SPECIFICATIONS FOR

TENDER #0171-0878

SUPPLY OF ONE CEILING-MOUNTED FLAT PANEL SINGLE DETECTOR ANGIOGRAPHY SYSTEM

FOR WESTERN HEALTH

CLOSING DATE: 15 January 2008 CLOSING TIME: 11:00 AM (Newfoundland Time)

Invitation to Tender for One Ceiling-Mounted Flat Panel Single Detector Angiography System 1.0 General Provisions 1.1 Intent

This tender is a request for the supply and installation of one (1) Ceiling-Mounted Angiography Suite with flat panel detector technology as detailed herein. Responses to this tender must reflect the current capability of the equipment and all features must be presently available for delivery. The system is to be located at the Western Memorial Regional Hospital in Corner Brook, Newfoundland. Quotes shall include the cost of removing the existing equipment and any modifications to the current space or renovations required to accommodate the system. Vendors are requested to include a quote for a complete turnkey installation. The Scope of renovation requirements and space design for the area is included in this tender call. All features necessary to support the quoted system and allow it to perform to operating specifications must be listed and the cost included in the Vendor’s quote. Any other specific Electrical, Mechanical, Structural, or Architectural needs must be included in the vendors quote. These specific features will be added to the enclosed preliminary drawings, thereby creating “for construction drawings”, by the owner’s consultants. The Vendor must inspect the existing facility and completely familiarize itself with all conditions affecting the equipment specified in the Equipment Requirements. Please respond to this document with specific information concerning our requirements and any additional information concerning the quoted systems capabilities. Any feature offered will be interpreted as being available at the time of system delivery unless otherwise noted. All features necessary to support the required or offered specifications must be listed.

Bidders must respond to all questions as printed. All bidders must explicitly address each point in the spaces provided and give details where appropriate. Failure to do so and/or vagueness in responses will be interpreted as not meeting the required specifications. Any

item not specifically identified as an option will be considered to be part of the purchase price quoted. It is the vendor’s responsibility to clarify each section.

This Tender is concerned with the acquisition of One Interventional Angiography System with consideration of the following:

- Ongoing service and maintenance support.

- All manuals, documents and initial supplies.

- The right to reproduce any printed materials supplied with the product for

the purpose of using the product. - Training and training manuals. - Future enhancement availability.

1.1.1 Western Health reserves the right to order additional units at the same

price for a period up to and including 31 December 2008.

1.2 Client Background

Western Health was established in 2005 and is responsible for the delivery of Health and Community Services in the Western Region.

1.3 Vendor Response

1.3.1 Vendor’s tender must contain an Executive Summary which shall contain: a. A brief description of the product being quoted.

b. The name, title and address of the Vendor’s representative

responsible for the preparation of the Tender.

1.3.2 All prices quoted for goods and services must be specified in Canadian dollars, FOB «Site». All Tenders will be held to be valid for ninety (90) days following the Tender closing date.

1.3.3 Tenders must be received in full on or before the exact closing time and

date indicated. TENDERS RECEIVED AFTER THAT TIME WILL NOT BE CONSIDERED.

1.3.4 All costs relating to the work and materials supplied by the Vendor in responding to this Invitation to Tender must be borne by the Vendor.

1.4 Release of Information 1.4.1 While Tender is Open: The names of individuals or companies who have picked up the tender

documents will not be released. 1.4.2 At Tender Opening: Only the names of the bidders will be read out. 1.4.3 After Tender Opening: 1. No further information will be released until after the contract is

awarded. 2. After award, only the name and bid price of the successful bidder

will be made available. 3. Information will be made available for a 90 day period only. 4. Successful Awards will be posted on Web Site.

1.4.4 FYI, Statements that are included as part of our Tender calls:

While bidders are welcome to attend the public opening, please be advised that it is not our policy to release bid information. Only the names of the bidders will be released.

1.5 Communication During Tendering

1.5.1 All communications with Western Health with respect to this invitation to Tender must be directed in writing to the attention of:

Mr. John Piercey Regional Director, Materiels Management Western Health P.O. Box 2005 Corner Brook, Newfoundland A2H 6J7 Tel: (709) 637-5511 Fax: (709) 634-2649 Email: johnpiercey@westernhealth.nl.ca

1.5.2 Western Health may, during the assessment period, request meetings with the Vendors to clarify points in the Tender. No changes by the Vendor will be permitted after the Tender closing date.

1.5.3 Faxed Tender responses will be accepted with the condition that the

original Tender documents are received at Western Health’s Materiels Management Department no later than Five working days following the Tender closing date.

1.5.4 All bids must be sent in a sealed envelope clearly marked with Tender

Name and Number to: Materiels Management Department, Western Health, Western Memorial Regional Hospital, Lower Level, P.O. Box 2005, Corner Brook, NL A2H 6J7.

1.5.5 Bids submitted by electronic transmission (e-mail) will not be accepted.

1.5.6 Companies submitting fax Tenders are doing so at their own risk and the

fax Tender must be at the public opening as specified in the Tender information. This Authority will not be responsible for in-house courier services if companies submit quotations by fax machine. The time stated on the fax Tender will become null and void since it is the responsibility of the company placing the Tender to have their Tender at the public opening, therefore, this Authority will not be responsible for any damages or liabilities.

