VAPAHCS Mental Health Over Door Alarms PWS_Draft - Copy.docx

VA Palo Alto Health Care System (VAPAHCS) 3801 Mianda Ave, Palo Alto CA 94304

Transaction Number: 640-26-1-5046-0041

STATEMENT OF WORK

1.0 GENERAL SCOPE

a. The VAPAHCS requires a door detection and notification system which alerts caregivers of potential acts of self-harm when a door is sued as a ligature point.

This requirement includes product, delivery, installation, including field verifications, after-installation tests, and training services.

The contractor must provide all labor during regular business hours, materials, equipment, transportation, and supervision necessary to adequately execute all scopes described.

2.0 PERFORMANCE REQUIREMENTS

Associated delivery, project management, training, testing, and installation services must be provided by the awarded Contractor.

Project Job Site: VA Palo Alto Health Care System, Building 520, 3801 Miranda Ave, Palo Alto CA 94304 Duty hours will be 7:30am-4:30pm Monday through Friday. The Government recognized US holidays are: New Year’s Day, Martin Luther King, Jr. Day, Presidents Day, Juneteenth National Independence Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. If the holiday falls on Sunday, it is observed on Monday.

2.1 Door Detection and Notification System Door Controls USA Inc, Top Door Alarm TDA004 The contractor must deliver and install the following Top Door Alarm System to VAPAHCS Palo Alto Division (PAD), Building 520:

3.0 PRODUCT

General

All finished surfaces must be free of scratches, marks, dents, or blemishes, and withstand staining, and don’t exhibit flaking, cracking, or loss or adhesion. Equipment must be in factory quality conditions that are free of defect and deficiencies when VA receives them.

Equipment Installation/Services provided:

a. Refer to Terms and Conditions for additional information relating to Installation services.

b. Installation to follow manufacturers’ installation drawings and Attachment A identified locations for door alarms.

c. Contractor to replace and install all photoelectric top door detection and notification device, strobes, horns, control stations, monitoring stations, local keyed reset, over the door alarms, nurse station control stations, j-boxes, required conduit, and electrical connections. See Attachment B for current equipment locations.

d. Contractor to repair any wall finishes which may be a result of equipment upgrade, relocations, and/or replacements to VA requirements and standards.

e. Pre-install site walks and field verification to ensure all equipment, modifications, and material is identified prior to installation. Contractor is responsible for all materials, equipment, supplies, and modifications, so site walk is essential to verify and special conditions prior to installation.

f. Provide protections as necessary of floor, walls, elevators, etc., along all areas where equipment will travel from loading dock area to project sites where they will be located.

g. Site specific safety training/orientation per contract documents.

h. Contractor to comply with all site safety requirements to include infection control and utility shutdown procedure per VA SOP 138-24-14, and working in specific protocols required when working within an inpatient mental health environment.

4.0 SERVICES

a. Contractor that delivers, assembles, and installs the door detection and notification system must provide all labor, personnel, equipment, tools, materials, supervision, and transportation to install and modify and convert as required all listed equipment and their associated components for VA Palo Alto Health Care System in an occupied inpatient Mental Health Unit Building 520 located at 3801 Miranda Ave, Palo Alto CA 94304.

b. Contractor responsible for providing all components necessary to ensure installation and functionality to manufacturer specifications and VA requirements.

c. During and immediately following the installation, contractor/vendor/manufacturer’s representative must provide on-site training in operating, maintaining, and troubleshooting all listed equipment.

d. Contractor must provide manufacturer material warranty and one year post installation warranty.

e. Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site.

f. Installation services are according to contract, and to follow manufacturer’s installation manual.

g. Prior to installation, contractor must do site verification to verify the sites are ready to receive the equipment and the items required to ensure successful installation and operation, to include material and equipment selection.

h. Contractor to provide labor, project management in performing utility shutdown procedure per VA SOP 138-24-14, infection control, and safety requirements as required.

