Hospital Beds - Louis A. Johnson VA Med. Ctr. SDVOSB Set-Aside
(I$RFP-HEADER)
STATEMENT OF WORK
-----------------
General Requirements
VA Clarksburg, WV 26301 seeks firm, fixed price bids for the replacement hospital beds for the purpose of total patient care. Throughout this document, requested beds will be referred to as Patient Care Beds (PCB). Patient care beds are fully motorized, general-purpose, electric beds located across the continuum of care to include Acute Care, Critical Care, Medicine and Same Day Surgery.
This project shall ONLY include hospital beds designed for general (total care) applications to include the following product descriptions: Hospital Beds, General Purpose, Hospital Beds, Total Care, Beds, Hospital Electric.
The entire Patient Care Bed and Mattresses shall be provided by the vendor (and/or the vendor s sub-contractor). The proposal shall include all equipment, materials, installation services, and training services specified in this Statement of Work (SOW). In addition, the vendor shall provide a hospital bed system (defined as bed frame, mattress, side rails, head and foot board, and any mattress and additional accessories added to the bed), which demonstrate compliance to all aspects of the International Standard IEC 60601-2-52.
Standard Bed Frame
Wide Bed Frame
Bariatric Bed
Quantity:
Bed offered shall be Hill-Rom Brand name or Equal
16 beds and 16 mattresses required
6 beds and 6 mattresses required
3 beds and 3 mattresses
Project Management
The vendor shall provide implementation services as part of the bed purchase.
Implementation services shall include, but are not limited to, a project manager, a detailed project timeline with defined roles and responsibilities (including vendor provided and Louis A. Johnson VA Medical Center (LAJVAMC) resources), on-site installation coordination of all equipment and accessories, a training plan, and schedule for Go-Live.
Delivery and Installation Services
Materials provided shall be new equipment, parts, and accessories as specified in the SOW.
The vendor shall deliver materials to the job site in Original Equipment Manufacturers (OEM's) original unopened containers, clearly labeled with the OEM's name, equipment model, serial identification numbers, and Purchase Order (PO) number.
The vendor is responsible for inventorying materials prior to delivery LAJVAMC to check for accuracy in quantity and part number.
The LAJVAMC shall identify and provide limited daily storage of vendor parts/supplies at the time of delivery and reject items that do not conform to this requirement.
All on-site installation services shall be vendor-provided by technical staff (not sales reps) who are fully trained to service and install bed products, parts, and accessories as specified in the SOW.
Disposal of Waste
The vendor shall provide, maintain, and dispose of all material waste and packaging associated with the beds/products and/or waste generated during the installation services.
Vendor will be responsible for moving waste materials from job site(s) to a vendor-provided waste container, and then off site.
Technical Support
Vendor will supply 24 hours a day/7days a week/365 day a year telephone technical support for the duration of ownership of the equipment
Response time for parts and labor will be no more than 24 hours available 24/7
Facility Engineering Technical Training
The vendor shall provide technical training for overall maintenance and service of equipment to LAJVAMC technical staff to include factory service training courses (if Applicable). A minimum of two (2) LAJVAMC Bio-Medical Engineering staff shall receive the training. Training shall include tuition, hotel, meals, and travel expenses for factory based training.
Vendor shall provide any special service tools and/or test equipment comparable with that provided to the OEM s service personnel
Service and Operator Manuals
The vendor shall provide the following documentation for the proposed bed system:
Two copies of the operator s manual for each type of bed purchased (i.e., 2 operator s manual for the Standard Bed Frame, 2 operator s manual for the Wide Bed Frame, etc.)
Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists for each different type of bed purchased.
Electronic versions of both operator s manual and technical service manuals
Abbreviated operating instructions should be included on all beds.
DVD or web based training for both operator s manual and services if available.
The bed operator s manual must specify the mattress size to reduce risk of patient entrapment between bed and side rails.
The vendor shall provide the following documentation for the mattress motors:
One copy of the operator s manual for each motor purchased.
Two copies of complete technical service manuals including troubleshooting guides, necessary diagnostic software and equipment, schematic diagrams, and parts lists.