1.5.7 In order to contribute to waste reduction and promote environmental protection, the Western Health will endeavour to acquire goods and services that support these principles, therefore, product(s) quoted should include:

maximum level of post-consumer waste and/or recyclable content minimal packaging minimal environmental hazards maximum energy efficiency potential for recycling disposal costs must not reduce the quality of the product required or affect the

intended use of the product must not significantly impact the acquisition cost

1.6 Tender Acceptance

1.6.1 Any acquisitions resultant from this invitation to Tender shall be subject to the Public Tendering Act.

1.6.2 The Tenders shall be opened in the Private Dining Room at The Western Memorial Regional Hospital on the scheduled date and time.

1.6.3 Any Tender may be accepted in whole or in part. The lowest Tender

may not necessarily be accepted and Western Health reserves the right to cancel the Tender call. Western Health shall not be held responsible or liable for the payment of any costs that are incurred by the bidder in preparing a Tender in response to this invitation to Tender.

EVALUATION

Awarding of tender will be based upon the following: • Price • Functionality • Ergonomics • Clinical applications • Software • Image quality

The Vendor may be required to provide a site visit for up 5 people to evaluate the proposed system. Compliance: Yes No Comment

1.7 Warranty

The Vendor shall warrant that the product supplied to Western Health shall equal the published specifications. The Vendor shall provide no less than a 1-year warranty on the system. The Vendor agrees to provide free of charge all parts and labour necessary to repair the system during the first year of operation. The warranty must be extended or a credit applied if any of the service guarantees are not met. Describe policy

2.0 Product Specifications

The equipment (except if solely battery operated) must comply with C.S.A. standard No. C22.2-125 (Biomedical), and 114 (Radiology), or C22.2 No. 601.1 plus applicable particular standard(s) and be certified by an organization accredited by the Standards Council of Canada. Yes No Medical Device License Number for the product tendered ______________

TURN KEY RENOVATION AND INSTALLATION

Quotes must include the cost for “turn-key” equipment installation and renovations

SCOPE OF WORK: Place Ceiling-Mounted Angiography system in the identified space located in the Diagnostic Imaging Department together with all required building and building services modifications to accommodate the new installation(s).

1. Meet with stakeholders to gain a comprehensive understanding of space

and functional requirements for each piece of equipment.

2. Tour proposed installation space for equipment.

3. Review enclosed engineering drawings of proposed space.

In addition to the scope of work as detailed below, the vendor is required to identify and quote the cost of any additional work or hardware that is required to accommodate optimally functioning systems.

1. Replacement and/ or increase in lead protection in walls as required (to be

determined by the vendor).

2. Supply and installation of transformer, disconnects, wiring and fusible protection, if required, and other electrical modifications as required for the quoted system(s), including raceways, conduit and in-room cabling .

3. Installation of any specific structural steel and supports for any ceiling

mounted equipment. 4. Millwork as included in the engineering drawings. 5. Supply and installation of a UPS if required.

6. The additional heat loads imposed by the new equipment must be determined, and if required, air conditioning equipment of sufficient capacity must be supplied and installed to condition space to acceptable occupant comfort and equipment operating parameters. Please reference the e enclosed Mechanical drawings. If additional Heating, Ventilation or Air Conditioning is required, the cost shall be included in the vendor’s Turn Key quote.

7. Installation or relocation of medical gases as indicated in the engineering

drawings required.

8. Safety: Maintaining a healthy and safe environment for patients, staff and visitors is a priority for Western Health. This involves a commitment from all divisions and extends to outside agencies having occasion to come to any of our hospitals to conduct business. Vendors and any Sub-Contractors shall abide by the guidelines outlined in Western Health’s Contractor Safety handbook (enclosed).

ANGIOGRAPHY SUITE

INTRODUCTION

The Vendor will quote equipment for a complete Single Detector angiographic ceiling-mounted system with flat panel technology and digital processing. Vendors are requested to quote an angiography system with all the necessary software and hardware to perform the following imaging procedures and protocols.

• All interventional imaging procedures • Rotational angiography • 3D reconstruction • Vessel profiling with vascular analysis and stenosis quantification • Vascular stent placement • Cerebral angiography capability • Line and catheter insertions • Integrated needle guidance for biopsies • CT angiographic imaging

The Vendor will also quote a patient monitoring system, an angiography contrast media power injector and all accessories listed in tender. Given the dynamic state of Angiographic technology the vendor’s response must include software, upgrades and/or technological advances vendor announces at

RSNA 2008.It is mandatory that any and all upgrades announced at RSNA 2008 will be included in the system’s pricing.

MINIMAL REQUIREMENTS This section describes requirements for the equipment to be furnished, installed, calibrated, and acceptance tested by the seller. The angiographic system must be a flat-panel technology composed of the following subsystems, components, and capabilities:

a) Imaging gantry: C-arm gantry with x-ray tubes and flat-panel detector b) Patient table and accessories c) X-ray generator(s) d) Imaging workstation (must integrate with G.E PACS Centricity 2.1) e) Exposure monitoring f) Optional items (at the vendor’s discretion) g) Describe all “Works in Progress”

TECHNICAL SPECIFICATIONS OF ANGIOGRAPHIC SYSTEM: IMAGING GANTRY

The imaging gantry must be a C-arm multidirectional gantry suitable for use when catheterizing a patient in the supine position. Compliance: Yes No Comment

The gantry must permit free selection of multiple angulations while maintaining free access to the patient on all sides. Compliance: Yes No Comment

All motions of the gantry must be isocentric and must maintain orthogonal projections of the central x-ray beam such that the faces of the x-ray tube collimator and the detector remain parallel at all times. Compliance: Yes No Comment

