SOW MSU Training.doc

VA OED

Contract/Acquisition Strategy

Veteran Health Administration

Western Colorado Health Care System (WCHCS) Statement of Work

Temporary Medical Surgical Unit Operation and Maintenance Training

1. Purpose. The Western Colorado Health Care System (WCHCS) located at 2121 North Ave, Grand Junction CO, 81501 has a requirement for training facility personnel on the operations and maintenance of the VA’s Office of Emergency Management (OEM) FORTS Medical Surgical Unit (MSU) which has been deployed at WCHCS.

2. Background. In preparation of project 575-19-101 Renovate Urgent Care Project a MSU was deployed to the WCHCS main campus to house the Emergency Department during construction. The Facilities Management Services (FMS) and Biomed team will be completing required maintenance and repairs on the trailers ensuring they remain operational during the estimated 18-month project duration.

3. Objectives. The WCHCS FMS team requires the necessary technical information and knowledge to ensure proper operation of the MSU mechanical and electrical systems for the duration of the project. Systems and checks that the FMS and Biomed teams will need to maintain; include, but are not limited to:

3.3. Daily Maintenance and Inspection for:

3.3.1. Medical Gas Supply.

3.4. Daily, Weekly, and Monthly Maintenance and Inspection for:

3.4.1. Generators

3.4.2. Electrical

3.4.3. HVAC

3.4.4. Plumbing

3.5. Annual Maintenance and Inspection for:

3.5.1. Visual Inspections

3.5.2. HVAC

3.5.3. Alarm Systems/ Network

3.5.4. Medical Gas Panels

3.5.5. Electrical

3.5.6. Plumbing

3.5.7. ICU/ Transfer Beds

4. Scope. The awarded contractor shall provide on-site training and technical support to successfully complete preventative and corrective maintenance.

5. Mandatory Tasks and Deliverables.

CLIN 0001: On-Site Training - The Contractor shall provide detailed training including a list of actions and examples to complete the manufacturers required inspections and maintenance, a maintenance checklist which includes all inspection and maintenance requirement frequencies, and a schematic of the current building setup. The instructions shall include, but not limited to:

5.1 Task One – Training Instruction for Daily Maintenance Requirements of the medical gas system.

5.1.1 – Deliverables for Task One shall include, but not limited to:

a) Instruction on functions and operations of the Kaeser Air Compressor screens and maintenance procedure that is required if alarms are present.

b) Instruct procedure for observation of oxygen generators, ensure that the two units in operation are maintaining oxygen percentage above 90%. Instruct facilities personnel on procedure for correction if oxygen percentage drops below 90%.

c) Instruct on procedure for changing over the operating OG100 set to other set.

d) Instruct operation of ensuring newly operating set of OG100 reaches oxygen percentage above 90% with 7-10 minutes. Give procedure for correction if OG percentage does not reach operating parameters within timeframe.

e) Show where to read oxygen receiver tank pressures and procedure to correct if not within normal pressures between 45 and 55psi.

f) Show where to check that back up high pressure tanks are above 2000psi and proved procedure for correction is tanks are not withing correct psi.

g) Instruct inspection procedures the PowerEx Medical Air display functions, and meaning of alarms, and provide corrective procedure for alarms.

h) Instruct on procedure for inspection and replacement of the filter element for the OG100 oxygen generator.

5.2 Task Two – Training Instruction for Monthly Maintenance Requirements for the generator; electrical; heating, ventilation, and air conditioning (HVAC); and plumbing systems

5.2.1 – Deliverables for task two shall include, but not limited to:

5.2.1.1 Generator Systems

a) Provide procedures and instruction for starting of the primary generator.

b) Provide instructions and procedures for verification and documentation of the time delay, crank time, battery voltage drop, time to reach operating speed, output voltage, frequency, amperes, oil pressure and water temperature.

c) Instruct on shutdown procedures of primary generator after 30-minute run time and ATS transfer operation of the secondary generator.

d) Instruct on all documentation procedures for secondary generator.

5.2.1.2 Electrical Systems

a) Instruct on the location of battery-operated lights and procedure for 30 second operational test.

b) Instruct on testing procedure for GFCI outlets.

c) Instruct inspection for operation of all light and electrical equipment.

5.2.1.3 HVAC Systems

a) Instruct on procedure for inspection and replacement of filters for BARD HVAC units.

b) Instruct on the procedure for inspection and replacement of pre-filters for HEPA Scrubber units.

c) Instruct on the location of HEPA units pressure gauges and give instruction for proper water column readings.

5.2.1.4 Plumbing Systems

a) Contractor shall provide instructions for function testing all building toilets.

b) Contractor shall provide instructions for function testing all building faucets and drains.

c) Contractor shall provide instructions for cleaning and maintenance of all building strainers and aerators.

d) Contractor shall provide instructions for function testing and inspection of all building showers.

