Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF JULY 19, 2014 FBO #4620
DOCUMENT

65 -- Nurse Call System Replacement - Attachment

Notice Date

7/17/2014
 

Notice Type

Attachment
 

NAICS

334290 — Other Communications Equipment Manufacturing
 

Contracting Office

Department of Veterans Affairs;Acquisition & Materiel Management;Michael E. DeBakey VA Medical Center;2002 Holcombe BLVD;Houston TX 77030 4298
 

Solicitation Number

VA25614I1203
 

Response Due

8/1/2014
 

Archive Date

8/6/2014
 

Point of Contact

Jarvis Washington
 

Small Business Set-Aside

N/A
 

Description

Nurse Call System VAMC Houston Texas ________________________________________ Interested companies should submit an electronic statement outlining their company's capability and capacity to provide these items/services to Jarvis.washington@va.gov. Also firms shall provide their business size status in accordance with the small business administration website (www.sba.gov) for the above referenced NACIS code that fall within. Please submit statements of capabilities electronically to jarvis.washington@va.gov no later than Friday August 1, 2014 @ 10:00 a.m. CST. Phone inquiries will not be accepted. Please reference announcement number VA580-14-1-167-0106 in the subject line of your e-mail. Vendor Checklist for this announcement: Vendor name Address Email and Phone Number Cage Code & DUNS Number Business size FSS Contract Number (if the items are on the GSA Schedule) Capabilities Statement Nurse Call Purchase - Request for Information (RFI) ? Nurse Call Purchase - Request for Information (RFI) Michael E DeBakey VA Medical Center, 2002 Holcombe Blvd. Houston, TX 77030 PURPOSE This is a Request for Information only. This is not a solicitation for proposals and no contract will be awarded from this announcement. The Michael E DeBakey VA Medical Center (MEDVAMC) department of Biomedical Engineering is requesting information for a nurse call system for use in all care lines. The submission of a proposal does not guarantee purchase nor provide any advantage in the bidding process. Currently, nurses lack the ability to track bed alarms, like bed exit alarms, from the central station, which has led to higher fall percentages and serious injuries to patients. The replacement Nurse Call System will create a link between the beds throughout the MEDVAMC and the master consoles at the nurses' stations, lowering the risk for these incidents. Right now, the nursing staff cannot be contacted directly by the patient if the staff member has stepped off the floor, which can lead to error in information and a relay/delay in medical attention. Integration of staff phones to the nurse call system would allow patients to directly speak to their assigned staff member. Finally, integrating the real-time location system (RTLS) with the nurse call system will allow for the best records of staff location and response time to be generated. THE BRAND NAME OR EQUAL FORM ATTACHED TO THIS RFI IS REQUIRED TO BE COMPLETED AND MUST BE RETURNED WITH THE INTERESTED COMPANIES RESPONSE TO THIS RFI. OBJECTIVES MEDVAMC seeks to replace the current nurse call system in approximately 575 rooms in over 35 units. Areas include: Primary Care, Medical Care, Diagnostic and Therapeutic Care, Operative Care, Eye Care, Spinal Cord Injury Care, Neurology, Mental Health, and Extended Care. (THIS REQUIREMENT IS FOR A BRAND NAME OR EQUAL PRODUCT) Capabilities of system: 1)Ability of system to have basic functionality (bidirectional center console to room communication) in a result of an IT network failure and/or power disruption 2)Ability to integrate into facility-wide code blue overhead notification system 3)Bidirectional communication between patient and clinical staff at central console, patient room stations, pillow speakers, and emergency pull cord stations 4)Visual/audible signals for emergency and/or routine needs outside room and at central console 5)Compatibility/integration with ASCOM phones 6)Ability to pull patient demographics from ADT interface/electronic medical record (EMR) system a.Report of staff locations and time stamp 7)Compatibility with Centrak real-time tracking system (RTLS) integrated into system a.Centrak RTLS is a nationwide required source for any asset tracking modalities in the Veterans Healthcare Administration system b.Auto-cancellation of calls using the RTLS system 8)Generation/logging of call records between patient and clinical staff Hardware specifications: "Master console/central station display oTouch screen display "Keyboard/mouse utilization for patient information entry if desired oDisplay of floor plan representing nursing unit oDisplay of bed status linked to bed in specified room "Bed alarms must integrate with Hill-Rom and Stryker beds "Examples of necessary bed alarms: oBed exit "Examples of optional alarms/status: oSide rail location oWeight shifting/redistribution oDisplay of room number/patient information during call oDisplay of clinical staff location on main screen using RTLS modality oDifferent colors/sounds for different alarms generated "Will be specified at time of installation and only be changed with administrative rights oUPS to power central station and monitor for 10 minutes "Must power system in case of power loss or interruption oDisplay of contact information for clinical staff, EMS staff, nutrition/food services "Listing will be determined at install with ability to change only with administrative rights oHave ability to notify staff based upon specific location using RTLS capabilities "Patient room stations o10 or more programmable options/buttons "Code blue displayed at all times oBi-directional communication between patient and staff at master console oRoom-to-room communication oWhen alarm is generated, de-activation can only occur at activated station oAbility to synch with Stryker and Hill-Rom beds for communicating with master console oOptional feature: "Touch screen "Emergency pull cords oDisplay location at central console when activated "Shows room number/location oActivates dome light outside room with solely-dedicated color oWhen alarm is generated, de-activation can only occur at pull station that was activated. oBi-directional communication "Code Blue stations oAbility to synch with hospital overhead Code Blue paging system oIlluminate corridor light when activated oDisplay location at master console when activated "Pillow speakers oUsage/integration of interactive pillow speakers "Corridor lights oLED light oDisplay different color lights for different alarms or statuses "At least 5 different colors available oDisplay different illumination patterns for specific alarms Hardware inventory: 1)(45) master consoles located at nurse's station/reception desks 2)(675) programmable patient stations located in every inpatient room with code blue 3)(870) emergency bi-directional communication stations located in every patient bathroom throughout the hospital 4)(1545) code blue stations capable of synching with overhead paging system 5)(700) pillow speakers at each inpatient bed 6)(910) LED hallway dome lights PAYMENT: Invoices, MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., and itemized listing of all equipment installed by unit. Each invoice must be provided in triplicate. Invoices can be issued per unitt after full-functionality of system has been achieved and proven. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification at all times while on the premises of the VAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. The VAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the VAMC and only permitted in designated smoking shelters on the VA campus. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. NOTE: - Enter unique or unusual conditions [modify to suit your specific situation(s)] if the above clause is not entirely applicable. The Contractor shall be required to report to Biomedical Engineering to log in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to log out with Biomedical Engineering and submit the ESR(s) to the COR. ALL ESRs shall be submitted to the equipment user for an "acceptance signature" and to the COR for an "authorization signature". If the COR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). NETWORK: The quote for the network installation needs to be a separate line item than the equipment and shall include cost per network node, including cable run, terminations, any necessary hardware and installation cost. The network shall be configured in such a manner that hardwired and wireless devices are on the network. There will be the ability to contact clinicians throughout the hospital or care areas. All above ceiling cable runs shall be tie-wrapped and placed in telephone/data trough, in a conduit or properly routed through interstitial area per hospital facilities requirements. Cables shall be bundled neatly and in a professional manner especially when cables converge at network hardware. Cables shall be marked at each end indicating the termination point of the other end. Network cabling, terminations and any patch panels used shall be CAT-5E/CAT6 certified. The network shall be IPV6 compatible. The nurse call network will be a part of the VA network, but it will be segmented by VLANs. Hardwired and wireless networks shall be configured to allow uninterrupted signal flow throughout the network. In the event of network down time there shall be redundancy to allow the care area network to operate independently of the VA network. All networking hardware shall be wall or rack mounted in mutually agreed upon areas. The preferred placement of servers or additional computers would be in a centralized computer room. Any network hardware that cannot be located in the server room shall be placed in data closets or secure locations. Any wireless equipment shall be compatible with existing hospital wireless network. If Information Management Service Line (IMSL) mandates encryption, then equipment needs to be FIPS 140-2 encryption compliant. Any cable run through plenum space shall be plenum rated according to NEC and applicable fire codes. All wall penetration shall be sealed according to