SPS Trailer Lease

Active

Contract Opportunity

1. SCOPE OF WORK

The contractor shall provide all services, labor, travel, transportation, material, shipping, parts, connections, and equipment necessary for provision and on-site installation of equipment to

lease a minimum of two portable Mobile Sterile Processing System (MSPS) for the mobile sterile processing units located at 4801 Linwood Blvd, Kansas City MO 64128. The Sterile

Processing Service (SPS) are needed to support medical procedures and surgeries in the OR, CATH Lab and GU Surgical suites.

The contractor shall also provide training to clinical staff prior to equipment use. This training

shall capture all tours of duty for the sterile processing department and shall provide annual retraining on all equipment. The contractor is responsible for removing and disposing of all debris and packing material left from the installation of the two trailers.

The contract includes two Mobile Sterile Processing Systems that includes two sterile mobile trailers capable of complete reprocessing decontamination through sterilization, Mobile Water Solutions Trailer, and manufacturer’s support maintenance of the equipment during the lease, with decommissioning of

the MSPS per schedule below:

1. SPECIFICATIONS
   
   
   
   • Minimum of two Portable Medical Specialty Vehicles shall have minimum dimensions of 23’ x 56’ with dual slide-outs.
     
     
     
     • MSPS shall maintain a sterile environment
     
     
     • The facility space in which the vehicle can occupy is approx. 35’ x 110’.
     
     
     
     
   
   
   • Portable Medical Specialty Vehicle shall include normal and emergency power, pressurized air,
   
   
   
   

Certified Cat 6A data connections for up to 24 internet protocol type devices, intercom, fire sprinkler, hot/cold water, steam, and wastewater connection points.

• 
  
  
  
  • 
    
    
    
    • Medical grade air compressor shall be sized to accommodate ancillary operational equipment.
    
    
    
    
  
  
  • Cold weather package shall include maintenance of skirting around water trailer. Piping from water trailer to reprocessing trailers shall be capable of withstanding temperature extremes of this area’s climate changes.
  
  
  • Portable Medical Specialty Vehicle shall have a minimum of two entrances/exits.
    
    
    
    • One entrance/exit shall be designated for soiled transport of sterile processed medical equipment.
    
    
    • One entrance/exit shall be designated for clean transport of sterile processed medical equipment.
    
    
    
    
  
  
  • Shall provide connections to fire sprinkler system
    
    
    
    • Provide all life safety and fire suppression systems required by the 2019 edition of NFPA 72, National Fire Alarm and Signaling Code and NFPA 13 Standard for the installation of Sprinkler Systems, 2019 edition safety code.
    
    
    • Fire alarm testing required by NFPA 72 is the responsibility of the Contractor. Complete testing will be done in accordance with the required frequencies of NFPA 72. Copies of all test reports will be sent to VA within 14 calendar days.
    
    
    
    
  
  
  • Shall provide connections to an emergency intercom system.
    
    
    
    • The MSPS shall be tied into the fire alarm system to receive all emergency messages, to include fire and weather announcements.
    
    
    
    
  
  
  • Equipment rental provisions shall include:
    
    
    
    • Large Capacity Ultrasonic Cleaner – Quantity 1
      
      
      
      • With the capability to process DaVinci robotic arms.
      
      
      
      
    
    
    • Large Capacity Ultrasonic Cleaner – Quantity 1
      
      
      
      • With the capability to process DaVinci arms.
      
      
      
      
    
    
    • Large Capacity Ultrasonic Cleaner - Quantity 1
      
      
      
      • With the capability to process eye instruments.
      
      
      
      
    
    
    • Large Capacity Washer/Disinfector – Quantity 2 per trailer
      
      
      
      • Shall hold approximately 12 trays or more per load
      
      
      
      
    
    
    • Large Capacity Pre-Vac Steam Sterilizers – Quantity 2-3
      
      
      
      • Shall integrate with Censitrac
      
      
      • Shall provide all hardware and software required for integration
      
      
      • Shall hold approximately 14-16 trays or more per load.
      
      
      
      
    
    
    • Workstations with integral three bay stainless steel sinks with critical water and automated dosing – Quantity 2
    
    
    • Automated Pass Through Window – Quantity 1-2
    
    
    • Large Capacity Low Temperature Sterilizers – Quantity 2
    
    
    • Preparation and Packaging Assembly Stations with Magnifying Light – Quantity 8 (4 per trailer)
    
    
    • Shelving for storage of supplies – Quantity 6
    
    
    • Sterile Room for instrument cool down.
    
    
    
    
  
  
  • Shall provide separate heating, ventilation, and air conditioning for both the clean and decontamination trailers.
  
