629-19-3-690-0906 Patient Lift maintenance (VA-19-00078705
5
Statement of Work
Preventative Maintenance Service Ceiling Lifts
Southeast Louisiana Veterans Health Care System
New Orleans, LA
06/19/2019
1. BACKGROUND
1.1 The Prism patient lifts at Southeast Louisiana Veterans Healthcare System (SLVHCS) shall be maintained with ultimate care by trained and certified personnel at all times. The proposed contract for this requirement will serve as a maintenance contract for support and services to cover preventative maintenance service and load testing.
2. PURPOSE
2.1 The purpose of this requirement is to initiate a new service agreement/contract for the Prism patient lifts that are currently being used in the facility. The proposed service agreement/contract would cover maintenance and support for the following period: Base year of twelve (12) months
3. SCOPE
3.1 The vendor shall provide all labor, materials, hardware, maintenance, and support necessary to perform preventative maintenance and visual inspections with load testing as outlined below. Required Services for the system include (but are not limited to) the following tasks/items (listed below).
3.2 The systems covered are included in the attachment SLVHCS Patient Lifts .
3.3 All materials and services provided shall be in accordance with the OEM specifications and guidelines. During schedule service intervals, all parts including batteries and accessories shall be replaced at no additional cost to the Government. The Scope of Work includes the following items:
3.3.1 Visual Inspection (1x Annual) Ceiling Lift and Track products:
The lifting strap shows no sign of fraying or breaking along its entire length
The stitching on the lifting strap where it connects to the carry bar shows no signs of fraying or breaking.
The airline tube that connects the hand control to the lift is not kinked, twisted, knotted, cut or damaged.
All the functions on the hand control work correctly.
The brackets that hold the track in place are secure and do not move or appear loose.
There are no cuts, dents or sharp edges on the carry bar.
Ensure the lift makes no unusual sounds during operation.
Ensure that there are end stops and pins installed at each end of the track.
Ensure the lift moves freely along the entire length of the track.
Certify and record of lift inspection to be provided.
3.3.2 Preventative Maintenance (1x Annual) Ceiling Lift and Track Products:
Inspect complete lift operation.
Inspect all power connections and record all power voltages.
Check and load test batteries.
Lubricate moving parts as needed.
Clean all rails and trolleys.
Verify operation of lifting strap limit switches.
Record then reset the PM lifts counter.
Certify and record of lift inspection to be provided.
Load Testing to EN10535 (1x Annual) Ceiling Lift and Track Products:
Tracks will be load tested to 1.25 times the safe working load; each track attachment will be point load tested; the deflection of the track will be measured and determined if meets EN10535 standards. Lifts will be load tested per manufacturer specifications.
Inspect above ceiling structure.
Certify and record of lift inspection to be provided.
Visual Inspection (1x Annual) Floor Based Products:
The sling (s) that will be used shows no signs of unusual wear and tear. The straps of the sling that connect to the carry bar of the lift show no signs of fraying or breaking. Refer to specific sling instructions.
The airline tube that connects the hand control to the lift is not kinked, twisted, knotted, cut or damaged.
All the functions on the hand control work correctly (e.g. UP/DOWN/.LEFT/RIGHT, etc.)
There are no cuts, dents or sharp edges on the carry bar that may damage the straps of the sling.
Ensure the lift makes no unusual sounds when the carry bar is moved UP/DOWN
Inspection and cleaning of the casters and brakes of floor based products
Inspection of the structural integrity of the mast, lift arm and base
Inspection of the actuator for structural integrity, wear and looseness at lift arm
Certify and record of lift inspection for inspector records
Preventative Maintenance (1x Annual) Floor Based Products
Inspect complete lift operation
Check and load test Batteries
Lubricate moving parts as needed
Load test to maximum load of lift per manufacturer s specifications
Certify and provide record of lift inspection for inspector records
Coverage on Batteries
All batteries are replaced annually.
Allows optimal lift operation.
Coverage on Straps
Lifting straps are inspected for signs of fraying or breaking during base coverage services.
Lifting straps that fail inspection are replaced at no additional charge.
Replacements are made onsite, no factory returns required.
Replaced at time of preventative maintenance, no additional down time.
Coverage on Hand Controls
Hand control functionality is checked during base coverage services.
Hand controls that fail functionality testing are replaced at no additional charge.
Replacements are made onsite, no factory returns required.
Replaced at time of preventative maintenance, no additional downtime.
Coverage on All Replacement Parts
All replacement parts are covered for the contract period.
Onsite replacements during time of preventative maintenance, no additional downtime.
Ceiling lifts requiring service outside of scheduled preventative maintenance can be sent to Prism Medical and will be repaired at no charge. Shipping not included.
Additional repair parts needed throughout year are covered at no charge. Requires return of broken part(s). Shipping not included.
Annual Preventative Maintenance shall be initiated no later than 20 calendar days after award. Preventative maintenance shall be completed on all lifts within 30 calendar days of PM start. The contractor shall submit a schedule for the completion of maintenance for each lift for approval prior to implementation.