5.3 Task Three – Training instruction for annual inspection and maintenance requirements.

5.3.1 – Deliverables for task three shall include, but not limited to:

5.3.1.1 Visual Inspection – Buildings Exterior

a) Entry ramps & railings, doors, and door locks.

b) Exterior walls, wrapping and branding.

c) Roof, roof support poles & safety pins, and roof latches.

d) Floor, base stabilizers, casters, floor support beams/legs, and forklift channels.

e) Tiedown and anchor cables, barrel locks, leveling jacks, tiedown anchors, hand cranks, J-hooks, cam lock connections, turn cam locks

5.3.1.2 Visual Inspection – Buildings Interior

a) Interior doors and locks.

b) Interior walls, wrapping/branding, window blinds, and wall clocks.

c) Ceiling, ceiling lights, and switches.

d) Flooring, floor mounted water connections and drains.

e) Electrical, network, and cable outlets.

f) LED Lighting.

g) Storage cabinets, bedside tray tables, and nurse’s workstation.

h) Bathrooms including; mirrors, handrails, shower curtain, showerhead, trash can, touchless soap dispenser, and air vents of the touchless hand dryers.

i) Fire extinguishers for proper charge and inspection dates.

5.3.1.3 HVAC Systems

a) Contractor shall provide instruction to inspect Air conditioner condensation lines for leaks or blockage and provide procedure for blow out.

b) Contractor shall provide procedure and show locations for testing of air conditioner Solenoid, amperage, cleaning coils, inspection of refrigerant lines, measurement of temperature delta, and inspection of unit.

5.3.1.4 Alarms and Network Systems

a) Show location and provide procedures for testing water leak detectors.

b) Provide procedure for updating of TekTone server and switches and testing of each station for alarm conditions.

c) Provide procedure for testing network connections and cabling.

5.3.1.5 Medical Gas Panels

a) Provide procedures for testing each medical gas system for leaks.

b) Provide procedures for testing each suction system for operation under primary and battery power.

c) Provide procedure to test each outlet.

d) Provide a procedure for testing the network cabling.

5.3.1.6 Electrical

a) Provide instructions to inspect the power cables for exposed wires, cracks in sheath, damaged or loose connectors.

b) Provide procedure for inspection of power cables and checking ground conductor continuity.

c) Instruct on procedure for Hot Skin Test and documentation of location where test was performed.

d) Contractor shall provide Instruct on procedure for testing battery-operated light source.

5.3.1.7 Plumbing

a) Contractor shall provide a procedure for pressure testing potable water inlets.

b) Contractor shall provide a procedure for descaling and sanitation of the Saniflo Macerator.

5.3.1.8 ICU/Transfer Beds

a) Provide instruction for inspecting and maintaining the mattress cover and bed surfaces.

b) Provide instruction for inspecting actuator screws, clevis pins hooking actuator tubes, Hi-Lo connecting tubes, spring hooks, rail shafts, nylon washers, and Hi-Lo mechanisms, and apply grease

c) Provide instruction for inspecting for excessive wear of shoulder spacers and verifying all fasteners are properly tightened, if applicable.

d) Provide instruction to ensure siderails move and latch properly. Ensure that the foot support arm is undamaged and works properly.

e) Provide instruction to verify the head and foot boards are not damaged. Verify head end bumpers for security and damage.

f) Provide instruction for the proper operation and locking mechanisms for bed casters and tires.

g) Provide instructions on verifying the emergency hand crank works properly, if equipped.

For beds that are electric only:

h) Provide instructions to verify the following items or systems:

a. Hi-Lo and lockout control switch function.

b. Bed lowering mechanism using Hi-Lo switch.

c. Pendant control function

d. Damage of the power cord and cable runs.

e. Electrical connection security.

f. Electrical ground security.

5.4 Task Four - Documentation

5.4.1 Deliverable for Task Four shall include, but not limited to:

a) The Contractor shall provide the Contracting Officer Representative (COR) operating and maintenance documents and materials that define each required maintenance task by utility system, procedures for performing each task, frequency of each task, normal system operating parameters, and troubleshooting recommendations.

b) The contractor shall provide a schematic of the existing trailer configuration and each utilities supporting the operation.

5.5 Task Five - 24/7 Emergency Phone Support

5.5.1 Deliverables for CLIN 0002

a) The contractor shall provide phone response to emergency calls within 1 hour of receiving call 24 hours per day, 7 days per week.

6. Period of Performance. The period of performance shall be 7 calendar days from the date of award.

There are eleven (11) Federal holidays set by law (U.S.C. Title 5 Section 6103). Additional days which are deemed holidays by the government during this contract period shall be observed.

Under current definitions, four are set by date:

New Year’s Day

January 1

Juneteenth

June 19

Independence Day

July 4

Veteran’s Day

November 11

Christmas Day

December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King Day Third Monday in January

Washington’s Birthday Third Monday in February

Memorial Day

Last Monday in May

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Thanksgiving

Fourth Thursday in November

7. Place of Performance. The WCHCS medical center in Grand Junction, Colorado.

8. Type of Contract. Firm-Fixed Price.

9.

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