Electronic versions of the operator s manual and technical service manuals
If the operation of the motor is not self-explanatory, abbreviated operating instructions must be included and attached to all motors.
On-Site User Training
Upon delivery of the beds, qualified instructors must provide end-user training for staff (defined as the staff who will ultimately be responsible for operation of the Patient Care Bed system) on day, evening, and night shifts at times to be determined by the facility.
Training must be offered 7 days a week for the first two weeks and four days a week for the next 2 weeks
Ongoing training annually as requested.
Past Performance
Vendors must provide at least three recent and relevant past performance references. The references shall be from sites that are currently using the product identified in the proposal.
Each reference shall include at least two points of contact, that includes email address, telephone numbers and other relevant information. Reference shall include description of product/work performed under the contract.
References from VA sites are preferred.
Specific Bed Requirements
Requirements
Standard PCB
Wide PCB
Bariatric PCB
Construction Quality
The equipment should be simple to use, operate, and maintain.
The equipment should be well constructed with durable materials to withstand typical abuse and cleaning.
The bed must have a flat deck and be able to accept any mattress that fits a flat deck bed.
The equipment should have no sharp edges.
All external components should be securely mounted.
The equipment should provide adequate protection against moving and electrically energized parts.
The equipment should be designed to provide easy access to serviceable parts.
Switches, knobs, and other controls should be designed for conditions of heavy use.
Cord connections should be secure to resist accidental disconnection
Labels and markings should be clear, legible, and durable enough to withstand routine cleaning and normal wear.
Appropriate warning labels should be provided on the equipment.
Overall Dimensions
Patient Care standard bed dimension requirements:
Width with side rails up must not exceed 40
Length fully retracted must not exceed 86.7 and must not exceed 98.7 fully extended.
Bed height minimum must be at least 14.5 and maximum must not exceed 32.5
Patient Care Bed dimension requirements for the wide frame bed:
Width with side rails up must not exceed: 43
Length fully retracted must not exceed 86.7 and must not exceed 98.7 fully extended.
Bed height minimum must be at least 14.5 and maximum must not exceed 32.5
Patient Care Bed dimension requirements for the bariatric bed:
Width with side rails up must not exceed: 43
Length fully retracted must have a minimum overall length of 91
Bed height in low position must not exceed 18.5. Bed height in high position must not exceed 26.8.
Positioning Features
All positioning features (head up, knee gatch) must be electric and available with battery back-up
Feature to prevent/minimize patient migration when the head of bed is raised
Must have angle indicator to identify degree of HOB elevation
Height range: Highest at least 32.5 and lowest at least 14.5
Trendelenburg/Reverse Trendelenburg: Maximum Trendelenburg/reverse Trendelenburg position of 15 degrees.
Emergency CPR release
Bed must come with a push button to easily extend the sleep deck without tools to accommodate mattresses between 76-88 L and 8 H for the standard bed
All positioning features (head up, knee gatch) must be electric and available with battery back-up
Feature to prevent/minimize patient migration when the head of bed is raised
Must have angle indicator to identify degree of HOB elevation
Height range: Highest at least 32.5 and lowest at least 14.5
Trendelenburg/Reverse Trendelenburg: Maximum Trendelenburg/reverse Trendelenburg position of 15 degrees.
Emergency CPR release
Bed must come with a push button to easily extend the sleep deck without tools to accommodate mattresses between 80-88 L and for the wide bed
All positioning features (head up, knee gatch) must be electric and available with battery back-up
Must have angle indicator to identify degree of HOB elevation
Maximum height range (sleep deck to floor) 26.8 , minimum height range (sleep deck to floor) 18.5
Bed must come with a push button to easily extend the sleep deck without tools to accommodate mattresses between 80-88 L and a maximum of 8.5 H for the bariatric bed.
Controls
The controls (e.g., switches, knobs) are visible and clearly identified and their function self-evident (control design should prevent misinterpretation of displays and control settings.
Switches and controls protected against accidental setting changes.
Lockout controls
Controls sealed against penetration of liquids.
Patient Controls (including height of bed and head up and down) shall be within the reach of the patient on both sides of bed and easy to operate
LCD touchscreen controls on each side of the bed
The controls (e.g., switches, knobs) are visible and clearly identified and their function self-evident (control design should prevent misinterpretation of displays and control settings.
