SOW_CAVHS Patient Lift Maintenance Service final.docx

PATIENT LIFT MAINTRENANCE AND SERVICE PROGRAM PERFORMANCE WORK STATEMENT

A. GENERAL:

Title of Project: Maintenance and Service Contract for the Patient Lifts located at the Central Arkansas Veterans Healthcare System (CAVHS), both Little Rock (LR) and North Little Rock (NLR) locations.

Scope of Work: The contractor in question shall furnish all qualified/certified personnel, tools, materials necessary equipment and services to include lodging, travel and meals necessary to perform the following scope of work. The scope of work for this contract will be to perform preventative maintenance (PM), any necessary manufacture testing requirements, routine inspections and any unscheduled maintenance on all CAVHS Horcher patient lifts. This will include calibrating, adjusting, and replacement of worn or defective parts, and troubleshooting as necessary to ensure continual operation as long as parts for lifts are available. This will include emergency call back on weekends and holidays deemed necessary by the Contract Officer Representative (COR).

Definitions:

The following terms have the following meanings in this scope of work (SOW):

VA Administrative Hours: 7:30 AM to 4:00 PM, Monday through Friday, excluding federal holidays Non-Administrative Hours: 4:01 PM to 7:29 AM, 24 hours on weekends and federal holidays Government: The United States of America Veterans Affairs (VA): Government’s federal agency for which the Government contracts for the services specified herein. VA and Government will be used interchangeably throughout this SOW and contract. Where the term “VA” is used, it shall mean the same as “Government”.

COR: Contracting Officer’s Representative PMRS: Preventive Maintenance (PM) and Repair Services (RS) PMI: Preventative Maintenance Inspections OEM: Original manufacture Equipment Inspection Checklist: Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts

The contractor shall furnish their own tools to perform all maintenance and PMs required per the manufacture’s manual for all Horcher patient lifts. Contractor will be provided copies of the equipment manual’s that identified the required PM services by specific timeframes.

This contract will provide maintenance and service to 504 individual Horcher patient lifts between both locations (LR/NLR). As lifts are replaced or added to CAVHS’s inventory, the COR will notify the Contract Officer to reduce the total number of lifts on contract and add to after the manufacture warranty expires.

NOTE: Current Models of CAVHS Lifts are: Horcher Unilifts C-100-200-2 localized lifts and Horcher Unilifts C-100-200-11 Gate systems lifts for transporting. The PRO lift version is a newer Horcher lift that will be added to CAVHS inventory and the contractor must be authorized, trained and certified to work on this newer lift version as well. In addition, the contractor must be capable of repairing/installing the track systems that the patient lifts are supported by.

The contract technicians will provide newly assigned CAVHS staff (e.g. nurses, doctors, maintenance employees, etc.) with operational use training of the patient lifts as needed.

The contract employees will complete the inspection checklist for each individual lift after the annual PMI is complete. Upon filling out the inspection checklist, the contractor will hand to and e-mail it to the Equipment Repair technician for the appropriate location (either LR/NLR) as well as the COR. In addition, the contractor will keep a copy of the inspection checklist on file for a minimum of 3 years.

Service shall consist of preventive maintenance inspection(s) (PMI), cleaning, adjusting, and replacing parts to maintain the equipment within original specifications as long as part are available. The Contractor shall make thorough inspection of the equipment on an annual basis. One of the major components of the PMI is the lifting strap. The Lifting strap will be replaced/changed out during every PMI as long as parts are available. To ensure this portion of the PMI is complete, the contractor will turn in the old strap with each inspection checklist to the appropriate Equipment Repair technician for verification.

The contractor’s technicians must be Horcher trained and certified in repairs and servicing this specific brand of patient lifts with a minimum of 3 years’ experience. The contractor shall not assign uncertified technicians to perform any service of which the technician is not certified in. The contractor will provide TRAINING/ CERTFICATIONS letters as part of the bid/proposal. Onsite technicians shall demonstrate a verifiable proficiency in maintaining and servicing the Horcher patient lifts. Contractor shall certify that it is a Horcher Manufacturer Authorized Partner as of the date of the submission of their offer, and that it has the certification/specialization level required by the manufacturer to support the product in accordance with the applicable manufacturer certification/specialization requirements.

Note: Barrier Free Lifts home care dealers and other maintenance organizations are not certified to maintain or service Horcher products in the VAMC’s without the express consent and certification in writing from Barrier Free Lifts, Inc.

· Contractor must maintain a minimum of 2 staff personnel capable of supporting all patient lifts within CAVHS.

· Contractor must possess the ability to obtain any applicable software, tools, and parts directly from the manufacture of each lift. Due to the critical nature and performance of the lifts, all parts must be OEM to ensure the SAFETY of the equipment and maintained in the best possible condition. The contractor shall warrant that service/repair products are new in their original box.

