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Patient Elopement & Wandering System


Washington, United States
Government : Homeland Security
RFP
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THIS IS A SOURCES SOUGHT NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE; THE VA IS NOT SEEKING PRICING OR OFFERS.

The Department of Veterans Affairs, VISN 20, in support of Veteran Affairs Healthcare System, is currently requesting information in order to determine the existence of viable commercial sources for a Patient Elopement and Wandering System, to include installation, maintenance and training which will enhance patient safety and improve efficiency by tracking the flow of people.

The intended contract period of performance is for a base year with four (4) one-year option periods and is based on FAR 52.232-18 Availability of Funds.

Description of Services: The contractor shall furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to provide, install and implement a patient elopement and wandering (PEW) solution at VA facilities as designated by VA. The PEW solution will be deployed in iterative phases as designated by VA leading up to the full performance requirements as defined. VISN 20 sites at which the PEW solution will be deployed will be designated by VA. The Contractor shall provide hardware and software components and deliver training services. In addition, the Contractor shall conduct site assessments, perform wireless coverage site surveys (if required), update facility drawings, develop application documentation, and provide end-of-contract transition support.
A Performance Work Statement (PWS), Price Cost Schedule, and site maps for American Lake VAMC is provided for estimating purposes only.

The NAICS code assigned is: 541519 Other Computer Related Services and the small business size standard is $27.5 million.

The Government is not soliciting offers at this time, and it will be the Contracting Officer who will determine which suggested changes are accepted. This is a sources sought notice to gain knowledge of potential qualified sources. A solicitation is not currently available.

Responses to this request will be considered for the purpose of determining how the requirements will be stated and how the procurement will be conducted. This sources sought announcement is not to be construed as a commitment by the Government, implied or otherwise, to issue a solicitation or to award a contract. No reimbursement will be made for any costs associated with providing information in response to this synopsis or any follow-up information requests.

If you are interested and are capable of providing the required services, please complete the sources sought questionnaire below and email your response to lynn.williams6@va.gov no later than 2PM PDT on 27 JUNE 2018. Include any comments or questions you may have. Also provide your capability statements within your response.

A SOURCES SOUGHT QUESTIONNAIRE is below. Responses to the Questionnaire are encouraged from all interested parties. You are advised that providing responses to the questions will not automatically include you in the acquisition process for this solicitation. Please provide any additional feedback in your response that you feel is relevant.




Source Sought Questionnaire:

Company Name ___________________________________________

Phone Number ____________________________________________

Email Address ____________________________________________

DUNS ______________________

* Proof of Systems for Award Management Registration (SAM) is mandatory*

1. GSA Number if applicable_________________________________

2. Is your firm eligible for participation in one of the following small business programs? If so, please indicate the program. The North American Industry Classification System (NAICS) code is tentatively 541519 Other Computer Related Services; the small business size standard for this NAICS code is $27.5 million.

A size standard, which is usually stated in number of employees or average annual receipts, represents the largest size that a business (including its subsidiaries and affiliates) may be to remain classified as a small business for Small Business Administration and federal contracting programs. The definition of "small" varies by industry.

[ ] yes [ ] no Small Business (SB)
[ ] yes [ ] no HUBZone
[ ] yes [ ] no Small Business 8(a)
[ ] yes [ ] no Small Disadvantaged Business (SDB)
[ ] yes [ ] no Economically-Disadvantaged Women-Owned Small Business
(EDWOSB)
[ ] yes [ ] no Women-Owned (WO) Small Business
[ ] yes [ ] no Service Disabled Veteran Owned Small Business (SDVOSB)
[ ] yes [ ] no Other (please specify)

4. In your opinion, what are the risks associated with this effort? Comment on any current or potential technical, cost, schedule, or performance risks that you would like to make the Government aware of that concerns this service.

5. Provide any additional feedback that you feel is relevant (i.e., problems or any other issues experienced with similar contracts).

______________________________________________________________________________

Note: Do not include Proprietary, classified, confidential, or sensitive information in responses.