  
  • Mobile Water Solutions Trailer Rental for the provision of hot water to pre-heat water entering sterilizers and/or to provide water conditioning and DI water ( to include delivery and pick up of Mobile Water Solutions Trailer).
    
    
    
    • Provide deionized water solution unit at 40-60 psi at 120-140°F
    
    
    • Cold weather package shall include maintenance of skirting around water trailer. Piping to/from water trailer to reprocessing trailers shall be capable of withstanding
    
    
    
    
  
  
  
  

temperature extremes of this area’s climate changes

• 
  
  
  
  • 
    
    
    
    • Water shall meet quality standards of ST 108 and contractor shall provide water testing within 7 days of testing to ensure quality standards are met.
    
    
    
    
  
  
  • Quarterly preventative maintenance for MSPS (including booster pumps) and Mobile Water Solutions Trailer provided at no additional charge.
  
  
  • Water Booster Pumps shall be required to ensure that 70 psi dynamic water pressure is maintained ensuring optimal operation of the sterilizers.
  
  
  • DI (Deionized) Water and Conditioned Water Systems. Contractor shall manage scheduling of exchange tanks, filter changes, and any other preventative and remedial maintenance of the DI and Conditioned Water Systems. (Includes Installation, and De-installation at project
  
  
  
  

conclusion). The Cost of all consumable items associated with the DI and Water Conditioning Systems, including but not limited to tank exchanges, filters (and disinfection following filter changes), water testing, etc., during the Deployment are the responsibility of the Contractor.

• 
  
  
  
  • An Acid Injection System for pH control of the Utility Hot Water and Utility Cold Water supplied by the facility. Both systems will have a backflow preventer installed upstream of the acid
  
  
  
  

injection system.

The vendor shall be responsible for the requirements:

• Contractor shall provide Test and Balance maintenance to ensure appropriate air

pressure relationships between sterile and non-sterile areas of the mobile sterilization trailer.

• Maintaining of temperature and humidity ranges: Temperature : min 66°F – max 72°F. Humidity min 20% RH and max 55% RH.


• Testing and maintenance of the RO water system to ensure it meets AAMI ST 108 guidelines and VHA Directive 1116(2) July 20, 2023 for sterile processing equipment.


• Provide a test and certification Cat. 6A network extension and proper grounding to ensure a weather-protected interconnect between the trailer and facility infrastructure.

Pressure relations to alternate space:

• Temperature and Humidity in the Decontamination Area: min 66°F- max 72°F. Humidity min 20% RH max 55% RH. Minimum ACH 10. Pressure negative to all adjacent spaces.


• Temperature and humidity in the Sterile processing preparation and assembly:

Temperature min 66°F- max 72°F. Humidity min 20% RH max 60% RH. Minimum ACH 10. Pressure positive to all adjacent spaces.

• Sterile Storage, Satellite Storage Area Air Flow positive air changes 10 temperature 66°F - 75°F (set point 70F) Humidity 20%-55%


• All start up consumables will be provided at the time of installation.


• Shall meet or exceed the accrediting organizations listed below:


• Sterile Processing Services VHA Directive 1116 (1) July 20, 2023
  
  
  
  • Association for the Advancement of Medical Instrumentation (AAMI) https://www.aami.org/
  
  
  • American Society of Healthcare Engineering (ASHRAE) with special emphasis on Standard 170. https://www.techstreet.com/standards/ashrae-170-2017
  
  
  • Startup water sampling, test, and sanitation of MPSP sterile processing water distribution system, per AAMI ST108. http://www.aami.org/
  
  
  
  

1. REQUIREMENTS
   
   
   
   • It is the responsibility of the Contractor to conduct site visits, verify existing conditions, quantities of materials, installation instruction of materials to be used, and discrepancies or conflicting requirements in the Statement of Work before preparing the Final Proposal.
   
   
   • The contractor shall provide and install two mobile sterile processing units to the VA Medical Center located at 4801 Linwood Kansas City, Mo 64128.
   
   
   • The mobile unit is expected to remain onsite for facility use for 24 months with two 12-month extension option years.
   
   
   • The contractor shall ensure that all repairs, preventable, and remedial maintenance provided during the provision timeframe of this contract meet and or exceed the OEM’s specifications.
   
   
   • The contractor shall ensure that only FULLY QUALIFIED TECHNICIANS/ENGINEERS are employed in the performance of all work performed under this contract.
   
   
   • The contractor shall commission the unit upon delivery to the medical center.
     
