STATEMENT OF NEED I. Introduction: Department of Veterans Affairs (VA), Bay Pines VA Healthcare System, requires hospital bed lease/rentals, surfaces/mattress, trapeze. The Contractor shall provide all required literature to ensure technical evaluation of equality and acceptability. II. Background: The VA has a requirement for medical bed systems that provides a consistency in bed features throughout all areas of the Community Living Center environment. (Rehab, Extended Care, Palliative Care, Bariatric and Dementia Specialty Units). These elements of care are critical in maintaining the highest possible standards of care. So that care givers can provide consistent protocols, when they consistently use the same safe patient handling features, the acquisition of bed systems must meet the design and standardization requirements throughout the environment of care. III. Description / Scope / Objective: The goals of the Department of Veterans Affairs are not only reduction of premature morbidity and mortality but preservation of maximal quality of life and function. Preventive health in advanced age therefore consists of efforts to promote lifestyle behaviors that avoid onset and minimize the progression of chronic diseases and encourage heightened sensitivity to environmental conditions to minimize the likelihood of incidents that may be particularly hazardous to an older individual. The Contractor shall provide rental equipment of specialty medical equipment, of that equipment, such as specialty bed rentals, and related supplies, on a rental or rent-to-own basis as needed for short-term and/or long-term care for the sole purpose of short-term and/or long-term individualized patient care as identified by medical staff. The contractor shall be responsible for supporting a hospital bed management program in the areas of; bed rental, and mattress management. All equipment provided shall meet all electrical safety requirements for hospital equipment in accordance with the latest edition of National Fire Protection Association (NFPA)-99 Standard for Healthcare Facilities. The Contractor shall provide maintain valid and current Certifications for all Biomedical Equipment (CBET) Technicians issued an Accredited Institution, proof of current licensure. IV. Period of Performance: The Government anticipates single award for a Firm Fixed Price, base and Four (4) Option years. 4. Place of Performance: Bay Pines VA Healthcare System and associated Clinics 10000 Bay Pines Blvd, Bay Pines FL V. Scope of Work: Contractor shall provide all labor, supervision, supplies, equipment, tools, materials, all supplementary or miscellaneous items, appurtenances and devices incidental to or necessary for successful completion of the requirements as herein defined for routine hospital bed lease/rental. 5.2 Product modification, removal or recall: The contractor shall take immediate action to notify the COR of any product, piece of equipment or item supplied and/or serviced under this contract that is deemed dangerous, hazardous, unsafe, requires modification, or is removed or recalled by the contractor or manufacturer. This includes any safety alerts issued in regard to an established contract and any required modification, removal or recall that is suggested or mandated by a regulatory or official agency. The following steps will immediately be taken by the contractor: (a) Notify the COR or government designee in writing, or by the most expeditious manner possible. (b) The notice shall be signed, dated and shall include, but not be limited to the following: Complete item description and/or identification, serial numbers, and the contract/purchase order number assigned; (2) Reasons for modifications removal or recall (3) Required instructions for return for credit, replacement or corrective action (4) Contact person name, title, address and phone number (c) The contractor shall maintain a record system, documenting any of the above incidents by the date, time and description of the action that prompted this action to be taken. 5.3 Response Time and Reporting Requirements: Contractor will provide onsite response for a down system within 24 hours from receipt of call by telephone, email or otherwise from the COR or CO. Contractor will verify if afterhours labor is approved and that the system is down as part of the telephonic response that is provided within two hours of receiving a request for service. Government reserves the right to schedule the required services at a time that does not interfere with daily operations. The contractor shall report to each facility Logistics or Facility Management Department prior to on-site repairs. The contractor is responsible for providing service and repair reports to the COR within 48 hours after completion of repairs. Defective parts replaced by the Contractor become the property of the Contractor. Discard materials removed or replaced during work shall be collected by the contractor and placed in appropriate container for disposal. VI. Equipment Lease/rental: 6.1 Contractor shall provide beds and mattress equipment on a rental basis for terms no longer than 12 months per issuance of order. The equipment shall be delivery on a lease rental basis and the contractor shall maintain responsibility of the equipment. Contractor shall be responsible for maintenance of repairs of contractor owned equipment during lease/rental. In the event lease equipment become inoperable the contractor shall replace equipment with 24 hours of notice from the government. Contractor shall not conduct repairs with patients in room or bed without express permission from a Veterans Administration medical profession. If repairs are required, the contractor shall exchange bed for replacement at no additional charge unless government negligence is factual and accepted by the Contracting Officer Representative. Replacement equipment shall arrive within 24 hours if unable to repair defective equipment. Contractor shall replace any leased equipment damaged during delivery/set-up or retrieval. The Government shall not endure any cost for equipment. 