Motion of the C portion of the gantry must permit variation of the SID. Compliance: Yes No Comment

Gantry construction must be mechanically stable and rigid to prevent vibration during operation. Compliance: Yes No Comment

Gantry design must provide for rapid positioning and adjustment of positioning by means of motorized operation. Compliance: Yes No Comment

Safety devices (interlocks) must prevent movements resulting in collision of the gantry with other subsystems and components. Compliance: Yes No Comment

When not in use, the gantry must be capable of being parked. Compliance: Yes No Comment The gantry must incorporate a display of all positioning parameters, including C-arm angulations and SID. Compliance: Yes No Comment The overall gantry and table design must permit head-to-toe fluoroscopy (i.e., the imaging chain must travel the entire length of the table). Compliance: Yes No Comment

The system must be capable of 3D reconstruction DSA. Compliance: Yes No Comment The system should be equipped with 3D Road Mapping. Compliance: Yes No Comment

The system must be capable of rotational angiography with rotational speed not less than 30º per second. Compliance: Yes No Comment Gantry controls must be mounted in a separate mobile console or on a console attached to the patient table. Compliance: Yes No Comment

Controls must include SID adjustment, emergency stop, and digital stepping if applicable. Compliance: Yes No Comment Auto positioning of the image stand and the table must be possible. Compliance: Yes No Comment The system must be equipped with collision detection. Compliance: Yes No Comment

FLAT PANEL DETECTOR(S)

The flat-panel detector on the gantry must have the following characteristics: Detector element must be arrayed in 1024x1024 matrixes as minimal. Please state matrixes through out the imaging chain. State if and where greater than 1K. Compliance: Yes No Comment The detector size(s) must have the appropriate size to accommodate the required applications. Compliance: Yes No Comment Specify the quantum conversion efficiency of the detector Specify the spatial resolution of the detector Specify the detector size

PATIENT TABLE

The patient table must be a special-purpose angiographic catheterization table. Compliance: Yes No Comment The patient table must have a floating top. Compliance: Yes No Comment

The patient table must have a motorized adjustable tabletop. Compliance: Yes No Comment The table controls must be on a console attached to the patient table. Compliance: Yes No Comment The patient table must permit free selection of gantry angulations while maintaining isocentric positioning. Compliance: Yes No Comment

The tabletop must be capable of supporting a 400-pound patient without deflection at maximum tabletop extension. Compliance: Yes No Comment The patient table must be designed so that all required cabling and wiring run beneath the floor or overhead. Compliance: Yes No Comment

The stepping table or gantry should include a minimum of four steps with five filming positions. Compliance: Yes No Comment

Stepping movements must be controlled manually or by computer programmed times, and should be instigated from either the control room or tableside. Compliance: Yes No Comment The patient table must have floating, swivel and tilting movements and the configuration must allow maximum patient accessibility. Compliance: Yes No Comment The patient table must have a Trendelenburg tilting capability (please indicate range). Compliance: Yes No Comment

X-RAY GENERATOR

The x-ray generator supplied must be a microprocessor-controlled “special procedures” generator. Compliance: Yes No Comment

The generator must have the following characteristics and capabilities: Output waveform = 3-phase, 12-pulse, high frequency or constant potential. Compliance: Yes No Comment The generator should have radiographic range of 40 to 125 KVp. Compliance: Yes No Comment Fluoroscopic range should be 50 to 110 KVp. Compliance: Yes No Comment Adjustment of KVp in 1 KVp steps over the entire radiographic range should be possible. Compliance: Yes No Comment

Shortest exposure time should be 1 msec or less. Compliance: Yes No Comment System must display all technique parameters, system status, percentage of tube heat load, actual radiographic exposure time. Compliance: Yes No Comment

The generators must include fully integrated controls for the following functions: Digital fluoroscopy Digital pulsed fluoroscopy Fluoroscopic last image hold Compliance: Yes No Comment

The generator must incorporate fluoroscopic automatic brightness/dose control, varying mA as the primary control and kV as the secondary control. The generator must also include an integrating fluoroscopic timer to record fluoroscopic time from 0.1 to 99.9 minutes. Compliance: Yes No Comment

The generator should be 100 kW units nominally rated as follows: a) 1,000 mA at 80 KVp b) 800 mA at 100 KVp Compliance: Yes No Comment

MONITORS

The system should include a minimum of (4) four 17- to 20-inch monitors. Compliance: Yes No Comment Video monitors must have anti-glare picture surface. Compliance: Yes No Comment The monitors must be supported by a swivel arm/ceiling suspension mount. Compliance: Yes No Comment

The swivel-arm/ceiling-suspension must provide vertical travel, the ability to locate the monitors for easy viewing from either side of the patient table (for all locations of the radiologist and technologists), and the ability to park the assembly at locations that will not limit access to the patient. Compliance: Yes No Comment The yoke must have a padded bottom and a handgrip for easy movement. Compliance: Yes No Comment The assembly must be counterbalanced. Compliance: Yes No Comment

DIGITAL ANGIOGRAPHY SYSTEM

Minimum features and performance criteria for the digital system capable of digital fluoroscopy, digital subtraction angiography, and high-resolution digital radiography must include: a) Matrix sizes: 512 x 512 (minimum 8 bits) and 1024 x 1024 (minimum 8

bits). Compliance: Yes No Comment

b) Acquisition rate of 30 fps in 1024 x 1024 matrixes.

