SOW Nurse Call Patient Station Replacement.docx

STATEMENT OF WORK

Nurse Call Patient Station Installation

1.0 SCOPE AND BACKGROUND

The contractor shall furnish all labor, parts, supplies, materials, programming, tools, test equipment, transportation, supervision, and other items necessary to install Rauland-Borg Responder 5 nurse call patient stations and remove obsolete nurse call devices at the locations identified in this Statement of Work. This is a one-time, non-recurring installation requirement.

Work shall be performed at the Rocky Mountain Regional VA Medical Center, 1700 N. Wheeling Street, Aurora, CO 80045, Building K. The existing installed system is the Rauland-Borg Responder 5 Nurse Call System.

Location 1: Fast Track, Emergency Department, Building K.

Location 2: Physical Medicine and Rehabilitation Service / Spinal Cord Injury and Disorders multipurpose room, K3-327, Building K.

This Statement of Work defines performance requirements only. Pricing, funding, Fund Control Point information, Equipment Review Committee documentation, Buy American determinations, clause selection, and other internal Government processing documents are maintained separately in the acquisition package or solicitation as applicable.

2.0 PERIOD OF PERFORMANCE AND HOURS OF COVERAGE

Period of performance: September 30, 2026 through September 29, 2027. The contractor shall complete the one-time installation, programming, testing, and documentation within the period of performance and in accordance with the schedule approved by the COR. The contractor shall coordinate the schedule with the COR, Biomedical Engineering, Facilities Management Service as applicable, and affected clinical areas before beginning on-site work.

Normal hours of coverage are Monday through Friday from 8:00 a.m. to 5:00 p.m. Mountain Time, excluding federal holidays. Work outside normal hours must be coordinated in advance with the COR and Biomedical Engineering. Any change that affects contract price, scope, schedule, period of performance, or other contract terms must be authorized in writing by the Contracting Officer before performance.

3.0 DESCRIPTION OF WORK

3.1 Fast Track, Emergency Department, Building K

The contractor shall furnish and install seven (7) Rauland-Borg Responder 5 Enhanced Single Patient Stations (P/N 353001) and seven (7) Call Cords (P/N CC200, 1/4-inch jack). The contractor shall:

Reuse existing station cabling for the five (5) exam rooms where cabling is present and verified by the contractor to be in good working condition, supporting five (5) Enhanced Single Patient Stations.

Furnish and install new Category 5e plenum cabling for rooms F1-118 and F1-120 to support two (2) additional Enhanced Single Patient Stations, routed to the nearest Intermediate Distribution Frame (IDF).

Demolish and remove four (4) pull cords and one (1) duty station located in rooms F1-117, F1-123, F1-125, F1-127, and F1-129.

Program all installed stations and verify integration with the existing Responder 5 console, PC, corridor lights, duty stations, and assigned wireless devices.

3.2 PMRS / SCI-D Multipurpose Room K3-327, Building K

The contractor shall furnish and install two (2) Rauland-Borg Responder 5 Enhanced Single Patient Stations (P/N 353001) and two (2) Call Cords (P/N CC200, 1/4-inch jack). The contractor shall:

Reuse existing station cabling where present and verified by the contractor to be in good working condition, supporting two (2) Enhanced Single Patient Stations.

Demolish and remove two (2) Code Blue and Staff Assist stations.

Program both installed stations and verify integration with the existing Responder 5 console, PC, corridor lights, duty stations, and assigned wireless devices.

3.3 Cabling Contingency and Out-of-Scope Conditions

Performance for reused-cabling rooms assumes the existing cabling is present and in good working condition. If the contractor discovers that additional or replacement cabling, repair work, pre-existing system deficiencies, building deficiencies, or other conditions outside the awarded scope are required, the contractor shall stop the affected work and notify the COR in writing within 24 consecutive hours of discovery. The contractor shall provide enough technical detail for the Government to evaluate the condition.

