Scope of Work – VA Saint Louis Health Care System
Objective
The VA Saint Louis Health Care System intends to procure Covidien Valleylab FT10. This document highlights the technical specifications and services being requested by the facility for consideration towards purchase of the units. Vendors under this proposal shall provide all equipment and accessories, installation services, and project management support.
Equipment Specifications
Requirements:
- Provides consistent power against liver, muscle, and skin tissues.
- Provides fewer variances in power across the liver, muscle, and skin tissue types.
- Built-in TissueFect to read tissue composition in real time.
System functionality:
- Eliminates surgical variability by demonstrating consistency and precision across tissue types.
- Provides pure cut energy modalities for electrosurgery.
- Ensures faster sealing and cutting times.
Software
- Vendor shall ensure all software operating on the device provided is supported by the original manufacturer at time of delivery.
- For example, vendor shall not provide VA Saint Louis a device utilizing the Windows XP or Windows 7 operating system as they are no longer Microsoft supported.
- Proprietary software systems are acceptable so long as vendor supports the version provided to VA Saint Louis and it is the newest version at time of delivery.
- Access to all software shall be provided to VA Saint Louis in situations where re-installation is necessary.
- Software shall be provided to VA Saint Louis with unlimited perpetual licensing for the supported life of the device.
- In cases where vendor insists on utilizing a licensing fee model this should be noted in the bid provided for VA Saint Louis consideration.
Network Security
The vendor is required to fill out the five attached VA Security Forms if their equipment can be connected to the VA network. If these forms are not completed and submitted with the bid package the vendor can be disqualified from the bidding process.
Cerner Compatibility
- All vendors providing a bid to this requirement shall provide a Cerner compatibility statement from the OEM of the equipment that they are proposing to the VA Saint Louis Health Care System.
- This statement will include an OEM attestation that the product proposed is Cerner verified and provide a list of healthcare organizations that have deployed the project with the Cerner EHR.
- The statement will also include any relevant information as to what data can be transmitted to Cerner.
- This statement will be dated within 60 days of the quote being provided to ensure it is recent and accurate.
- The statement will provide an OEM point of contact who can be reached to further discuss any questions or concerns over Cerner compatibility.
- If the device/system being proposed does not connect to the network or medical record the vendor shall note this in their proposal.
- Vendor bids that do not include a Cerner compatibility statement directly from the OEM will be discarded from consideration.
Installation and Assembly
- Vendor shall be responsible for assembly and installation of systems after notification from VA Saint Louis Biomedical Engineering that it has been delivered to station.
- Installation shall include implementation and testing of all purchased interfaces to VA electronic systems in coordination with Clinical Staff, Biomedical Engineering staff, O&IT staff, and others identified as needed.
- Vendor shall provide all necessary accessories, cables, adaptors, etc. to deliver a fully functional clinical device.
Training
- Vendor shall provide on-site clinical/applications training for all appropriate VA Saint Louis staff members.
- Vendor shall provide introductory system/maintenance training to VA Saint Louis Biomedical Engineering staff during installation.
- Vendor shall include all costs for travel to provide this training in their proposal.
- Vendor shall coordinate all installation and training dates with VA Saint Louis specified Biomedical Engineering POC who will communicate internally with clinical staff.
Warranty and Service
- Service and Operator Manuals – The vendor shall provide the following documentation for the proposed system:
- Two (2) copies of operator's instruction manuals per unit purchased
- Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, parts lists, and any other resources available to the manufacturer’s service technicians.
- Two (2) copies of a system manager’s manual outlining back-up procedures, managing privilege group limits, routine tasks, etc.
- Warranty – The system, all accessories, and all software shall be covered under the manufacturer’s warranty and shall include all parts and labor for at least one year following acceptance by the VAMC.
- A manufacturer’s factory-trained Field Service Engineer shall perform installation and maintenance during the warranty period.
- The warranty period shall not begin until after the VA Saint Louis Biomedical Engineering POC has accepted the products delivery, installation, and functionality.
- 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 VA Saint Louis during the warranty period.
- Vendor shall provide response to applications and technical calls within 8 hours.
- Vendor shall ship replacement parts within 48 hours of identifying necessity by VA Saint Louis Biomedical Engineering staff.
Other Features
Value added features in the vendor’s proposal that will be considered include but are not limited to:
- Options for Trade-in of existing equipment shall be proposed in bid package
- Extended Warranty options shall be outlined in bid package
- Service and Biomedical training options shall be outlined in bid package
- Options for this training should include all registration, travel, and lodging costs when possible
Hours of Operation
- Normal hours of coverage are Monday through Friday, 7:00 AM to 3:30 PM Central Standard Time excluding national holidays.
- Vendor on-site visits will be coordinated with the VA Saint Louis Biomedical Engineering POC before being scheduled or conducted.
- Vendor representatives will check in with the VA Saint Louis Biomedical Engineering POC when they arrive on-site and check out upon completion of work each day.
- All services shall be performed during normal hours unless otherwise scheduled with the VA Saint Louis Biomedical Engineering POC.
- 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 removal of packaging and a clean sweep/mop of the area as required by work type.
- 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.
Note: Hardware/software update/upgrade installations, where applicable, may be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the VA Saint Louis Biomedical Engineering POC).
Federal Holidays observed by VA Saint Louis are:
New Year’s Day
Labor Day
Martin Luther King Day
Columbus Day
President’s Day
Veterans’ Day
Memorial Day
Thanksgiving Day
Juneteenth
Christmas Day
Independence Day
Any day declared by the President
Delivery
- Vendor shall deliver purchased equipment within 60 business days of receiving completed Contracting package from the VISN 15 Contracting Officer. If delivery delays occur vendor shall notify the Contracting Officer and the VA Saint Louis Biomedical Engineering POC.
- Delivery will be to one of the two VA Saint Louis Health Care System main campuses. Vendor shall coordinate exact delivery location with the Contracting Officer and VA Saint Louis Biomedical Engineering POC at the time of the purchase.
- Vendor will ensure that equipment is sent to the Attention of Biomedical Engineering and will include the VA Saint Louis PO Number on the shipping label.
- Delivery of oversized, palletized orders or orders that contain a large number of components will be coordinated with VA Saint Louis Biomedical Engineering POC who will communicate internally with Warehouse Staff.
