PWS PM-CM Hillrom and Golvo equipment.docx

DEPARTMENT OF VETERANS AFFAIRS

Durham VA Health Care System 508 Fulton Street Durham, NC 27705

STATEMENT OF WORK

The Department of Veterans Affairs currently has the need for Preventative Maintenance (PM) and Corrective Maintenance (CM) of Hill-Rom beds and mobile patient lifts at the Durham Veterans Affairs Health Care System (VAHCS), 508 Fulton St, Durham, NC 27705 (including remote locations) in accordance with the terms and conditions herein.

Period of Performance: The expected period of performance will be one base year and four option years that cover the period May 1st, 2021 through 31 April 2024. Billing will be on a monthly basis.

1. DESCRIPTION OF WORK:

Normal Hours of Operation: Services shall be performed Monday through Friday starting at 7:00am until 4:30pm, excluding Federal holidays, and any other day specifically declared by the President of the United States. Federal holidays are available at the Federal Holiday OPM Site. For working outside the hours as defined in this contract, the vendor shall give 3-day notice to the Contracting Officer Representative (COR) so that arrangements can be provided for the employees. All work to be coordinated around an operational medical center as to minimize impact to patient care.

The contractor shall furnish all labor, material, equipment, parts, supervision, etc., necessary to maintain the equipment listed by serial number in attachment one at the Durham VA Health Care System.

2. STATEMENT OF WORK:

a. PREVENTATIVE MAINTENANCE AND INSPECTION SERVICES:

i. Contractor to complete at least one PM inspection each year on each piece of equipment in attachment one. The subsequent inspections will be performed during the same calendar month the following year.

ii. The goal will be to complete 10% of the equipment per month. It is understood there will be occasion equipment is unavailable due to usage. If by the 20th of each month, the vendor has not been able to complete an annual PM, they will advise COR so arrangements can be made for access to the equipment.

iii. The PM must include all recommended testing by the OEM. The test will also include an electrical safety test, functional test and all other checks and tests specified in NFPA 99, Chapter 10, Electrical Equipment

iv. If while performing a PM, equipment is found requiring CM, the PM will be stopped and considered a failure. The CM work will be completed on a separate ticket as specified above. The subsequent PM test will be performed in its entirety on a separate ticket from the original. All tickets will be provided so that there is a complete history of how the issue was identified, then repaired, and full PM completed showing the equipment is safe to return to service

v. When equipment has passed the PM service, legible inspection sticker will be put on the equipment. Specific location of sticker will be approved by the COR to ensure consistency. The sticker will include at the minimum the date the next inspection is due and the initials of the technician performing the work. The writing on the stickers must be permeant and must not fade or be able to be wiped off by normal bed cleaning solutions.

vi. The Vendor will provide all parts, inspection tags, reports, lubricants, tools, test equipment and other items needed to complete any required PM

b. Corrective Maintenance REPAIRS:

i. All work to be performed in accordance with the Original Equipment Manufacturer (OEM) specifications and requirements.

ii. The Vendor will provide all parts, lubricants, tools, test equipment and all other items needed to complete repairs. Vendor will provide a list of any consumables parts that will not be covered by contract for each item in Attachment One.

iii. If the equipment is found not to be under contract, the vendor will provide a quote to include all parts and labor. A separate purchase order must be issued prior to the vendor completing any of the work.

iv. At the completion of any CM service the Contractor will conduct all tests recommended by the Original Equipment Manufacturer (OEM) plus an electrical safety test and functional test.

v. Contractor will provide documentation of all work performed per each piece of equipment. A single Service Report for multiple pieces of equipment is not acceptable.

vi. Initial review of equipment will be provided within two working days of vendor notification. If technician cannot complete repairs on initial review, the COR will be notified and provided a expected date of repair.

vii. Warranty on CM service, including all parts and labor, will be for a minimum of 90 days.

3. DOCUMENTATION AND REPORTS:

a. The Contractor shall provide the following maintenance records to COR, Alternate COR or designated POC:

i. At completion of any CM or PM service proper documentation compliant with State, Federal and Joint Commission requirements must be provided. Documentation is an integral part of all service, therefore failure to provide proper documentation of work performed will be considered incomplete or non-compliant service

ii. Documentation for each CM or PM will contain at the minimum: Company Name, Unique Ticket/Work Order Number, Name of Technician, Model Name or Description, Serial Number, date, parts, labor hours, description of work performed, results of tests and comments/recommendations.

4. GENERAL:

a. The contractor’s employees shall not enter the work site without appropriate badge/identification. They may also be subject to inspection of their personal effects when entering or leaving the project site. Vendor employees will be Employees will inform the COR or designated POC prior to performing any work at on each site visit. This is to ensure the Engineering Department is aware of vendor work being performed.

b. Execute work to interfere as little as possible with normal functioning of the hospital including operations of utility services, fire protection systems and any existing equipment, and with work being performed by others. Use of equipment and tools that transmit vibrations and noises through the building structure, are not permitted in buildings that are occupied jointly by patients or medical personnel, and Contractor’s personnel, except as permitted by COR where required by limited working space.

c. Vendors employees will be required to complete the daily Covid-19 screening requirements.

d. The vendor will be responsible for all materials and equipment needed to meet VA infection control requirements.

e. VA reserves the right to close down or shut down any work in progress and order the vendor’s employees off the premises in the event of a national emergency. The vendor may return to the site only with the written approval of the Contracting Officer.

f. No photography of VA premises is allowed without written permission of the Contracting Officer

g. Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.

h. Means of Egress: Do not block exiting for occupied buildings, including paths from exits to roads. Minimize disruptions and coordinate with COR.

i. Buildings will be occupied during performance of work. Contractor shall take all measures and provide all material necessary for protecting existing equipment and property in affected areas against dust and debris, so that equipment and affected areas to be used in the Durham VAHCS operations will not be hindered.

j. The contractor shall maintain neat and orderly work areas and shall clean area of debris and rubbish daily and dispose of waste materials offsite per hospital policies. The contractor shall provide a dumpster if it is determined to be necessary and shall work with the COR in advance for a spot-on site to establish the dumpster.

k. All work shall be performed in full accordance with applicable local and Federal regulations. All materials and installation shall conform to the recommendations of National Fire Protection Association (NFPA), plumbing and mechanical codes. No departures from specification requirements will be permitted without written approval. The Supplier shall use good safety practices while working. All hardware should be installed in such a manner to minimize damage and maximize patient and employee safety.

l. New work shall be installed and connected to existing work safely and professionally. Disturbed or damaged work shall be replaced or repaired to its prior conditions.

m. All items furnished shall be free from defects that would adversely affect the performance, maintainability and appearance of individual components and overall assembly.

n. Hot Work: Perform and safeguard hot work operations in accordance with NFPA 241 and NFPA 51B. Obtain daily permits from facility Safety Manager at least 24-hours in advance.

o. Contractor personnel and sub-contractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA personnel regarding information and information system security.

p. The contractor will not be allotted any parking permits for on-site parking. On-site parking is very limited and not guaranteed by the VA. No storage area will be provided. The VA is not responsible for the security of parts, tools or equipment

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