Work Excluded:

Normal wear and tear of the lifts are covered under this contract. If for some reason there is abuse and misuse created by CAVHS employees, the parts will not be covered under this contract. Additional funding will be provided by CAVHS to cover the cost of parts and labor to repair the damage.

B. WORK HOURS: HOSPITAL HOURS:

The Contractor shall schedule and arrange work to cause the least interference with the normal occurrence of Government business and mission. In those cases where some interference may be essentially unavoidable, the Contractor shall make every effort to minimize the impact of the interference, inconvenience, equipment downtime, interrupted service, customer discomfort, etc. Normal work hours are from 7:30am to 4:00pm (8:00am to 4:30pm also acceptable) Monday through Friday, Excluding Federal Holidays.

Technicians have the opportunity be onsite during the normal working hours of 0730-1600. Hours beyond and before 7:30am to 4:00pm (8:00am to 4:30pm also acceptable), shall be required only during emergency calls and approved by the COR. The contractor in question will check-in with Equipment Repair personnel for both locations (LR/NLR) upon arrival to the facility and before leaving at the end of the day. This will assist in any and all communications pertaining to the patient lifts in question.

In the event of an emergency or unscheduled need for repairs, parts and/or labor shall be provided during normal duty hours by the Contractor at no additional charge upon notification by the COR.

Service Call Classifications:

Service calls will be classified by the Government as either emergency or routine, and the following procedures shall apply for each type. Except for emergency callback service, the Contractor shall perform all work during regular working hours of regular working days 7:30 a.m. to 4:00 p.m. (8:00 a.m. to 4:30 p.m. is also acceptable) excluding Federal holidays, unless specifically instructed otherwise by the COR.

Emergency Service Calls:

Service calls will be classified as emergency at the discretion of the COR. Generally, calls will be classified as emergency when system failures constitute a danger to personnel and/or threaten to damage property.

Examples include but not limited to personnel "stuck" while being lifted by the patient lift, a fire or electrical defect which could cause fire or shock, etc. The Contractor shall provide a mechanic at the site and on the job ready to service the lift within one (1) hour maximum of receiving the call, 24 hours a day, 7 days a week. After beginning work, the Contractor shall work continuously until the emergency is arrested. After arresting the emergency condition, any remaining work required to restore safe, continuous, and reliable equipment operation shall be performed as a routine service call.

Routine Service Calls:

Service calls will be classified as routine when the work does not qualify as an emergency call. The Contractor shall respond to and begin work on routine service calls during the following normal workday. For example, if a routine service call is received by the Contractor after 5:00 p.m. during Monday through Thursday, they will start the repair action on the following morning (unless it a Federal Holiday). If a routine service call is received by the Contractor after 5:00 p.m. on Friday, during the weekend or on Monday deemed as a Federal Holiday, they will start the repair action on the following morning of the next normal workday. Routine service work will normally be performed during the Government regular working hours unless prior approval is received from the COR.

The Contractor shall provide Service Call Plan. Plan shall provide proper procedures for routine service calls and emergency service calls. The plan will include all service representatives' name, telephone number, and location.

Overtime Requirement:

Due to the safety/importance of the patient lifts end results, the equipment to be maintained under this contract must be in optimal working condition to the utmost ability of the contractor during normal working hours. If a situation arises that requires after hour work to meet the optimal working condition of the equipment, overtime rates will be authorized at the following hourly rate. Overtime rates will be allowed for work outside normal working hours to include weekends and holidays. All overtime request must be pre-approved by the COR or the CO.

Overtime Patient Lift Technician.

$75.00 per hour; per technician. Example: call back requires one technician = $75.00 per overtime hour; call back requires two technicians = $150.00 per overtime hour.

Government personnel observed Holidays: The Government hereby provides notice and Contractor hereby acknowledges receipt that Government personnel observe the listed days as holidays:

· New Year's Day

· Martin Luther King's Birthday

· President's Birthday

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas

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’s Proclamation

SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

TASK ONE: Certified Technicians DELIVERABLE ONE: Certificates for certified training

GOVERNMENT RESPONSIBILITIES

1. The government shall provide the contractor access to the appropriate area/areas where the system will be installed.

2. The Government will furnish the following utility services at existing outlets, for use in those facilities provided by the Government and as may be required for the work to be performed under the contract: electricity, natural gas, fresh water, sewage service, and refuse collection from existing collection points). Information concerning the location of existing outlets may be obtained from the COR. The Contractor shall provide and maintain, at his/her expense, the necessary service lines from existing Government outlets to the site of work.

All work shall be scheduled within 10 calendar days after “Notice to Proceed” is received by the Contractor.

K. SPECIAL CONSIDERATIONS BY THE CONTRACTOR:

· All disposal costs and fees for debris removal will be the contractor’s responsibility.

· The contractor will be responsible for cleanliness of the building area both interior and exterior based on the work performed by the contractor.

· Site shall always be kept clean and free from debris and contractor shall remove debris daily from the CAVHS property. Contractor will not be allowed to use Government tools, materials, and/or labor for this project.