6.2 Equipment Salient Characteristics: (Bariatric Mattress) Maximum Weight Capacity 700 lbs. Minimum weight 70lbs. Available Dimensions: 82 X 48 x 7 Polyurethane protection coating Anti-skid bottom sleep deck System to keep patient centered and oriented (Surface mattress) Maximum Weight Capacity 500 lbs. Minimum weight 70lbs. Available Dimensions: 82 X 35 X 7 Pressure redistribution therapy technology Foam topper system that provide patient comfort Air Fluidized Therapy Bed Max. 36 W X 84 L Standard Height 36 (Side rails off) 42 (Side rails on) Capacity to hold up to 350lbs. Maximum and Minimum Weight Capacity 30lbs. Silicone-coated bead fluidization system  Hi/Lo adjustment system. Electric Head of Bed articulation system Bariatric Hospital Bed 43 W X 91 L max. 17 low deck, 29 high deck Capacity to hold up to max. 1000lbs./ Min. weight of 250lbs. Pressure redistribution for prevention of ulcers Expandable frame & surface (40 - 50 ) Adjustable bed length (80 - 88 ) Integrated scale Multiple grip points and single post patient-helper trapeze, Battery backup In-bed integrated scale Bariatric Bed Frame a. Accommodates safe working load of up to 1,000 lbs. max./ min. 400lbs. b. Battery backup system c. Integrated scale system for monitoring weight d. 36" wide mattress support platform with expansion to 48" e. 80" mattress support platform with foot end extension section extending to an extra 8" Low Bed (dimensions: 35 x 80 min./ 35 x 84 max.) Weight: max 500lbs./min. 70lbs. Battery backup Control Pendant Trapeze Options for all purposed Beds/Mattresses a. Weight: max. 1000lbs/min. 100lbs b. Swivel feature for nurse care, X-ray or TV c. Easily removable from one bed to another Bariatric Commode with bucket Contractor must provide a hospital grade commode containing a lid, seat and the pail made of sturdy plastic. The frame and must support up to a 350 -pounds standard weight capacity (min.) and support up to 850-pounds (max.) for a bariatric weight capacity. 6.3 Delivery and Return of Equipment: Beds, surfaces/mattresses, and other requested rental items will be delivered on an as needed basis for patients. The contractor shall deliver equipment to the facility and specific location(s) as defined in each Delivery/Task Order or Purchase Order. When requested, equipment shall be delivered to patient care unit and room defined at the time of contact for service. Contractor shall contact COR or designee prior to delivery of equipment. Delivery of equipment is to be made within 2-4 hours of phone request. 6.4 Delivery Location: Bed rental deliveries will be to the below location identified at time of placement. 6.5 Schedule for delivery/returns: Equipment shall be delivered and/or retrieved 24/7/365 upon request including all federal holidays Equipment to be returned will be picked-up within 8 hours of phone request Deliveries (i.e. vendor arrival to hospital) shall be made within 2-4 hours of request. Pick-up shall be made within 8 hours of notification equipment is no longer needed. Vendor will report to the patient unit and unload the equipment ordered. A receipt of ordered equipment must be taken to the Logistics/Clinical Distribution location to secure appropriate Logistics staff signature. Failure to secure this signature may result in non-payment. Equipment shall be delivered to and retrieved from patient care unit at the facilities without the assistance of any government employee. 6.6 VAMC will not pay any additional rental charges for equipment not picked up 24 hours after an. equipment return request has been made. 6.7 All beds must have labels affixed to the frame to identify the weight limit of the bed and that the bed meets IEC 60601-2-38 specifications. All beds must meet FDA Entrapment guidelines for all 7 zones. All bed controls: Bed is to have separate staff controls; Staff control must have illuminated buttons and upward angle for ease of use; Hand pendant is also to be illuminated for ease of use; Under bed light is also required to help reduce patient falls; AC receptacles are required at the end of the bed to plug in accessories (will prevent falls) VII. Management Plans: 7.1. Government Approach to Contract Management: The overall contract shall be managed through the Statement of Need, Quality Assurance Surveillance Plan (QASP), and Contractor Management Plan (CMP). The Contractor Management Plan shall establish the overarching strategy and plan to manage all aspects of the consolidated contract. The Contractor may be required to coordinate certain efforts with additional support personnel during the contract performance. 7.2 Delivery Orders: Delivery Orders (DOs) will be issued based on Government needs. Each DO may contain the following aspects and parameters that are specifically tailored to the patient needs: Product Type. Product Accessories. Deliverables and Schedule. Government Furnished Equipment (GFE) and Information (GFI). Period of Performance. Place of Performance. 