SOW Ceiling Lifts ED Reno and Expansion.docx

STATEMENT OF WORK (SOW)

As of 4/12/2023

1. Contracting Officer’s Representative (COR).

Fax Number:

2. Contract Title. Phased Installation of Ceiling Lifts, along with accessories integral to lift use, for the Emergency Department (ED) renovation and expansion and select specialties areas within the Main Campus areas of the VA Northeast Ohio Healthcare System (VANEOHS).

3. Background. The VANEOHS, Cleveland, Ohio is soliciting for a contractor to provide all labor and materials to perform installation of thirty-four (34) permanent ceiling and/or wall mounted patient care lifts for the ED, Orthopedic and Podiatry specialty units located on the second floor, and CT scan area on the first floor all located in the Main Campus. There are currently twelve (12) ceiling lifts installed in the ED, which will be replaced during this project due to end-of-life status. With the expansion of the ED, additional lifts are needed for patient care areas. This expansion also includes an additional CT Scan an additional Orthopedic and Podiatry rooms. Ceilings will be a mixture of new construction hard pan and tiled; therefore, a two-phase installation process will be needed for the hard pan ceilings. Both ceiling and wall mounting of the ceiling lifts may be required. Various lift weight capacities and scale options are required based on the needs of our veteran population. Due to prior patient injury, handset holders are required so that handsets can be secured when lift is not in use. Due to the project scope, this project will commence in phases. Rooms requiring ceiling lifts are as follows:

· Phase One which will include expansion of the ED, on the first floor, to sixteen (16) rooms and the addition of nine (9) rooms in Orthopedic and Podiatry Specialty areas on the second floor.

· Phase Two will include renovation of one (1) CT Scan room, first floor.

· Phase Three will include the renovation of current ED patient care rooms, which consist of eight (8) rooms, on the first floor.

All work shall be in direct compliance in accordance with the VHA Safe Patient Handling and Mobility Directive 1611(1) (3/28/2018, amended July 16, 2020) (Attachment 1), as well as the Medical Center’s policy on Safe Patient Handling & Mobility Program (MC 118-034 dated 8/1/2021) (Appendix A) and National Patient Safety Alert AL 14-07 (2014).

In addition, there is a need for thirty-six (36) slings, with various features for transferring patients using the ceiling lift. As accessories to the ceiling lift, handset holders are required for each lift to secure the handset to the lift hanger bar to avoid it from coming dislodged when no in use, potentially causing patient and/or healthcare worker injury.

4. Scope. Project will be phased.

Phase I consists of renovation and expansion of first floor ED, as well as Specialty Areas (Podiatry and Orthopedic Areas) on second floor.

a. Installation of twelve (12) GH3+825lbs. w/Class III scales (or equal) Ceiling Lift Systems in the ED.

b. Installation of three (3) GH3+1100 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the ED.

c. Installation of one (1) GH3+ 825 lbs. w/o scales (or equal) Ceiling Lift Systems in the ED patient restroom.

d. Installation of one (1) GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the Orthopedic Specialty Area.

e. Installation of eight (8) Guldmann GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the Podiatry Specialty Area.

f. Provide twelve (12) Guldmann GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in ED.

g. Provide three (3) Guldmann GH3+1100 lbs. w/Class III scales (or equal) Ceiling Lift Systems in ED.

h. Provide one (1) Guldmann GH3+825 lbs. wo/scales (or equal) Ceiling Lift System in ED.

i. Provide nine (9) Guldmann GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems (8 Podiatry Clinic, 1 Orthopedic Clinic).

Phase II consists of renovation of CT Scan Room on first floor of Medical Center.

a. Installation of one (1) GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the CT Scan area.

b. Provide one (1) Guldmann GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the CT Scan area.

Phase III consists of renovation and expansion of the first floor ED, including removal of twelve (12) currently installed ceiling lifts that are end of life and replaced with eight (8) new systems.

a. Removal of twelve (12) Current Lift Systems and replace with installation of eight (8) GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the ED.

b. Provide eight (8) Guldmann GH3+825 lbs. w/Class III scales (or equal) Ceiling Lift Systems in the ED.

c. Provide forty (40) hand control rest straps to secure hand control to hangar bar when lift not in use

d. Provide thirty-six (36) Guldmann Sit on Basic transfer slings, size (XL).

5. Specific Tasks.

a. Provide structural design and calculations by a Professional Structural Engineer registered in the State of Ohio. Design and calculations are to include, but are not limited to:

1. Specified live loads and dead loads.

2. Description of design criteria.

3. Stress and deflection analysis.

4. Selection of framing members, fittings, and accessories.

b. Installation for all thirty-four (34) EA GH3+825 and GH3+1100 systems in rooms listed below in Phases I, II and III:

i. This includes during Phase III; currently installed ceiling lift systems (qty 12) will be removed, and new lifts (qty 8) installed in their place. Due to need for installation of ceiling hatches in rooms with hard pan ceilings, contractor will collaborate with the COR for the ceiling lift project to facilitate coordination of hatch and ceiling lift installations. The contractor will also be responsible for removal of all material required for equipment installation. See attached drawings for specific locations.

ii. Installation shall be comprised of:

1). required lift structural support systems to install proposed equipment.

