SOW - Facility Wide Patient Lift Replacement_V1.docx

STATEMENT OF WORK

Patient Lift Replacement

VA PUGET SOUND HEALTH CARE SYSTEM (VAPSHCS)

1. Background

1.1 The Seattle VA Medical Center has a requirement for the replacement of patient lifts in the wards shown in Attachment B.

1.2 The existing patient lifts are well past their replacement date, and the others are approaching “Beyond Economical Repair” due to frequent use in mobilizing and positioning Veterans.

1.3 In order to meet hospital codes and standards, overhead equipment that has reached “End of Life” must be replaced.

1.4 Mobility assistance is needed to help Veterans complete routine activities such as movement from beds, wheelchairs, and shower chairs.

1.5 Currently, there are stationary tracks and straight rail tracks in each room, which both limit the mobility of patients and create risk of staff injury.

1.6 A robust overhead lift system is needed to meet the daily needs of Veterans.

2. Tasks

2.1 Equipment requested for this project must meet specifications as identified in this statement of work and Attachment A.

2.2 The lift system is to provide coverage in all patient care rooms and maximum coverage in 2-West patient bathrooms.

2.3 The Contractor shall provide design, procurement, delivery, project management, and installation services

2.4 The Contractor will remove existing ceiling lift equipment from the areas shown in Attachment B.

2.5 The Contractor shall have the design verified by a third-party structural engineer.

2.6 The Contractor shall ensure that the equipment is manufacturer safety certified after installation for meeting capacities, intervals, safety functions, and speeds.

2.7 The contractor shall provide a basic troubleshooting training class for 2 Seattle Healthcare Technology Management staff to be scheduled upon award.

3. Work Requirement

3.1 Work will require a phased approach. Install 1-3 rooms at one time, never to exceed 4 rooms at one time. The units will remain active inpatient units during this project, thus, accommodating active and pending admissions will be essential. The phasing plan must be approved by the COR and service line prior to the start of construction.

3.2 Coordinate and provide project management of all products and services to manage, order, ship, receive, deliver and install equipment from the manufacturer until final acceptance by the VAPSHCS POC.

3.3 Only include products specified within the Statement of Work and that match exactly the salient characteristics of the equipment specified.

3.4 Provide maintenance manuals for all products specified.

4. Delivery

4.1 The Contractor will be responsible for coordinating the delivery of items between all involved parties, including the facility POC, the installers, and the manufacturer.

4.2 Shipping and delivery charges must be calculated based on the geographical location in which the product will be delivered and installed.

4.3 For the purposes of this scope, the Contractor shall plan that there is no available storage on site at Seattle campus.

4.4 All installations shall be pre-scheduled with the VA POC a minimum of 2 weeks before the arrival of the equipment. If there are delays with any of the equipment manufacturing or delivery, it must be communicated to the POC via e-mail.

4.5 New products must not be placed into production without clearance from the VA POC.

4.6 The warehouse is open 7am – 3pm, Mondays through Fridays, excluding government holidays.

4.7 Contractor’s installation team shall be present at time of each delivery to offload equipment in the VA designated location. The facility will not provide staff to assist with this task.

4.8 Contractor shall deliver & install at the Seattle Campus, address at:

VA Puget Sound Healthcare System 1660 S Columbian Way, Seattle, WA 98108 Bldg. 100 Warehouse

5. Installation Timeframe

5.1 Installation dates shall be pre-scheduled with the VA POC.

5.2 Duty hours will be within 8:00 am – 4:00 pm. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Memorial Day, June 19th, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day and Christmas Day. If the holiday falls on Sunday, it is observed on Monday. (adjusted/modified as needed, approved by the POC/COR/Appointee)

6. Warranty

6.1 Warranty information provided needs to indicate the duration of coverage, what is covered, and must meet or exceed the following criteria:

6.1.1 The warranty for an item is to start on the date of acceptance of the products/services by the VA.

6.1.2 The equipment shall be covered by a minimum warranty of at least three years.

6.1.3 The Contractor agrees to furnish, without cost to the Government, replacement of all parts and material which are found to be defective during the warranty period. The cost of installation and travel of replacement material and parts shall be borne by the Contractor.