PERFORMANCE WORK STATEMENT
PATIENENT ELOPEMENT AND WANDERING SYSTEM
VISN 20

1. Contract Title. VISN 20 Patient Elopement & Wandering (PEW) System.

2. Background. The VA Northwest Health Network, Veterans Integrated Service Network (VISN) 20, is responsible for providing health care to Veterans in the states of Alaska, Washington, Oregon, most of the state of Idaho, and one county each in Montana and California.B VISN 20 encompasses 135 counties which cover approximately 23% of the United States land mass; 17% of which are classified as health professional shortage areas. 67% of these same counties had a 2001 per capita income below $25,000. There are approximately 1.2 million Veterans living in the Pacific Northwest and Alaska, 18% of whom received VA services.B
The VISN 20 network of eight (8) health care facilities is comprised of (7) medical centers and one (1) rehabilitation center. Two of the health care facilities are two (2) two-division campuses. These ten (10) health care sites support thirty-six (36) Community Based Outpatient Clinics.
Like all health care facilities, VISN 20 faces numerous clinical and business challenges, including patient elopement and maintaining an efficient flow of employees and patients. Most V20 sites do not have patient elopement solutions. Those that do are outdated. A patient elopement and wandering solution is needed to enhance patient safety and improve efficiency by tracking the flow of people. This capability can result in improvements such as the design of processes to improve the efficiency and effectiveness of patient care.

VISN 20 recognizes that other VHA facilities encounter these same challenges and need a patient elopement and wandering solution. Therefore, the patient elopement and wandering solution procured by VISN 20 may be implemented as an option at other VHA facilities.

3. Applicable Documents. In performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:
1. 44 U.S.C. B' 3541,B Federal Information Security Management Act (FISMA) of 2002
2. FIPS Pub 201, Personal Identity Verification of Federal Employees and Contractors, March 2006
3. 5 U.S.C. B' 552a, as amended, The Privacy Act of 1974
4. 42 U.S.C. B' 2000d Title VI of the Civil Rights Act of 1964
5. VA Directive 0710, Personnel Suitability and Security Program, September 10, 2004
6. VA Directive 6102, Internet/Intranet Services, July 15, 2008
7. 36 C.F.R. Part 1194 Electronic and Information Technology Accessibility Standards, July 1, 2003
8. Office of Management & Budget (OMB) Circular A-130, Management of Federal Information Resources, November 28, 2000
9. 32 C.F.R. Part 199, Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)
10. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008
11. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. B' 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998
12. Homeland Security Presidential Directive (12) (HSPD-12)
13. VA Directive 6500, Information Security Program, August 4, 2006
14. VA Handbook 6500.6, Contract Security, March 12, 2010
15. Program Management Accountability System (PMAS) portal (reference PWS References Technical Library at https://www.voa.va.gov/)
16. National Institute Standards and Technology (NIST) Special Publications

4. Scope. The contractor will furnish all labor, transportation, parts, test equipment, tools, and expertise necessary to provide, install and implement a patient elopement and wandering (PEW) solution at VA facilities in Table 1 as designated by VA. The PEW solution will be deployed in iterative phases (by unit or area as designated by the VA) leading up to the full performance requirements as defined. Sites at which the PEW solution will be deployed will be designated by VA. The Contractor shall provide hardware and software components and deliver training services. In addition, the Contractor shall conduct site assessments, perform wireless coverage site surveys (if required), update facility drawings, develop application documentation, and provide end-of-contract transition support.

This procurement is an Blanket Purchase Order (BPA) contract. The contractor will provide a pricing schedule that will include the individual (quantity one (1)) cost for all components that may be required to implement the PEW system. The pricing schedule will include site assessment. Each iterative deployment of the PEW system will consist of two (2) phases:

4.1 Phase One (1): Site Assessment
a. The VA will task against the contract for the contractor to conduct a site assessment within VA designated units(s) and or area(s)
b. The contractor will provide a proposal to the VA based on the pricing schedule.

4.2 Phase Two (2): PEW Deployment
a. The VA will review the contractor s proposal and may choose to task against the BPA contract to execute deployment of the PEW system within the VA designated units(s) and or area(s).
b. Facilities at which the solution may be deployed are listed in Table 1.