PHASE I:

a. ED Renovation/Expansion Project-First Floor of Main Medical Center. Twelve (12) EA GH3+825lbs. w/Class III (or equal) scale systems ED rooms requiring GH3+ 825 ceiling lifts w/scales

1AC-205

Single

1AC-206

Single

1AC-208

Single

1AC-209

Single

1AC-210

Single

1AC-212

Single

1AC-213

Single

1AC-234

Single

1AC-236

Single

1AC-229

Single

1AC-231

Single

1AC-232

Single

b. ED Renovation/Expansion Project-First Floor of Main Medical Center. Three (3) EA GH3+1100lbs. w/Class III (or equal) scale systems.

ED rooms requiring GH3+ 1100 ceiling lifts w/ scales

c. ED Renovation/Expansion Project-First Floor of Main Medical Center. One (1) EA GH3+ 825lbs. wo/scales.

ED rooms requiring GH3+ 825 ceiling lifts w/o scales

1-AC226 Patient Toilet

d. Expansion of Specialty Areas-Second Floor of Main Medical Center. Nine (9) EA GH3+825lbs. w/Class III (or equal) scales systems.

Podiatry rooms requiring GH3+ 825lbs. ceiling lifts w/Class III (or equal) scales

Orthopedic room requiring GH3+ 825lbs. ceiling lifts w/Class III (or equal) scales

2AC-213 Single

PHASE II: consists of CT Scan Room Renovation-First Floor of Main Medical Center and 3B Rehab area Renovation-Third Floor of Main Medical Center as follows:

CT Scan room requiring GH3+ 825lbs. ceiling lifts w/Class III (or equal) scales

1AC280 Single

PHASE III:

e. ED Renovation/Expansion Project-First Floor of Main Medical Center. Removal of twelve (12) lifts and installation of eight (8) EA GH3+825 w/Class III (or equal) scale systems.

ED rooms requiring GH3+ 825lbs. ceiling lifts w/Class III (or equal) scales

(Note: Unless noted, each handset must have an integrated scale for patient weight built into the handset controller without compromising bed to hangar bar height and the ability to be safely secured to the lift when not in use.)

Contractor shall connect transformer/ power supply to VA supplied 120Volt power source.

f. Brand Name or Equal Purchase Descriptions – Salient physical, functional, or performance characteristics of the brand name item that an “equal” item must meet to be acceptable for award.

1. Lifts: Total of thirty-four (34) ceiling lifts categorized

a. 33 Lifts with built in, Class III internal scale readout visible handset with LED screen display. External scale attachment is not acceptable.

b. One Lift without scales.

The requested thirty-four ceiling lift systems must have:

· A wide range of mounting options (such as a lift system which can offer a combined wall and ceiling mount configuration) to accommodate the various patient room environments which exist within our facility.

· The ability for full XY coverage in all patient care rooms, including therapy areas and maximum coverage in patient bathrooms

· All system parts and accessories must have UPL approval and certification.

· Operation of the system must allow for a minimum of 24” lifting height for transfer of patient from wheelchair/exam table/toilet, as well as adequate lifting height for the turning and repositioning of the patient on the exam table or lowering height for fall recovery off the floor.

· The hanger bars must be able to be changed out by the medical center’s staff without the assistance of contractor, vendor, or special tools.

· Hangar bars must have 2- or 4-point hooks with secondary security measures, such as a steel or metal clip or double hook

· Scale for patient weight must be integrated into the handset controller without compromising bed to hangar bar height

· To facilitate ease in servicing and maintaining the systems, plug and play technology must be incorporated into the system.

· Lift systems must have software that allows for automatic tracking of preventative maintenance requirements as outlined in the National Patient Safety Alert AL 10-07 (2014). Tracking data must include the following: when service next due, number of weighings, total lifetime lifts, dates of last timing belt and battery change and number of lifts since reset.

· Technology that allows lift data to be viewed in Excel such as day & time of lifts, how long transfers are taking, height of the transfers, & weight of the transfers

· Emergency stopping device

· The emergency lowering feature must be operable without the use of any additional tools and the lift motor must be able to be reset by staff without any additional tools, allowing immediate use of the lift after activation of the emergency stop/lowering feature, without the need to call engineering or the manufacturer to reset the lift.

· Safety device that stops the motor to lift when batteries are low

· Lifting speed options up to 60mm/sec must be available.

· Plug and play technology must be employed to facilitate ease and reduced costs in system repairs and maintenance, one person replacement on current rail system.

· The Hoist must maintain a continuous charge on the rail.

· The contractor must provide a letter of compatibility based on lifts in house but approved to use as long as same type of characteristics of Guldmann's hangar bar statement that their slings, of the same design, are compatible with other manufacturer’s ceiling lift systems.

· The contractor must also provide a statement that the current hospital approved equipment cleaner/disinfectant may be used to decontaminate both lifts and the slings.