     
     
     • Commissioning includes but is not limited to:
       
       
       
       • Leveling of the mobile unit
       
       
       • Expanding of the mobile unit
       
       
       • Securing expendables of the mobile unit
       
       
       • Sealing openings to maintain sterile environment
       
       
       • Configuring interior spaces of the mobile unit
       
       
       • Verifying connections to appropriate utilities
       
       
       • Start up, calibration, and maintenance of functionality for equipment included in the unit Steam Sterilizers, Washer Disinfectors, Ultrasonic Cleaner and functional validation of remaining equipment.
       
       
       • Evaluation of water quality and provide recommendations of conditioning if necessary. (AMMI ST108 requirements) All testing results from sampling shall be provided to the VA within 7 calendar days following the testing. Reports shall
       
       
       
       
     
     
     
     
   
   
   
   

state where samples were taken from. Two sample points at which samples shall be taken from each trailer include first out and point of use. SPS Chief or other VA designated person shall be present for sampling to watch the process as well as be aware of how many samples are taken with each sampling event.

• 
  
  
  
  • 
    
    
    
    • 
      
      
      
      • 
        
        
        
        • Evaluation of water quality report should include any preventative maintenance items.
        
        
        
        
      
      
      • Supply a list of hazardous chemicals, with MSDS, to COR brought on VA property.
      
      
      • The contractor shall decommission the unit upon removal from the medical center.
        
        
        
        • Decommissioning includes but is not limited to:
          
          
          
          • Deinstallation of both units, pickup and transportation off KCVA property
          
          
          • Disconnecting from utilities
          
          
          • Preparing interior for transport
          
          
          • Securing equipment for transport
          
          
          • Disconnection from access points (i.e. landings, stairs, etc.)
          
          
          • Retraction of the mobile unit
          
          
          • Securing and engaging equipment to the transport vehicle
          
          
          • Removing all hazardous materials and waste and disposing
          
          
          
          
        
        
        
        
      
      
      
      
    
    
    
    
  
  
  
  

them in accordance with local, state, and federal regulations.

1. 
   
   
   
   • 
     
     
     
     • 
       
       
       
       • The contractor shall ensure that the highest standard of professional capability and workmanship is maintained throughout the life of this contract.
       
       
       
       
     
     
     
     
   
   
   
   


2. EQUIPMENT MAINTENANCE & RESPONSE TIMES

The vendor shall provide full-service maintenance support for all vendor-owned equipment installed on the mobile sterile processing system, and any support equipment not specifically owned or installed by the VAMC. The vendor shall provide all additional recurring and preventive maintenance activities:

1. All required system maintenance for equipment and MSPS provided for sterilization processes.


2. Vendor will manage tank exchanges and system maintenance of the RO water system. Exchange tanks are “consumables” and as such the cost for exchange tanks and the exchange service

charges are the responsibility of the Contractor.

1. Quarterly maintenance of all pressure relations, and minimum air flow requirements of mobile sterilization unit. Vendor will perform all required adjustments to ensure air flow, temperature and humidity ranges are maintained. Quarterly reports will be in writing and a copy will be provided to the COR for survey purposes.


2. Emergency response for equipment and MSPS failures. The vendor shall respond to the facility for any equipment failure resulting in a total or partial loss of the equipment installed within or

any portion of the mobile sterile processing system within 2 hours from the time of VAMC

contact. If a permanent solution cannot be resolved within 6 hours of initial failure, a temporary solution shall be operational within 6 hours of initial failure. An agreed permanent solution shall be planned, and replacements ordered within 24 hours of initial failure.

1. SAFETY

The contractor/vendor shall always, ensure that all work provided complies with all local, State, and Federal rules and regulations pertaining to workplace safety. The contractor shall take all proper safety and health precautions to protect the work, the workers, the public and the property (OSHA). Installs and construction work will be in accordance with all applicable codes to include the most current codes National Fire Protection Association (NFPA), and the VA Design Guide Manuals that are applicable to the work. If the design guide is equivalent or more stringent then the mentioned codes, the VA Design Guide takes precedence.

FIRE EXTINGUISHERS: Portable fire extinguishers shall be provided, hung, inspected, and maintained monthly by the Contractor in accordance with NFPA 10, 2018 edition.

1. DOCUMENTATION

The contractor shall furnish to the KCVA Medical Center Biomedical Engineering department legible hard copies and electronic copies of service reports of the maintenance indicating details of the maintenance performed upon completion of all work.

1. PLACE OF PERFORMANCE

Kansas City Veteran Administration Medical Center, 4801 Linwood Blvd. Kansas City 64128

1. PERFORMANCE MONITORING

The contractor’s performance will be monitored by the Contracting Officer (CO), Contracting Officer Representative (COR), Infection Control Risk Assessment Office, and Safety Office during the rental agreement period.

