SOW Ceiling Lift Jan 10 2024.pdf

Revised 07-15-2021

STATEMENT OF WORK AND GENERAL SPECIFICATIONS FOR

CEILING LIFTS AT END-OF-LIFE CYCLE

1. Background

The Ceiling Lifts at Tuscaloosa Veterans Affairs Medical Center (TVAMC) have reached end of life cycle and need to be replaced. New units shall support a minimum of 625 pounds, integrated scale, Wi-fi, anti-microbial strap, built in diagnostics, 15 degree on track tilt feature. Various track configurations such as XY, single rail, transition gate, turntable, multiple carry bar options, tool free emergency lowering. De-installation and disposal of existing equipment is required.

2. Project Scope

TVAMC is looking to replaced 125 units. The Installation dates and designs must be coordinated with the COR.

Quantity 7 – Building 1 Dental Clinic 41B, 41H, 41J, 41M, 41N, 41P, 41Q. Replacement of gantry trolleys, lift motors, and hanger bars. New components must integrate with existing Handicare tracks.

Upgrade above ceiling structural supports to bring to current standards. New structural support work must integrate with existing Handicare tracks. 625lb SWL

Quantity 3 – Building 135 Imaging 103A, 107, G48. 1 new lift and track system. 2 systems will receive upgraded gantry trolleys, lift motors, and hanger bars. Components must integrate with existing Handicare tracks. 625lb SWL

Quantity 4 – Building 38 Exam Rooms 206, 207, 135, GO4. Upgrade gantry trolleys, lift motors, and hanger bars. New components must integrate with existing Handicare tracks. Upgrade above ceiling structural supports to bring to current standards. All structural supports must integrate with existing Handicare tracks. 625lb SWL

Quantity 11 – Building 146 Inpatient Rooms 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, 36. New lift motors and hanger bars. Existing turntables will be replaced with new power turntables. New components must integrate with existing Handicare tracks. 625lb SWL

Quantity 62 – Building 61 Wing A B & D - A02, 03, 04, 07, 08, 09, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 22, 25, 26, 27, 28, 29, 30, 31, 32, 33, 34, 35, 36, BO3, 04, 05, 06, 07, 08, 09, 10, 11, 12, 13, 14, 26, 27, D09, 10, 11, 12, 13, 14, 15, 16, 17, 18, 19, 20, 24, 25, 26, 27, 28, 29. Deinstallation of existing track systems. Installation of new track systems. New track layout will be XY to XY connected by transition gates to transfer from bedroom to bathroom. Installation includes the following: removal and replacement of ACT ceiling grid and hard lid ceilings where applicable. Relocation and of installation of electrical devices where applicable (i.e., lights, outlets). Modification of bedroom to bathroom transition where applicable. Patch, paint, repair of drywall ceilings. VA is responsible for Deinstall/Reinstall of furniture in all rooms. 625lb SWL

Quantity 2 – Building 61 Wing D - 31, 32. Deinstallation of existing track systems. Installation of new track systems. New track layout will be XY to XY connected by transition gates to transfer from bedroom to bathroom. Installation includes the following: removal and replacement of ACT ceiling grid and hard lid ceilings where applicable. Relocation and of installation of electrical devices where applicable (i.e., lights, outlets). Modification of bedroom to bathroom transition where applicable. Patch, paint, repair of drywall ceilings. VA is responsible for Deinstall/Reinstall of furniture in all rooms. 800lb

SWL

Quantity 3 – Building 61 Spa Rooms. Removal of existing linear system. Installation of new XY track and lift motor over existing bathtub. 625lb

Quantity 18 – Building 137 H2100, H2104A, H2104B, H2102, H2108A, H2108B, H2110A, H2110B, H1112, I2105, I2109, I210, I2112A, I2112B, I2113A, I2113B, I2114, G1111. Replacement of gantry trolleys, lift motors, and hanger bars. New components must integrate with existing Handicare tracks.

Upgrade above ceiling structural supports to bring to current standards. New structural support work must integrate with existing Handicare tracks. 625lb SWL

Quantity 17 – Spare lift motors for VA to use as needed. 625lb SWL

3. Performance Period/Schedule:

The contractor shall complete the work required under this SOW in 515 calendar days or less from the date of original award. Installation dates and designs must be coordinated with the COR. The timeline for the CLC is 455 days.

Acceptance Signature – COR or VA designee signature; indicates COR accepts work status as stated in SOW.

