Statement of Work- Mattresses-Surfaces Revised.pdf

STATEMENT OF WORK

HOSPITAL MATTRESSES/PUMPS

SOUTHEAST LOUISIANA VETERANS’ HEALTHCARE SYSTEM

1. PURPOSE

The purpose of this Statement of Work (SOW) outlines the requirements, specifications, and deliverables for the procurement and installation of 116 hospital mattresses/surfaces, 116 pumps and 16 behavioral health mattresses for the Southeast Louisiana Veterans Health Care System (SLVHCS). The objective is to ensure that all mattresses/surfaces meet the highest standards of comfort, durability, hygiene, and safety for patients and healthcare providers.

2. SCOPE

The Contractor shall provide, transport, test and configure hospital mattresses/surfaces to the Southeast Louisiana Veterans Health Care System. All equipment and configurations must meet both VA and manufacturer specifications.

The Contractor shall furnish all supplies, equipment, facilities and services required for delivery and installation of the supplies and equipment. Contractor shall ensure that all equipment is new, state of the art, and not recertified or refurbished. The contractor is also responsible for any missing parts and components to carry out the installation and configuration.

3. LOCATION/FACILITY REQUIREMENTS

All medical equipment supplied under this Contract shall be delivered to the Southeast Louisiana Veterans Health Care System, New Orleans, Louisiana no later than (NLT) October 31, 2025 . The Contractor shall schedule delivery with the COR thirty (30) days before delivery. All deliveries shall be completed between 8:00 a.m. and 4:30 p.m.

Monday- Friday. All Federal Holidays are excluded. Federal holidays are available at the https://www.opm.gov/. Materials delivered to site must be packaged in manufacturer's original sealed containers with brand name marked thereon. Materials must be packaged to prevent damage or deterioration during shipment, handling, storage, and configuration.

Packages must maintain protective covering in place and good repair until removal is necessary. Packages must be stored in a dry condition inside enclosed facilities. Any government requested delayed delivery up to 90 days after initial negotiated delivery date, shall be at no additional cost to the Government. Delivery and configuration will be coordinated through the COR.

Definitions

(a) Hospital Mattress: A mattress specially designed for hospitalized patients or others for some form of health care. These mattresses have specific features for the comfort and well-being of the patient and the convenience of health care workers. Features include a therapeutic surface, pressure redistribution, shear management, moisture management, deep zipper flap, waterproof seams, delamination protection, has nonskid bottom, straps to secure to bed frame or stay put bed frame technology, ability to support maximum 1,000-pound weight, ability to use for High risk up to Stage IV pressure ulcers, 10-year warranty, and full or prorated replacement availability. These mattresses are appropriate for https://www.opm.gov/ the use in long term and acute care areas.

Minimum characteristics The Contractor is responsible for furnishing all equipment, materials, installation services, and training services specified in the scope portion of the SOW document.

In addition, the Contractor shall provide the mattress/surface for hospital mattresses/surfaces. At a minimum, the Contractor is expected to provide the following minimum characteristics:

Project

Management

• The Contractor shall provide implementation services as part of the mattress/surface purchase.

Delivery and Installation Services

• Materials provided shall be new equipment, parts, and accessories as specified in this SOW.

• The Contractor shall deliver materials to the job site in original equipment manufacturer (OEM's) original unopened containers, clearly labeled with the OEM's name, equipment model and serial identification numbers, and Purchase Order (PO) number.

• The Contractor is responsible for inventorying materials prior to delivery to VA facility to check for accuracy in quantity and part number.

• The VA medical facility shall identify and provide limited daily storage of Contractor parts/supplies at the time of delivery and reject items that do not conform to this requirement.

• All on-site installation services shall be vendor-provided by technical staff (not sales reps) fully trained to service and install bed products, parts, and accessories as specified in the SOW.

Trade- In/Disposal

The Contractor must dispose of mattresses or offer trade-in value or promotion discount options for, but not limited to the following hospital mattresses/surfaces:

Disposal of Waste

• The Contractor shall provide, maintain, and dispose of all material waste and packaging associated with the mattresses/surfaces/products and/or waste generated during the installation services.