Compliance: Yes No Comment c) In-room table-side and pedestal control of all functions.

Compliance: Yes No Comment

d) Real-time image processing during acquisition. Compliance: Yes No Comment

e) Immediate review of acquired images.

Compliance: Yes No Comment f) Digital panning.

Compliance: Yes No Comment g) Digital runoffs.

Compliance: Yes No Comment

h) Quantitative analysis of percent stenosis. Compliance: Yes No Comment

i) Control panel for all functions in control room.

Compliance: Yes No Comment

j) Please state fastest possible acquisition rate for “Angiographic CT”______

The system must be capable of Digital Subtraction during gantry rotation (often referred to as dynamic rotational angiography). Compliance: Yes No Comment System must be capable of doing subtracted bolus chase. Compliance: Yes No Comment

The digital system should be capable of pulsed progressive acquisition and should include scan conversion of progressively acquired images back into interlaced mode for viewing. Compliance: Yes No Comment The digital system should include a tableside control for image review in forward and reverse direction, stepwise or in slow motion. Compliance: Yes No Comment

The digital system's control functions should include:

a) Roadmap capabilities

Compliance: Yes No Comment b) Window width and window level adjustment

Compliance: Yes No Comment

c) Image inversion Compliance: Yes No Comment

d) Pixel shift

Compliance: Yes No Comment e) Pan and zoom

Compliance: Yes No Comment f) Electronic shutters

Compliance: Yes No Comment

The system must be equipped with 3D road mapping functionality. Compliance: Yes No Comment The system must be capable of 3D and CT imaging. Compliance: Yes No Comment

Please include a listing and detailed description of all main features and performance specifications, including the following: a) Standard 1024 x 1024 functions b) Functions available from the in-room control c) Selections of acquisition rates and number of images in run before tube

cooling occurs (1024) d) Selections of dose rates e) Time required between acquisitions and viewing (1024) f) Selections of mask image run delay

g) Anatomical land marking capabilities (bone insertion) and selection of percentage un-subtracted

h) Image processor including memory specifications i) Ability to selectively move images and/or patients from disk storage to a

separate file for review or deletion j) Digital archiving capabilities and formats including number of images at

1024 matrix

PARALLEL POST-PROCESSING The system should have the ability to process images (from a previous case or earlier sequence of the current case) while simultaneously displaying roadmap and/or information of the current case (i.e. the ability to process continuously, regardless of the case currently occupying the room. Compliance: Yes No Comment

Full details regarding patient radiation dose reduction strategies, such as user-selectable beam filtration, noise reduction and ability to adjust beam collimators must be provided. Comment

COLLIMATOR

The collimator must be remote controllable, automatic and Motor Driven Compliance: Yes No Comment The collimator should have optional Copper Filtration Compliance: Yes No Comment The collimator should have optional Aluminum Filtration Compliance: Yes No Comment

ACCESSORIES

The following items must be provided with the patient table: o Right and left arm supports o Two sets of restraints o Two tabletop mattresses (0.1 mm Al equivalent x-ray absorption) o Two headrest/holder pads Compliance: Yes No Comment

A ceiling-suspended radiation protection shield with extension arm, compatible with the patient table and imaging gantry, must be provided. Compliance: Yes No Comment

And

It must be positioned to allow use on either side of the patient table for all positions of the radiologist Compliance: Yes No Comment

Equipment must include ceiling suspended overhead OR-compatible procedure lights. Compliance: Yes No Comment The system must include an ultrasound system. The ultrasound system must be integrated with the angiography system and include one (1) probe for vascular application and one (1) probe for solid organ application. Compliance: Yes No Comment

The system must include a patient monitoring and recording system that includes ECG, pulse oximeter, non-invasive blood pressure and invasive pressure. This must include a flat panel display monitor mounted in the procedure room. Compliance: Yes No Comment

The system must include two–way communication between the procedure room and control area. Compliance: Yes No Comment An integrated power injector for contrast media injections must be included with the system. Compliance: Yes No Comment The system must include a CO2 injector. Compliance: Yes No Comment

WORKSTATIONS

Acquisition workstation with separate image and text LCD monitor, with seamless modality work list functionality must be provided. Compliance: Yes No Comment The quoted system must have a separate multimodality workstation with advanced vascular application software, including advanced vessel analysis, CTA, MRA and DSA capabilities Compliance: Yes No Comment The system must include a GE PACS diagnostic workstation. Compliance: Yes No Comment

Connectivity

The system must be able to connect to existing Meditech RIS/HIS via HL-7 protocol. Compliance: Yes No Comment

The system must be able to connect to the existing GE PACS. If connectivity licensing fees apply, Vendor is responsible for payment to GE Healthcare for the licensing fee for the Angiography Suite connectivity and configurations including the work list. Compliance: Yes No Comment The system must have DICOM Verification Service Class (VSC) Compliance: Yes No Comment The system must have DICOM Query/Retrieve Service Class (Q/R SC) Compliance: Yes No Comment

The system must have DICOM Storage Service Class (Both SCU & SCP) Compliance: Yes No Comment The system must have DICOM Storage Commitment Service Class (Storage Commitment SC) Compliance: Yes No Comment

The system must be capable of interfacing with Meditech HIS/RIS Compliance: Yes No Comment The system must be able to fully integrate with GE PACS (2.0 and 2.1) Compliance: Yes No Comment

Vendor must provide DICOM conformance statement upon request Compliance: Yes No Comment All costs associated with connectivity of systems to the G.E PACS and HIS /RIS is the responsibility of the vendor (interface, licenses, software and hardware) Compliance: Yes No Comment

ERGONOMICS

Please list ergonomic advances of the quoted units: • Unit Movement • Column Movement • Technical Controls

• Locks • Positioning light BID PRICE

1. Price of Angiography system as quoted $ (no taxes). 2. Price of Angiography system including “Turn- Key” renovations: $ (no taxes).

