J065--Spacelabs Bedside Monitor Installation Services

DRAFT

Statement of Work (SOW)

Spacelabs Bedside Monitor Installation Services

2025

Purpose:

The Michael E. DeBakey Veterans Affairs Medical Center (MEDVAMC) located at 2002 Holcombe Blvd, Houston, TX 77030 has a requirement for installation services of Spacelabs bedside monitors in Nursing Unit (NU) 4C. Vendor will provide parts and services for install; the Spacelabs bedside monitors are already owned by MEDVAMC.

Scope of Work:

The Contractor shall furnish all labor, travel, materials, parts, equipment, tools required to establish functional Spacelabs bedside monitors in the 8 patient rooms of NU 4C that require attention. Contractor must be an OEM-authorized supplier and installer.

This effort will involve providing and installing 8x Qube Mounts/Docking Stations, 4x Antennas (in addition to the 4x legacy antennas already present at MEDVAMC), and associated installation of legacy Repeater Displays. 8x Antenna performance check, project management, and full system functionality validation are also required. See the tables below for the full listing of hardware required. All parts used shall be certified new from the original equipment manufacturer (OEM) and shall not be gray market parts. Contractor shall adhere to all OEM requirements and have required access to the OEM software. Contractor shall deliver all equipment to the basement (BA-200) in the Michael E. DeBakey VA Medical Center, 2002 Holcombe Blvd., Houston, TX 77030 to the attention of Daniel Clesi.

The 3 tables below include all line items distributed into 3 categories: 1) Qube Mounts/Docking Station 8x, 2) 8x Antennas w/ installation and project management, and 3) Repeater Display Installation

Qube Mounts/Docking Station 8x

Description/Part Number

Qty

Arm, VHM, Locking

016-0947-00

8

Power Supply Holster, Wall Mounted

016-0863-00

8

Mount, wall channel, 19 inch GCX

016-0506-00

8

Docking Station for qube (91390)

016-0922-00

8

Adapter, w/Bedrail, Dock

016-0970-00

8

Installation

999-9999-97

1

8x Antennas w/ installation and project management

Description/Part Number

Qty

Active antenna kit, MultiBand WMTS, with 110v power supply

040-1428-03

2

Active antenna kit, MultiBand WMTS, without power supply

040-1429-04

2

Antenna performance check only. Does not include parts or repair costs. Price is per antenna.

999-1233-00

8

Project Management: Manage all aspects of the equipment, technology, clinical workflow, and go-live activities from the initial project kickoff to project closure utilizing the 5 stages of the Project Management Process.

999-1510-13

1

Power Cord, North America, 3 ft, 120V, 10A

161-0246-00

2

Installation

999-9999-97

1

Repeater Display Installation

Description/Part Number

Qty

Time and materials labor and travel, per hour.

999-2082-00

8

Splitter display port 4WAY 96102

010-1975-00

1

HDMI over IP extender, includes one receiver

010-2339-00

1

DP to HDMI converter

010-2329-00

1

Cable, Display Port, Latching, 6ft

012-1013-01

1

HDMI over IP receiver

010-2340-00

1

NETGEAR GS308V3 8PRT SWITCH

5491141

1

Cable assy,ethernet,10baset,6ft

175-0951-01

4

Cable assy,ethernet,10baset,3 ft

175-0951-00

2

Cable, HDMI, 6ft, black

012-0993-00

4

At a minimum, Labor shall include all design, surveys, physical installs, calibration, professional services, personnel, testing, certification, project management needed to establish a functional system.

Contractor shall provide a project schedule within 10 days of award.

Contractor shall attend necessary meetings regarding install and timeline.

The Contractor shall remove all related shipping debris and clean up all areas associated with delivery and installation of the specified items. Contractor shall remove all packaging from the MEDVAMC premises. The Contractor shall be responsible for any damage to the building that occurs due to Contractor error or neglect.

Contractor shall conduct testing of the Spacelabs bedside monitoring solution and provide documentation to the COR upon successful completion of testing.