all applicable codes and hospital policy. Infection Control policies shall be adhered to at all times. Noise and dust will be controlled by covering any doors, vents, and permanent equipment in each room. Unit to unit connection charge shall include all cable runs, hubs, switches and any other hardware or software required. The nurse call system shall be able to interface to AEMS/MERS utilizing HL7 protocol. All cables shall be terminated TIA568A. All cable runs shall be tested in accordance with TSB-67 and TIA/EIA 568-A or latest TIA/EIA Revisions. The vendor shall provide a copy of the test results to IMSL in electronic format that can be displayed and/or viewed. Cable length shall be included in this report. Documentation of the vendor network shall also be provided and include a marked up drawing (as built) showing jacks and room locations. A spreadsheet shall also be provided with the following information. Interface will be compliant with VA National interface standard. Any offsite server or network maintenance or support provided by the vendor can only be done VPN access after the vendor has obtained the VPN access from the VA. PROTECTION OF EXISITING STRUCTURES, EQUIPMENT, AND UTILITIES: The Contractor shall preserve and protect all structures and equipment on or adjacent to the work site. The contractor shall replace at his own expense damage to such items to the satisfaction of the Contracting Officer. Contractor shall take all measures and provide all materials necessary for protecting and preserving existing equipment and property in affected areas of installation against dust, debris and physical damage, so that equipment and affected areas to be used in Medical Center operations will not be hindered. Contractor shall permit access to VA personnel through installation areas as required for maintenance and normal Medical Center operations. When the installation area is turned over to Contractor, Contractor shall accept entire responsibility therefore. Contractor shall maintain in operating condition, existing fire protection, alarm equipment and other operating equipment in the installation area. IT IS VERY IMPORTANT THAT ESSENTIAL AND LIFE SAFETY SYSTEMS BE CONTINUOUSLY MAINTAINED AND NOT INTERRUPTED WITHOUT TWO WEEKS PRIOR WRITTEN NOTICE AND APPROVAL FROM THE VA MEDICAL CENTER PHASING: The contractor shall submit a phasing schedule in writing to the COR for approval two weeks prior to the start of any work. MEVAMC is a fully operational hospital. The Contractor must schedule his work around VA operations and specifically for the convenience of the hospital. Contractor must note work at times other than normal operating hours, which are from 0800 until 1700 Monday through Friday. All work and installation will be coordinated with the COR, Nursing, and Biomedical Engineering groups. Phasing and work schedule will be provided and coordinated with the COR. A detailed installation schedule will be provided during the project implementation kick-off meeting. The uninstallation and installation will occur at the discretion of the COR and be coordinated with the VA. The full deployment shall have a 90 day deployment window. In addition to the COR, an additional representative at the facility will act as a liaison to ensure that the vendor meets government expectations and follows the guidelines as set by the Contracting Officer. Vendor will have no access to VA sensitive information during the installation. The vendor will confine operations (including storage of materials) on Government premises to areas authorized and approved by the Contracting Officer. The Contractor shall hold and save the Government, its officers and agents, free and harmless from liability of any nature occasioned by the Contractor's performance. Working space and space available shall be as determined by the COR. CONTRACTOR'S RESPONSIBILITY IN CONNECTION WITH PROJECT: The price quoted shall include cost of uninstallation of Rauland-Borg Responder IV system and installation of new system which consists of assembling, positioning, and mounting of all equipment listed on the delivery order and connections of all cables. The hospital is responsible for furnishing all conduit and raceways unless specified otherwise on the delivery order. The equipment installers are responsible for disassembling the current nurse call system located throughout the medical center and coordinating with the Logistics department to ensure proper turn-in protocols are followed. The equipment contractor is also responsible for furnishing and pulling interconnecting wiring and cabling through conduit and raceways, and for making any connections. Interconnecting wiring and cabling which do not run through conduit and raceways shall be furnished and installed by the equipment contractor. It is the responsibility of the equipment contractor to install junction boxes, wall/ceiling mounts and support structures supplied by the equipment contractor. The equipment contractor must provide well qualified field engineers or technicians to install and conduct all necessary tests