5340--Pneumatic Tube Upgrade

556-24-109 Pneumatic Tube System Upgrade 4DEC24

SCOPE OF SERVICES SOUGHT

Date: June 18, 2025

Project Name: Pneumatic Tube System Upgrade

Location: Captain James A. Lovell FHCC

3001 Green Bay Road

North Chicago IL 60064

Summary:

Captain James A. Lovell Federal Healthcare Center (FHCC) is seeking a vendor to provide factory-authorized turn-key service including all materials, software, tools, labor, quality assurance, and supervision necessary to achieve a total solution for upgrading the existing Pneumatic Tube System (PTS) to current technology with readily-available replacement parts, resulting in a complete, compliant, fully functional, and operationally reliable PTS.

This scope is intentionally brief as it is intended for use only by prospective materials transport contractors with a specialty and significant experience in Pneumatic Tube System PTS turn-key installation.

Period of Performance:

All work shall be completed within 30 calendar days of Notice to Proceed, or to be determined by manufacturers lead times plus time necessary to replace obsolete components, test the system, train users and maintenance staff, and certify system functionality and compliance all while minimizing operational impacts through diligent planning, and work on one zone at a time wherever possible. We are informed that a nearby VAMC who recently completed a PTS project found that zones were not required to be down for more than four hours.

Current State:

The PTS is Swisslog Healthcare Model CTS-630 serving Buildings 133, 133EF, and 133CA is circa 2009 and in failing condition. Compatible controls and components are no longer supported or obtainable.

The current PTS system has 2 zones, 2 blowers, 9 transfer units, and 17 stations. The control center for the tube system is in Building 133, BB-101 Mechanical Room.

Project Requirements:

Replace/upgrade obsolete Swisslog Healthcare Model CTS-630 controls and components with current compatible controls and components.

The contractor is not required to use Swisslog manufactured components, however, selection of incompatible components, software, or other inclusions will require the provision of whatever materials and labor are necessary to result in a complete, compliant, and fully functional system fit for purpose without additional cost to the Government.

Information Security and Network Interoperability

The current PTS system is not connected to the VA network. We do not expect that to change.

The awarded contractor is required to perform software updates and other system controls maintenance on site (no remote capability).

Manufacturer and Installer Qualifications

Installer/manufacturer shall be authorized by the manufacturer of the system they are providing. Installer/manufacturer shall also be a materials transport contractor with a specialty in Pneumatic Tube System (PTS) turnkey installation with no less than three projects of this size, scope, and complexity or greater within the last five years. Requirements include a qualified staff with experience in PTS engineering, system modeling, BIM modeling/design, and project management.

PTS Project Manager (PM) shall be a direct employee of the installing contractor assigned to the geographical area of the project, with a minimum of five years experience managing projects of this size. The PM shall be responsible for scheduling and attending coordination meetings as required for complete and compliant installation of the PTS. PTS PM must also be present when any of their subcontractors are working on this project. VA cannot manage subcontractors.

Training

Training shall be provided by installer/manufacturer and shall include a review of the system installation and a job walk and review of all components and operation. Training shall also include a software overview and analysis by VA clinical and maintenance personnel who will be utilizing system. A minimum of (4) hours hands-on and system training shall be provided in separate sessions for clinical users, and for maintenance staff. At completion, provide a written certification document to the VA Engineer/COR to be shared with participating staff and their supervisors for their records.

Material Requirements:

Below is a listing of components necessary to complete this upgrade project based on use of the Swisslog part numbers shown. Alternative products selected by the contractor must be equivalent in all measures. To substantiate equivalency, non-Swisslog components must have product data submitted for each component of the system within 14 days of NTP, and gain VA acceptance prior to ordering and installing subject materials.

Provide all material, labor, controls, software, programming, testing, certification, and warranty for the following.

Delivery, uncrating, inspection, and disposal of packaging of all products used in this project.

Eighteen (17 panels and 1 spare) standard recessed Nexus® panels on ethernet (Part-GPOTM070).

Labor for Nexus® panel installation.

Eighteen Cat 6a 3ft patch cables for Ethernet connections.

Twenty-nine mini-UPS kits for stations, transfer units (diverters), and blowers.

Motor plate rebuild kit part No. GPOTM172.

A carrier management system designed with RFID technology.

Eighteen (17+1 spare) extruded motor plate assembly.

Eighteen (17+1 spare) standard dispatcher assembly (RFID).

Eighteen (17+1 spare) RFID recessed assembly optimization kit.

Eighteen (17+1 spare) optical full bin sensor kits

Sixty-eight RFID enabled carriers with facility selected color coding.

Ten 6 1x4 transfer unit rebuild kits.

One 6 mini 1x4 transfer unit rebuild kit

Thirteen (12+1 spare) PCBs for TU/Blowers.

Thirteen Cat 6a 6ft ENET patch cables.

Blower assembly-6 Part-GPOTM000.

Provide on-site training for VA staff in the proper use of the completed system, including operator manuals and learning aids.

Provide on-site training for VA maintenance staff in the proper care of the completed system, including all manuals, both printed and electronic (pdf).

Provide a report documenting the completion of this work to the VA Engineer/COR.

Warranty:

The pneumatic tube system contractor will warrant in a written form, that during the 12-month period following acceptance of the system, any defect in workmanship or system components will be repaired or replaced free of charge.

Ordinary wear and tear on carriers, normal wear parts and any malfunction caused by improper maintenance or use of the system shall be excluded from this warranty.

The warranty period shall commence on the date following VA acceptance of the work.

Contractor is required to return and inspect and PM the PTS at six months and then at eleven months to ensure there are no latent performance issues.

Installation Performance Monitoring:

The Government will periodically evaluate the Contractor s performance by appointing a representative(s) to monitor such performance and ensure services are received. The Government representative will evaluate the Contractor s performance through intermittent on-site inspections of the Contractor s performance.