Manhattan Temp Trak Sensor Installation and Monitoring

Performance Work Statement (PWS) 

Temp Trak Onsite Services at the Margaret Cochran Corbin VA Campus

1. Background:

The VA NY Harbor Healthcare System, located at the Margaret Cochran Corbin VA Campus, requires consistent and reliable environmental monitoring of patient and clinical rooms to ensure patient safety and compliance with healthcare regulations. The Temp Trak system, which is responsible for monitoring the temperature and humidity of critical areas, has experienced issues such as missed sensor transmissions, improper sensor registration, and gaps in sensor coverage. These issues impact the system’s ability to provide accurate and real-time data for staff to monitor critical environments.

To address these issues the contract must provide installations of new sensors where needed, troubleshooting, and training to ensure the continued functionality and reliability of the Temp Trak system.

2) Place of Performance:

The services will be performed at the Margaret Cochran Corbin VA Campus, specifically within the VA NY Harbor Healthcare System at the following address:

423 E 23rd St, New York, NY 10010

The Temp Trak system and associated equipment are located in the main hospital building, OPC, and Harlem clinic that require attention.

3) Period of Performance

The base period of performance will be from February 2025 through January 31, 2026.

4) Equipment List

The system includes 459 sensors spread throughout the facility, which are calibrated on an annual basis. There are issues with sensor transmission in certain areas of the facility, as well as missing or improperly registered sensors. Full list of sensors provided in attachment.

5) Equipment + Locations at the Facility: Spreadsheet of known problem areas attached.

    •    Main Hospital Buildings: Sensors are located across patient rooms, clinical spaces, and storage areas.
    •    OPC: Sensors need to be inspected for transmission issues, and new sensors are to be installed in medical refrigerators and other critical areas.

6) Scope of Work

Task 1: Assistance with Sensor Installation and Maintenance

1.  Contract must:

    •  provide installation, troubleshooting, reporting, training, and maintenance in accordance with the site needs.
    •    Ensure sensors are properly registered within the Temp Trak system for real-time monitoring of temperature and humidity.
    •    Install new sensors in areas where coverage is missing, particularly in medical refrigerators and areas with missing sensor transmissions.
    •    Perform on-site assessments to identify areas requiring new sensor installation and address issues with sensor registration.

Task 2: Troubleshooting and Reporting
    •    Investigate and resolve issues related to missed sensor transmissions, improper registrations, and other system malfunctions.
    •    Provide detailed troubleshooting reports for each session, specifying root causes and corrective actions taken.

Task 3: Training and Support
    •    Provide training to the facility staff on system use, sensor maintenance, and troubleshooting processes.
    •    Ensure that staff is equipped to monitor system performance and take corrective action if needed.

7) Required Certifications

The contractor shall ensure that the technicians assigned to this work possess the following qualifications:
    •    Certification in Environmental Monitoring Systems or equivalent.
    •    Temp Trak Certification or other relevant system certifications.
    •    Valid certifications in electrical work, medical equipment servicing, or any other required areas relevant to the installation and maintenance of the system.

8) Applicable Local, State, and Federal Regulations

The contractor shall comply with all applicable laws, regulations, and standards, including but not limited to:
    •    Occupational Safety and Health Administration (OSHA) regulations.
    •    National Fire Protection Association (NFPA) standards for medical environments.
    •    Health Insurance Portability and Accountability Act (HIPAA) for maintaining confidentiality.
    •    Local New York State and City of New York codes related to healthcare facility operations.

9) Quality Control Plan

The contractor shall provide a Quality Control Plan (QCP) to ensure the proper execution of all tasks. The QCP will include:
    •    Preventive Maintenance (PM) procedures for sensor calibration and equipment upkeep.
    •    Corrective Action Procedures (CAP) for sensor malfunction or system downtime, including system diagnostics and real-time issue resolution.
    •    Performance Monitoring to ensure all tasks are completed in a timely and efficient manner.
    •    Escalation Procedures for issues requiring immediate attention or affecting patient care.

The contractor must maintain a documented record of all service activities and respond promptly to issues identified during monitoring or reported by the VA staff.

10) Reporting

The contractor shall submit comprehensive weekly progress reports to the Contracting Officer’s Representative (COR). The reports should include:
    •    Service Activities: A breakdown of calibration, installation, troubleshooting, and any other services performed.
    •    Issues Encountered: Any challenges or unresolved issues that may affect system performance.
    •    Training: Documentation of staff training activities and any improvements made.
    •    Quality Control Measures: Summary of the effectiveness of preventive or corrective actions.

Additionally, a final service report at the end of the contract term must detail all work completed during the period of performance, predictive maintenance measures, and the condition of the Temp Trak system.

11) Performance Monitoring

The contractor’s performance will be evaluated based on:
    •    Timeliness of Service Delivery: All work must be completed within the agreed-upon timeframe, with no delays.
    •    Quality of Work: All services should meet or exceed the standards outlined in the Quality Control Plan.
    •    Customer Satisfaction: Regular assessments and feedback from the facility staff will be collected to ensure the services are meeting their needs.