Marion, IL
Statement of Work
Patient Ceiling Lifts
Background:
The Marion VA Health Care System is seeking a contractor to furnish all design, site evaluation, labor, materials, and equipment to install permanent ceiling mounted patient care lifts in existing facilities. Many hospital buildings were constructed in the early 1900-1950’s and have limited above ceiling clearance. Additionally, numerous utility systems occupy this space and must be considered when installing new equipment above the ceiling. It is strongly recommended that the contractor perform a thorough site evaluation prior to submitting a proposal.
Scope of Work:
The Contractor shall provide a technical and cost proposal for turn-key services to install patient lift systems in accordance with this scope of work. This cost proposal shall be for providing installation of all new and removal/de-installation of all lift system equipment including but not limited to; slings, lift devices, rails, support material, bracing and all other associated components required for complete, functional installation for ceiling lift in with scale and continuous charge ceiling lift systems. This proposal is also a request for the vendor to provide a buy-back proposal for any old systems that are removed. This proposal shall also be for installation of the lift systems including but not limited to any required plans, engineering details and documents, tools, labor, testing, training, cleaning supplies, containment systems, etc. All new lift systems must have a lifting capacity of no less than 770 lbs. The rail systems must be designed, constructed, and installed in an X-Y (room-covering) design; in such a manner as to allow for maximum utilization of patient room space. Operation of the system must be smooth with no fast or jerky starts and stops. Operation of the system must allow for adequate lifting height allowing for transfer of patient from bed. Track systems shall be self supporting either from the ceiling or from a post mounted system as required due to existing conditions. Existing hangers, Unistrut, or other support components shall not be utilized to support the lift tracks. No existing utility systems or supports shall be used for support or for bracing of the lift system. All new supports must be connected directly to building structural components.
Technical Requirements:
- Contractor shall provide a plan for each room detailing location of lift rails, support structure above, and means of attachment.
- The lift systems must meet or exceed seismic bracing requirements as outlined in the VA Seismic Guidelines (H18-8). A written report certifying compliance with this standard shall be provided to the facility for each lift installation.
- Door frames are not to be cut or modified. If contractor proposes to cut or modify an existing door frame, documentation supporting this practice and providing modification procedures must be provided and certified by a licensed structural engineer and accepted by the VA.
- All lifts shall be weight tested prior to acceptance. Test weight shall be 150% of rated capacity and shall be applied to all points of suspension and traverse rail. Prior to testing, contractor shall submit rail deflection testing standards to the VA. Testing shall be observed by the VA COTR and a written report shall be provided following each test. The report shall include deflection measurements taken at locations of maximum deflection during the weight test. All deflection points shall be within defined code limitations.
Certified contractor will not perform any work/preventive maintenance inspections in an area/room occupied by a patient. Unless otherwise approved by contract COR (or designee), certified contractor will be required to perform all work during the hospital normal business hours (M-F 8:00 AM – 4:30 PM) excluding federal holidays. Contractor will provide all travel, labor, parts, test equipment (to include weight set), tools, and incidentals necessary to perform all required inspection services. Any overtime needed that would cause an increasing in invoicing must receive prior approval by the VISN Contracting Officer, through the COR (or designee).
All services for this contract must meet manufacturer's performance and technical specifications, Federal Regulations, and other specifications that may apply such as National Electric Code (NEC), Life Safety Code (LSC), Joint Commission (JC), and VA Regulations. There is a potential for exposure to blood borne or other infectious material with equipment throughout the hospital.
All contractor maintenance persons must use the “Universal Precautions” during cleaning and maintenance/repair procedures required by this service request. Contractor will be responsible for providing their own Personal Protective Equipment as applicable.
A Guldmann certified contractor must annotate all aspects of annual inspection performed on the Guldmann annual inspection checklist to include: date and time of completed preventive maintenance; type, model, and serial number of the lifting system on which preventive maintenance was performed, maintenance performed and all repairs and/or repair parts (if applicable) used to maintain operating efficiency per manufacture specifications of the equipment. The Guldmann contractor will also complete checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts as outlined in VACO Patient Safety Alert AL14-07PSA. The applicable checklist must be completed and signed by the inspector/technician, the facility representative, and the unit manager where the work is done. The annual inspection checklist along with the VA inspection checklists (as applicable) shall be sent to the applicable facility POC (BMET, Facilities, or SPHM Facility Coordinator).
- Final equipment certification shall be provided in writing prior to acceptance by the VA.
- Any lift installation that modifies the function of a room’s privacy curtains shall be addressed by lift installer. The mitigation plan must be submitted to and approved by the VA.
