6530--Provide and Install Overbed Ceiling Patient Lifts For New Tulsa Hospital

THE PURPOSE OF THIS AMENDMENT 0002 TO RFQ 36C25924Q0272 IS TO ANSWER VENDOR QUESTIONS AND TO EXTEND RFQ RESPONSE. RFQ RESPONSE DATE IS HEREBY EXTENDED TO 03/26/2024 AT 16:00 MT. PLEASE SUBMIT ALL RESPONSES BY THE DEADLINE. VENDOR QUESTIONS AND ANSWERS PROVIDED BELOW: Q1. Finished ceiling heights? A1. Most ceiling heights are 8 feet unless otherwise specified in the drawings with ceiling heights. Q2. What is the support structure? Is this I-beams, concrete, steel bar joist or another material? A2. Concrete, not a single thickness slab as seen in pictures and on the site visit Microsoft teams image Q3. Do you have any other rooms drawings because the ones provided do not contain any room numbers? A3. See Attachment ceiling height drawings Q4. Why was a 500lb motor suggested when the VA s recommendation is a minimum capacity of 550 per 2016 SPHM? A4. Given the applicable section from the 2016 SPHM reads as follows: Overhead Lift System Weight Capacities Overhead lift weight capacities range from around 440 lbs to bariatric/expanded capacity lifts of 1,000 lbs. or more. Specification of 550 - 600 lb. capacity overhead lifts in patient rooms will accommodate the greatest range of all patients. If admissions of patients of size warrant, expanded capacity lifts should be included, in addition to the lower weight capacity lifts. Expanded capacity lifts may also be needed in emergency rooms, ambulance bays, wheelchair fitting rooms, radiology areas where equipment has high capacity, and any other location where patients of size will be assisted. Allow for the estimated percentage of patients served by the facility who need expanded capacity lifts. Assume that the population of patients of size may increase over time. This section reads as a guideline on how to decide the appropriate weight capacities of the lift system and not a specification. Based on this the VA will leave the minimum requirement at 500 lbs for a single motor and 1,000 lbs for dual motors. This can be exceeded if you wish to provide lift with a higher capacity. Q5. Also, in a room 7 x6 an 1000lb system will not be effective there is no functional lift height nor width. We would recommend an 825lb system instead. Is this acceptable? A5. The room is not 7 x 6 these are the dimensions for the recommended H-Track Q6. In radiology they are requesting a 1000lb motor, but from our experience this is a higher weight capacity than the table can support. Has this room been designed to support a 1000lb patient? A6. Plan on providing the 1,000lb motors and rail system Q7. Are there any special requirements for installations in MRI, CT, and Imaging Rooms A7. Yes, don t interfere with equipment to be installed in the rooms. Awarded vendor must design around all other installed equipment. Q8. Will participants receive drawings to properly quote this project? A8. Yes, the ceiling reflected drawings previously provided. Additional drawings will be provided to the successful offeror. Q9. How will installation price be evaluated if there are no clear drawings provided to quote an accurate price before the due date? A9. Sizes and Types of lifts are provided in the Statement of Work, otherwise take data from the site visit offered. More information of evaluation factors are provided in Paragraph K of the solicitation. Q10. What is the clinical importance of having the remote threaded to the side of the motors? A10. Hardwired to prevent signal interference and located such that the remote wires don t interfere with operation of the sling. Q11. Can you allow for remote to be mounted from the bottom of the motor just like the emergency strap? A11. As long is it doesn t prevent a significant hazard for being entangled in the sling. Q12. What is the clinical significance of the Double Traversing Rail system? A12. Being able to assist the patient for movement from the bed to the bathroom without having to transfer the patient to a wheelchair or other mobility device. This solution minimizes the number of transfers required and therefore improves patient and nurse safety. Q13. Will having a single rail system with dual motor capabilities surpass minimum requirements? A13. Single rail systems are specified except for patient rooms where bed to bath transfers are required. Single rail systems in patient rooms will not be acceptable. Q14. Can a single rain system be considered an approved alternate system to the dual rail system? A14. Not for bed to bath transfer in patient rooms. Q15. Can you please extend the bid due date to account for the VA s time to respond to the RFI s? A15. See new quote due date in Amendment 002 Q16. Can each system be described clearer? Especially the rooms with transition portions to bathrooms. A16. No, use what is provided to give your best quote. Q17. Will the VA consider considering nickel metal hydride (NiMH) batteries as an alternative to lead acid batteries for this solicitation? A17. NiMH would be an acceptable solution for this application if the vendor includes an acceptable battery management system that would minimize damage from overcharging or memory issues. Q18. Specifically in the rooms that have transition portions to the bathroom. Will the transition portion (straight rails or 90 degree rails) have to be