STATEMENT OF WORK (SOW)

Veterans Health Administration (VHA)

Eastern Oklahoma VA Health Care System (EOVAHCS)

Provision and Installation of CO2 Incubator

At the new Tulsa VA Medical Center

GENERAL

PURPOSE / OBJECTIVE:

Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to provide and install Dual-stacked CO2 incubators for the new Tulsa VA Medical Center, per the Delivery and Location instructions in this SOW, in a cost-effective, efficient, and safe manner, while contributing to the VA Mission. CO2 incubators are for the laboratory to maintain an optimal environment for the incubation of tissue and cell samples by precisely controlling temperature, humidity and carbon dioxide levels. They are designed to maintain temperature and carbon dioxide levels as set by the operator as well as monitoring chamber relative humidity.

BACKGROUND: The Eastern Oklahoma VA Health Care System (EOVAHCS) is renovating a non-medical existing facility to be the new Tulsa VA Medical Center (VAMC). The facility requires new Dual-stacked CO2 incubators for the new laboratory. This is an Activation project and therefore, this equipment does not yet exist in the facility.

LOCATION:

Product Delivery, Installation, and Training: James Mountain Inhofe VA Medical Center, 440 S. Houston Ave, Tulsa, Oklahoma 74127.

Secondary delivery address in case new hospital is unable to accept deliveries within timeframe outlined in SOW: Jack C Montgomery VA Medical Center, 1011 Honor Heights Drive, Muskogee, OK 74401

The contractor shall coordinate with the local POC (Point of Contact) before scheduling product delivery as these dates and addresses are subject to change due to ongoing development of the new hospital.

DELIVERY TIMES (PERFORMANCE PERIOD): The VA requires the Contractor to deliver the products no earlier than November 10, 2025, and no later than November 30, 2025. 

The Contractor shall furnish all contract oversight, management, OEM authorizations to support provision and installation of OEM products, applicable licenses, shipping and delivery costs, and transportations necessary to provide the products, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Contractors must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the LOCAL POC and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and assemble the products, as detailed in the Contractor’s quote and identified in this SOW.

Brand Name of Products, to include make and model numbers:

All mentions of Brand Name, Make/Model numbers, are provided only as a means of providing the minimum requirements.

SCOPE: EOVAHCS requires a contractor to provide products and assembly that meet or exceeds the physical, functional, and performance of the listed salient characteristics in the following sections. The equipment features are essential to the technical requirements to meet the VA’s needs. The VA’s needs assessment identified the type of products and components listed below as a suitable solution to fill the gap. However, these are only used as a guide and the VA’s basic, salient characteristics and critical minimum requirements define the type of product that is needed to ensure the Purpose of this SOW is satisfied. OEM part numbers/references, in the salient characteristics section, are used as a basis of design and are provided as a means to convey the minimum standard characteristics.

PHYSICAL CHARACTERISTICS: Contractor must provide one (1) Dual-Stacked CO2 incubator and associated components that meet or exceed the critical minimum requirements as well as the specifications in this SOW.

CRITICAL MINIMUM REQUIREMENTS

Contractors must provide Brand Name or Equal products to Avantor, Inc. with the following critical minimum requirements.

Manufacture: Avantor

Model: VWR Air Jacket Co2 Incubator

1. VWR Dual-Stacked Air jacketed CO2 Incubators (Brand Name or Equal)

1. 6.5 Cu. Ft. internal volume each, total 13 Cu. Ft.
2. In-chamber HEPA filtration airflow.
3. In-chamber probes and sensors.
4. Long lasting TC (Thermal Conductivity) CO2 sensor
5. Overnight 140 degree C sterilization cycle.
6. Temperature:
   • Control: +/- 0.1 degree C Microprocessor PID Control
   • Range: 5 degrees above ambient to 55 degrees C (131 degrees F)
   • Uniformity: +/- 0.3 degrees C at 37 degrees C (98.6 degrees F)
   • Tracking alarm: User-programmable high/low
   • Digital: Digital, LED, 0.1°C increments
7. CO2
   • Control: ±0.1% microprocessor PID control
   • Sensor: T/C (Thermal Conductivity)
   • Display: Digital LED, 0.1% increments

1. Must have four (4) shelves and removeable water pan for each.
   • Shelves
     1. Dimensions: 18.5” x 18.5” (47cm x 47cm)
     2. Construction: Stainless steel (belt sanded, both sides)
     3. Surface area: 2.4 sq. ft. (0.22 sq. m.) per shelf
     4. Max. per chamber: 38.4 sq. ft (3.6 sq. m.)
     5. Loading: 35 lbs (16kg) slide in and out, 50 lbs (23kg) stationary
     6. Standard: 4
2. Construction
   • Interior volume: 6.5 cu. ft. (184 liter)
   • Dimensions
     1. Exterior: 26.1” W x 39.5” H x 25.0” F-B; (66.3cm x 100.3cm x 63.5cm)
     2. Interior: 21.3” W x 26.8” H x 20.0” F-B; (54.0cm x 68.1cm x 50.8cm)
   • Weight: Net 260 lbs (118 kg)
3. Electrical
   • 115VAC, 50/60 Hz, (Operating range 90-125VAC)
   • Power switch/circuit breaker: 2 Pole, 12.0 Amp
   • 75 Watts maximum, 0.5ma leakage current
   • Alarm contacts: Deviation of temperature, CO2, power, NO and NC
4. QTY: 1 (Dual stacked unit)

OTHER REQUIREMENTS:

Contractor is required to provide the following.