The contractor shall respond to trouble calls within two (2) hours of initial call to company. No more than five (5) lifts per floor may be out of service at any given time. Should this occur, the contractor shall supply temporary lift units at or beyond lifting capabilities of the lift it is replacing until units are addressed.
3.4 Place of performance: Southeast Louisiana Veterans Health Care System (SLVHCS), 2400 Canal Street, New Orleans, LA, 70119
3.5 Requests for services shall be made via telephone or email by authorized VA FMS personnel, the Contracting Officer, or other authorized VA designee only.
3.6 All work shall be approved prior to commencement.
3.7 Work shall not be considered complete until accepted by an authorized VA designee. Contractor shall only be paid for work that has been completed during the performance period of the contract. Contractor cannot be paid (and should not invoice for work/services that have not been scheduled or completed).
3.8 All work shall be coordinated through an authorized VA designee. Access to VA space must be coordinated and approved by VA FMS personnel (or designee) prior to the beginning any work that is to be performed.
3.9 Work shall be in accordance with the Installation or Relocation Checklist for Ceiling Mounted Patient Lifts (attachment), and the document shall be filled out when applicable. This documentation shall be provided to FMS staff and COR upon completion.
3.10 Vendor shall complete the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts (attachment) for each CM and/or PM completed on each patient lift at SLVHCS. This documentation shall be provided to FMS staff and COR upon completion.
4. DELIVERABLES
4.1. Contractor shall furnish all parts, maintenance kits, consumable and expendable items, and supplies necessary to perform scheduled and unscheduled maintenance on the equipment. All materials and services provided shall be according to the OEM specifications and guidelines. During scheduled service intervals, all parts including new batteries and accessories shall be replaced at no additional cost.
4.2 Punch List of Required Deliverables (see below):
DELIVERABLE #1:
PARTS:
Only new, standard parts shall be furnished by the contractor. All parts shall meet current manufacturer standards and have versatility with presently installed equipment. All replacement parts become the property of the Government once installed by the contractor. Replacement parts are to be disposed of by the Contractor after obtaining approval from the Contracting Officer s Representative. Replaced parts are to be disposed by the Contractor after obtaining approval from the Contracting Officer's Representative (COR).
DELIVERABLE #2:
SCHEDULED SERVICES:
Contractor shall perform the Original Equipment Manufacturer (OEM)'s Scheduled Periodic Manufacturer's Certification, electrical safety checks, and software updates on the equipment. Scheduled travel is included as part of the service contract. The contractor shall account for all travel expenses associated with the completion of the requested tasks. Anticipated travel costs associated with the execution of the service plan(s) on the equipment shall be included in the total cost of the service plan(s). The Contractor s technical service representative shall contact FMS Personnel and the COR at least three (3) weeks prior to the recommended scheduled maintenance date to plan/coordinate the required work that is to be performed. All services shall be performed during normal business hours unless an alternate work schedule has been approved by Clinical Engineering and/or the COR.
DELIVERABLE #3:
MANDATORY SAFETY CORRECTIONS:
Safety corrections on the equipment as required by OEM or FDA regulations is covered within the scope of this requirement (contract).
DELIVERABLE #4
REPORTS/DOCUMENTATION:
Vendor shall retain and provide for the convenience and on behalf of the facility maintenance and service records. A legible, signed service report shall be provided directly to Facilities Management Service Department following completion of each service call/visit and shall include equipment identification (i.e. serial number), date and time of service call, list of parts replaced, results of inspections and/or calibrations, and a description of the work accomplished. Service reports shall be provided within five days after completion of the work performed. All service reports shall be emailed within five days of completion of the maintenance work to FMS and the COR. During the service, the contractor shall report any changes in delivery requirements/problems to the COR (Contracting Officer Representative). Work shall be in accordance with the Installation or Relocation Checklist for Ceiling Mounted Patient Lifts (attachment), and the document shall be filled out when applicable. This documentation shall be provided to FMS staff and COR upon completion. Vendor shall complete the Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts (attachment) for each CM and/or PM completed on each patient lift at SLVHCS. This documentation shall be provided to FMS staff and COR upon completion.
DELIVERABLE #5:
PERSONNEL:
Contractor shall provide all necessary personnel to maintain the system. Labor required for both scheduled and unscheduled (emergencies) services are included as part of the cost of the service plan/contract for this requirement. Contractor employees (who will be performing work and executing tasks/deliverables) on the equipment shall be factory trained, qualified, certified, and licensed on the specific maintenance services that are required/needed. Work/tasks shall not be performed by individuals lacking the credentials/qualifications/certifications listed herein. The Contractor shall provide written assurance of the competency for their personnel and a list of credentials of approved Field Service Engineers for each system before these individuals begin work or perform services on the equipment/system. All technical service representatives provided by the contractor shall comply with VA security management program directives and shall obtain the appropriate clearances from the VA police, possess the appropriate identification (job title, position/employer), and only be allowed in areas where access has been granted/authorized. All key personnel shall be certified by the manufacturer to be able to perform maintenance, upgrades, or any other service covered under this contract.
Rachel L Babin
Contracting Officer
504-566-8636
Rachel.Babin@va.gov