Please provide a detailed and comprehensive description of “turn-key” deliverables.

Please include descriptive literature with your bid. Please complete the attached Vendor’s Checklist. Please provide four copies of the tender response

3.0 Presentation / Training / Service

3.1 Presentation

A presentation of the Tender and / or a demonstration of the product / system shall be provided, if requested, at the Vendor’s expense.

3.2 Training

Vendor response must include on-site training of technologists and Radiologists

- 1 week initial training - 1 week of follow-up training at a time to be mutually agreed - One on one demonstration and instruction - On site technical support during start-up

Compliance: Yes No Comment ________________________

Detail the number of on-site training hours The vendor will incur all applicable costs for training and travel expenses. Compliance: Yes No Comment _______________________

OPTION

In your tender response please include pricing for the following option as a separate line item from the price of the unit.

1. Training of in-house Bio-Med.

The Vendor shall agree, as an option, to provide factory training for One

in-house Biomedical Technologist, employed by Western Health, for the purpose of maintaining the Angiography system.. Such training shall be equal to the training provided to the Vendors own service staff. All costs associated with this training, including travel, accommodations, meals and tuition shall be included in the Tender price.

$

The vendor must supply service and operating manuals

Compliance: Yes No Comment ________________________

3.3 Service and Warranty

System must be supplied with a full one year warranty, covering all quoted systems and system components. Compliance: Yes No Comment

There must be at least one field service engineer dedicated to Diagnostic Imaging within the province Compliance: Yes No Comment

There must be a 30 minute or less field engineer phone response Compliance: Yes No Comment There must be a 24 hour or less on site response. Compliance: Yes No Comment Indicate the number of PMs per year

At least 98% uptime must be guaranteed. Failure to meet uptime commitment will result in a monetary penalty to be paid by the vendor. The penalty is to be mutually agreed upon by both the vendor and customer. Compliance: Yes No Comment

3.3.1 The Vendor shall confirm in writing that Parts and Labour will be available for the quoted system for not less than nine (9) years after the warranty period.

3.3.2 The Vendor shall provide as an option, pricing for one-year and

Five-Year Service Contracts including all parts and labour. Please include options for Full Service and Shared Service Contracts.

1 year full service _______ 1 year shared service

5 year full service ______ 5 year shared service _________

3.3.3 The Vendor shall provide all Operating, Service and Parts manuals required to service the equipment.

4.0 Product History and Vendor Reputation

4.1 The Vendor shall provide a list of three (3) organizations where a similar Unit has been installed. Include a contact person for each organization.

5.0 Financial Considerations

5.1 All applicable taxes shall be indicated in the Tender. 5.2 The cost for installation, initial set-up and programming shall be included

in the Tender price. 5.3 All costs for training shall be included in the Tender. This includes any

travel, meals and accommodation.

5.4 Terms of Payment

The Authority agrees to pay the full invoiced amount within 30 days following acceptance of the installed system by Western Health. Acceptance testing will be completed within 30 days following the complete installation of the system.

6.0 Vendor Confirmation (please sign)

I confirm that our Tender meets or exceeds the specifications detailed in this invitation to Tender. I also confirm that all specifications are included in the quoted price. Any items that are optional are noted accordingly.

Signed Title Company Name Address _________________________ _________________________ Phone _________________________

TENDER CHECKLIST

TENDER #0171- 0878

DID YOU INCLUDE

HAS TENDER SUBMISSION BEEN SIGNED Yes No COPY OF REQUIRED TENDER DOCUMENTS Yes No COPY OF BROCHURES (IF REQUESTED) Yes No COPY OF WCB LETTER OF GOOD STANDING (IF REQUIRED) Yes No COPY OF PROOF OF INSURANCE (IF REQUIRED) Yes No AMOUNT OF TAX NOTED ON REQUEST FOR QUOTATION FORM Yes No OPTIONAL PRICING FOR TRAINING INCLUDED Yes No NOTE: TENDER RESPONSES MAY BE REJECTED IF YOU ANSWER “NO”

TO ANY OF THE ABOVE QUESTIONS.

Contractor Safety Handbook

REVISED 21 OCTOBER 2008

INTRODUCTION: All contractors while on Western Health property must abide by the regulations of the Newfoundland and Labrador Occupational Health and Safety Act. Any contractors or their employees, including sub-contractors, breaching the Act or Western Health safety regulations will be required to stop work. Prior to commencement of any contracted work, contractors are required to complete and sign the Contractor’s Safety Agreement. DEFINITIONS: CONTRACTORS Any person or representative of a firm which is engaged by contract or purchase order to perform repairs and/or maintenance or capital works (i.e. repairs to plant, buildings and works or machine installations, new or modified buildings and works). SITE REPRESENTATIVE The individual identified by Western Health as its’ contact person for the contract. PROJECT SPECIFIC INFORMATION SITE REPRESENTATIVE: _______________________________________ CONTRACTOR: _______________________________________ SUB-CONTRACTORS: _______________________________________ _______________________________________ _______________________________________ _______________________________________

PROPERTY PROTECTION Site Entry Contractors must, under no circumstances, move outside the area allocated for the work at hand, unless approval is obtained from the Site Representative. Only the contractor, their designated employees and related Sub-Contractors and their employees are permitted on site. Under no circumstances are contractors to bring other people onto site without prior approval from the Site Representative. Note: That the term “personnel” used in this document refers to the Contractors and related Sub-Contractor employees for the work at hand. When on Facility premises:

• Only vehicles required to facilitate the work at hand should be at the work site. • Contractor's employees are to park private vehicles in the Western Health

general parking areas. • Posted speed limits are to be observed while travelling on Facility property.

