SOW Ceiling lifts.docx

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

Rehab (PT/OT) Overhead Lift Systems New Rehab Building – Omaha VA

1. General:

1.1. The Contractor will provide all labor and materials to provide and install patient lifts in the quantity and locations required by the contract documents.

1.2. The Contractor shall provide independent third-party certification that each intended lift installation location is structurally sound and suitable for the intended installation method. This certification shall include structural design drawings for each installation location signed and sealed by a Professional Structural Engineer not employed by the Contractor except as an independent consultant, registered with a current Professional Engineer license in at least one of the 50 states of the United States.

1.3. Quality Assurance

1.3.1. The Contractor shall verify each desired installation location is suitable for the intended lift installation, including, but not limited to, verifying suitability of room dimensions, required clearances, and that existing equipment or utilities do not prohibit installation of the lift(s) in each desired location. The Government shall not be responsible for additional installation costs incurred or for the cost of equipment unable to be installed as a result of inadequate site investigation by the Contractor.

1.3.2. Inspection of equipment after installation is required prior to use for patient movement. Inspection shall be in accordance with manufacturer’s installation checklist and the facilities installation checklist (Patient Safety Alert AL14-07).

1.3.3. Documentation shall include detailed descriptions of items in the “After Installation Checklist” for Ceiling Mounted Patient Lifts from Patient Safety Alert 14-07, the scheduled and unscheduled maintenance procedures performed, including replaced parts and prices required to maintain the equipment in accordance with performance requirements.

1.4. Submittals

1.4.1. Submit in accordance with VA Master Specification Section 01 33 23, SHOP DRAWINGS, PRODUCT DATA AND SAMPLES.

1.4.2. Certificates of Compliance

1.4.2.1. Manufacturer's Literature and Data:

1.4.2.2. Lifting Capacity

1.4.2.3. Lifting Speed

1.4.3.

1.4.3.1. Horizontal Displacement Speeds

1.4.3.2. Horizontal Axis Motor

1.4.3.3. Vertical Axis Motor

1.4.3.4. Emergency Brake

1.4.3.5. Emergency Lowering Device

1.4.3.6. Emergency Stopping Device

1.4.3.7. Electronic Soft-Start and Soft-Stop Motor Control

1.4.3.8. Current Limiter for Circuit Protection

1.4.3.9. Low Battery Disconnect System

1.4.3.10. Strap Length

1.4.3.11. All equipment anchors and supports. Submittals shall include weights, dimensions, center of gravity, standard connections, manufacturer's recommendations and behavior problems (e.g., vibration, thermal expansion,) associated with equipment or piping so that the proposed installation can be properly reviewed.

1.4.4. Individual Room layouts showing location of lift system installation shall be approved by NWIHCS representatives from SPHM Facility Champion and Engineering before proceeding with installation of lifts.

1.4.5. Manufacturer’s Checklist for after installation inspection.

After Installation Checklist for Ceiling Mounted Patient Lifts

1.5. Contractor shall be responsible for all facility alterations and repairs necessary for a complete and usable installation. If facility modifications are required, the contractor will obtain the Chief Engineer’s approval before starting any modification.

1.6. The Contractor shall ensure the equipment; materials and installation adhere to the publications listed below to the extent referenced. The publications are listed in the text by the basic designation only.

International Organization for Standardization (IOS):

10535-06 Hoist for the Transfer of Disabled Persons-Requirements and Test Methods Underwriters Laboratories (UL):

International Electromagnetic Commission (IEC):

801-2(1991) Electromagnetic Compatibility for Industrial-Process Measurement and Control Equipment-Part 2: Electromagnetic Discharge Requirements Patient Safety Alert 14-07: Ceiling Mounted Patient Lift Installations National Fire Protection Agency (NFPA) NFPA 99. All applicable standards

2. Products:

2.1. The Ceiling Track shall be made from high strength extruded aluminum T66081-T5 at a thickness of 3/16” (4.8mm). Provide anchor supports as specified by manufacturer for the specific required ceiling condition and required load.