4. Ceiling Lift Standards:

a Ceiling Lifts shall meet all Underwriters Laboratory requirements, life safety codes, national electric codes, fire safety codes, and all other applicable federal, state and local codes. Appropriate documentation should be provided.

b. Ceiling Lifts shall comply with ISO 10535 (Hoists for the transfer of disabled persons – Requirements and test methods).

c. Lifts must be capable of picking patients up off the floor.

d. Lifts must not beep or flash during normal operation.

d. Ceiling lift motors shall be capable of lifting at least 625 and up to 1,200 pounds (no dual motors allowed).

f. New lifts shall accept generic type replacement batteries without voiding any warranties.

g. Motors shall be Ground fault Circuit Interrupter (GFCI) protected. GFCI Shall be hospital grade.

h Ceiling lifts must be motorized.

i. Ceiling lifts must recharge on the track, either by docking station or continuous charge.

j. Ceiling lifts must include accessible safeguards to prevent patients from being trapped or hurt, such as emergency stop buttons, emergency lowering devices, manual emergency down in case of power failure.

k. Wipeable components, to include the spreader bar, emergency cord and antimicrobial lifting straps.

l. Manufacturer must provide the recommended preventative maintenance schedule.

5. Installation:

a. The contractor must have visited the sites and assessed the structure of each ceiling lift location to ensure safe installation of the equipment and shall supply the installation plans to the COR, who must accept them before installation. Installation start shall be no later than 7 calendar days after delivery. The contractor shall perform testing and inspections on each lift motor after it is fully installed.

A written report shall be provided to the COR within 5 days of each lift motor installation. Installation shall be performed during normal duty hours, Monday through Friday, excluding Federal holidays. The installation checklist shall be completed for each lift and given to the COR.

b. Equipment and supplies must not be shipped before shop drawings are approved by COR.

Contractor is responsible for storage of uninstalled equipment.

c. The contractor shall not commence performance on the tasks in the SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived

d. The lifts shall be mounted (using ceiling, wall, or floor support as determined by building structure and room covering layout needs) to provide lifting capability for the maximum area possible within each room.

e. Contractor must provide information on minimum clearances for operation of each lift. In addition, contractor shall supply a detailed list of modifications that will be required per room for the installation for approval prior to start of work.

f. Contractor will coordinate with the COR to schedule room installations.

g. Ceiling lift installations shall comply with National Fire Protection Association (NFPA) 13 for fire sprinklers and with NFPA 99 and NFPA 70 for proper grounding and bonding and access to electrical and safety systems.

h. Ceiling lifts must not add obstacles or impair any normal operations in patient care rooms.

i. Contractor must coordinate with work by others such electrical, ceiling, HVAC, Low Voltage, door and header modifications .

j. All installations that affect existing areas, electrical work and shut-downs shall be coordinated with the COR.

k. The contractor will install all necessary mounts, braces, and any other components needed for full lift function and safety.

l. Contractor must coordinate with work by others such as relocating existing sprinkler heads, lights, HVAC grills, curtain tracks, IV tracks, televisions, permanent furniture, or other permanent structure.

m. Contractor shall not breach any fire/smoke walls during installation of these lifts without a penetration permit. A penetration permit must be issued by Fire Service. Any fire/smoke barrier that must be penetrated must be discussed with VA safety personnel and must immediately have fire barrier repaired. The COR will check the ceiling after ceiling work, to make sure any fire barrier penetration was repaired.

n. Contractor will provide all qualified personnel, materials, equipment, training, and services necessary to install ceiling lifts for the designated rooms, including lifts, tracks, spreader bars, attachment hardware and all other equipment necessary for safe operation.

o. The Contractor shall comply with applicable Federal, State, and local safety and fire regulations and codes which are in effect at the beginning of the contract period. The contractor shall keep abreast of any changes in these regulations and codes applicable to the contract.

p. All material and equipment will be removed from the facility or stored properly at the end of each work day and secured during the work day in the areas specified by the COR.

q. All employees and subcontractors must wear a visible VA temporary identification badge when onsite. The form required to obtain the badge will be provided by the COR upon award of the contract.

r. When more than one person is onsite performing work under this contract, one must be designated as the site superintendent and must be fully responsible for the work to be performed and site safety.

s. Contractor personnel must conduct their work so as not to interfere with the normal functioning of the facility and will stop work if asked by VA personnel. Hours of work may need to be limited to daytime on units where patients sleep and night time in areas where patients would be exposed by daytime work.

t. The Contractor shall take all precautions necessary to protect the lives and health of occupants of the building.