Coordinate all administrative and construction requirements exclusively with or through assigned Contracting Officer Representative (COR).

The Construction Safety Officer, Construction Safety Committee, and COR will review the operations and site construction conditions of the project to confirm that all Safety regulations relating to construction and healthcare facilities are being adhered to. Daily and weekly safety rounds will be conducted. For non-compliance safety related issues, a safety report will be sent to the Contractor to correct within 14 days. Non-compliance may result in job-site suspense until compliance is met at the contractor’s expense.

1. HOURS OF OPERATION

The contractor will perform services required during the hours of 7:30 am – 4:00 pm, Monday through Friday or as directed by the designated COR.

1. U.S LEGAL HOLIDAYS

The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday.

HOLIDAY DATE

New Year’s Day Jan 1

Martin Luther King’s Birthday 3rd Monday in Jan President’s Day 3rd Monday in Feb

Memorial Day Last Monday in May

Juneteenth June 19

Independence Day July 4

Labor Day 1st Monday in Sep

Columbus Day 2nd Monday in Oct

Veterans Day Nov 11

Thanksgiving Day 4th Thursday in Nov

Christmas Day Dec 25

1. SECURITY/ IDENTIFICATION

“The C&A requirements do not apply, and Security Accreditation Package is not required” Taking of photographs/videos/recording of any kind is PROHIBITED on VA premises unless pertaining to work assignment, instructed or authorized by the Contracting Officer’s Representative (COR).

Contractor will always wear his or her identification badge while on VA premises. The badge shall be

clearly visible, front facing, and above the waist. Contractors shall be required to attend the construction safety training that is offered every Tuesday morning at 0700 in Bldg. #6.

Employees shall have a valid state or government identification. All contractor/vendor personnel shall display a KCVAMC issued identification badge while performing work on any VAMC property.

The contractor will not require access to confidential systems. The security requirements and impact for this project have been identified in VA Handbook 6500.6 Appendix A. The C&A (Certification and Accreditation) requirements do not apply and a Security Accreditation Package is not required.

Smoking is prohibited on property. Possession of weapons is prohibited (in vehicle or on person).

Enclosed containers, including tool kits, shall be subject to search. Violations of the VA regulations may result in citation answerable in the United States (Federal) District Court.

Contractor employees (crew) when on KCVAMC grounds; shall not bring visitors into the facility; shall not bring into the facility, any form of weapons or contraband; shall not bring in any alcohol or drugs or be under the influence of alcohol/drugs; shall conduct themselves in a professional and polite manner at all times; shall not cause any disturbances in the facility, are subject to all the rules and regulations of

the KCVAMC. Contractor personnel shall present a neat appearance and be easily recognized. Contractor shall furnish and require every on-site company employee to wear a company shirt and

safety shoes. All company workers while on duty shall be identified by uniform shirt or blouse indicating the company logo. The print should be large enough to be easily read. In addition, all company staff

assigned to work at the KCVAMC.

1. SITE REGULATIONS:

All work shall be performed in accordance with KCVAMC rules & regulations.

52.223-99 ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS (OCT 2021) (DEVIATION)

1. Definition. As used in this clause— United States or its outlying areas means—
   
   
   
   1. The fifty States;
   
   
   2. The District of Columbia;
   
   
   3. The commonwealths of Puerto Rico and the Northern Mariana Islands;
   
   
   4. The territories of American Samoa, Guam, and the United States Virgin Islands; and
   
   
   5. The minor outlying islands of Baker Island, Howland Island, Jarvis Island, Johnston Atoll, Kingman Reef, Midway Islands, Navassa Island, Palmyra Atoll, and Wake Atoll.
   
   
   
   


2. Authority. This clause implements Executive Order 14042, Ensuring Adequate COVID

Safety Protocols for Federal Contractors, dated September 9, 2021 (published in the Federal Register on September 14, 2021, 86 FR 50985).

1. Compliance. The Contractor shall comply with all guidance, including guidance conveyed through Frequently Asked Questions, as amended during the performance of this contract, for contractor or subcontractor workplace locations published by the Safer Federal Workforce Task Force (Task Force Guidance) at https:/www.saferfederalworkforce.gov/contractors/.


2. Subcontracts. The Contractor shall include the substance of this clause, including this

paragraph (d), in subcontracts at any tier that exceed the simplified acquisition threshold, as defined in Federal Acquisition Regulation 2.101 on the date of subcontract award, and are for services, including construction, performed in whole or in part within the United States or its outlying areas.

Attachments/Links