7.3. Contractor Performance: The contract shall be performed in accordance with this SON. Additionally, the contract shall be performed in accordance with the processes and standards in the Contractor s Management Plan. The Contractor shall ensure all bariatric equipment is inspected by Certified Bio-medical personnel prior to being placed in service. The Contractor shall ensure that all Beds are FDA compliant and meet the Department of Veterans Affairs Safe Patient Handling requirement. The Contractor shall ensure all bed frames greater than 80 in length must have equivalent size surfaces/mattresses. The Contractor shall remove trash and all debris from installation and packing materials. The Contractor shall provide the users all Operator Manuals and Service maintenance to be provided as needed on rental equipment. The Contractor shall provide manufacturer s cleaning instructions and insure all rental property is cleaned and decontaminated prior to bringing to VAMC. The Contractor shall ensure that all equipment is tagged with name of the Contractor for ownership/identification purposes and the date equipment was decontaminated. The Contractor shall provide Operator Training to staff on proper use of equipment upon request. The Contractor shall have the ability to provide 24/7-365 day year rental for the above specified beds, surfaces/mattress, and other items being requested. The Contractor Vendor shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e. replacement parts), verified by an authorization letter or other documents from the OEM, such that the OEM s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions. VIII. Lease Purchase: Equipment Purchase: At such time it is expected and/or easily ascertainable that the equipment rental shall equal and/or exceed the value of the equipment, as established in the Contractor shall offer to sell the item(s) at market price. XI. Contractor Responsibility: 9.1. Insurance. The Contractor shall procure and maintain for the entire contract period, Workmen's Compensation and employers Public Liability Insurance in accordance with laws of the State of Florida. Before commencing work under this contract, the contractor shall certify to the Contracting Officer in writing that the required insurance has been obtained. See FAR 52.228-5, Clauses Section. Contractor shall provide the CO with an original signed copy of Insurance Certification with appropriate coverage, no later than ten (10) calendar days after notice of award. The contractor will notify the VA immediately of any changes in insurance coverage. Failure to submit documentation regarding the above insurance requirement shall be grounds to terminate the contract for default. 9.2. Contractor Personnel. The Contractor shall be responsible for employing technically qualified personnel to perform the work specified in this SON. The Contractor shall maintain the personnel, organization and administrative control necessary to ensure that the work delivered meets the contract specifications and requirements 9.3. Contractor Badges/Parking: The Contractor s employee(s) shall wear visible identification at all times while on the premises of the VA Medical Center. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the Police and Security Department. 9.4. Conduct of Personnel: The Contractor shall be responsible for the performance and conduct of its employees. Personnel employed by the Contractor in the performance of this SON or any representative of the Contractor entering the VA premises shall be subject to inspections by the Government as deemed necessary. The Contractor shall not employ for performance under this SON any person whose employment would result in a conflict of interest with the Government s standards of conduct. 9.5. The Contractor is completely responsible for all actions of their employees. All contractor personnel employed in the performance of this contract shall comply with all VA building regulations, policies, and guidelines while on the premises. Contractor personnel shall be free of body odor and wear clean clothing (uniforms as appropriate) while performing duties under this contract. The Contractor shall consider the clinical environment and instruct/train their personnel in applicable safety precautions and special requirements. These requirements may include but are not limited to such conditions as human secretions, blood, barium, etc. Contractor personnel shall take appropriate precautions while performing duties applicable to this contract. 9.6. Safety/Security Requirements. The Contractor shall comply with all applicable federal, state and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage and loss. Government security personnel shall have the express right to inspect for security violations at any time during the term of the contract. 9.7. The Contractor shall not release any information (including photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the COR. 9.8. Conduct of Personnel. Contractor personnel shall conduct themselves in a professional manner (i.e. timeliness, communication; spoken and written etc.). The Contracting Officer may require the Contractor to remove from the job site any employee working under this contract for reasons of suspected misconduct, a suspected security breach, or suspected to be under the influence of alcohol, drugs, or any other incapacitating agent. Contractor employees shall be subject to dismissal from the premises upon determination by the Contracting Officer that such action is necessary in the interests of the Government. The hospital director or designated representative has the authority to bar individuals from the Government facility. The removal from the job site or dismissal from the premises shall not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this performance work statement. The Government shall not reimburse the Contractor for travel and other expenses associated with the removal of personnel. Contractor personnel are not authorized to carry or possess personal weapons to include, but not limited to, firearms and knives with a blade length in excess of three inches, while assigned under this contract. X. Governments Responsibility: Contact vendor when patient needs meet criteria for equipment. Provide access to location where equipment is to be delivered, retrieved, repaired, or maintained. Notify vendor promptly of malfunctioning equipment. Notify vendor when pickup of equipment is necessary.