Table 1: PEW Sites
VISN
Station
Address
20
531-VA Boise Medical Center
500 W. Fort Street
Boise, ID 83702
20
648-VA Portland Medical Center
3710 SW US Veterans Hospital Road
Portland, OR 97239-2999
20
648A-VA Portland Medical Center Vancouver Campus
1601 E Fourth Plain Blvd.
Vancouver, WA 98661
20
653-VA Roseburg Health Care System
913 Garden Valley Boulevard
Roseburg, OR 97470
20
663-VA Puget Sound Health Care System
1660 South Columbian Way
Seattle, WA 98108-1597
20
663-VA Puget Sound Health Care System American Lake Division
9600 Veterans Drive
Tacoma, WA 98493
20
668-VA Spokane Medical Center
N. 4815 Assembly Street
Spokane, WA 99205
17
674 -Central Texas Health Care System
1901 Veterans Memorial Drive
Olin E. Teague Veterans Center
Temple, TX 76504
17
671 -South Texas Health Care System
7400 Merton Minter Blvd
San Antonio, TX 78229
17
674 -Central Texas Health Care System
4800 Memorial Drive
Waco VA Medical Center
Waco, TX 76711
17
671 - Kerrville VA Medical Center
3600 Memorial Blvd
Kerrville, TX 78028
17
549 - North Texas Health Care System
4500 South Lancaster Rd
Dallas VA Medical Center
Dallas, TX 75216
17
549 - North Texas Health Care System
1201 E. 9th Street
Sam Rayburn Memorial Veterans Center
Bonham, TX 75418
17
746 - VA Texas Valley Coastal Bend Health Care System
2701 S 77 Sunshine Strip
Harlingen, TX 78550
17
504-VA Amarillo Health Care System
6010 Amarillo Blvd. West
Amarillo, TX 79106
17
519-VA West Texas Health Care System
300 Veterans Boulevard
Big Springs, TX 79720
17
756-VA El Paso Health Care System
5001 North Piedras
El Paso, TX 79930
19
436-Montana Health Care System
1892 Williams Street
Fort Harrison, MT 59636
19
442-VA Cheyenne Medical Center
2360 E. Pershing Boulevard
Cheyenne, WY 82001
19
553- VA Eastern Colorado Health Care System
1055 Clermont Street
Denver, CO 80220

19
575-VA Grand Junction Medical Center
2121 North Avenue
Grand Junction, CO 81501
19
660-VA Salt Lake City Health Care System
500 Foothill Drive
Salt Lake City, UT 84148
19
666-VA Sheridan Medical Center
1898 Fort Road
Sheridan, WY 82801
19
623 Eastern Oklahoma VA Health Care System
1011 Honor Heights Drive
Muskogee, OK 74401
B
19
635 Oklahoma City VA Health Care System
921 NE 13th Street
Oklahoma City, OK 73104
21
459-VA Pacific Island Health Care System
459 Patterson Road
Honolulu, HI 96819
21
570-VA Central California Health Care System
2615 E. Clinton Avenue
Fresno, CA 93703
21
612-VA Northern California Health Care System
150 Muir Road
Martinez, CA 94533
21
640-VA Palo Alto Health Care System
3801 Miranda Avenue
Palo Alto, CA 94304
21
654-VA Sierra Nevada Health Care System
1000 Locust Street
Reno, NV 89502
21
662-VA San Francisco Medical Center
4150 Clement Street
San Francisco, CA 94121
21
593-VA Southern Nevada Health Care System
6900 North Pecos Road
N. Las Vegas, NV 89086
22
600-VA Long Beach Health Care System
5901 E. 7th Street
Long Beach, CA 90822
22
605-VA Loma Linda Health Care System
11201 Benton Street
Loma Linda, CA 92357
22
664-VA San Diego Health Care System
3350 LaJolla Village Drive
San Diego, CA 92161
22
691-VA Greater Los Angeles Health Care System
11301 Willshire Boulevard
Los Angeles, CA 90073
22
644-Carl T. Hayden VA Medical Center
650 E. Indian School Road
Phoenix, AZ 85012
22
649-VA Northern Arizona Health Care System
500 Highway 89 N
Prescott, AZ 86313
22
678-VA Southern Arizona Health Care System
3601 South 6th Avenue
Tucson, AZ 85742
22
501-VA New Mexico Health Care System
1501 San Pedro SE
Albuquerque, NM 87108
Center for Innovation
Cincinnati VA Medical Center
3200 Vine Street
Cincinnati, OH 45220
Center for Innovation
Tomah VA Medical Center
500 E. Veterans Street
Tomah, WI 54660
Center for Innovation
Washington DC VA Medical Center
50 Irving St. NW.
Washington, DC 20422