The COR may validate the technical condition and coordinate with Biomedical Engineering, Facilities Management Service, OIT, and the clinical area. The contractor shall not perform work that changes scope, price, schedule, period of performance, or other contract terms unless the Contracting Officer authorizes the change in writing.

3.4 Exclusions and Facilities Coordination

Wall patching, painting, and finish restoration are excluded unless specifically included in the awarded scope. Any ceiling access, wall or ceiling penetration, cable pathway work, firestopping, IDF access, restoration, or work that may affect building finishes, life safety systems, fire/smoke barriers, or clinical operations shall be coordinated with Facilities Management Service before performance. If Facilities Management Service determines the work must be performed by FMS or under a separate action, the contractor shall not perform that work unless authorized by the Contracting Officer.

3.5 System Compatibility

All furnished components shall be new Rauland-Borg Responder 5 compatible OEM or manufacturer-approved components that integrate without degradation into the existing installed Responder 5 system. Installation and programming shall be performed by personnel trained and authorized to work on the Responder 5 system to maintain system supervision, interoperability, and the existing installed base.

Each installed Enhanced Single Patient Station shall place a patient call that annunciates at the nurse call console and PC, illuminates the corridor light over the room, routes to assigned staff, wireless devices, and duty stations as configured by the Government, and allows call cancellation at the originating station. Removed devices shall be fully disconnected so they do not generate trouble or supervision faults at the console, removed from the space, and disposed of by the contractor unless the Government directs otherwise.

4.0 PARTS AND MATERIALS

The contractor shall furnish all parts and materials needed to complete the installation. All furnished parts shall be new and suitable for use with the installed Responder 5 system. The cost of parts, materials, labor, programming, transportation, and disposal shall be included in the firm-fixed price submitted separately in the contractor quote or pricing schedule. Pricing shall not be included in this Statement of Work.

The anticipated non-priced bill of materials is as follows. Quantities shall be verified by the contractor before performance, and any discrepancy shall be reported to the COR before installation.

4.1 Fast Track ED (Building K)

4.2 PMRS / SCI-D Room K3-327 (Building K)

5.0 SERVICE MANUALS, TOOLS, AND EQUIPMENT

The contractor shall provide all tools, test equipment, service manuals, diagnostic software, lifts, ladders, safety equipment, and other resources necessary to perform the installation, programming, and verification. The contractor shall have available all operational and technical documentation, including operational and service manuals, schematics, and parts lists necessary to meet the performance requirements of this Statement of Work. A reference list of applicable service manuals shall be provided to the Biomedical Engineer upon request.

6.0 DOCUMENTATION AND REPORTS

The contractor shall furnish a written field service report, Engineer Service Report, or equivalent completion report upon completion of work. Payment shall not be processed until a properly completed report is received and accepted. The report shall, at a minimum, document the following data legibly and in complete detail:

Name of contractor and contract or purchase order number.

Name of the field service engineer or technician who performed the work.

Date, start time, end time, and total hours on site.

Identification of each installed and removed device by location and station type, including manufacturer name, device name, model number, and part number.

Itemized description of work performed, including labor, parts, materials, cabling, and programming.

Results of functional testing for each installed station, including call placement, call cancellation, corridor light annunciation, console and PC annunciation, assigned routing, and confirmation that removed devices do not create trouble or supervision faults.

List of devices removed and disposed of, unless otherwise directed by the Government.

Signatures of the contractor representative and the authorized VA employee who witnessed and accepted the work.

The contractor shall log in with Biomedical Engineering before performing work and log out with Biomedical Engineering when work is complete. The contractor shall submit any removable media for virus scanning before use on VA equipment. Reports shall be submitted to the COR or designated Biomedical Engineering point of contact for review and acceptance.

7.0 ACCEPTANCE CRITERIA

The work shall be considered complete and acceptable only when all of the following have occurred:

All specified Responder 5 Enhanced Single Patient Stations and call cords are installed, programmed, and verified to place calls that correctly annunciate at the console and PC, corridor lights, duty stations, and assigned wireless devices, with functional call cancellation.