Identification While on Western Health property the contractor and their employees shall be required to wear appropriate identification. The Infrastructure Support Department shall be contacted regarding identification prior to the commencement of any work. The site representative shall require a list of all personnel of the contractor on site. Infrastructure Support will provide all contractors and their personnel with a contractor ID which must be returned to Infrastructure Support, at the completion of the project or when the personnel are no longer required for the work at hand. Contractor's Tools and Equipment Contractors must supply all tools and equipment while working on Facility property. Contractors are to ensure that all tools and equipment comply with the appropriate CSA standard and OH&S legislation. The Site Representative in charge will prohibit the use of equipment including hand tools, which are considered to be faulty or dangerous. Water for use is available in most locations within the facility. Use of water from these locations must have prior approval of the Site Representative. Cartridges and Fasteners Contractors shall ensure that any work with cartridges and fasteners shall conform to OH&S regulations and Western Health’s policy regarding cartridges and fasteners.

Equipment and Material Deliveries Contractors are to make all arrangements for delivery, off loading, storage of equipment and stocktaking, etc., prior to its arrival on site with the Site Representative. Storage shall be in those areas approved by the Site Representative. SAFE WORK PRACTICES Asbestos Awareness Traces of asbestos have been found throughout some of the Facilities operated by Western Health. If the contracted work involves potential asbestos exposure then appropriate asbestos abatement procedures must be complied with to ensure that contracted personnel are not exposed to asbestos hazards. The Site Representative must be consulted prior to any work commencing that involves potential asbestos exposure. The site representative shall contact the Asbestos Abatement Coordinator to obtain Asbestos Abatement Permit #. If a contractor needs to perform work outside of the scope of the tender document then the Site Representative must be notified so that it can be determined if there is a potential for asbestos exposure. If there is potential for asbestos exposure then appropriate asbestos abatement procedures must be followed. Dust Control Work completed in Western Health facilities must be done in compliance with the standards established under Canadian Standards Association, reference number CSA Z317.13-03 - Infection Control during Construction or Renovation of Health Care Facilities: A Practical Reference Guide Medical Gases Any contractor performing work in walls or ceilings must be aware of the presence of medical gas piping in many of the facilities under Western Health jurisdiction and procedures must be implemented to ensure that all medical gas codes are met. The Site Representative must be consulted before work proceeds in any area where medical gases are present. Qualified Personnel All contracted work must be undertaken by appropriately qualified personnel. The contractor’s personnel shall hold any professional designations required to perform the contracted work.

Plant and Machinery Locks and appropriate tags shall be used to isolate hazardous plant or machinery after contacting the Site Representative first to arrange appropriate isolation. Isolation equipment and safety guards shall not be removed without special permission from the Site Representative. Operating Equipment Contracted employees shall not attempt to operate any equipment, machinery, switches, valves, etc, owned by the Facility without prior approval of the Site Representative. Under no circumstances are contractors or their employees to operate or ride on elevated work platforms without prior approval of the Site Representative. Any powered lifting equipment or vehicle supplied by contractors will be permitted on site only if the driver is licensed. Electrical Equipment Contracted employees shall not tamper with or remove any electrical wires / tagging or equipment, nor operate any electrical switch gear on the Facility premises without the permission of the Site Representative. The contractor is to be conversant with the law in relation to the use of electrical hand tools and appliances as well as the Canadian Electrical Code, in particular Section 24 applicable to Health Care facilities. Entry into any electrical or mechanical room is prohibited unless: a) The person is certified to work on electrical equipment and b) Permission is obtained from the Site Representative. Welding and Cutting Welding and cutting with the use of arcs, naked flames or grinders is prohibited in some areas. These methods are permissible in other areas, but only if the Site Representative has been notified and advised of any such work. Fire Detection systems shall be isolated as necessary before work starts. The Site Representative in charge will prescribe precautions and refer the contractor to the Hot Work Policy (Appendix 1). Damaged Equipment Any Facility equipment being used by the contractor which is damaged must be reported to the Site Representative. Combustible Substances

Contractor shall work with combustible substances in accordance with OH & S Regulations and Western Health’s Policy regarding combustible substances (Appendix 1). WORK SITES Appropriate barriers and signage must be erected when work is performed in occupied areas, particularly in patient care units and areas where the general public are present. If protection around the work area is required, it should be in a form that complies with applicable Occupational Health and Safety Regulations and CSA Standards. Equipment and work barriers must not be erected in such a way as to restrict access to patient rooms, lounges, nursing stations, examination rooms, offices, fire exit stairs and other occupied areas. If patients have to be relocated the Site Representative must be notified. The Site Representative will make the appropriate arrangements with nursing staff. Appropriate warning notices must be erected. No work may commence along access routes or operating areas without prior approval from the Site Representative once all necessary precautions have been put in place. Equipment must not be thrown from elevated structures - use lifting gear to lower. Work which will be noisy or creates excessive vibration within the facility must be first coordinated with the Site Representative. Work may be stopped at any time if this affects the ongoing hospital’s activities. The Site Representative will have full access to work areas to conduct work place inspections that will ensure that the contractor is complying with the contents of the Contractor Safety Handbook. Ladders and Scaffolding All scaffolding must be erected in accordance with OH&S requirements and CSA standards. All ladders must be in good condition and must comply with CSA Standards and OH&S legislation. Ladders must be of a type deemed appropriate for the type of work taking place.