c. For VA to evaluate the cost of a complete PEW solution, the contractor will provide a proposal based on the pricing schedule for Puget Sound Health Care System American Lake Division. Supporting documentation by which the contractor may create the proposal is listed in Appendix A.
d. The minimum task on this contract is the execution of phase one (1) at Puget Sound Health Care System American Lake Division.

5. Minimum Technical Requirements
5.1 The Contractor will design, furnish, and install a complete PEW system at sites in Table 1 as designated by VA. A PEW system will prevent and deter patient elopement by tracking the location of a patient via a transmitter and when the patient is within range of an egress point, it will lock and or alarm clinical staff via an audible alarm and or a user interface alert. Further, the PEW system will provide patient location via a user interface.

5.2 The contractor will conduct a site assessment at sites as designated by VA to ensure proper design of the system to meet specifications.

5.3 The Contractor s product and performance will comply with all National Fire Protection Association (NFPA) codes including NFPA 70 (National Electric Code) and NFPA 101 (Life Safety Code). The area of work is an existing healthcare occupancy.

5.4 The Contractor s product and performance will comply with the VA Electrical Design Manual found at www.va.gov/facmgt.

5.5 The Contractor will design, furnish, and install all necessary door hardware needed to make a complete PEW system. All penetrations made by the Contractor in two-hour fire and smoke rated doors, must be re-inspected and re-certified for compliance by a testing laboratory at the Contractor s expense.

5.6 The Contractor shall provide a PEW system which is HIPPA compliant.

5.7 For automatic doors, the PEW system will disable the adjacent automatic door opener when the patient wanderer approaches within 20 feet of the controlled door. The system must allow VA staff to program this distance.

5.8 The system will lock (must be NFPA 101 compliant) when the patient approaches within 10 feet of the controlled door. This distance will be programmable by VA staff.

5.9 The system shall provide the location of tagged individuals. Location accuracy shall be within 3 meters horizontally.

5.10 The Contractor will furnish patient transmitter or tags as stated below:

5.10.1 Capable of being worn on any extremity.

5.10.2 Tags battery life should exceed 9 months.

5.10.3 Additional tags should be able to be added after initial installation without expanding
network hardware.

5.10.4 The patient transmitter shall automatically signal low battery warning.

5.10.5 The patient transmitter shall be able to be disinfected and sterilized for patient re-use.

5.10.6 The patient transmitter shall be resistant to tampering and removal from attaching band, and
shall be hypo-allergenic, latex-free.

5.10.7 The patient transmitter shall be uniquely identifiable by the system.

5.11 The PEW system shall have programmable alarm delay settings.

5.12 The PEW system shall have a programmable tone and volume control feature.

5.13 If able to integrate with current elevator infrastructure, an elevator kit with
controller will be provided.

5.14 The Contractor shall warrant the labor and materials of the PEW system for one year. The Contractor s to-site response time shall be four hours or less when the integrity of the alarm system is compromised. The Contractor shall provide an on-site inventory of critical spare parts.

5.15 The PEW system shall be expandable to other areas of the Medical Center.

5.16 Contractor shall provide all server hardware, software or services required for complete deployment of the proposed system.

5.17 The PEW system shall provide a software, web interface and or stand-alone workstation by which the PEW system is accessed.

5.18 If the Contractor s software must be installed on VA OIT workstations, the system must be conformant with the VA s Gold Image requirements and the software application must be compliant with VA TRM.

5.19 If the Contractor s system is wireless, system must be compatible with 802.11 wireless devices, and FIPS (Federal Information Processing Standard) level encryption.

5.20 Contractor will indicate if the server cannot be patched or updated with anti-virus software automatically. The Contractor must provide a network diagram specifying the TCP and UDP ports needed for communications.