7. General Product Requirements – see also Salient Characteristics (Attachment A)

7.1 All finished surfaces shall be free of scratches, marks, dents, or blemishes, and withstand staining, and exhibit no flaking, cracking, or loss or adhesion.

7.2 Equipment shall have smooth finishes with no hazardous projections, sharp corners, or detail, which can be hazardous and cause personal injury or damage to clothing.

7.3 Systems to be engineered with a weight rating of 825 lbs.

7.4 All products and components will be new; refurbished products will not be accepted.

7.5 Substitutions for the equipment in the General Requirements section shall not be accepted.

7.6 It is the responsibility of the Contractor to confirm correct quantities prior to order.

8. Installation Services

8.1 The Contractor will be required to remove existing patient lifts on the unit as well as install all products solicited under this contract.

8.2 The installation team will always have a professional appearance and demeanor.

8.2.1 Laborers will be uniformly dressed, displaying either a company logo or company name badge on his or her attire.

8.3 All labor is to be furnished by the Contractor and must be appropriately estimated.

8.4 Installers are to be certified, insured, and comply with facility requirements and regulations.

8.5 The installation Contractor is required to verify and ensure proper installation hardware and tools/machinery are provided for installation.

8.6 The Contractor will provide ICRA plan to be reviewed and approved by VA.

8.7 The Contractor must state what efforts will be made to minimize noise during installation of equipment.

8.8 The contractor should not require movement of any lights, sprinklers, televisions, or other fixtures in order to install ceiling lifts. If movement of preexisting fixtures is unavoidable, the contractor must include such notice when the bid is submitted.

8.9 The Vendor must provide the POC with a drawing indicating items in the ceiling that must be moved prior to installation of new lift and verify how their product will attach to the VA structural deck. These drawings must be approved by VA Facilities Maintenance Department prior to initiating the installation.

8.9.1 Contractor will coordinate with COR and M&O (Maintenance and Operations Staff) to verify access to electrical, mechanical, HVAC, and fire systems components within the mounting area of the lift units.

8.10 The Contractor is to maintain a clean job site during work hours and properly store materials and supplies at the end of each workday.

8.11 At a minimum, the following waste categories shall be diverted from landfills: clean dimensional wood, palette wood, cardboard, and paper packaging.

8.12 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.

8.12.1 Ceiling lift installations shall comply with NFPA 13 for fire sprinklers and with NFPA 99 and NFPA 70 for proper grounding and bonding and access to electrical and safety systems.

8.12.2 All Contractor personnel must have OSHA 10-hour construction safety training cards.

8.13 Any defects in material from installation shall be repaired and damaged products that cannot be satisfactorily repaired shall be replaced.

8.14 Contractor shall attend a post-installation meeting to assess, address, and document any punch-list items and shall submit to the VA POC a remediation plan within 5 business days from date the installation occurred.

8.15 Items on the punch list shall be noted and a response for completion time (expected date of completion) of each item shall be provided from the Contractor.

8.16 The installation shall occur between the hours of 8:00 AM – 4:00 PM, unless after hours work is approved by the VA POC.

9. Acceptance

9.1 Completed systems are to be load tested prior to acceptance by the facility (stamped drawings).

9.2 Contractor will correct deficiencies and punch list items within ten (10) business days after identification, unless deficiency requires fabrication of replacement parts/pieces in which the time allowance will be increased to thirty (30) calendar days for non-readily available or stock items.

See referenced documents:

Attachment A: “Salient Characteristics – Patient Lifts 04032026” Attachment B: “Seattle Patient Lift Replacement_Floor Plans”