to ensure it continues to provide adequate pressure redistribution for patient safety.

· Structural Integrity: check for sagging, splitting or foam failure.

The contractor will identify and produce a list/report of all mattresses that failed inspection.

Each failing mattress will be identified on the cover with a strip of blue duct tape.

8. SCHEDULE:

The Contractor shall work and coordinate with the VA POC to establish an agreed upon work schedule to conduct the inspection services in order to minimize the impact of patient care.

Inspection will be completed within 90 days of contract award.

HOURS OF SERVICES:

Contractor shall perform services during normal business hours, Monday through Friday, 8:00 am to 4:30 pm, excluding federal holidays, unless coordinated with VA POC.

If the holiday falls on a Saturday, the previous Friday will be observed and if the holiday falls on a Sunday, the following Monday will be observed.

A list of federal holidays is available at: https://www.opm.gov/policy-data-oversight/pay-leave/federal-holidays/#url=2026

The Contractor shall provide a minimum of 24-hour notice of schedule changes to the VA POC.

9. REPORTING REQUIREMENTS:

INSPECTION REPORTS:

The Contractor shall submit an inspection report on all findings to the VA POC within five (5) business days after the conclusion of the on-site inspection.

At a minimum, the report shall contain:

· Date(s) of on-site inspection

· Building Number

· Room Number

· Type of failure / Identified defects

· Name and signature of person who completed the inspection

10. SECURITY REQUIREMENTS/BADGES:

Contractor and/or all sub-contracted personnel are required to always wear and have visible a Contractor Badge.

These badges will be Government furnished and issued to Contractor employees upon initial entry, under contract.

Identification shall be always worn on the outer clothing between the neck and waist on the front of the body and visible with the Contractor’s name plainly displayed.

11. VA POINT OF CONTACT:

Logistics Deputy: 320-252-1670 Ext. 6601