STATEMENT OF REQUIREMENTS
Bariatric Beds
- Objective
The Robert J. Dole VA Medical Center (Dole VA) requires a new fleet of bariatric beds to replace the existing equipment that is at the end of their life cycle. All items shall be new, unused, and produced from current production components. The technical specifications for this requirement are highlighted below. Additionally, all equipment and accessories, installation, training, and project management support shall be provided by the vendor.
- SCOPE OF WORK
- Vendor shall adhere to all deadlines outlined in Table 1, below
- If delays should occur, vendor must notify CO and POC in writing, at least 14 days in advance
- Any government requested delay for delivery, up to 90 days, shall be at no additional cost to the Government
- The Vendor shall provide all components required to deploy all listed components so the equipment outlined in Section 3 is fully operational.
- The Vendor shall provide all missing parts, features, software, and/or components, not included, to fully complete the installation at no additional cost to the Government.
- The Vendor shall provide all labor, supervision, and any other resources required to deliver, assemble/install, and test all listed equipment.
- The Vendor is responsible for conducting training and in-services and shall provide all labor, supervision, and any other resources required for such training and in-services.
- All hardware, software, and services must meet the manufacturers and VA specifications.
- Facility is requesting removal of existing equipment, if there is a turn-in credit offered towards the cost/price of new equipment
Table 1
Description of Vendor Task
Deadline
Notify POC of equipment delivery
At least 10 business days prior to delivery
Schedule operator training
Prior to equipment delivery
Equipment delivery
Within 60 days from the effective date of award
Install and test all newly purchased equipment
Within 90 days from the effective date of award
Provide verification documentation
Within 3 business days from installation and testing of new equipment
Remove all existing equipment and associated accessories
Within 90 days from the effective date of award
Complete all onsite clinical training
Within 90 days from the effective date of award
Complete all onsite technical training
Within 90 days from the effective date of award
Complete all onsite training for cleaning personnel
Within 90 days from the effective date of award
- DELIVERABLES
Proposed products must meet all the salient characteristics and functions defined below:
– Bariatric Bed
Specification/Salient Characteristics:
- Minimum weight capacity: 1000lb
- Side rails support a minimum of 1000lb
- Footboard supports a minimum of 1000lb
- Fit within tight spaces to accommodate the ICU/SDU, 2nd floor doorway between buildings 1 & 2, and the building 4 elevator and the corner from building 4 to the building 60 hallway. See attached drawings.
- User-friendly and easily understood by nursing staff
- Motorized drive system
- Central brake system
- 120V power
- Bed lowers at least 20in to floor
- Configures to a chair position with the patient sitting upright and their legs down (different from inclining the patient’s torso and declining their legs)
- Minimum angle for head section
- Minimum angle for foot section
- Bed rails rotate into hand rails
- Has fall alarm and can be integrated with Ascom Telligence nurse call system
- Includes corded remote control that clips to bed rail
- Includes battery display
- Detachable footboard
- Expandable bed width
- Bed rails fold down and bolsters tuck underneath
- Mattress
- Continuous adjustment and offloading of surface pressure
- Direct surface airflow
- CLRT (Continuous Lateral Rotation Therapy)
- Minimum angle (each side): 30 degrees
- Lumbar support when in chair configuration
- Patient turning feature
- Patient repositioning feature
- Surface diffuses air yet mattress maintains pressure
- Quickly deflates to a hard surface for CPR
– Trapeze
Specification/Salient Characteristics:
- Minimum weight capacity: 400 lb
- Requires no more than 2 people to attach and detach from the bariatric bed
– Service manual
Specification/Salient Characteristics:
- Language: English
- Provided by manufacturer
- Includes manufacturer’s instructions for service, maintenance, and repair
– Operator’s manual
Specification/Salient Characteristics:
- Language: English
- Provided by manufacturer
- Includes manufacturer’s instructions for end user operation
– Clinical Training
Specification/Salient Characteristics:
- On-site training program for in-house clinical personnel.