• The Contractor will be responsible for moving waste materials from job site(s) to a contractor-provided waste container, and then off site.

Technical Support

• The Contractor will supply 24/7/365 phone technical support for the duration of ownership of the equipment.

• Response time for parts and labor shall be no more than 24 hours from delivery order confirmation and must be available 24/7.

Facility Engineering Technical Training

• The Contractor shall provide technical and overall maintenance training to staff including factory service training courses (if applicable).

Service and Operator Manuals

• The Contractor shall provide, at a minimum, the following documentation for the proposed bed system:

Two copies of the operator’s manual for every 25 mattresses/surfaces purchased.

Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists for every 25 mattresses/surfaces purchased.

Electronic versions of both operator’s manual and technical service manuals

Abbreviated operating instructions should be included on all mattresses/surfaces.

DVD or web-based training for both operator’s and technical service manuals if available.

Operator’s manuals must specify the mattress size to reduce risk of patient entrapment between bed and side rail.

• The Contractor shall provide the minimum following documentation:

One copy of the operator’s manual.

Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists.

Electronic versions of both operator’s manual and technical service manuals

If the operation of the motor is not self-explanatory, abbreviated operating instructions must be included and attached to each motor.

Warranty • The Contractor shall provide details of standard warranty:

Standard warranty 3-year parts and labor and software update for the lifetime of the surface. 5-year prorated manufacturer’s warranty on all foam/gel mattresses and internal components (baffles, hoses, valves, etc.). 1-year warranty on coverlet. 1-year warranty on pump. Structural Components: Part and Labor are Lifetime. All electrical and electronic components (including software update)- Parts and Labor are 3 years. All other Parts – Parts and Labor 3 years. Replacement parts are available for a minimum of 15 years after last manufacturing date.

Preventative Maintenance – Parts and Labor 3 years.

• The Contractor shall indicate availability and cost of extended parts warranty options.

• List of all maintenance criteria per surface, broken down monthly, example filter schedule and annually.

• During the warranty period, the Contractor shall provide all-inclusive services (parts, labor, preventive maintenance, travel, and unlimited repairs) at no additional cost Monday-Friday between the hours of 7:00 am – 4:30 pm (excluding holidays).

• Annual preventative maintenance includes one annual inspection and calibration of pumps.

• The warranty shall include all travel and shipping costs associated with any warranty repair.

• Software updates - included at no charge for the lifetime of the bed pumps.

4. PRODUCT REQUIREMENTS

The Contractor shall meet or exceed all technical specifications listed below for each proposed product:

Hospital Mattress – 116 Total

All mattress options for The Southeast Louisiana Veterans Health Care System require the replacement mattresses to be durable with the ability to remain waterproof and withstand harsh cleaning protocols, protecting against fluid ingress and reducing or eliminating cross-contamination risk and being able to fit with the existing bed frames Umano Medical Ooks Snow. The materials and construction of these mattresses shall meet or exceed the following salient characteristics:

• Mattresses can work with or without mattress pumps

• Weight capacity up to 600-700 lbs.

• Exact size fit: The Umano Medical Ooks Snow bed typically uses 35″ × 80″ or 35″ ×

84″ articulating mattress dimensions. Ensure the mattress matches both width and length so it fits securely and functions properly with the bed’s gatch adjustments.

• Articulation compliance: The mattress must bend cleanly with the bed’s backrest and knee sections without impeding movement or causing discomfort.

• Incorporates air cells that inflate and deflate cyclically to redistribute pressure, reducing stress on bony prominences like the heels, sacrum, and hips. This significantly lowers the risk of pressure ulcers.

• Modular air cells allow replacements if one fails, ensuring long-term functionality.

• Materials must withstand cleaning, frequent use, and weight distribution without degrading.

• Waterproof, antimicrobial covers help maintain cleanliness and durability.

• Must utilize fluorine free foam (F3) construction reducing harmful chemicals in the fabric, foam, and fire barrier.

Low-Air-Loss (Microclimate Control)- 76 surfaces

• Provides a continuous flow of air through the surface to manage skin microclimate— keeping skin cool and dry, essential for pressure-injury prevention.