2.2. Lift unit shall be constructed of a steel frame system (2205lbs / 1000kg tested) driven by a gear reduced high torque motor

2.3. The Lift system shall have the following features.

2.4. Lift Motors/Vertical Movement-DC Motor

2.5. Lift Motors/Horizontal Movement-DC Motor

2.6. Lift Batteries

2.7. Chargers

2.7.1. Charger Input: 100-240 Vac, 50/60 Hz.

2.7.2. Charger Output: 27 Vdc, 1 A max.

2.7.3. Supplemental to the charger provide a clip on charging station with indicator lights.

2.8. Straps and Slings

2.8.1. The straps shall ensure the patient’s safety by preventing the patient from falling out of the sling.

2.8.2. The sling shall be made from a material that is pliable, breathable and easy to use. The sling shall cradle the body of the patient.

3. Execution

3.1. Installation

3.1.1. Contractor will install overhead mounted patient lift system as per manufacturer's instruction and under the supervision of manufacturer's qualified representative and as shown on drawings. If the distance in between the suspended ceiling and anchors is more than 18” consult with manufacturer to determine if lateral braces will be required.

3.1.2. If the distance in between the suspended ceiling and anchors is more than 18” consult with manufacturer to determine if lateral braces will be required.

3.2. Instructions and Personnel Training

3.2.1. Training shall be provided for the required personnel to educate them on proper operation and maintenance for the lift system equipment.

3.3. Tests

3.3.1. Contractor will conduct performance test, in the presence of the Resident Engineer, Biomedical Engineering representative and a manufacturer's field representative, to show that the patient lift system equipment and control devices operate properly and in accordance with design and specification requirements.

3.4. Inspections

3.4.1. Refer to manufacturer’s specific model and specifications to verify all location information, including minimum clearances for operation are compliant.

3.4.2. Manufacturer information, including model and serial number(s).

3.4.3. Confirm receipt of operator and maintenance manuals.

3.4.4. Verification of proper connections of structural system to the building’s structure including seismic bracing if applicable.

3.4.5. Verification of proper structural component sizing and physical installation to make sure that proper structural system and size is in place and properly installed to support the lift.

3.4.6. Verification of proper interface of lift unit at ceiling (hard deck or soft tile) and proper installation of all protective features around the support rods and rails/tracks.

3.4.7. Inspection of lift motor casing for cracks and alignment.

3.4.8. Full extension and inspection of lift strap for loose threads or frays.

3.4.9. Inspection of spreader bar and clips for cracks and for loose or missing rings or cotter pins.

3.4.10. Verification that all rail end stops are in place and tightened.

3.4.11. Inspection and activation of hand control for full operation (e.g., up, down, left, right) and “return to charge” function if applicable.

3.4.12. Inspection and activation of emergency up/down motor case control buttons if applicable.

3.4.13. Confirm any and all motor case indicator lights are functioning (e.g., red service warning light, charging state light).

3.4.14. If included in installation, verify rail turntable function, exchanger function, and gate alignment.

3.4.15. Confirm track is clean and clear of all debris (suggest wiping entire length of interior track channel with a soft cloth). Note: Use manufacturer’s recommended cleaning materials to avoid damage to the motor case and other components. Phenol or chlorine solutions may damage some motor case surfaces.

3.4.16. Verification of any “soft start” or “soft stop” features and that lifting speed does not exceed 2.5 inches per second with “zero” load.

3.4.17. Verification of load testing and deflection testing at lift listed maximum for each lift unit at its maximum rated lift capacity. Conduct this test per manufacturer’s instructions and in accordance with Patient Safety Alert 14-07 to 100% of maximum rated lift capacity.

3.4.18. Verification of any “soft start” and “soft stop” features and that lifting speed does not exceed 1.5 inches per second under maximum rated lift capacity.

3.4.19. Verification of function of emergency brake at maximum rated lift capacity.

3.4.20. Verification of emergency lowering feature at maximum rated lift capacity.

3.4.21. Inspection of units by Contracting Officer’s Technical Representative (COTR: Maintenance & Repairs, Facilities Engineering Services, Biomedical Engineering, or Safety) prior to release of lift(s) to clinical use.

3.4.22. Training of clinicians and other staff who move and handle patients on the use of patient handling equipment is accomplished by the manufacturer or their designated representative. Training is documented

3.5. Any additional charges claimed will be approved by the CO via the COTR before service is completed.

4. Security:

4.1. The contractor shall not connect any storage device into a VHA owned equipment that is connected to the network without prior written approval and after having the device scanned by a VA approved computer with appropriate virus detection software.

