J--618-15-4-6023-1749 Annual Inspection Load Testing Tollos Patient Lifts

Scope of Work - Tollos Ceiling Lifts Annual Inspection & Load Testing Building 76 SCI - Minneapolis VA Health Care System Updated 4/22/2015 The Contractor shall complete the annual inspection of 41 Tollos brand patient ceiling lifts located in various locations throughout building 76, also known as Spinal Cord Injury (SCI), of the Minneapolis VA Health Care System facility (VAHCS). 1. General Scope of Work: A. Provide all labor, materials, and associated tools and equipment to perform the manufacturer's preventive maintenance weight load testing, inspection and safe patient handling certification of patient ceiling lifts. B. Perform weight load testing of each ceiling track system and motor, using one hundred (100) percent of the manufacturers rated capacity. All Tollos (formerly known as T.H.E Medical) brand ceiling lift track systems located at the Minneapolis VAHCS are rated at six hundred pounds (600 lbs). There is currently only one size motor located within the Minneapolis VA facility and shall be tested at the maximum rated capacity, which is listed on the side of each motor. If the weight load capacity of the track is more than the motor, the motor shall be removed during testing of the track system, with a separate anchor system installed for the testing weights. Once the testing is complete and the motor is reinstalled, the track end pins shall be checked to ensure they are secure and attached according to manufacturer's requirements. C. Inspecting all areas of the ceiling lift structure, from the track connections inside the room all the way to the attachment to the building structure. D. Any deflection testing required by the Manufacturer shall be completed during the annual inspection. Any deflection measurements exceeding the manufactures stated allowance, shall be reported to the COR or designated representative of Facilities Engineering within twenty four (24) hours. E. The contractor shall provide annual refresher training to our VA employees who perform PM inspections and repairs on the patient ceiling lifts. The VA will be given documentation showing proof of training. F. Documentation- The contractor shall complete the manufacturer's required PM checklist, as well as any VA mandated checklists. A new inspection label shall be placed over, or in place of, the existing inspection label on the track system and the motor. At a minimum, the label shall state the name of the company performing the inspection and the date of completed inspection. 2. Additional Details: A. For scheduling, the Contractor's work crews will have access to only two rooms at any one time for inspection and testing. The contractor will have access to these two rooms for no longer than 2 hours. Scheduling of rooms will be coordinated with the Contracting Officer Representative (COR), Nursing Staff, and the Contractor. This requirement shall be strictly enforced and the Contractor shall plan their testing accordingly. The anticipated rate of inspection completion is five to six (5-6) rooms each day. The VA Staff in the SCI department will do everything they can to accommodate the Contracting Technicians, but the care and support of the patients shall take priority over ceiling lift inspections. B. The Contractor shall provide inspectors certified as qualified inspectors and installers of Tollos (T.H.E Medical) manufactured equipment, or provide proof that they are factory trained inspectors with a competing patient ceiling lift manufacturer, that maintains similar requirements for installation and testing standards. Any documents showing manufacturer's training and technical qualifications shall be submitted along with the bid, for review during the bid selection process. The bid selection process shall rely on background information of key personnel involved with the proposed services of the bidding contractor. The background information shall be used to determine the qualifications and projected abilities to complete this service with the most suitable efficiency and concern for the patients of the VAHCS facility. The selection of the winning bidder shall be weighted heavily on the "best value to the government approach". A contract with a base year, plus four (4) option years is being requested. C. Service to include adjustment of existing installation as necessary to provide proper alignment. Final adjustment shall provide a smooth transition, using 100% of the Safe Working Load (SWL) capacity of the system, over the entirety of the track system, with extra attention to any curtain jumper gaps. 3. Quality Assurance Surveillance Plan: The COR or a Facilities Engineering Designee shall have direct knowledge of every Medcare ceiling lift being tested. The most up to date manufacturer's preventive maintenance checklist shall be completed and signed by the contracted Technician and the VA employee who witnessed the weight load testing procedures. 4. Government Provided Materials: A. VA "Corrective and Preventive" maintenance checklist- the most updated version, 2.1 or later. B. VA Safety Alert #14-07 C. VA Safety Alert #14-07 ADDENDUM D. VA Safety Alert #14-07 Frequently Asked Questions (FAQ) 5. SCHEDULE: A. Contractor shall submit an estimated schedule within 30 days of Notice to Proceed. The schedule shall show all dates, describe testing, and indicate time durations required. 6. REPORTS: A. Interpret test results and provide recommendations for repairs/replacement with written cost estimates. B. Reports shall be submitted in a format that is easily read and interpreted by Joint Commission inspectors and shall include all test results for the items listed herein. 7. KEYS AND BADGES: A. The Contractor will be issued keys and badges as needed. Failing to return badges and keys will result in a reduction of the contract in the dollar amounts as follows. (1) Badges - $200.00 for each badge not returned. (2) Keys - $200.00 for each key not returned. 8. Point of contact for this contract shall be: Kevin Schieber +1 (555) 000-0000, Facilities Engineering Janice Cadieux +1 (555) 000-0000, Facilities Engineering