Switches and controls protected against accidental setting changes.
Lockout controls
Controls sealed against penetration of liquids.
Patient Controls (including height of bed and head up and down) shall be within the reach of the patient on both sides of bed and easy to operate
LCD touchscreen controls on each side of the bed
The controls (e.g., switches, knobs) are visible and clearly identified and their function self-evident (control design should prevent misinterpretation of displays and control settings.
Switches and controls protected against accidental setting changes.
Lockout controls
Controls sealed against penetration of liquids.
Patient Controls (including height of bed and head up and down) shall be within the reach of the patient on both sides of bed and easy to operate
Side Rails
4 side rails designed to cover a minimum of 60% of side of bed
2 side rails located at head of bed and 2 side rails located at foot of bed.
The side rails (dimensions and gaps between) must comply with IEC/EN 60601-2-52 Standard for Medical Beds
Side rails raise and lower easily
4 side rails designed to cover a minimum of 60% of side of bed
2 side rails located at head of bed and 2 side rails located at foot of bed.
The side rails (dimensions and gaps between) must comply with IEC/EN 60601-2-52 Standard for Medical Beds
Side rails raise and lower easily
4 side rails designed to cover a minimum of 60% of side of bed
2 side rails located at head of bed and 2 side rails located at foot of bed.
The side rails (dimensions and gaps between) must comply with IEC/EN 60601-2-52 Standard for Medical Beds
Side rails raise and lower easily
Casters & Brakes
All casters are controlled by central locking system and must not exceed 5 .
Four corner break and steer feature
Casters may be set in steer, neutral, and locked positions
Brakes easy to apply from side or end.
All casters are controlled by central locking system and must not exceed 5 .
Four corner break and steer feature
Casters may be set in steer, neutral, and locked positions
Brakes easy to apply from side or end.
All casters are controlled by central locking system and must not exceed 6 .
Casters must have four wheel breaking capabilities
Must feature audible break not set alert
Brakes must lock from both rolling and swiveling
Nurse Call and Bed Exit Alarms
Bed shall have an integrated bed exit alarm and nurse call feature able to connect with existing facility-wide Rauland Responder call bell system.
Permit WiFi connectivity
Standard and wide frame beds will have a 3-Mode bed exit system that includes silence, automatic reset, and visual and audible safety prompts.
Bed shall have an integrated bed exit alarm and nurse call feature able to connect with existing facility-wide Rauland Responder call bell system.
Permit WiFi connectivity
Standard and wide frame beds will have a 3-Mode bed exit system that includes silence, automatic reset, and visual and audible safety prompts.
Bed must have an audible 3 level bed exit alarm
Bed must come with patient pendant
Permit WiFi connectivity
Patient Scale
The scale shall have an accuracy of +/- 1% of the patient s actual weight.
The scale shall function in and bed position.
The scale shall display the patient s weight in both kilograms and pounds.
The scale shall have an accuracy of +/- 1% of the patient s actual weight.
The scale shall function in and bed position.
The scale shall display the patient s weight in both kilograms and pounds.
The scale shall have an accuracy of +/- 1% of the patient s actual weight.
The scale shall function in and bed position.
The scale shall display the patient s weight in both kilograms and pounds.
The scale must accommodate patients weighing up to 1000 pounds.
Additional Safety Features
Motion activated nightlight
Safe working load up to 500 lbs. for standard bed.
Foley position limit
Audible alert when brakes are not set
Verbal safety prompts that cautions patients when the brakes are not set, call bell is disconnected, encourages patients to stay in bed, notifies a patient when the call bell has been activated, and indicates when a desired function is not available.
Motion activated nightlight
Safe working load up to 500 lbs for wide bed.
Foley position limit
Audible alert when brakes are not set
Verbal safety prompts that cautions patients when the brakes are not set, call bell is disconnected, encourages patients to stay in bed, notifies a patient when the call bell has been activated, and indicates when a desired function is not available.
Must have automatic drive capabilities to support ease of bed and patient transport
Safe working load up to 1000lbs for bariatric bed.
Must be capable of providing patients with continuous lateral rotation
Electrical Requirements
The bed shall operate on regular 110 VAC medical provided power, and connect to standard electrical receptacles.