Ladders are not to be used as a substitute for scaffolding. Portable ladders, while in use, shall be secured in accordance with OH&S legislation. Confined Space When work is to be carried out in a confined space (as defined by the Canada Labour Code, Part II), the Site Representative must be informed prior to the commencement of work so that appropriate confined space entry procedures are implemented in accordance with Western Health’s Confined Space Entry Policy (Appendix 1). Roof Access Access to the roof is only permitted after the Site Representative has been informed. Fall protection procedures and equipment must be used as required by the applicable Occupational Health and Safety Regulations and in accordance with Western Health’s Fall Arrest Policy (Appendix 1). Housekeeping Contractors must maintain a clean and tidy work area at all times. Corridors, exits, vestibules, stairs, aisles, walkways, roads, and other means of access paths must be kept clear of tools and material at all times. When it is necessary to leave the site before completion, all materials, tools, rigging, boards and other debris must be carefully removed from the occupied work area unless in a designated construction zone. There shall be no materials or equipment left overhead or on the roof unless these are secured in place. Adequate barricades and warnings must be erected around all openings, excavations and obstructions. On completion of the Project, at the end of each shift and/or while the work area is unattended, the site is to be left clean and tidy. Reporting Injuries All injuries must be reported as soon as possible to the Site Representative who will in turn conduct an investigation and report the finding immediately to the Regional Director of Employee Wellness/Health & Safety. The report of injury should be filed using Western Health’s “Report of Incident Form”. Personal Protective Equipment Hard hats must be worn in areas where designated by the OH & S Regulations.

Safety glasses must be worn whenever there is a risk of damage to eyes, i.e. grinding, chipping, etc. Contractors are to supply their own employees with safety glasses. Appropriate safety footwear must be worn at all times on site. Hearing protection (i.e. ear muffs or plugs) is to be worn when noise hazards are created. Contractors are to supply their personnel with such devices. Respiratory protection must be worn whenever there are respiratory hazards present. Before respiratory protection is worn appropriate training and fit-testing must be performed as per the applicable Occupational Health and Safety Regulations and CSA Standards. Western Health reserves the right to delay any job as a result of an outbreak of an infectious disease (i.e. SARS) that requires the use of respiratory protection. All Personal Protective Equipment must meet CSA, NIOSH or other accepted standard where applicable. Smoking Contractors and their employees shall comply with Western Health’s Smoke-Free Policy (see attached). Intoxicating Liquor or Drugs The contractor will not be permitted to enter the site with any intoxicating liquor or drugs or be under the influence of same. Compressed Air Contracted employees will not use compressed air for any purpose other than what it is provided for. A stream of compressed air shall not be directed towards any person, or to clean down clothing. Horseplay Practical jokes and horseplay on the job can be dangerous and are prohibited. Hazardous Goods No material of a hazardous nature is to be brought on site until approval is obtained from the Site Representative. All Material Safety Data Sheets (MSDS)/information relating to any such materials be located on site and be known to the user employees prior to beginning work.

Persons handling or transporting hazardous materials must be trained in WHMIS, TDG and/or other pertinent regulations and standards. Notification of a Serious Injury / Illness Contractor shall report to the site representative any serious injury or noticeable occupational disease. Serious aliments must be reported to Government Services Department of Occupational Health and Safety at (709) 729-4444. Directives: The Site Representative shall be informed of any Directives received by

the contractor from an OH & S Inspector. The Site Representative shall copy the Directives to the Regional Director ~ Employee Wellness/Health & Safety.

Inspection: All contractor work sites shall be inspected by Western Health Site

Representative on a weekly basis.

CATEGORY: ORGANIZATIONAL – CLIENT/COMMUNITY RELATIONS

SUB-CATEGORY: COMMUNITY RELATIONS WITH WESTERN HEALTH

GROUP:

DISTRIBUTION: ALL STAFF

TITLE: SMOKE - FREE PROPERTIES

PURPOSE Western Health is committed to providing a smoke-free environment for its patients, clients, residents, employees, physicians, volunteers, students, visitors and the general public by:

• offering tobacco cessation counseling and referral, • protecting all from tobacco smoke on Western Health property, • supporting our employees in adopting healthy lifestyles, and • providing leadership in tobacco reduction initiatives.

POLICY Smoking is not permitted in or on all Western Health owned or operated premises and facilities including the interior, exterior grounds and parking lots. Smoke-free grounds will be clearly indicated by appropriate signage. For any lease agreements entered into on behalf of Western Health, Facilities staff must ensure that the building meets the Smoke Free Environment Act 2005 and must promote smoke free properties.

All clients, patients, residents, employees, physicians and visitors must comply with the smoke free properties policy unless they are located in an exempted area. Employees must not facilitate a client/patient/resident’s smoking. For example, employees must not escort a client/patient/resident to the property perimeter so the client/patient/resident can smoke. All clients, patients, residents, employees, physicians, volunteers and the general public have shared responsibility for supporting and complying with the Smoke-Free Properties policy.