6. Required Tasks:

a. Shop Drawings: Contractor to provide evaluation of spaces where ceiling lifts are to be installed and submit plans to the Contracting Officer Representative (COR), to include verification of as built drawings and structural engineering drawings for lift units and assure that workable versions are installed and comply with VA design requirements and relevant standards.

b. Training:

(1) Contractor shall provide certified in-service training for all shifts of direct patient care staff in units where lifts are installed at no additional cost to the Government, for any equipment new to this facility (up to 10 sessions in coordination with the COR). This training must include hands-on lift use and be extensive enough to prepare participants to train others.

(2) Training must include each new type of equipment used in an area.

(3) Contractor shall provide certified in-service training for biomedical engineering staff in coordination with the COR.

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

d. Inspections:

(1) Each room’s lift system shall be weight and function tested after installation in compliance with the VHA checklist required by Patient Safety Alert AL14-07. Each checklist shall be provided to COR along with any checklist required by the manufacturer.

(2) Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

(3) The VHA checklist and any manufacturer’s checklist are the sole report and must be provided to the COR by 2 weeks after installation. Lift installation is not considered complete and cannot be paid for until the checklist is complete and provided to the COR.

e. Drawings: Contractor shall provide drawings for the installation, both electronic and hard copy.

f. Service Agreements/Maintenance/Warranty:

(1) All provided warranties on patient lift must have certification. A one-year manufacturer warranty.

(2) Warranty shall include all travel or shipping associated with any warranty repair.

h. Demolition: Contractor is responsible for removal and disposal of old patient ceiling lifts and related tracking.

7. Disposal:

a. All accumulated rubbish is to be collected and placed in the dumpster provided by the contractor, to be in coordination with the COR.

b. Any items to be retained by the VA will be tagged prior to the start of the installation. Contractor will dismantle the items and coordinate with the COR for their removal.

8. Health and Safety:

a. Contractor will meet construction safety requirements, including construction orientation, safety training requirements, TB testing, electrical safety requirements, and Above Ceiling Permit requirements including re- sealing any penetration of fire barrier requirements.

b. The site superintendent must have an Occupational Safety and Health Organization (OSHA) 30-hour construction safety card. In addition, all Contractor personnel must have OSHA 10-hour construction safety training cards. A copy of the cards must be submitted to the COR for their records.

c. The Contractor’s personnel shall follow applicable policies of the VA, to include policies concerning fire and disaster preparedness programs.

d. An Infection Control Risk Assessment (ICRA) will be accomplished by the contractor in conjunction with the COR and Infection Control Officer prior to the start of construction to determine the level of protection required.

e. The Contractor must follow procedures required by the VA for Infection Control personnel and the construction safety committee, to include any required dust control specified in the Infection Control Risk Assessment.

f. No Ladders, materials and tools shall be left unattended, while at working sites.

g. The Contractor must provide a noise reduction plan, describing steps to minimize noise during installation of equipment.

h. The Contractor shall immediately correct any fire and safety deficiencies caused by his personnel. If the contractor fails or refuses to correct deficiencies promptly, the Contracting Officer may issue an order stopping all or any part of the work and may hold the contractor in default of the contract.

i. The Contractor will be required to furnish the VA with Safety Data Sheets (SDSs) for all chemicals used during installation. This information is required by the VA for emergency treatment in the event of ingestion of and/or contact with the material by humans and is required by OSHA regulations.

9. Applicable Documents:

a. All installation must comply with the requirements of Patient Safety Alert AL14-07, including the “Corrective and Preventative Checklist for Ceiling Mounted Patient Lifts”, and the installation or “Relocation Checklist for Ceiling Mounted Patient Lifts”. The checklists must be completed and submitted for each lift, in addition to any checklist required by the manufacturer.

10. Delivery or Deliverables:

125 Ceiling Lifts and equipment for installation

Delivery Location:

Tuscaloosa VA Medical Center 3701 Loop Road East Tuscaloosa, AL 35404

Schedule for Deliverables:

If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations.

11. Sign-in Procedures:

All Contractor workers are required to sign in and out in the Supply Chain Management at the facility. A valid state driver’s license or state identification card is mandatory for all employees to have access to these facilities. All contractor employees are required to wear the assigned VA badge at all times.

12. Changes to Statement of Work:

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

End of Statement of Work