The bed shall operate at 15 amperes or less.
Meets UL2601 and IBC 60601-1 standards
Cords must have storage option during transport.
The bed shall operate on regular 110 VAC medical provided power, and connect to standard electrical receptacles.
The bed shall operate at 15 amperes or less.
Meets UL2601 and IBC 60601-1 standards
Cords must have storage option during transport.
Power requirements for bariatric bed: 120v, 60cycle AC, maximum current of 9.9A
Meets UL2601 and IBC 60601-1 standards
Battery
The bed shall provide battery back-up function to control bed height (if not able to do so manually), position (head up and down), and length in the event of power failure.
Battery back-up must engage automatically or be easily labeled and accessible
A fully charged battery should last a minimum of 2 hours.
Accessories
Accessories will not interfere with current equipment in rooms including ceiling lifts
Beds should come with the following additional accessories
Built in line and cord management
Minimum of 4 IV pole sockets
Removable IV pole
Integrated restraint holders
Integrated urinal holder
Drainage bag holder
Patient storage compartment
Patient pendant that includes comfort settings, entertainment controls, and nurse call button.
Integrated scale
Patient pendant that includes comfort settings, entertainment controls, and nurse call button.
Accessories will not interfere with current equipment in rooms including ceiling lifts
Beds should come with the following additional accessories
Built in line and cord management
Minimum of 4 IV pole sockets
Removable IV pole
Integrated restraint holders
Integrated urinal holder
Drainage bag holder
Patient storage compartment
Patient pendant that includes comfort settings, entertainment controls, and nurse call button.
Integrated scale
Patient pendant that includes comfort settings, entertainment controls, and nurse call button.
Bariatric beds should come with the following additional accessories:
IV pole
Straight power cord
Automatic steer for easy transportation
Integrated caregiver and patient controls
Battery backup
Digital HOB indicator and alert
RME Infection Control
The vendor shall provide training and written instructions, procedures, and documentation necessary to properly and safely disinfect the equipment and accessories between patient uses.
The bed frame must be constructed to prevent fluids from entering mechanical areas.
Warranty
The vendor shall provide details of standard warranty.
Vendor shall indicate availability and cost of extended parts warranty options.
During the warranty period, the vendor shall provide all-inclusive service (parts, labor, preventive maintenance, travel and unlimited repairs) at no additional cost Monday-Friday between the hours of 7:00 am 4:30 pm (excluding holidays).
Software updates are included for the lifetime of the bed.
Specific Mattress Specifications
Requirements
Description
Definition of support surface/mattress:
A specialized device for pressure redistribution designed for management of tissue loads, micro-climate, and/or other therapeutic functions
Mattress Features
The vendor must provide a mattress for use on standard and wide frame PCB s that meets all of the following features:
Mattress dimensions:
Standard and wide frame mattress: 35.5 or 38.5 W x 76-88 L x 8 H
Mattress Dimensions:
Bariatric bed mattress: 40-50 wide, 80-88 long inflated, 8.5 high
Mattress Bolster
If the mattress is shorter than the bed frame, the vendor must provide a means to accommodate the extension of the bed frame that is made of a similar material as the mattress (must have same cover type with either viscoelastic foam or air).
Item offered must meet minimum salient characteristics of item described within the Schedule of Items and Specification within the SOW. Vendor shall provide technical brochures to support functionality features as described within the SOW/Schedule of Items. In addition, Electronic data or virtual link in order to examine capabilities shall be provided. Vendors shall provide in detail for each specification that is required that the particular specification is or is not offered with a reference to the quote/brochure/data provided that the specification required is in fact offered. If offering a product that specified herein, the vendors are required to provide descriptive literature in sufficient detail to determine if the items quoted are technically acceptable. Vendors shall also provide evidence of being an Authorized Reseller (Distributor) for product offered. This can be substantiated with a link to Manufacturer s web site that supports vendor s distributorship or other proof from the manufacturer.
Delivery FOB Destination to VA Louis A. Johnson, 1 Medical Center Drive, Clarksburg, WV, 26301
Austin, Robyn J.
rhett.bohling@va.gov
