SOW -DRAFT-Video Integration Installation-Hybrid OR_.docx

Appendix C: Scope of Work

VHA Philadelphia (VHAPHI)

SCOPE OF WORK AND GENERAL SPECIFICATIONS FOR RE-INSTALLATION OF KARL STORZ VIDEO INTEGRATION SYSTEM FOR HYBRID OPERATING ROOM

1. Background VA Philadelphia requires a brand-specific service to aid in re-installation of the Karl Storz Video Integration System previously purchased and installed by the Philadelphia VA Medical Center. The video integration system will be used by surgeons and clinicians to share and view information in the operating rooms (ORs) to optimize workflows. Information is readily available and centrally displayed in the OR and will improve delivery of uncompromised patient care.

This install covers labor, functional testing, and hardware components necessary to return the previously installed Hybrid OR to full operating status. The Hybrid OR experienced a large utility water pipe break in December 2023. The facility has since ordered new Hybrid OR equipment that will work in conjunction with the Karl Storz Integration System. This requirement is brand specific due to the original equipment procurement contract (36C244-20-P-0916 - 642A01065) and services (36C24422P0916 - 642C20361). Karl Storz is the only vendor capable of fulfilling the current installation services needed at the Philadelphia VAMC. No other vendor can supply these services as this scope includes a modification to the existing integration system that is classified as a Medical Device.

2. Project Scope

Karl Storz shall re-install the video integration system and provide any missing infrastructure to return the Hybrid OR video system to full functionality. Karl Storz will be required to coordinate with Biomedical Engineering staff, and as needed, GE Healthcare, Stryker, and the General Construction Contractor, on installation and testing. The Contractor will include all labor, materials, and shipping to re-deploy the equipment specified herein. This work includes but is not limited to—running video cables, configuring touch monitors, mounting TV monitors, testing, troubleshooting, and verifying system functionality and connectivity. The Karl Storz video integration system should be ready for clinical use by January 2026.

3. Specifications Final construction is expected to be completed by December 2025 for delivery of the GE Hybrid OR equipment. Install will occur on-site and must be completed by January 31st, 2026, unless specified in writing by the Facility Point of Contact. Installation Services are outlined below:

Hybrid OR – Activation ETA January 2026

· New cable runs in existing conduit for boom mounted 32” Storz monitor. This includes Power, Fiberoptic and Audio (Microphone) cabling at a minimum.

· The previous cables were cut due to a Stryker boom configuration change.

· Install 4 additional decoders to support video integration signaling to new GE secondary display

· The Contractor is responsible for ensuring both large display monitors (one new and one existing – existing as part of original scope) provided by GE are integrated into the Karl Storz integration system.

· The currently installed large display monitor boom has existing decoders, but this scope covers the cabling or any failed hardware for this display setup as well to support full functionality of the integration system.

· Install fiberoptic cabling to GE equipment cabinet to support all video signals (total 12) from GE to Storz integration.

· Re-install touch panel and computer systems in room that were disconnected due to room renovations

· Test full room for functionality after all systems are fully installed and ready for startup. This is for the following equipment at a minimum:

4. Installation Cable runs, hardware modifications, testing and Go-Live will be completed by the Contractor. Upon contract award, the Contractor must provide a service manager point of contact for contract kick-off to the Facility Point of Contact (POC). The Contractor will work with Biomedical Engineering staff to provide any additional documentation required and coordinate the necessary tasks for re-deployment of the existing Karl Storz equipment. Engineers providing labor required for on-site installation shall be included under the terms and conditions of this contract and must be OEM trained.

5. Delivery Location Attn: Biomed – Nicole Salerno VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104

Email Biomedical Engineering: Nicole.Salerno@va.gov

Prior to any delivery, the Contractor shall provide the Facility POC the shipping information. The Contractor must comply and provide all necessary information to VAPHI. Otherwise, the delivery may be refused and require redelivery at no additional cost to the government.

6. Delivery Coordination

Normal business hours for acceptance of deliveries are 8:00 AM - 3:30 PM, Monday through Friday excluding Federal Holidays. Deliveries must be coordinated in advance with POC once a ship date is established. The POC, Biomedical Engineering and/or Logistics shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the POC. Failure to coordinate shipment with POC may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number

7. Scheule For Deliverables The Period of Performance (POP) will be as soon as possible upon award, with scheduling on-site work confirmed with Facility POC prior to January 2026. This contract’s POP is 6 months from award as the work is expected to be completed within two weeks of scheduled start date. If additional time is needed due to the nature of the re-installation work, both the Facility POC and the Contracting Officer must be notified.

Draft copies of service report deliverables shall be provided to the Biomedical Engineering staff at VA Philadelphia Medical Center before the contractor leaves the facility. If a final copy can be provided at that time, then a draft copy is not necessary. Final copies must be provided within 5 business days of service completion date to VHAPHIBIOMEDICALSERVICEREPORTS@va.gov.

8. Additional Charges

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional Field Service Engineer (FSE) and/or delivery of parts or installation.

9. Packaging Waste management

Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash.

9. Influenza Vaccination

VA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel are defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical and administrative, paid and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination. This requirement is extended to all Contractor personnel with potential to come into minimal contact (passing in the corridor) with any patients, visitors, or staff members at VHAPHI.

Those individuals unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

· Documentation of vaccination, e.g., signed record of immunization from a health care provider or pharmacy, or a copy of medical records documenting the vaccination.

· Completed Health Care Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

The contractor is required to submit annual certification in the form of a memorandum to the Facility Point of Contact (POC) that all contract staff performing services at VA facilities is in compliance with VHA Directive 1192.

10. HIPAA Training Certificates For on-site installation work and activation of equipment, the contractor must provide all HIPAA training completion documentation to the POC listed in the awarded contract.

11. Smoking All VA Philadelphia property is smoke-free. Contractor personnel will comply with VA Philadelphia smoking policies. Violations will result in a warning and possible citation.