All specified obsolete devices, including Code Blue and Staff Assist stations, pull cords, and duty station, are removed and disconnected without inducing system faults.

The field service report and functional test documentation have been provided to and accepted by the COR or designated representative.

The COR or designated representative has inspected the installation and removals and provided written acceptance.

Deficiencies identified during installation, testing, or acceptance that result from contractor work shall be corrected by the contractor at no additional cost before final acceptance and payment.

8.0 COMPETENCY AND CERTIFICATION OF PERSONNEL

The contractor shall have an established business with qualified personnel capable of performing the installation and programming requirements of this Statement of Work. Contractor personnel performing Responder 5 installation or programming shall be fully qualified based on successful completion of appropriate OEM or manufacturer-authorized training and field experience with the Rauland-Borg Responder 5 system.

The contractor shall provide copies of factory training certificates or other evidence of qualification upon request. When deemed appropriate by the COR or designated representative, contractor personnel may be prohibited from working on VAMC equipment if they are not qualified, do not comply with facility requirements, or create a risk to patient care, safety, security, or Government property.

9.0 CONTRACTOR TEST EQUIPMENT

The contractor shall ensure all contractor-supplied test equipment is properly calibrated and certified when calibration is required for the testing performed. If requested by the COR or designated point of contact, the contractor shall provide certificates tied to the quality of the test equipment. Test equipment calibration shall be traceable to a national standard when applicable.

10.0 CONTRACTING OFFICER'S REPRESENTATIVE AND AUTHORITY

Prior to contract award, the Contracting Officer shall designate a VA employee as the Contracting Officer's Representative (COR). Work coordination shall be made through the COR or designated Government point of contact. The contractor shall be provided a copy of the COR delegation letter at the commencement of performance.

The COR may inspect and accept work, coordinate technical matters, validate field conditions, and provide technical direction that does not change contract scope, price, period of performance, schedule, or other contract terms. Only the Contracting Officer is authorized to make or approve changes to contract scope, price, schedule, period of performance, or terms and conditions.

11.0 SITE ACCESS, SAFETY, INFECTION CONTROL, AND FACILITIES COORDINATION

The contractor shall comply with all applicable VA facility access, badging, escort, safety, infection control, interim life safety, and workplace requirements while on VA property. Contractor personnel shall coordinate arrival, work locations, and daily work status with the COR, Biomedical Engineering, and affected clinical areas.

The contractor shall maintain a clean and safe work area, minimize disruption to patient care, protect equipment and building finishes from damage, and remove debris created by contractor work. Work in patient care spaces shall be coordinated to minimize impact to clinical operations and shall follow infection control precautions required by the facility.

The contractor shall not access IDFs, communication rooms, controlled spaces, ceiling spaces, or building systems without Government coordination and authorization. Any cable routing, wall or ceiling penetration, firestopping, above-ceiling work, ceiling tile removal or replacement, or finish restoration shall be coordinated with Facilities Management Service and performed only as authorized under the contract.

12.0 INFORMATION TECHNOLOGY SECURITY

The work is anticipated to require local installation, programming, and verification of the existing nurse call system. Contractor personnel shall not connect contractor-owned information technology devices to a VA internal trusted network, access VA sensitive information, use remote access, or use removable media on VA equipment unless specifically authorized by the Government and consistent with applicable VA security requirements.

Any removable media required for performance shall be submitted to Biomedical Engineering or OIT for virus scanning before use on VA equipment. If performance requires access to VA network resources, VA sensitive information, remote connectivity, contractor-owned IT connection, or any other IT security condition not already addressed in the acquisition package, the contractor shall stop the affected work and notify the COR. The Government will coordinate the required review before work proceeds.

13.0 WARRANTY AND WORKMANSHIP

Furnished parts, installed components, and workmanship shall be covered by the applicable manufacturer and contractor standard warranties. The contractor shall provide warranty information for furnished parts and installed work upon completion. Defective parts, installation defects, programming errors, or workmanship deficiencies attributable to the contractor shall be corrected by the contractor at no additional cost during the applicable warranty period.