• 4-way stretch, vapor-permeable covers to reduce shear and manage microclimate.

• Quiet or non-powered options for noise-sensitive environments.

• Must have ability to utilize an alternating pressure pump with multiple alternation cycle times to maintain low interface pressure.

Foam Surface Mattress- 40 surfaces

• Combines the comfort and immersion of foam with the dynamic pressure redistribution to prevent and treat all stages of pressure injuries.

• Must have the capability to utilize an alternating pressure pump with multiple alternation cycle times to maintain low interface pressure.

Behavioral Health Bed- 16 Surfaces

The Southeast Louisiana Veterans Health Care System requires these mattresses to be durable with the ability to withstand harsh cleaning protocols, protecting against fluid ingress and reducing or eliminating cross-contamination risk. The materials and construction of these mattresses shall have the following salient characteristics:

• Mattress must be designed with RF-welded seams, eliminating the zipper and needle holes, providing a superior fluid barrier for improved infection control and reduces the likelihood of a patient accessing the surface’s internal components.

• Mattress must have top cover fabric that is durable and highly chemically resistant.

• Mattress must have a defined perimeter design adding an extra sense of security for patients at risk of wandering.

• Mattress must have full-length bolsters including standard foam at the head and foot with a softer foam in the middle to help with patient ingress/egress.

• Mattress must have accommodated diverse patient body types and patient weights.

• Mattress must have multilayered construction utilizing a tri-laminate high density foam core with a multi-zoned pressure redistribution top layer to ensure proper weight dispersal and maximize pressure redistribution.

• Mattress must have foot-end vents allowing air in and out of the mattress.

• Mattresses must pass ligature assessment.

• Must have rounded corners to ensure safety and reduce the possibility of harming self

• There should be no space in the mattress/surface for possible concealment

• Mattresses must fit the current platform in the Inpatient Mental Health Unit:

• Weight capacity up to 600-700 lbs.

• Length- 84.5 inches

• Width- 40.5 inches

• Height- 6- 9 inches

• Patient Sleep Surface (width x length): 40.5 x 84.5 inches

Mattress Pumps – 116 Pumps

• Mattress pumps must provide 10, 15, 20, or 25- minute alternation cycle times to maintain low interface pressure.

• Ultra-quiet pump (< 40 dB) is essential to maintain a restful environment without disturbing the patient.

The Southeast Louisiana Veterans Health Care System is seeking information on commercially available mattresses, surfaces, and accessories that meet the stated salient characteristics and be delivered quickly from a contractor able to dispose of mattresses that failed inspection.

5. Training:

(a) Clinical users:

Upon delivery of the mattresses/surfaces, the Contractor must provide qualified instructors to train staff on how to use the mattress pumps during the day, evening, and night shifts determined by the facility. Validation of training shall be validated by return demonstration.

(b) Healthcare Technology Management Training:

The Contractor shall provide training for Healthcare Technology Management Specialists during initial setup and operations of the equipment.

6. HARDWARE UPGRADES:

(a) All equipment and related peripherals contracted for shall be state-of-the-art technology. "State-of-the-art" is defined as the most recently designed components that are announced for marketing purposes, available, maintained and supported in accordance with mandatory requirements specified in the solicitation. Components and products with a manufacturer's planned obsolescence within the first year of contract award are not acceptable.

(b) If hardware upgrades become available after award of this Contract but prior to installation of the equipment, the Contractor shall notify the Contracting Officer for consideration.

7. Delivery and Shipping Information

The Contractor shall meet the following expectations for shipment and delivery of equipment:

All items and services shall be shipped to VISN 16 Southeast Louisiana Veterans Health Care System.

Contractor shall also meet delivery expectations to any additional locations added to this Contract by modification.

8. Protection of Property

Contractor shall protect all items from damage. The Contractor shall take precaution against damage to the building(s), grounds and furnishings. The Contractor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Contractor.

The Contractor shall perform an inspection of the building(s) and grounds with the COR prior to commencing work. To ensure that the Contractor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Contractor. The source of all repairs beyond simple surface cleaning is the facility construction contractor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and COR is required before the Contractor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.

The Contractor shall be responsible for security of the areas in which the work is being performed prior to completion.