which shall begin within (10) ten days after receipt of notice to proceed from the COR at the affected hospital. Once installation is started, it shall be continuous, eight (8) hours per day coinciding with the day shift working hours at the hospital. Compliance with this requirement shall be manifest by the continuous presence of the engineers or technicians on the job site during the daily working period. Installation shall be continuous, without interruption, until all installation and testing work has been completed. The contractor must provide the physical movement of the equipment from the storage point at final destination, to the area of installation, and the uncrating of the equipment. Rigging and special handling costs, if required, to move the equipment from dock area to the installation site within the consignee's premises, shall be borne by the equipment contractor. Upon receipt of notice to proceed with installation, it shall be the contractor's responsibility to inform the Contracting Officer of any problems which may be anticipated in connection with installation or which will affect optimum performance once installation is completed. Such matters as inadequacy of power supply, limitations of site or inadequate preparation of site shall be reported prior to start of installation. Installation shall not proceed under such circumstances until authorized by the Contracting Officer. In the event that progress of the installation is interrupted through no fault of the contractor, the continuous installation referenced in the preceding paragraphs may be terminated until such time as the cause of delay has been eliminated, and then shall be resumed within twenty-four (24) hours after the contractor has been notified that work may again proceed. Such termination of continuous installation shall be made only after two (2) hours' notice has been given to the (COR) or person acting in that capacity at the hospital receiving installation. Contractor must notify the Contracting Officer within 48 hours of termination of installation. Unless otherwise authorized by the Contracting officer, installation of equipment shall in no event exceed sixty (60) days per room from the date of notice to proceed with installation. The contractor shall supply certification of tuberculosis testing completion prior to commencing any work located on the MEDVAMC campus. Smoking is only allowed in approved locations throughout the campus. TRAINING: Clinical users: The successful vendor, at the time of a purchase, will provide, training for all shifts. This will require more than one training session per shift, no more than three weeks prior to installation. Training would include initial training; go live support training, super user training, and Computer Based Training. Biomedical Engineering Service Training: The vendor shall provide, at no cost to the hospital, in-service training for 20 in-house Biomedical Equipment Support Specialists (BESS) included in the purchase of each major piece of equipment in at least two sessions. Additionally, manufacturer-level training will be provided to four BESS. This training shall be equal to the training provided by the manufacturer for their service personnel and will train the designated in-house personnel on the calibration, maintenance, and repair of the entire system purchased. The training shall include all components, peripherals, travel and expenses. This training shall be available for a date prior to the expiration of the warranty period of the purchased equipment. LICENSING SOFTWARE REQUIREMENTS: The vendor shall provide all computer software, access keys or codes, or external devices required for the operation, calibration, or repair of the equipment purchased. Any such items not listed on the price quote and required for maintenance of the system, shall be taken as included with the purchase of the system. Any upgrades or changes to the maintenance software, hardware, or access keys or codes shall be provided at "no charge" to the medical center during the time the equipment is operational at this facility. All application software licenses are included in the purchase of the equipment and shall not a require renewal charge for the period of time the equipment is in use in the facility. USER AND SERVICE MANUALS: The vendor shall provide, at no charge, (2) complete and unabridged sets of operator manuals, service manuals, electronic schematics, troubleshooting guides and parts lists for each piece of equipment purchased to each medical center. These manuals will include all components and subassemblies, including those not manufactured by the vendor. These manuals and documentation shall be identical to the ones supplied to the manufacturer's service representatives and shall contain the diagnostic codes, commands, and passwords utilized in maintenance, repair and calibration of the equipment. The vendor shall disclose at the time of quoting of this equipment any post warranty charges such as remote service or application access charges, telephone technical or application support