Veterans Affairs



STATEMENT OF REQUIREMENTS: A-Dec Equipment and Turn-key Installation RequirementsGulf Coast Veterans Health Care System: Panama City Beach Outpatient Clinic ProjectCOR: Tess Finnegan, Project Manager (Engineering)Dental Designee: Christine Perrette, Administrative Office (Dental)Biomed Designee: Austin Hampton, Biomed Chief (Engineering)1. DESCRIPTION OF NEEDS:Currently, the Gulf Coast Veterans Health Care System (GCVHCS) is constructing a replacement Outpatient Clinic located at 2600 Veterans Way, Panama City beach, FL 32408. Included in the project is a new dental suite outfitted with four operatories requiring a turn-key equipment installation solution. The utility rough-ins are built in compliance with A-Dec utility specifications as the project architect used A-Dec as basis of design. The awarded Contractor shall provide our new Panama City Dental Clinic with the following: listed dental equipment below (see Table 1), delivery of each item, and installation/configuration of outlined equipment, as well as an equipment warranty and necessary training for VA Biomed Technicians and Dental staff. In regards to installation, the Contractor shall furnish manufacturer certified installers to perform install of all essential hardware, casework, and accessories in addition to providing necessary utility tie-ins in conformance to A-Dec installation guidelines. All services shall be provided in accordance with the specifications, terms and conditions contained in this Statement of Work herein.Table 1 – Complete Listing of A-dec equipment items to be provided to VA-Panama City Beach OPC. Product Serial #?? Description QtyADec 511 Dental Chair4Adec 532Traditional Delivery System4Adec 1601Doctor’s Stool4Cascade 1622Assistant’s Stool4Adec 557LTrack Mounted Light LED4Adec 5580.42Treatment Console4Adec 5531.72Accessory Console4Adec 5531.72Accessory Console4ICV11mm HVE 110V 77.0614.004ADEC 5631.44Wall Mount Accessory Console4Adec 5631.44Wall Mount Accessory Console4Adec 5731.34Wall mount insert8Adec 5730.29Dispensing Unit5Adec 5730.29Dispensing Unit4Adec 5531.30Accessory Console1043.001.00SS Tray 13.5X9.5X.7580.10069734TA-97LED Plus210.10402430RQ-24 roto quick40.10002532AM 25 Motor21.10400430RQ-4 roto quick4.10255632?WE-56 Contra Angle21.10154332HE-43 straight21.010114432HP-44M proxeo prophy Handpiece2111.1335HVE Valve Assembly12012.1258SE Valve Assembly1202. ADMINISTRATIVE REQUIREMENTS:A. Coordination: Coordinate all work and requirements outlined in this document with the Contracting Officer’s Representative (COR), Tess Finnegan (Engineering) and/or Biomedical Designee, Austin Hampton.B. Pre-Installation Meetings: Contractor shall conduct a pre-installation meeting prior to commencing work for field verification of equipment specifications, space, and utilities requirements with the COR and VA designees. This meeting shall be scheduled on-site at the new Panama City Beach dental suite.C. Scheduling: Schedule pre-installation meetings, delivery, installation, Testing, close-out, and training of all equipment in accordance with COR and VA designees. D. Certification: Contractor must provide current factory training certificates.4. INSTALLATION:Contractor shall provide all installation, utility tie-in, and interface to connecting equipment other than A-Dec manufactured items such as X-Ray Units required for items requested by VA (see Table 1). Installation of all components shall be in accordance with Original Equipment Manufacturers’ (OEM) instructions. Contractor shall adjust and calibrate equipment to specifications and ensure all pieces are functioning properly. Contractor shall employ field installers currently A-Dec certified in order to provide sound construction and to not void warranty. Contractor shall furnish field installers with all tools and materials necessary to perform installation and calibration work. Installation of all parts and pieces shall be coordinated with the COR and Dental/Biomed designees.5. DEFINITIONS/ACRONYMS:A. Biomedical Engineering - Supervisor or designee, a person authorized to troubleshoot and aid in answering questions on facility standards as well as approve contractor’s installation.B. CO - Contracting Officer.C. COR - Contracting Officer's Representative.D. FSE - Field Service Engineer. A person who is authorized by the Contractor to perform maintenance (corrective) services on the VA Medical Center premises.E. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract.F. Acceptance Signature – COR or Biomedical Engineer, who indicates FSE demonstrated service conclusion/status and user has accepted work as complete/pending as stated in ESR.G. Authorization Signature - COR's signature; indicates COR accepts work status as stated in ESR.I. NFPA - National Fire Protection Association.J. CDRH - Center for Devices and Radiological Health.K. VAOPC - Department of Veterans Affairs Outpatient Clinic.L. OEM - Original Equipment Manufacturer6. CONFORMANCE STANDARDS:Contractor shall provide services and material to ensure that the equipment functions per VA conformance standards. The equipment shall be maintained such that it meets or exceeds the performance specifications as established in the OEM’s technical specifications. Contractor shall notify the COR of available updates and any associated cost. Additional performance specifications that exceed the OEM’s specifications shall be specified in writing by the VA. 8. PARTS:Contractor shall adjust and replace non-consumable parts as A-DEC deems necessary to keep the manufacturer’s products properly performing. 9. SERVICE MANUALS:Contractor shall provide (2) copies of manufacturer’s Service Contract manuals: Biomed and Dental Services require these copies. Should be transmitted through Project Manager or Dental COR.10. WARRANTY:Contractor shall provide at least a one year warranty for all equipment provided starting upon installation completion.11. TRAINING:Contractor shall provide both a one-day (8 business hours) clinical and biomedical training event post installation. Both training events must be scheduled and approved through COR and/or clinical and biomedical designees. Contractor shall provide a checklist for equipment competencies at time of training event(s).12. REPORTING REQUIREMENTS:The Contractor shall report to VA Project Manager (CAPE Office) and/or Dental COR to "check-in" upon arrival and prior to performance of work under this contract or contact the COR prior to remote access. This check-in is mandatory and can be accomplished in person or by phone contact. When the service(s) is/are completed, the FSE shall document the services rendered on a legible ESR(s). The FSE shall be required to check out with the Biomedical Engineering Department (location to be specified at time of contract award) and submit the ESR(s) to the COR. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature." If the COR is unavailable, a signed accepted copy of the ESR will be sent to the COR within 5 business days of work completion. Contractor shall provide current tuberculosis (Tb) testing documentation to COR or designee.13. ADDITIONAL CHARGES:There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts.14. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE:The Contractor shall immediately, but no later than 24 consecutive hours after discovery, notify the CO and COR, (in writing), of the existence or the development of any defects in, or repairs required to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs.15. CONDITION OF EQUIPMENT:The Contractor accepts responsibility for the equipment described in Section B, in "as is" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract.16. IDENTIFICATION, PARKING, SMOKING, CELLULAR PHONE USE AND VA REGULATIONS:The Contractor's FSE 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 VA Police Service. The VA Medical Center will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VA Medical Centers. Cellular phones and two-way radios are not to be used within six feet of any medical equipment. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.17. DELIVERY:The Contractor shall deliver all materials in accordance with the manufacturer’s written instructions and in manufacturer’s original packaging with identification labels intact and sized to suit project need. Contractor shall direct deliver all product to Panama City project site rather than to facility warehouse on Biloxi main campus. Product should be received by VA personnel at the site by signature. Contractor shall be able to provide a signed receiving receipt if asked by COR. Scheduling of delivery shall be coordinated through VA Project Manager and/or Dental COR. Delivery date required based on current construction schedule will be April 2016.A. Storage and Handling Requirements: Contractor shall store materials protected from exposure to harmful weather and temperature conditions as recommended by manufacturer.B. Packaging Waste Management: 1. Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities.2. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, packaging material in appropriate binds for recycling.3. Contractor shall fold metal and plastic banding, flatten and place in designated areas for recycling and/or trash as provided by Medical Center. ................
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