dual rail to match the dual rail H tracks? Does the system with the straight rail transition require 2 straight rails like the 90 degree transition rooms? For installation purposes, will the dual rail transition portions fit in the door ways? A18. The transition portions should be single rails with dual H tracks over the bed and dual H tracks in the bathroom. Q19. Scope paragraph refers to utility lines of the facility that are to be installed in the future . What kind of utility lines are these, where are they in relation to the concrete deck, and how are they impacting structural attachment of the patient lifts? A19. Varies by install location, water lines, med gas lines, electrical lines, HVAC ducts, etc. The awarded vendor will have to design around the construction. Q20. Lithium Ion batteries offer the following advantages - 150% longer lifespan. Faster charging (charges to full capacity in approximately 2 hours). Improved cycle capacity ranging from 80 cycles at 200lbs to 30 cycles at 600lbs. IEC 60601-1:2005 A1:2012 certification. Industry leading 3 year warranty. Will the VA accept Lithium Ion batteries? If not, what is the rationale for denying them? A20. Fire Safety, explosive if damaged and environmental considerations. Q21. Scope paragraph states odd nature of the structural concrete . It appears this is a standard waffle slab concrete deck, with typical elevation between floor and deck. What is odd about it? Can the VA provide structural plans? A21. The thin sections of the concrete are likely not thick enough to attach any structural members for your support. You will have to design around that. Q22. Threaded rod support structures are standard in the industry and perform equal to pendants. A stamped P.E. structural engineering package will be provided that will take into account all building characteristics, and meet the SWL requirements. Excluding threaded rod only limits competition. Will the VA accept threaded rod? If not, please provide an explanation why. A22. VA will not accept threaded rod on this installation. The methods for installing threaded rod will likely not prevent horizontal deflection of the rails given the angles that you d have to install it. Q23. VA Responses to the RFI questions will be critical for vendors to provide accurate proposals. Will the VA extend the bid date to one full week (7 calendar days) after all RFIs are answered? This will help vendors adjust their proposals if needed, based on the feedback received from the VA. A23. See updated RFQ due date. Q25. What will the lifts be anchored to? A25. Waffled concrete above the rooms Q26. Is the ceiling smooth concrete? A26. No, see answer above Q27. Can you specify in what areas we would need to build a structure, or are able to drill into concrete? A27. No, vendor will need design to fit. Only reflected ceiling drawings will be provided prior to award. Some additional drawing may be provided to the awarded vendor after award. Q28. Is there interstitial space between tiles and lift attachments? If so, can you provide space dimensions from the drop ceiling to deck? A28. Some space between the drop ceiling and the concrete deck. Dimensions vary by room. This area will be very congested with other utilities. Awarded vendor will need to design around this. Q29. Will electricity be provided, or are dedicated circuits to be installed by contractor? A29. Dedicated duplex receptacles above the drop ceiling will be available. Q30. Is this a seismic area? A30. Seismic data for Tulsa, OK is publicly available information. Q31. Can contractors work on weekends? A31. Yes, with approval from the VA and VHiT, LLC, but not guaranteed. Q32. Are there times where no work can take place? A32. During facility construction the building is under the control of VHiT, LLC Q33. How many phases is the VA anticipating? A33. Install rails during construction of the facility as coordinated through the VA. Rough window between January 2025 and August of 2025. Do not deliver lift heads and motors until September of 2025 after the VA receives the facility. Q34. Can contractors establish departmental workflow for installation depending on census/hospital needs, or does the VA have a specific schedule they want to follow? A34. Hospital will be under construction. No departments will be operational during the installation time. Q35 Will storage for material and lifts be provided by the VA? A35. No Q36. Can you provide life safety drawings to show any possible fire walls/smoke barriers? A36. Available Life Safety Drawings will be provided to the awarded vendor. Q37. Will drawings be provided for the ceiling track layout? A37. No, vendor will need to provide drawings after award. Q38. Is lift installation going to be done in hand with construction? If so, can we work to install lift when ceiling grid is being placed? A38. Yes, that is the intent. Awarded vendor will be able to coordinate with the VA and VHiT to work out the best installation time. Q39. Will this be a recessed system of flush mount? A39. Flush mount below the ceiling grid, but kept as close to the grid as possible. Q40. Will any door/frames need to be altered for lift installation? A40. No, see door detail below. Q41. If the quote exceeds 4MB can multiple emails be sent? A41. 4MB is not our data limitation, I ve received emails up to 42MB.