The Contractor shall conduct a joint inspection with the COR or designee once all equipment has been delivered and installed. The COR or designee shall ensure all work is completed satisfactorily prior to acceptance. Disputes shall be resolved by the Contracting Officer.

Definitions/Acronyms:

A. Biomedical Engineer(ing) - Supervisor or designee.

B. CO - Contracting Officer

C. COR - Contracting Officer's Technical Representative

E. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the VAMC premises.

F. FSR - Field Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.

H. Authorization Signature - COR's signature; indicates COR accepts work status as stated in FSR.

I. NFPA - National Fire Protection Association.

J. CDRH - Center for Devices and Radiological Health.

K. VAMC - Department of Veterans Affairs Medical Center

L. VAH - Department of Veterans Affairs Hospital

M. OEM - Original Equipment Manufacture

Conformance Standards:

Contractor shall ensure that the equipment functions in conformance with the OEM specifications used when the equipment was procured by the VAMC, and any upgrades/updates, as well as following the most current published standards/specifications/regulations.

Hours of Coverage:

A. Normal hours of coverage are Monday through Friday from 8:00 a.m. CST to 6:00 p.m. CST, excluding holidays.

B. Federal Holidays observed by the VAMC are:

New Years' Day

Martin Luther King Day

Presidents' Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Columbus Day

Veterans' Day

Thanksgiving Day

Christmas Day

In addition to the days designated as holidays, the Government observes the following days:

Any other day designated by Federal Statute

Any other day designated by Executive Order

Any other day designated by the President s Proclamation

Service Manuals/Tools/Equipment:

The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract.

Reporting Requirements:

The Contractor shall be required to report to Biomedical Engineering in building 100 to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible FSR(s). The FSE shall be required to log out with Biomedical Engineering and submit the FSR(s) to the COR. ALL FSRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the FSR will be sent to the Contractor after the work can be reviewed (if requested or noted on the FSR).

Contractor shall provide documentation showing tuberculosis testing has been completed prior to beginning work at the medical center.

Payment:

Invoices will be paid in arrears. Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #'s) by the PMI and covered period of service. Each invoice must be provided in triplicate.

Competency of Personnel Servicing Equipment:

Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

"Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment and is OEM Certified. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to Spacelabs installation services.

The FSEs shall be authorized by the OEM to perform the maintenance services. All work shall be performed by "Fully Qualified", OEM Certified competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs. The COR may authenticate the training requirements, request locations, training certificates or credentials, and technician location from the Contractor at any time for any personnel who are installing or servicing any equipment. The CO and/or COR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment if evidence is not provided when requested.

If subcontractor(s) are used, they must be approved by the COR; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval.

Additional Charges:

There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) awaiting the arrival of additional FSE and/or delivery of parts.

Reporting Required Services Beyond the Contract Scope:

The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.

Test Equipment:

Prior to commencement of work on this contract, the Contractor shall provide the VAMC with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on VAMC's equipment. This certification shall also be provided on a periodic basis when requested by the VAMC. Test equipment calibration shall be traceable to a national standard.

Identification, Parking, Smoking, and VA Regulations:

The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC and is only allowed in designated smoking shelters located throughout the medical center campus. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court.

Mobile Media Scanning:

The Contractor will identify if removable media (i.e. USB or DVD/CD Device) is required to perform his/her duties. Personally-owned USB thumb drive utilization is prohibited. Non-VA support personnel must furnish their own FIPS140-2 certified USB thumb drives, and only with the permission of a designated VA supervisor. All USB drives must be scanned with an antivirus program running current virus definitions by the local VA staff, prior to connection to any VA device. COR or designee will ensure the removable media is scanned with anti-virus software running current virus definitions prior to connection to any medical device system. The computer system for scanning removable media is located in the Biomedical Engineering shop, Building 100, Room BA200.

Privacy/Security:

The Contractor will need to access VA systems to perform software upgrades and system testing and validation.

The Contractor will have electronic connectivity to the devices and will have access to patient databases or receive screenshots with PHI present.

Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the ISO. Electronic or magnetic data storage devices are not to be removed from VA property.

(End of SOW)