SOW - Patient Transfer Lifts.docx

STATEMENT OF WORK (SOW)

Veterans Health Administration (VHA) Eastern Oklahoma VA Health Care System (EOVAHCS) Provision of Patient Mobile Lifts At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE:

Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply safety platform walkers and mobile patient lifts for the new Tulsa VA Medical Center, per the Delivery and Location instructions in this SOW, in a cost-effective, efficient, and safe manner, while contributing to the VA Mission.

BACKGROUND: The Eastern Oklahoma VA Health Care System (EOVAHCS) is renovating a non-medical existing facility to be the new Tulsa VA Medical Center (VAMC).

LOCATION:

Product Delivery: Jack C Montgomery VA Medical Center, 1011 Honor Heights Drive, Muskogee, OK 74401

Each delivery package must be MARKED, “FOR: PO#” (insert PO# from Award) and “PKG 035, EER 248673”.

DELIVERY TIMES (PERFORMANCE PERIOD): The VA requires the Contractor to deliver the products no earlier than July 1, 2025 and no later than August 1, 2025.

The Contractor shall furnish all contract oversight, management, OEM authorizations to support provision of OEM products, applicable licenses, shipping and delivery costs, and transportations necessary to provide the products, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of Contractor:

For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the local Point of Contact (POC) and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and assemble the products, as detailed in the Contractor’s quote and identified in this SOW.

Brand Name of Products, to include make and model numbers:

All mentions of Brand Name, Make/Model numbers, is provided only for purposes to convey Basis of Design as a means of providing the minimum requirements.

SCOPE: EOVAHCS requires a contractor to provide products that is brand name or equal to the design guide listed below i.e. provided products must meet or exceed the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the VA’s needs. The VA’s needs assessment identified the type of products and components listed below as a suitable solution to fill the gap. However, these are only used as a guide and the VA’s basic, salient characteristics and critical minimum requirements define the type of product that is needed to ensure the Purpose of this SOW is satisfied. OEM part numbers/references, in the salient characteristic’s sections are used as a basis of design and are provided to convey the minimum standard characteristics.

PHYSICAL CHARACTERISTICS: Contractor must provide the equipment that is Brand Name or Equal in the quantities listed below and associated components which meet or exceed the critical minimum requirements as well as the specifications in this SOW.

CRITICAL MINIMUM REQUIREMENTS

Contractor must provide Brand Name or Equal to the products listed below:

1) M8078A; Lift, Patient, Mobile, Sit to Stand; Whitney Safety Platform Walker model # 52500 – or equivalent -

a. Max load capacity 330 lbs.

b. Battery capacity 58 WH/ Charge time ~10hrs

c. Lifting speed unloaded Max thrust 6000N

d. Must include power assist function and easily operable with remote control system

e. Directional, lockable casters

2) M8085; Lift, Patient, Electric, 600 lbs. Cap, Bariatric; Denali Model # 52400-15 -or equivalent-

a. Max load capacity 600 lbs.

b. Battery Charge time: Quick 2hrs / Full 10hrs

c. Configuration: 4” casters with 15” sling bar (need qty of 1) for car extractions; 3” casters with 24” sling bar (need qty of 2) for inpatient use

d. Height adjustable boom and sling bar operating independently

e. Powered lowering option

f. Extra-wide adjustable base

g. Removable battery for wall charging station

h. Direction adjustable drive wheels for maneuverability in limited space.

i. Dynamic braking drive wheels to maintain position with the possibility of manual maneuvering in event of system malfunction

j. Removable hand controls for ease of operation and patient management

k. Capable of many ceiling lift type maneuvers

l. Easy floor recovery in tight spaces

OTHER REQUIREMENTS:

Contractor is required to provide the following requirements.

SPECIFICATIONS (including SALIENT CHARACTERISTICS) See below list and attached addendum – “CUTSHEETS” for basis of design Contractor must provide products that meet or exceed the specifications in this table.

Configurations required:

[Qty 1] 4” casters with 15” sling bar [Qty 2] 3” casters with 24” sling bar

QUALITY

Conformance Standards Refer to section on Safety and Compliance in this SOW.

Rework or Remedy Rework or Remedy is defined as replacing a product again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Products by the Contractor and as noted by the local POC. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all replacement products are received to the Satisfactory level in accordance with this SOW and as documented by the local POC.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified in this SOW. Confirmation of delivery location will be provided by the VA POC post-award. Delivery must be coordinated with VA POC before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company. Contractor is required to provide training to 10-15 clinical staff in December 2025 – January 2026. Training must be scheduled and coordinated with the local POC as these dates are subject to change due to onboarding of new staff. Training must be on-site at James Mountain Inhofe VA Medical Center, 440 S. Houston Ave, Tulsa, OK 74127.

Manuals: Contractor is required to provide electronic copies of the user manuals and repair manuals for each different model of product under this order or contract at no additional cost to the government.

INSPECTION

Inspection and Acceptance of Products: The Government reserves the right to inspect and test products in accordance with this SOW and the Contract. The only individual authorized to officially accept products is the local POC. While inspection of products may be delegated by the POC and a shared responsibility with departmental management staff, the local POC is ultimately the only authorized individual to approve and accept products on behalf of the VA.

WARRANTY OF EQUIPMENT: Contractor must provide a warranty per the Specifications in this SOW. The warranty must meet or exceed standard manufacturer industry warranty terms. The government does not accept an extended warranty, which requires advance payment. Manufacturer’s warranty must begin on day of first use of products i.e. once clinical training begins.

STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are between the hours of 0800 -1500 CST, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated local POC.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

In addition to the days designated as holidays, the Government observes the following days:

· Any other day designated by Federal Statute

· Any other day designated by Executive Order

· Any other day designated by the President of the United States to be a Federal holiday.

SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

1. local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines;

1. local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code);

REGULATORY REQUIRMENTS:

a. Environmental Protection Agency (EPA) 40 CFR.

b. Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820

c. Department of Transportation (DOT) 49 CFR.

d. Occupational Safety and Health Administration (OSHA)

e. VHA DIRECTIVE 7708 Pollution Prevention Program

f. VHA Directive 7707 Green Environmental Management Systems (GEMS)

Medical Center Policies Each VA Medical Center has policies that are updated from time to time. The local POC can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

CUTSHEET ADDENDUM:

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