- Training for clinical personnel must provide nurses, providers, and all other clinical staff with the tools and knowledge to fully operate the devices and conduct checks per the manufacturer’s instructions and hospital regulations, as well as answer any questions personnel may have regarding the new equipment.
- Training must also equip education personnel to provide refresher training to current clinical staff and to train new clinical staff for future training sessions, following this training.
- Vendor shall provide on-site training of the equipment to the clinical users according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with POC (or designee) who will communicate internally with appropriate VA staff.
- If applicable, Vendor shall include all travel, registration, and other associated costs to provide this training in their proposal.
– Cleaning Personnel Training
Specification/Salient Characteristics:
- On-site training program for in-house cleaning/housekeeping personnel.
- Training to provide staff with the tools and knowledge to properly clean the devices and make the beds without damaging the mattresses or equipment per the manufacturer’s instructions and hospital regulations. Training to also answer any questions staff may have regarding the new equipment.
- Training must also equip education/supervisory personnel to provide refresher training to current housekeeping staff and to train new employees in the future.
- Vendor shall provide on-site training of the equipment according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with POC (or designee) who will communicate internally with appropriate VA staff.
– Technical On-Site Training
Specification/Salient Characteristics:
- On-site training program for the biomed technicians.
- Technical training must provide up to 10 biomed personnel with the tools and knowledge to fully operate, maintain, troubleshoot, and repair the system per OEM standards, as well as answer any questions personnel may have regarding the new equipment.
- Vendor shall provide on-site training of the equipment to the technical staff according to training deadlines outlined in Table 1. Vendor shall coordinate all training dates with POC (or designee) who will communicate internally with appropriate VA staff.
– Technical Off-Site Training Class
Specification/Salient Characteristics:
- Off-site training class for at least 1 biomed technician.
- Technical training must provide at least 1 biomed technician with the skills and knowledge to fully operate, maintain, troubleshoot, and repair the system per OEM standards.
- Any certifications required or offered to service equipment will be provided.
- Vendor shall provide off-site training as soon as possible and before the conclusion of the manufacturer’s warranties of the equipment to ensure seamless transition of equipment maintenance. Vendor shall coordinate training with POC (or designee) and designated biomed employee to be trained.
– Shipping and Delivery
Vendor shall deliver all equipment:
- Ensure that equipment is sent to the Attention of Biomedical Engineering
- Include the PO Number on the shipping label.
- Deliver materials to the facility in manufacturer's original sealed boxes. Package to prevent damage or deterioration during shipment, handling, and storage.
- Maintain protective covering in place and in good repair until delivery is necessary.
- Vendor shall notify POC of delivery dates according to timelines outlined in Table 1. POC must confirm of delivery and installation dates before equipment will be received on station. This is to allow VA personnel to be prepared to receive, install, and deploy the equipment upon its arrival.
- Delivery must be in accordance with Hours of Operation and federal holidays in Section 4.
- Delivery of oversized, palletized orders, or orders that contain a large number of components will be coordinated with the POC who will communicate internally with Warehouse Staff.
- Vendor shall adhere to all equipment delivery deadlines outlined in Table 1.
- Assembly, Installation, and Testing
Vendor shall be responsible for:
- Vendor shall conduct a meeting at least 3 business days prior to delivery date to plan and coordinate equipment arrival, assembly, testing, and deployment.
- Vendor responsible for assembly and installation of systems. Install shall include unboxing, assembly, implementation, and testing of all purchased hardware, features, software, and interfaces to VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, OI&T staff, and others identified as needed.
- Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device/system.
- Vendor must test and verify all equipment, components, and accessories are fully operational and ready for use in accordance with manufacturer’s recommendations.
- Vendor must provide documentation of their verification. At a minimum, documentation must include equipment serial numbers, description of work completed, date completed, company name, and name and signature of the person who completed the work.
- Vendor shall adhere to all assembly, installation, and testing deadlines in Table 1.
- Vendor shall adhere to all equipment removal deadlines outlined in Table 1.
- Facility is requesting the removal of (9) existing bariatric beds with trapezes, if a trade-in value can be incorporated in total cost of new equipment.