· Operation of the system must be smooth with no fast or jerky starts and stops.

· There must be a minimum warranty period of 3 years for lifts and 25 years for ceiling lift rails.

2.

Hand Control Strap Rests must have:

· The ability to be conveniently secured on the lifting strap of the ceiling hoist for ease of storing/securing the handset when not in use.

· Be compatible with both new and previous versions of hand controls on all Guldmann ceiling hoists.

· Prevent the spiral cable from coiling around the strap if the lifting hanger twists and turns during use.

3. Basic High Back Transfer Slings

· The contractor must provide a letter of sling compatibility based on lifts in house but approved to use as long as same type of characteristics of Guldmann’ s hangar bar statement that their slings, of the same design, are compatible with other manufacturer’s ceiling lift systems.

· The contractor must also provide a statement that the current hospital approved equipment cleaner/disinfectant may be used to decontaminate both lifts and the slings.

· Operation of the system must be smooth with no fast or jerky starts and stops.

· There must be a minimum warranty period of 3 years for lifts and slings and 25 years for ceiling lift rails.

· Handsets must have an attachment to safely secured to the hangar bar when not in use.

· Slings must be made of a polyester net or polyester solid material, provide breathability, limit skin moisture buildup, have a weight capacity up to 560 Lb. (non-bariatric) and 1000Lb. (bariatric) and be compatible with the current ceiling lifts within the Medical Center, along with 2- and 4-point hangar bars

· Labeling of sling size is accomplished via lettered labels sewn onto sling and not color coded

· Slings must have a variety of different loop length options and be compatible with 2- and 4-point hangar bars

· Amputee slings must accommodate both unilateral and bilateral amputee patients

· Slings must be launderable according to Medical Center infection control policies

· Sizing and weight capacities of the sling must be easily visible in lettering of ¾” minimum height

· Minimum sling warranty is three years.

6. Performance Monitoring The COR for this project will be a member of Engineering staff familiar with the Medical Center and the patient lift systems. They will be monitoring all phases of the installation of the patient lifts.

7. Security Requirements This is not expected to be a security sensitive task. The contractor shall not have nor need access to sensitive/personal information, patient records, data, or VA computer systems

8. Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).

a. Submit in accordance with specification Section 01 33 23, SHOP DRAWINGS, PRODUCT DATA AND SAMPLES.

b. Critical Path schedule

c. Certificates of Compliance

d. Manufacturer's Literature and Data:

i. Lifting Capacity

ii. Lifting Speed

iii. Horizontal Displacement Speeds

iv. Horizontal Axis Motor

v. Vertical Axis Motor

vi. Emergency Brake

vii. Emergency Lowering Device

viii. Emergency Stopping Device

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

x. Current Limiter for Circuit Protection

xi. Low Battery Disconnect System

xii. Strap Length

xiii. 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.

e. Individual Room layouts showing location of lift system installation shall be approved before proceeding with installation of lifts. Designs should avoid requiring the Medical Center from moving preexisting fixtures or equipment.

f. Equipment Certification after install. Certification must be in writing and should include weight test of maximum lift capacity plus 30 %. This shall be done with actual weights and shall be observed by the assigned COR

g. Manufacturers and National Patient Safety Alert Checklist for after installation inspection to be fully completed and submitted to the COR electronically in pdf format.

h. Warranty Plan: With adherence to National Patient Safety Alert regarding ceiling lift preventative maintenance, including where it will be done by the manufacturer or a certified contract vendor.

i. Dumpster location request (locations and duration of use shall be approved by VAMC Cleveland.)

9. Other Pertinent Information or Special Considerations.

The contractor and installation team must have specialized training and experience with the proposed lifts. Education/Training Plan will be provided by vendor on use of all equipment with at least 80% of the direct care staff who will be using the lifts, after installation completion, with specific timelines -- all shifts in all areas covered need to be trained on the use of the lifts and slings, with refresher courses if needed. Include training plan for Bio-Medical and/or Engineering staff.

a. Identification of Possible Follow-on Work.

Not applicable

b. Identification of Potential Conflicts of Interest (COI).

No COIs are known

c. Identification of Non-Disclosure Requirements.

The contractor will not have access to any sensitive or proprietary information

d. Packaging, Packing and Shipping Instructions.

Not applicable

e. Inspection and Acceptance Criteria.

The COR will coordinate Inspection and Acceptance with our Engineering Service staff.

10. Risk Control Contractor will be installing units in an active healthcare environment and will be required to comply with VAMC required above ceiling work permits, infection control procedures, and all OSHA requirements.

11. Place of Performance.

VA Northeast Ohio Healthcare System 10701 East Blvd.

Cleveland, Ohio 44106

12. Period of Performance.

All work shall be in compliance with-in 180 calendar days from the contractor’s receipt of the Notice to Proceed (NTP).

13. Delivery Schedule.

Vendor shall provide delivery schedule as part of its critical path submittal. Delivery shall be done in stages to prevent excessive on-site storage in VAMC Cleveland warehouse. Alternately, may be authorized a vendor-provided storage container location on-site.