Installation Requirements

a. Contractors must be familiar with VAPAHCS Palo Alto campus regulations, lockout and tagout, security and safety requirements, and hours of operations.

b. Contractors are required to comply with VAPAHCS Infection Control, utility shutdown procedure per VA SOP 138-24-14, and Patient Safety and Security requirements while working in an occupied inpatient Mental Health facility.

c. Any contractor personnel, including permanent and temporary staff installers, must be cleared for access ahead of installation start date through VAPAHCS. Personnel must always wear contractor provided identification and VA visitor’s badge while on VA property. Daily access badges are issued at Police Dispatch located in Building 100 Room F1-155.

d. Contractor must provide Proof of Insurance upon request by the VA.

e. Contractor Storage Facility must meet all current building code requirement including but not limited to sprinkler, secure, safe, environmental controls – not to void equipment warranties, if contractor provided storage facilities doesn’t meet current building code.

f. Contractor to provide Project Manager/Lead Supervisor, Client Representative, Installers, and Service Technicians as needed when providing service to the VA.

g. Contractor must provide all necessary materials, equipment, labor, supervision, and Management to: (A) coordinate delivery: (B) load and unload; (C) place/install in designated rooms/locations; (D) assemble items as required; (E) secure all parts in a secured storage space designated by the VA; (F) facilitate utility shutdown per VA SOP 138-24-14, infection control, and safety requirements. Properly dispose of all associated packing/crating materials off-site of VA premises.

h. Contractor must track manufacturing schedule and notify VA Point of Contact (POC) with updates of estimated delivery date.

i. Contractor must coordinate installation date with VA POC at a reasonable time or no later than 30 days after notification of receipt of equipment.

j. Contractor must obtain VA Contracting Officer (CO), Contracting Officer Representative (COR) or POC approval for any changes or corrections to all original submitted contract documents.

k. Contractor must coordinate delivery, installation, and install completion date with VA POC to occur at a reasonable time.

l. Contractor must deliver excess supplies, parts, and pieces to VAPAHCS.

m. Prior to installation, installers must inspect parts to ensure they are complete and free of defects and all modifications required are identified and capable of being accomplished to facilitate complete.

n. All the pre and post installations/ staging must be compliance with VA standard systems.

o. Installation to follow manufacturers’ installation drawings and Attachment A identified locations for door alarms.

p. Contractor to replace and install all strobes, horns, control stations, local keyed reset, over the door alarms, nurse station control stations, j-boxes, required conduit, and electrical connections. See Attachment B for current equipment locations.

q. Contractor to repair any wall finishes which may be a result of equipment upgrade.

r. Contractor to work with VA POC and perform utility shutdown procedure per VA SOP 138-24-14, infection control, and safety requirements if required by providing required MOP (Method of Procedure), providing a detailed scope of work to VA POC in writing, and coordinating with VA POC shutdown schedule.

Project manager (PM)

a. Awarded contractor must appoint a Project Manager who becomes the main POC for the contractor.

b. Contractor must complete a pre-installation meeting with VA POC, at a minimum of (10) business days, prior to installation.

c. Contractor Project Manager must be available on site to coordinate and oversee the delivery of product to project site.

d. Contractor must complete a final walkthrough with VA POC/COR completion of all previously identified punch list items prior to final VA acceptance of project completion.

Protection of Property

a. Contractor must protect all items in the building from damage. Contractors must take precaution against damage to the building, grounds, finishes, and surrounding furnishings/furniture/fixture/equipment. Contractor must repair or replace any items in the buildings or grounds (that are not in scope) damaged accidentally, or on purpose due to actions by the Contractor, utilizing materials of the same quality, size, grade, and color, to match existing.

b. Contractor must perform a job walk in the area where the equipment is installed with the VA POC prior to commencing work to ensure that the premise is in good condition and free of defects or deficiencies. If during the walk, defects or deficiencies in installation area are found, VA POC must have them recorded in the report prior to proceeding with the work.

c. Contractor must be responsible for security of the areas in which the work is being performed prior to completion, to include VA requirements for working in a secured Mental Health Inpatient unit..

d. Contractor must provide means to protect all the building elements (floor, door, elevator, walls, etc.) as necessary in all traveled areas from being damaged by equipment transported from shipping dock to project sites where the equipment will be located.

