Description
Fall Prevention Smart Socks System Boston VA Healthcare System July 1, 2022 Scope of Work Page 2 of 2 Performance Work Statement Licensing Agreement for Fall Prevention Smart Socks CLIN - PUPV1.50.21G Patient Bed Licenses for Palarum PUP Fall Prevention technology. 30-200 Beds Boston Patient Bed Licenses for Palarum PUP Fall Prevention technology. 30-200 Beds 100 EACH 1.0 General: This is a license agreement contract to provide Fall Prevention System hardware, supplies, and services. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide a Fall Prevention System per bed as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. 1.2 Background: In 2015 the cost of fatal and non-fatal falls in the US was approximately $50 billion and since falls disproportionally impact older adults, it is a particularly important issue for VA to address. Falls among hospital inpatients are common, generally ranging from 2.3 to 7 falls per 1,000 patient-days. The Boston Healthcare System experienced an average of 3.1 falls per 1,000 patient-days over the past four fiscal years. Approximately 30% of inpatient falls result in injury, with 4% to 6% resulting in serious injury. These serious fall-related injuries can include fractures, subdural hematomas, excessive bleeding, and even death. Prevention of falls in the hospital setting is therefore an important patient safety and public health issue. The Boston Healthcare System is seeking a license agreement for a Fall Prevention System using smart socks and integrated technology platform. The agreement shall include emergency service, unlimited parts, preventive maintenance, factory authorized updates/modifications, technical support, and application support as outlined in the Performance Work Statement. Objectives: Provide Patient Centered Data Driven/Evidence Based Solutions to enhance patient care and monitoring Reduce patient falls, improve nursing workflow, and increase patient satisfaction. Share results with appropriate VA Teams (Local leadership, National Innovation Centers, etc) Provide live phone support between 6:00 a.m. 8:00 p.m. (Eastern Time). Emergency repair service 24 hours a day 7 days a week Services shall be performed by certified manufacturer trained personnel 1.4 Scope: All equipment shall be maintained in proper operating condition as specified by the manufacturer. The contractor must have proven access to original equipment, manufacturers (OEM) parts manuals and schematics, which must be available on site at time of service. All defective parts replaced become the property of the contractor. 1.5 Period of Performance: The period of performance shall be for one year from installation of equipment 1.6 Place of Performance: The work to be performed under this requirement will be performed at the following locations: West Roxbury VAMC 1400 VFW Pkwy, West Roxbury, MA 02132 Brockton VAMC 940 Belmont St, Brockton, MA 02301 1.8 Security Requirements: All employees of general contractor and subcontractors shall comply with VA security management program and obtain permission of the VA police, be identified by project and employer, and restricted from unauthorized access. All contractor employees and sub-contractor employees shall apply for and, if qualified, be badged for general un-escorted access per VA Security Directive requirements. 1.8.1 Identification Badging: All contractor personnel shall obtain a short-term identification badge issued by the COR or government designated representative. Such badge shall be worn by the individual and prominently displayed at all times while on VA Property. No employee of the contractor shall enter the project site without a valid identification badge issued by the VA. To obtain a short-term identification badge, contractor personnel shall present to the COR a valid (non-expired) photo identification issued by a US federal, state, or local government agency 1.8.2 Physical Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured. 1.8.3 Identification of Contractor Employees: All contract personnel where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. 1.8.4 Sensitive Work Areas: Contractors shall be accompanied by an escort in all sensitive work areas. 2.0 Contractor Responsibilities: The contractor shall provide both scheduled and unscheduled services to repair and maintain equipment in a fully functioning condition 2.1 Conformance Standards: Contractor shall provide service and ensure that the equipment functions in accordance with the equipment manufacturer s technical performance specifications. Contractor shall conform to all regulations to include but not be limited to federal, state, and local governing any chemicals, equipment or work which may be used or performed in the work under this contract. 2.2 Contractor Tasks: Contractor to provide all equipment, software, training, and service support Patient Smart-Socks In-Room Tablets Locator Beacons as needed Smart-Badges Smart-Socks software Contractor to assist with implementation of Contractor Hardware Contractor to provide initial and ad hoc staff training Contractor on-site team to meet with appropriate VA staff Contractor to coordinate with IT to test system prior to go live Contractor to coordinate with IT to generate and automate the sending of Daily Activity Reports to appropriate VAMC staff Contractor to participate in weekly, monthly review of results Contractor shall maintain the equipment in accordance with the manufacturer's specifications. The Contractor shall provide repair service which may consist of calibration, cleaning, oiling, adjusting, replacing parts, and maintaining the equipment, including all intervening calls necessary between regular services and calibrations. All required parts shall be furnished. The CO or designated alternate has the authority to approve/request a service call from the Contractor. Response Time: Contractor's FSE must respond with a phone call to the COR or designated representative within 1 hour after receipt of telephoned notification during normal hours of coverage. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within 2 hours after receipt of this second notification and will proceed progressively to completion without undue delay. For example, if hours of coverage are 08:00 AM to 05:00 PM, Mon. thru Fri., a 2-hour response means, if a call is placed at 8:45 AM., Monday August 10th; the FSE must start on-site service before 10:45 PM, Monday, August 10th. 2.3 Service Manuals/Tools/Equipment: The Contractor shall provide all tools, (test) equipment, service manuals or service diagnostic software to perform the service. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request. 2.4 Documentation/Reports: Upon completion of the service, work performed will be documented on the work orders and provided by the contractor. The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts required to maintain the equipment in accordance with the manufacturer's specifications. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by COR/user (if applicable). Identification of equipment to be serviced: Inventory ID number Manufacturer's name Device name Model number Serial number Any other manufacturer's identification numbers Itemized Description of Service Performed including: Labor and Travel, Parts (with part numbers), Materials and Circuit Location of problem/corrective action. Signatures: FSE performing services described Authorized VA Employee who witnessed service described 2.5 Condition of Equipment: The Contractor accepts responsibility for the equipment 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. 2.6 Competency of Personnel Servicing Equipment: Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at the VAMC. The CO may authenticate the training requirements, request training certificates or credentials from the Contractor at any time for any personnel who are servicing or installing any VAMC equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the VAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. 2.8 Reporting Required Services Beyond the Contract Scope: The Contractor shall immediately, but no later than 24 (twenty-four) 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 with a written estimate of the cost to make necessary repairs. Services and parts outside the scope of this contract will not be authorized. 2.9 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. 3.0 Hours of Coverage: Normal hours of coverage are Monday through Friday from 08:00 AM to 05:00 PM, excluding federal holidays. All service/repairs will be performed during normal hours of coverage unless requested or approved by the Contracting Officer s Representative (COR). NOTE: Hardware/software update/upgrade installations will be scheduled and performed outside normal hours of coverage at no additional charge to the Government (unless it would be detrimental to equipment up-time; to be determined by the COR or designated representatives. Government provides software/hardware upgrade/update. There shall 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. 3.1 Federal Holidays: New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day