STATEMENT OF WORK SOW Vidir Bed Lift.docx

STATEMENT OF WORK (SOW)

Preventative Maintenance Services for Vidir Motorized Storage Bed Lifts VA Loma Linda Healthcare System (VALLHCS)

1. Contract Title Preventative Maintenance, Repair, and Emergency Support Services for Vidir Motorized Storage Bed Lifts.

2. Background The VA Loma Linda Healthcare System utilizes Vidir Motorized Storage Bed Lifts to store hospital beds vertically and safely, reduce hallway clutter, improve staff efficiency, and support compliance with Joint Commission and NFPA Life Safety Code requirements. These systems require recurring Preventative Maintenance and timely emergency repair conducted in accordance with OEM specifications and applicable VA regulations.

This SOW is incorporated by reference into Solicitation 36C26226Q1170 and any resulting contract.

3. Scope of Work The Contractor shall provide all labor, OEM‑approved parts, tools, materials, transportation, and support required to perform Preventative Maintenance, inspections, adjustments, documentation, and emergency repairs on eight (8) Vidir Motorized Storage Bed Lifts.

All work shall comply with OEM specifications, VA and VHA policies, Joint Commission standards (as applicable), CMS requirements, OSHA regulations, and NFPA 101 Life Safety Code.

Place of Performance:

VA Loma Linda Healthcare System – Off‑Site Warehouse 10418 Enterprise Dr., Suite B Redlands, CA 92374

4. Specific Tasks

4.1 Preventative Maintenance (PM)

The Contractor shall perform two (2) PM visits per year on each unit. PM shall include:

• Mechanical and electrical inspections

• Cleaning, lubrication, and adjustments

• Calibration and operational testing

• Verification of sensors, interlocks, locks, and limit switches

• Replacement of worn or defective OEM parts

• Documentation and certification of functionality

4.2 Emergency Repair Services

Emergency services shall include:

• Same‑day or next‑business‑day response coordination

• Troubleshooting and fault isolation

• Restoration using OEM‑approved methods

• OEM‑approved component replacement

• Emergency service reports within two (2) business days

• Billing in accordance with contract rates (four‑hour minimum)

4.3 Documentation Requirements

Maintenance logs shall include:

• Equipment identification

• Service date and times

• Service type

• Detailed maintenance actions

• Deficiency/problem description

• OEM parts used

• Test results and verification

• Final operational status

• Technician name and qualification

• Labor hours

• Safety concerns or follow‑up recommendations

PM reports are due within three (3) business days.

Emergency reports are due within two (2) business days.

4.4 OEM Parts Requirement

Only new OEM‑approved Vidir parts shall be used.

4.5 Coordination Requirements

Contractor personnel shall:

• Coordinate all work with COR/POC

• Check in/out at warehouse

• Wear visible VA identification badges

• Notify COR/POC regarding safety concerns or outages

5. Equipment Covered Eight (8) Vidir Motorized Storage Bed Lifts: BLO2‑14‑1; BLO2‑14‑2; BLO2‑14‑3; BLO2‑14‑4; BLO2‑14‑5; BLO2‑14‑6; BLO2‑14‑66; BLO2‑14‑67.

6. Hours of Service Normal service hours are Monday–Friday, 8:00 a.m.–4:00 p.m. PT. Work is not performed on Federal holidays unless authorized. After‑hours service requires COR approval at least five (5) days in advance.

7. Contractor Personnel Requirements Contractor personnel shall be trained, qualified, wear visible VA badges, and comply with all VA safety, conduct, access, and security requirements. VA may request removal of Contractor personnel for performance or safety issues.

8. Safety and Security Requirements Contractor shall comply with VA safety policies, OSHA regulations, NFPA standards, VHA security rules, and prohibitions on weapons, contraband, drugs, and alcohol. Tools/equipment may be subject to search. No VA IT system access is permitted.

9. Performance Standards

• PM Completion: Two PMs per unit per year – 100%

• Equipment Uptime: Maintain safe operation – ≥ 98%

• Emergency Response: Same‑day or next‑business‑day – 95%

• Documentation Timeliness: PM – 3 days; Emergency – 2 days – 100%

• Repeat Failures: ≤ 1 per quarter per unit

10. Invoicing and Payment Invoices shall be submitted in arrears through Tungsten Network, reference the contract and obligation numbers, include all required service details, and comply with FAR 52.212‑4(i). No advance payments or overtime reimbursement are authorized.

11. Government Points of Contact Contract Specialist:

Maria C. Asher maria.asher@va.gov

12. Authorized Services

• Only services listed in this SOW are authorized.

• Contractor must notify CO prior to performing any non‑contract work.

• Only the CO/designee may authorize additional services.

• All changes require written contract modification issued by the CO.

13. Delegation of Authority

• No additional services may be provided without CO approval.

• Contractor shall only accept instructions from the CO or designated representative.

14. Government‑Furnished Equipment (GFE) / Information (GFI)

• No Government equipment will be used by the Contractor.

15. Recognized Federal Holidays The Contractor shall observe Federal holidays: New Year’s Day; Martin Luther King Jr. Day; President’s Day; Memorial Day; Juneteenth; Independence Day; Labor Day; Columbus Day; Veterans Day; Thanksgiving Day; Christmas Day; and any day declared a National Holiday by the President.

16. Contractor Employees and Badges

• Contractor personnel shall present a neat appearance and be easily identifiable.

• VA‑issued I.D. badges must be worn at all times and returned at contract completion.

17. Safety and PPE Equipment

• Contractor shall provide PPE for all employees.

• Possession of weapons is prohibited.

18. Smoking and Vaping Policies

• Smoking and vaping are prohibited on Government property.

19. Parking

• Contractor personnel shall park only in designated areas.

• VA will not reimburse parking violations.

20. Complaints

• Contractor shall respond to complaints within three (3) working days.

• Contractor shall maintain written complaint records.

• Records shall be available to the Government upon request.

21. VA Point of Contact (Scheduling)

• Contractor shall initiate work within two (2) weeks of CO POC notification.

• Work is scheduled through the POC.

• COR approval required for all work; allow five (5) days for alternate hours.

22. Contractor Point of Contact Contractor shall designate one (1) primary POC and an alternate, each with authority to act on all administrative matters.

Required Information:

• Point of Contact: Name, Title, Email, Telephone

• Alternate POC: Name, Title, Email, Telephone