- Prior to a manufacturer mismatch between lift motor and rails both manufacturers must have submitted in writing to the Contracting Officer that the rail system and lift assemblies are compatible and supportable, including the power and charging mechanisms, and provide testing results; the lift assembly manufacturer agrees to do preventive maintenance according to the checklist contained within Patient Safety Alert AL14-07 (Appendix B) and their own procedures; and the lift assembly manufacturer accepts all liability and warranty related to the lift assembly and the rail system structure once they have installed their lift assemblies on the rails.
- Ceiling lift manufacturers must allow and warrant the use of their lifts with the full range of Guldmann and EMR Distributors loop slings.
- Lift installation shall include dust containment during installation. All rooms shall be returned to the VA in their original condition. Any damage inflicted shall be corrected by the contractor. Contractor shall provide tacky mats at each entrance to the area where work is being done. Upon completion of installation all surfaces shall be vacuumed and/or wet wiped to remove dust/debris. Guldmann certified contractor will be required to perform a complete and comprehensive Preventive Maintenance Inspection on any/all patient overhead lifting systems in any VISN 15 facility that will meet and comply with original equipment manufacturer certification specifications and also include deflection testing as required in Veterans Affairs Central Office (VACO) Patient Safety Alert AL14-07PSA Checklists for Installation or Relocation Checklist for Ceiling Mounted Patient Lifts and/or Corrective and Preventive Maintenance Checklist for Ceiling Mounted Patient Lifts.
Contractor shall provide the following to be considered for award:
- Disclosure of all Tort claims against vendor either pending or resolved regarding proposed system.
- Education/Training Plan by vendor on use of all equipment, after installation completion, with specific time lines -- all shifts, all areas and possibly refresher courses. Include training plan for Bio-Medical staff which details any annual weight testing/inspection requirements required system warranty/certification
- Standardization of location of charging units in identified rooms.
- Written plan for installation of track lift system as applicable including mechanical anchor designs.
- Written plan for modifying existing structural, mechanical, electrical and other infrastructure systems if necessary.
- Provide drawings to show how rail system will be anchored to the structural concrete.
- Provide a specific time line for installation.
- Provide an installation Infection Control Plan that meets the facility’s infection control risk assessment requirements.
- Provide an Installation Plan including phasing and indicating time per unit with minimum interference with patient care. Example: installed on days when patient population is down, possibly weekend or Monday and Friday. The least amount of disruption to patient’s comfort and care is expected.
- A two year warranty on equipment and five year warranty on installation shall be provided to each facility.
- Specify all previous work done by vendor in VISN 15. Is it complete, including all training?
- Provide Plan of Equipment Certification after install.
- Provide Plan reflecting availability of vendor for follow- up, to include but not limited to: repairs, adjustment, sling replacement after installation is complete; and address after hours and weekend response during warranty period.
- Initial set up must include expendable accessories, such as slings. Provide one non-disposable, or two disposable, slings per lift, as per facility specifications.
- Shall submit enough product information to allow the Government to evaluate the product(s) being offered.
- Equipment installed shall be subject to the following Specs:
- Available as UL listed full-system installations (UL 60601-1)
- Up to 26’ span for unspliced rail
- 23’4” traverse rail span capability at 770 lbs.
- 20’ traverse rail span capability at 1,000 lbs.
- Supplier system engineered lateral bracing brackets (Not after market)
- Optional InfraRed remote control of lift available
- Optional InfraRed remote control of lateral movement for motor and traverse rail
- O.S.H.P.D. (California seismic resistance) approved system installations available
- Rust/stain-resistant, single-bar-design hangar bar with integrated bearing-swivel and closed-cell
handgrip; available in multiple sizes
- 100% motor testing before shipment
- In-field-serviceable software-based controller boards
- Anodized aluminum rail finish to prevent flaking, chipping, fading, or peeling
- Over-speed safety governor on motor
- Soft start/stop control
- Visual low battery indicator
- Battery charger is splash proof and double insulated, provides continuous charge at all times, in any location within overhead rail system
- Sound level of lifting motor to be less than or equal to 52dB(A)
- Emergency switch to offer disengagement then emergency lower at controlled speed
- All installations are completed by Factory Certified, US installers.
- Available UL certification of entire installation; as opposed to UL listing on the transformer only
- Provision of system approval on room covering according to ISO EN 60601-1 Medical Equipment
- Provision of system approval on room covering according to ISO EN 10535 Safe Patient Handling Equipment
- Installation hardware meets IBC 2006 (International Building Code) standards
Payment will be made monthly in arrears upon receipt of a properly prepared invoice, referencing all lifting systems that received the Required Services the contract number and assigned purchase order number.
Personnel Qualifications
Contractor personnel performing preventive maintenance inspections and repair services must be fully qualified as per the original manufacture technical certification requirements.
Listing of equipment to be covered under the Required Services as stated in paragraph1 above.
