Annual preventive maintenance inspections and deflection testing on Guldmann patient overhead lifting systems

3



STATEMENT OF WORK











1. DESCRIPTION OF SERVICES: The Contractor shall provide all labor, materials, weights, and equipment necessary to perform a complete and comprehensive annual preventive maintenance inspections and deflection testing on two-hundred ten (210) Guldmann patient overhead lifting systems located at the Captain James A. Lovell Federal Health Care Center (FHCC), 3001 Green Bay Road, North Chicago, IL 60064 as described in the Statement of Work.



2. SCOPE OF WORK: All testing and inspections shall meet and comply with Guldmann equipment manufacturer certification specifications and deflection testing as required in the Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07 (Attachment A) and the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts (Attachment B).



Requirements:



All work shall be performed in accordance with OSHA and FHCC Safety guidelines.

All work shall be performed as outlined in this Scope of Work and per the Department of Veterans Affairs specifications.

Disposal of all items associated with this contract shall comply with the Resource Conservation and Recovery Act (EPA).

All work performed shall be completed by personnel certified in services and repairs of Guldmann Ceiling Mounted Lifts. Prior to work taking place all certifications and credentials shall be submitted to the government for review and approval.

The inspections shall be completed in the month of September each year. The Contractor shall submit a schedule for approval by the COR which outlines the work execution and time frames.

All services shall be coordinated with the COR.



Preventive Maintenance - Ceiling Mounted



1. The contractor shall provide annual preventive maintenance to a maximum of 210 overhead lift systems. The lift system consists of the overhead lift with accompanied components or accessories, the overhead lift charger, and the rail system (either traverse or fixed rail). The rail system includes any rails that are intended for use by that overhead lift system. The rail system is not defined only by breaks or gaps in the rails.



2. The stationary lifts are all Guldmann manufactured overhead lift systems, models follow: (120) GH2HD, (36) GH2, (26) GH3, (2) GH3+, (1) GH3+3501200110, (1) DH400, (2) Twin Strap , (21) 552099, & (1) 552062.



3. The lifts are located sporadically throughout the campus. Exact locations given upon award.



4. The preventive maintenance check list shall include but not be limited to the following list of tasks:



Check for visible damage to the lift surfaces, finish, etc.

Check the batteries for proper voltage per battery cell.

Check that the rail system end stops are positioned properly and are tight.

Check that all of the bolts are tightened on the entire overhead lift system.

Check the movement of the lift carriage along the entire distance of the track.

Check the movement of the traversing rail along the entire distance of the fixed rails. (traversing lift systems only)

Check the emergency stop cord function.

Check the hand control functions.

Check the emergency lowering/raising (electrical) functions.

Check the function of the squeeze protection limit switch.

Check the entire lift strap for fraying, excessive wear or other visible damage.

Inspect the sling bar bearings and safety latches.

Check the charger functions to include: wall charging station, In-Rail Charging or Multi-Station Charging capacities.

Check the type/model identification decal.

Apply a Dated Inspection Sticker & a PM Sticker to each Operator upon completion of both



5. The contractor shall complete an annual Preventive Maintenance checklist provided by the COR for each lift based on the manufacturers' recommendations and the VA's requirements. A VA COR or designee must sign off as having witnessed the inspection.



6. A list of repairs required as a result of the inspection shall be provided with a cost proposal for the repair, after the annual service is complete. Costly parts needed that are not under this Scope of Work are items like internal Charger parts, Transformers, and T-Bars.



Battery Replacement



1. The contractor shall provide, install and warranty the replacement batteries for each lift as needed during the annual inspection, as per price indicated on the schedule.



2. The contractor shall be responsible for the proper disposal of all replaced batteries and associated rubbish per current federal, state and local requirements.



3. The contractor shall also be responsible for proper storage of replacement and replaced batteries while the process is undergone.



4. The batteries must be of equal or greater quality than the batteries being replaced and also adhere to the manufacturer's recommendations for battery replacement.







Load Testing



Contractor shall provide a load test on each lift to the units' maximum load rated capacity and provide documentation of the success/failure of the test. The maximum load ratings are between 450lbs and up to 1100lbs.



3. HOURS OF OPERATION: Normal hours of coverage are Monday through Friday from 7:00 am to 3:30 pm CST, excluding holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by COR or designee.



Holidays include:



New Years' Day Labor Day

Martin Luther King Day Columbus Day

Presidents' Day Veterans' Day

Memorial Day Thanksgiving Day

Independence Day Christmas Day



And any other day specifically designated as a national holiday by the President of the United States.



4. PLACE OF PERFORMANCE

Captain James A. Lovell Federal Health Care Center (FHCC)

3001 Green Bay Road

North Chicago, IL 60064-3048



5. PERIOD OF PERFORMANCE

Base Year: September 11, 2017 through August 31, 2018

Option Year 1: September 1, 2018 through August 31, 2019

Option Year 2: September 1, 2019 through August 31, 2020

Option Year 3 September 1, 2020 through August 31, 2021

Option Year 4: September 1, 2021 through August 31, 2022



6. PERFORMANCE MONITORING: Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in the performance monitoring of this contract.



Direct Observation-(Can be performed periodically or through 100% surveillance.)



Periodic Inspection-(Evaluates outcomes on a periodic basis. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or annually] or unscheduled, as required.)



ACCEPTABLE PERFORMANCE

The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action.



UNACCEPTABLE PERFORMANCE

When unacceptable performance occurs, the COR shall inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor's program manager.



The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor's corrective action plan to determine acceptability.

Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO.



7. SECURITY REQUIRMENTS: Due to minimal interaction with patients and staff, the Credit & Accreditation (C&A) requirements do not apply and a Security Accreditation Package is not required.



8. HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY (HIPPA) ACT COMPLIANCE: Contractor must adhere to the provisions of Public Law 104-191, Health Insurance Portability and Accountability Act (HIPAA) of 1996 and the National Standards to Protect the Privacy and Security of Protected Health Information (PHI). As required by HIPAA, the Department of Health and Human Services (HHS) has promulgated rules governing the security and use and disclosure of protected health information by covered entities, including the Department of Veterans Affairs (VA). A Business Associate Agreement (BAA) is not required for this service.