Delivery

a. Contractor must contact the POC, when complete order has been received at project site, to schedule installation.

b. Contractor must confirm the scheduled installation date no less than 15 working days prior to start of installation to ensure that all parts are received and in good condition and free of defects and deficiencies and complete. VA POC will confirm that space will be made available on appointed installation start date. Installation must not be scheduled until Contractor has confirmed the receipt of full order and complete.

c. In the event there is a delay in delivery, Contractor must notify the VA POC immediately.

d. Contractor must notify the VA POC a minimum of 72 business hours advance notice of the scheduled date and time of delivery.

e. Contractor must ensure that the driver of the delivery vehicle has copies of the delivery order at time of delivery.

f. Contractor must not attempt to deliver any items before the scheduled delivery date.

Receive and Unload

a. The Contractor must verify and inspect all equipment parts both at time of receipt at off-site storage warehouse and upon arrival at the VA site. All deficiencies (damage/overage/shortage) must be brought to the attention of VA POC.

b. If the Contractor is unable to complete the assembly and placement of all unloaded items before the end of the workday, the Contractor must be responsible for moving and covering (from dusts) these items to a secure location in the premise, until the next scheduled workday.

c. Contractor must store damaged items in the location designated by VA POC. Contractor must maintain a complete file of all documents for each damaged item. Copies of the documents must be forwarded to the VA POC daily.

d. Contractor must repair or coordinate for replacement of damaged, defective, or missing items.

Assembly, Installation, and Removal

a. Installation will occur in occupied inpatient Mental Health Unit. Contractor must comply with VA requirements to ensure appropriate patient safety.

b. Contractor must uncrate all items received and perform all required assembly in accordance with the manufacturers’ instructions. Please refer to manufacture’s quick reference guide.

c. All the equipment must be installed per VA Standards guidelines.

d. Contractor to verify existing site conditions prior to installation for utilities connections to equipment, in case of any discrepancies found, they must be reported to the VA COR prior to installation.

e. Contractor must complete installation of equipment under this statement of work in the time-period specified (07:30 am - 4:30 pm.). If unforeseen scheduling issue occurred that is required by the VA, Contractor must coordinate revised schedule with the VA.

f. Contractors must inspect components to ensure that they are clean, dust free, free of defects and deficiencies when installation is complete, and all items are ready for use. Floors must be swept/vacuumed upon completion.

g. Contractors must adhere to manufacturers’ specifications and not use other manufacturer’s product to interlock with new or existing product potentially invalidating warranties.

h. Contractor must do a final walkthrough with VA POC and provide a punch list before releasing crew.

i. Contractor is responsible for removal of damaged or replaced products out of job site in accordance with Quality Control section listed below.

j. VA POC must make access to the work area available.

k. After installation is complete, conduct inspections and certifications. Ensure the equipment is properly licensed to operate after installation is complete.

l. Conduct on-site training in operating, maintaining, and troubleshooting the equipment to the users.

Quality Control

a. Contractor must be responsible for the removal and disposal of all trash / debris connected with uncrating and assembling equipment and installing other items under this contract. Final acceptance from the VA will not occur until all debris connected with the installation of equipment under this contract is removed from the VA site.

b. Recyclable products must be disposed of in accordance with applicable statutes, at respective off-site locations.

c. Packing materials will not be left out in the building for any period exceeding 24 hours.

d. Contractors must remove all personal trash (food wrappers, drink containers, etc.,) from the work site daily.

e. Conduct of Contractor installation crew must always be courteous and respectful. Be particularly mindful of our Veteran’s and their needs.

Contract Hours The normal work hours will be business hours (7:30am-4:30pm) Monday through Friday. The Government has the option to modify the normal work week, days, and hours, as necessary to meet the mission of VAPAHCS.

VA Security Information

Attachment

a. Drawing – Installation/Replacement locations of door detection and notification system.

b. Drawing – Current Conditions of installed door detection and notification system.

Based upon a review of the PWS/SOW as presented, the contractor will not have access to VA sensitive information or PII/PHI to fulfill the terms of the contract. A BAA will not be required. Please contact the V21PALPrivacyoffice@va.gov with any questions.