– Warranty & Service
The Vendor shall provide:
- Manufactures standard commercial warranty
- All manufacturers’ warranty with products upon acceptance by the VAMC.
- Warranty – The system, all accessories, and all software shall be covered under the manufacturer’s warranty and shall include all parts and labor.
- The warranty period shall not begin until after the Dole VA POC or designee has accepted the products delivery, installation, and functionality.
- A manufacturer’s factory-trained Field Service Engineer shall perform installation and corrective and preventative maintenance during the warranty period.
- The warranty shall include all manufacturer recommended Preventive Maintenance procedures for its duration.
- All available software updates and security patches will be made available to the Dole VA during the warranty period.
- Vendor shall provide documentation of all work completed (corrective maintenance, preventive maintenance, software updates, etc.) within 3 business days of completion.
- At a minimum, documentation must include equipment serial numbers, work completed, date completed, company name, and name and signature of the who completed the work.
- Vendor shall provide response to applications and technical calls within 8 hours.
- Vendor shall ship replacement parts within 48 hours of identifying necessity by Dole VA Biomedical Engineering staff.
– Trade-in Credit
Specification/Salient Characteristics:
- Include trade-in value deduction on bid price in exchange for up to 5 bariatric beds.
- Removal of existing equipment, if there is a turn-in credit offered.
- Contractor shall adhere to all equipment removal deadlines outlined in Table 1.
- Hours of operation
- Normal hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m. Central Standard Time, excluding Federal holidays.
- The Government hereby provides notice and Vendor hereby acknowledges receipt that Government personnel observe the listed days as holidays:
New Year's Day January 1
Martin Luther King's Birthday Third Monday in January
President's Birthday Third Monday in February
Memorial Day Last Monday in May
Juneteenth June 19
Independence Day July 4
Labor Day First Monday in September
Columbus Day Second Monday in October
Veterans Day November 11
Thanksgiving Day Fourth Thursday in November
Christmas December 25s
In addition to the days designated as holidays, the Government observes the following days: Any other day designated by Executive Order;
Any other day designated by the President’s Proclamation; and
Any other day designated by Federal Statute.
- All services shall be performed during normal hours unless otherwise scheduled with the POC.
- Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the POC or designee).
- All agreed-upon work scheduled outside normal business hours shall be at no additional cost to the Government.
- SITE Conditions and Protection of Property
- Vendor representatives must check in with VA Biomedical Engineering when they arrive on-site and check out upon completion of work each day.
- Vendor on-site visits shall be coordinated with the POC (or designee) before being scheduled or conducted.
- There shall be no smoking or vaping on Wichita VA premises at any time.
- Eating and drinking are not allowed inside the hospital, except for in the Canteen Dining area.
- Vendor staff shall always be professional and shall take all necessary precautions to maintain a safe environment for the occupants. This includes, as necessary, coordinating access and closures for sensitive areas of the Medical Center.
- Vendor shall be responsible for cleaning all work areas after completion of tasks. This includes, but is not limited to, removal of packaging and a clean sweep/mop of the area as required by work type.
- Vendor shall protect all items from damage. The Vendor shall take precaution against damage to the building(s), grounds, and furnishings. The Vendor shall repair or replace any items related to building(s) or grounds damaged accidentally or on purpose due to actions by the Vendor.
- The Vendor shall perform an inspection of the building(s) and grounds with the POC prior to commencing work to ensure that the Vendor shall be able to repair or replace any items, components, building(s) or grounds damaged due to negligence and/or actions taken by the Vendor. The source of all repairs beyond simple surface cleaning is the facility construction Vendor (or appropriate subcontractor), so that building warranty is maintained. Concurrence from the VA Facilities Management POC and POC is required before the Vendor may perform any significant repair work. In all cases, repairs shall utilize materials of the same quality, size, texture, grade, and color to match adjacent existing work.
- Vendor staff shall minimize noise as much as possible while working in all buildings.
- Vendor is responsible for providing all PPE necessary for their work.
- The Vendor shall be responsible for security of the areas in which the work is being performed prior to completion.