charges, or any fees associated with supporting this equipment including the hourly rate for onsite maintenance service, and the cost and description of the various maintenance coverage products. WARRANTY SERVICE: Duration: Warranty shall be exercised for at least two years after COR review and signature for completion of project. Response Time: - Contractor's FSE must respond with a phone call to the COR or his/her designee within two (2) hours after receipt of telephoned notification twenty-four (24) hours per day. If the problem cannot be corrected by phone, the FSE will commence work (on-site physical response) within two (2) hours after receipt of this second notification and will proceed progressively to completion without undue delay 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 and COR with a written estimate of the cost to make necessary repairs. SERVICE PRIOR TO AND DURING GUARANTEE PERIOD: Prior to and during the guarantee period, service at other than normal working hours (8:00 a.m. - 5:00 p.m., excluding weekends and holidays), if at the request of the hospital, will be charged at an hourly rate which is the difference between current regular rate and premium rate. Otherwise, all services will be performed at no charge to the Government during this period. MATERIAL SAFETY DATA SHEET (MSDS): Contractor shall provide three (3) copies of each Material Safety Data Sheet for every product, chemical, etc. used on this project. MSDS sheets shall be provided for any material on the same day those materials arrive on VA property. At no time shall the contractor have, or permit subcontractors to have, materials on station without MSDS sheets. All instructions for use shall be followed. Products will not be used until MSDS's are submitted to the COR. The contractor shall maintain a current, green in color, loose-leaf notebook on the job site at all times, which is readily available for viewing by the COR or VA Safety Officer. SERVICE BULLETINS: Two (2) copies of each service bulletin affecting safety or maintenance of equipment furnished under this contract will be forwarded to the receiving activity for a period of ten (10) years after date of delivery. HARDWARE UPGRADES (a)All equipment and related peripherals contracted for shall be state-of-the-art technology. "State-of-the-art" is defined as the most recently designed components that are announced for marketing purposes, available, maintained and supported in accordance with mandatory requirements specified in the solicitation. Components and products with a manufacturer's planned obsolescence within the first year of contract award are not acceptable. (b)If hardware upgrades become available after award of this contract but prior to installation of the equipment, the contractor is requested to offer them to the Contracting Officer for consideration. (c)The contractor's proposal for such upgrades shall include the following information: (1)Pricing information, to include both the price of the equipment to be added and the equipment to be deleted. (2)Specific awarded items that shall be changed if the proposal is awarded. (3)Performance data, including both comparisons to the specification requirements and to the equipment on contract. (4)A detailed description of the differences between the awarded items and those being proposed, and a specific analysis of the comparative advantages/disadvantages of the items involved. (5)An evaluation of the effect proposed changes will have on the life cycle of the equipment and an associated cost impact as it relates to site preparation, installation, maintenance, and operational expense. (6)An analysis of the timeframe required to institute the change. Interested companies should submit an electronic statement outlining their company's capability and capacity to provide these items/services to Jarvis.washington@va.gov. Also firms shall provide their business size status in accordance with the small business administration website (www.sba.gov) for the above referenced NACIS code that fall within. THE BRAND NAME OR EQUAL FORM ATTACHED TO THIS RFI IS REQUIRED TO BE COMPLETED AND MUST BE RETURNED WITH THE INTERESTED COMPANIES RESPONSE TO THIS RFI.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/HoVAMC/VAMCCO80220/VA25614I1203/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-14-I-1203 VA256-14-I-1203.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1504133&FileName=VA256-14-I-1203-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1504133&FileName=VA256-14-I-1203-000.docx

 

File Name: VA256-14-I-1203 BRAND NAME OR EQUAL CHECKLIST.pdf (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1504134&FileName=VA256-14-I-1203-001.pdf)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=1504134&FileName=VA256-14-I-1203-001.pdf

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: 2002 Holcombe Blvd;Houston, TX

Zip Code: 70030
 

Record

SN03429429-W 20140719/140718000039-488c21fa148b7ace30f9a8f19f029a39 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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