In areas where security staff exists they must patrol entrances and grounds to ensure that all persons are in compliance with the policy. At sites where security services are not provided, management must enforce the policy. Employees who do not comply with the policy are subject to disciplinary action as per collective agreements and the organization’s human resources policies. Employees who continue to violate this policy may be subject to discharge. Subject to operational requirements, employees may be permitted to attend Smoking Cessation Group classes on work time.

The smoke free properties policy applies to the following categories of Western Health owned and/or operated facilities/sites:

a) Hospitals b) Health Centres c) Community Clinics d) Long Term Care Facilities (staff only) e) Office buildings f) Parking lots and vehicles parked on Western Health property. g) All Western Health outbuildings, such as sheds, etc. h) Accommodations (staff and physicians):

• Transient (< 3 months) accommodations • Accommodations physically attached to health facilities • Multi unit accommodations • Single unit accommodations: Smoking is not permitted indoors but

tenants are not required to go off the property. i) Vehicles owned, operated or leased by Western Health no matter where they are

located.

Exemptions: a) Buildings not owned or operated by Western Health such as leased space, which

may have multiple tenants, and the landlord cannot provide a smoke free property because of other lease requirements.

b) Long Term Care facilities with respect to residents may be phased in dependent on regulations/legislation.

c) Patients on the Mental Health Unit at Western Memorial Regional Hospital.

PROCEDURE A. Clients/Patients/Residents:

Inpatients

1. Inpatient staff must advise all patients of the smoke free properties policy and

their obligations under the policy on admission. This discussion must be documented in the inpatient health record.

2. Inpatient staff must screen all patients for tobacco use upon admission. Tobacco use must be documented in the inpatient health record or physician’s progress notes.

3. Inpatient staff must provide a supportive environment to inpatients who smoke during their involuntary tobacco abstinence, including referral to smoking cessation programs.

4. Voluntary patients who wish to leave the premises for any purpose, including smoking, do so at their own risk.

5. As appropriate, inpatient staff will refer patients for smoking cessation support in keeping with the Smoking Cessation Support: Community Action and Referral Effort (CARE) policy # 6 – 01 – 25.

Outpatients 1. Outpatient staff must advise all outpatients/clients of the smoke free properties

policy and their obligations under the policy on registration and/or admission. This discussion must be documented in the health record.

2. Outpatients who wish to leave the premises for any purpose, including smoking, do so at their own risk.

3. As appropriate, outpatient staff will refer outpatients/clients for smoking cessation support in keeping with the Smoking Cessation Support: Community Action and Referral Effort (CARE) policy # 6 – 01 – 25.

Residents

1. Long term care staff must advise all new applicants of the smoke free properties policy and their obligations upon admission to long term care. 2. Long term care staff must provide a supportive environment to residents who smoke including provision of smoking cessation support in keeping with the Smoking Cessation Support: Community Action and Referral Effort (CARE) policy # 6 – 01 – 25. 3. Residents who wish to smoke must smoke in a designated area, and do so at their own risk. Long term care staff must inform families and residents of the lack of supervision in the designated smoking area.

Clients 1. Community staff must post the smoke free properties signage in all waiting areas

to advise clients of the smoke free properties policy and their obligations under the policy.

2. Clients who wish to leave the premises for any purpose, including smoking, do so at their own risk.

3. As appropriate, community staff will refer clients for smoking cessation support in keeping with the Smoking Cessation Support: Community Action and Referral Effort (CARE) policy # 6 – 01 – 25.

4. For staff who work in clients’ homes, please refer to Smoke Free Environment For Home Based Service Provider Policy # 6 – 01 – 21.

B. Employees and Physicians

Smoking Cessation Support

As appropriate, a workplace smoking cessation program may be offered to employees and physicians. The program includes self-help materials and referral to the Smokers Help Line in keeping with the Smoking Cessation Support: Community Action and Referral Effort (CARE) policy # 6 – 01 – 25.

C. Compliments and Complaints

1. All staff must document compliments and complaints with respect to this policy and its implementation, from clients, patients, residents and other members of the public through the existing complaints process.

2. Supervisors must document all compliments and complaints with respect to this policy from employees through the existing complaints process.

LEGISLATIVE CONTEXT Smoke Free Environment Act 2005 KEYWORDS Smoke Free Properties, Smoking Cessation Support, Community Action and Referral Effort (CARE) Approved By:

Chief Executive Officer

Maintained By:

Chief Operating Officer – Secondary

Services

Effective Date:

30/May/2008

Reviewed:

Revised: (Date of most recent changes to the policy)

Review Date:

30/May/2011

Replaces 6 – 01 – 20 Smoke Free Work Environment

CAN/CSA-Z317.13-03 INFECTION CONTROL DURING CONSTRUCTION OR RENOVATION OF HEALTH CARE FACILITIES

ACKNOWLEDGEMENT FORM

1. The requirements of CAN/CSA-Z317.13-03 will be followed for the work of this

Contract. This standard describes precautionary and remedial measures for preventing exposure to agents and released of augmented because of actions undertaken during health care facility construction, renovation, maintenance and repair work.

2. Contractors are to acknowledge that they have obtained, reviewed and

understand the requirements of CAN/CSA-Z317.13.03 and that all costs associated with these infection control measure have been incorporated into the Tender amount.

Authorized Signing Officer Title Authorized Signing Officer Title