SPECIFICATIONS (including SALIENT CHARACTERISTICS)

The contractor must provide products that meet or exceed the specifications in this table.

QTY

Unit of Issue

Model Numbers

Item Description

1

EA

10811-00

VWR CO2 Incubator Air Jacket TC Dual

Each incubator should include:

• 1 Removable water pan
• 4 Shelves

1

EA

Stacking Kit

Qualifications of Contractor OEM-Trained Technicians: Contractor shall document, in writing, their experience in working on the equipment listed in this SOW as well as the qualifications of individuals who will work on the equipment. Where the SOW requires OEM trained

Technicians, demonstration of this will also be required in the documentation.

INSTALLATION AND TRAINING:

The contractor must provide product installation and training as part of this contract. Delivery, installation, and training must be coordinated with the LOCAL POC.

The contractor shall provide certified in-service training for clinical staff and Biomedical (BESS) staff, in units where products will be used, at no additional cost to the Government, for any equipment new to this facility.

This training shall include hands-on product use and be extensive enough to prepare participants to train others. Maintenance, repair, and annual certifications must be included in training.

Dates to be coordinated with facility and LOCAL POC.  Initial training is anticipated between October and December 2025.

Manuals: Contractor shall provide electronic, digital copies of the user manuals and repair manuals for each different product under this order or contract, at no additional cost to the government.

Contractor is required to provide training to 3-5 clinical staff in December 2025 – January 2026. Training must be scheduled and coordinated with the local POC as these dates are subject to change due to onboarding of new staff. Training must be on-site at James Mountain Inhofe VA Medical Center, 440 S. Houston Ave, Tulsa, OK 74127.

QUALITY

Conformance Standards

Refer to section on Safety and Compliance in this SOW.

Rework or Remedy

Rework or Remedy is defined as replacing a product again until the Purpose of this SOW is achieved in full.  This involves less than Satisfactory Products by the Contractor and as noted by the LOCAL POC. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all replacement products are received to the Satisfactory level in accordance with this SOW and as documented by the LOCAL POC.

DELIVERY:

Delivery and receipt of the proposed items are anticipated to be directed to the location identified in this SOW. Confirmation of delivery location will be provided by the VA LOCAL POC post-award. Delivery must be coordinated with VA LOCAL POC before any delivery attempts. Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor is responsible for offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, and removing all trash. Equipment paperwork and warranty information must be handed to the VA receiving staff, as advised by the LOCAL POC.  

INSPECTION:  All equipment shall be tested after installation. Each resultant inspection shall be documented and provided to the LOCAL POC within 7 days of installation along with any inspection documentation or checklists required by the manufacturer.  Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

Inspection and Acceptance of Products: The Government reserves the right to inspect and test products in accordance with this SOW and the Contract. The only individual authorized to officially accept products is the LOCAL POC. While inspection of products may be delegated by the LOCAL POC and a shared responsibility with departmental management staff, the LOCAL POC is ultimately the only authorized individual to approve and accept products on behalf of the VA.

STANDARD BUSINESS HOURS AND FEDERAL HOLIDAYS

Hours: Normal duty hours are between the hours of 0800 – 1500 CST, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated LOCAL POC.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.” 

New Year’s Day 

January 1st

Martin Luther King’s Birthday 

Third Monday in January 

President’s Day 

Last Monday in February 

Memorial Day 

Last Monday in May 

Juneteenth 

June 19th 

Independence Day 

July 4th

Labor Day 

First Monday in September 

Columbus Day 

Second Monday in October 

Veteran’s Day 

November 11th

Thanksgiving Day 

Fourth Thursday in November 

Christmas Day 

December 25th

In addition to the days designated as holidays, the Government observes the following days:

• Any other day designated by Federal Statute
• Any other day designated by Executive Order
• Any other day designated by the President of the United States to be a Federal holiday.

SAFETY AND COMPLIANCE

The Contractor must perform services and ensure equipment functions in accordance with:

1. local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines.
2. local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code); 

Medical Center Policies

Each VA Medical Center has policies that are updated from time to time. The LOCAL POC can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

SECURITY: 

Contract Personnel Security

Contractors must check in and out with COR when entering the VA and must be escorted while on VA premises.

END OF STATEMENT OF WORK