4.2. VHA BESS personnel will ensure no patient data is removed from the facility by the vendor by maintaining a physical presence during all work.

5. Definitions/Acronyms

5.1. NWIHCS - Nebraska Western Iowa Health Care System. Consists of 3 main campuses: Omaha 4101 Woolworth Ave, Omaha NE 68105 (ph 402.995.3040); Grand Island 2201 N Broadwell Ave, Grand Island NE 68803 (308-382-3660 ext 2491); and Lincoln 600 South 70th, Lincoln NE 68510 (ph 402.489.3802 ext 6437) and associated CBOCS (Bellevue, Norfolk, Holdrege, North Platte Nebraska and Shenandoah IA CBOCs

5.2. Contracting Officer, VA Network 23 Contracting Office (NCO 23), 4801 Veterans Drive, Bldg11, Rm 201, Saint Cloud, MN 56303

5.3. fPOC – Facility Point of Contact

5.4. IAW – In Accordance With

5.5. FSE – Field Service Engineer. A person who is authorized by the contractor

5.6. ESR – Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

5.7. Acceptance Signature – Signature of VA Omaha employee who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.

5.8. Authorization Signature – COTR’s signature; indicates COTR accepts work status as stated in ESR.

5.9. OSHA – Occupational Safety and Health Administration.

5.10. BESS — Biomedical Equipment Support Specialist. VA employee responsible vendor coordination of maintenance for VA owned medical equipment.

6. Hours of Coverage:

6.1. Installation: Dates and hours of installation shall be determined by NWIHCS representative in consideration of room use and occupancy. Expect that some, if not all, lift systems will require non-business hours (Mon-Fri; 0730-1530) installation to minimize negative impact to patient care or access to care.

6.2. Federal holidays observed by VA Omaha are:

and any other day specifically designated by the President of the United States.

7. Reporting Requirements:

7.1. Upon arrival at VA Omaha the contractor shall be required to log in with Biomed in room B556 in Omaha. This log in is mandatory as well as wearing the contractor badge issued upon log in.

7.2. When service is completed, the FSE shall document services rendered on a legible ESR(s) and submit to the BESS who set-up the service. The ESR can be submitted when logging out with Biomed, via an internet web site or e-mail. ESRs should be submitted not later than 5 business days after service is complete.

7.3. In those cases when the Biomed office is closed, contractor personnel will log in and/or out via the VA police and after hours service shall be prearranged with the BESS.

8. Services Beyond the Contract Scope:

8.1. Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the CO and COTR, (in writing), of the existence of the development of any defects in, or repairs required to, the scheduled equipment which the contractor considers he/she is not responsible for under the terms of the contract.

9. Contactor shall furnish the COTR with a written estimate of the cost to make necessary repairs.Condition of Equipment:

9.1. The contractor accepts responsibility for the equipment described in “as is” condition.

Failure to inspect the equipment prior to contract award shall not relieve the contractor from performance of the requirements of this contract.

10. Test Equipment:

10.1. Test equipment calibration shall be traceable to National Institutes of Standard Technology standards.

11. Identification, Parking, Smoking, and VA Regulations:

11.1. Contractor’s FSE(s) shall obtain a VA issued photo identification badge.

11.2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from VA Police Service. VA will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

11.3. Smoking is prohibited inside all VA buildings and only allowed in designated areas outside.

11.4. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search.

11.4. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state or municipal court.

12. Contractor Qualifications:

12.1. Contractor must have full time staff that is “fully qualified” FSE and a “fully qualified” FSE who will serve as the backup for the equipment identified in this solicitation.

12.2. “Fully qualified” is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program for the equipment identified in this solicitation as required by the manufacturer.

12.3. Contractor must provide, upon request, evidence of appropriate training of any FSE(s) providing services under terms of the contract. Subcontracting of any ensuing award of this solicitation will not be allowed without written permission of the Contracting Officer.

13. Payment:

13.1. Payment for the Structural Engineering Evaluation will be made once submitted to NWIHCS Engineering and NWIHCS Engineering validates the report.

13.2. Payment for the lift components and installation of lift systems will be made once the post-installation inspections are complete and all systems have passed inspection.

14. Delivery and Storage of goods:

14.2. Contractor will need to receive lift components at off-site storage location.

15. Installation Locations: Omaha, building one