5.21 Contractor s software shall provide the following capabilities:

5.21.1 Provide the location of tagged individuals within the area covered by the PEW system.

5.21 2 Exceptions to alarms and or door controllers may be applied to patient, staff or visitor tags on
an individual basis. This is programmable by VA staff.

5.21 3 Ability to set alert parameters.

5.21 4 Ability to send alerts.

5.21 5 Ability to utilize staff badges to allow staff escort of monitored patients through protected
doors without alarming system.

5.21 6 Provide alarm information presented in an intuitive visual format including location and
patient identifier.

5.21.7 Alarms may be cleared at any PC with software or at the door.

5.21.8 End-user privilege management: user configuration options, group configuration options,
configurable group privileges, alert configuration, assignment of management authority.

5.22 Power supplies, electrical cables, communication cables required to provide a working system.

5.23 On-site installation, configuration, testing and go-live once the items are delivered to include networking it is using the VA s Information Technology (IT) infrastructure (contractor will need to provide and install new cables from controllers/detectors to IT data closet POE switches).

5.23.1 Network cabling, terminations, and any patch panels used shall be category 6 cable (CAT6) certified.

5.23.2 All cables shall be terminated by the Telecommunications Industry Association 568A (TIA568A) standard.

5.23.3 As needed, Contractor shall provide recommended upgrade specifications for Government owned and operated networks, to be acquired and installed under separate contract, including ongoing consultation and recommendations as System upgrades are disseminated, throughout the life of the contract.

5.23.4 Contractor shall provide cabling required for the System s infrastructure.

5.24 Provide on-site training for clinical and technical staff.
5.24.1 Clinical Training:

5.24.1.1 Multiple sessions to accommodate multiple shifts (three (3) shifts, day, evening, night) shall be provided as designated by VA. Clinical training shall cover all end-user features of the software application. Follow up training may occur three (3) to nine (9) months after Go-Live.

5.24.2 Technical training shall be provided during the day shift (8am-4pm) to biomed staff. Technical training shall cover review of hardware (including troubleshooting tips for repair), end-user features of the software application and administrative features of the software application (including troubleshooting tips to repair software).

5.25 Provide a 12-month support agreement for the unit to include repair and software license, support and updates, and configuration support after Go-Live.

5.25.1 Contractor shall certify that all system component updates, upgrades, bug fixes and other recommended System modifications are rigorously tested and proven to be stable prior to installation and implementation.

5.25.2 Contractor shall not install and/or implement any custom, alpha or beta developmental software versions, modules, plug-ins, etc. beyond the version(s) specified within the original proposal without written Contracting Officer approval prior to installation of the same.

5.25.3 Contractor shall provide an initial list of any/all 3rd party software components included in the System and update this list whenever any 3rd party components are added, deleted or modified.

5.25.4 Contractor shall provide an initial planned release schedule including major as well as feature/function releases, and provide updates to the planned release schedule immediately when any change is made to the schedule (same day).

5.25.5 Contractor shall provide complete descriptions of all System upgrades including dates within the calendar year prior to initial system installation.

5.25.6 Contractor shall provide a complete description of the licensing models(s) employed at the time of original system installation and not change the licensing model without written approval form the Contracting Officer.

5.25.7 Contractor shall maintain and provide an initial and updated list of any/all known compatibility issues to include issues with antivirus software.

5.25 8 Contractor shall provide ongoing operating system and database updates throughout the life of the contract at no additional charge.

5.25.9 Contractor shall attend meeting or conference calls scheduled by the COR to address areas of concern and exchange information to ensure consistent high levels of professional services. Contractor shall be responsible for all costs associated with attending meetings and/or conference calls. COR shall be responsible for scheduling and coordination of all meeting and conference calls.

5.25.10 Contractor shall implement and maintain a Quality Control System that results in correction of potential and actual problems throughout the scope of the contract performance. The Quality Control System shall contain processes for corrective actions without dependence upon Government direction and shall maintain records of all contractor quality control inspections and corrective actions.

5.25.11 Contractor shall provide graphic depiction of the initial planned system design, the final installed system design and update the graphic whenever the design changes through the life of the contract.

5.25.12 Contractor shall provide a completed Manufacturer Disclosure Statement for Medical Devise Security MDS2, and a VA Directive 6500 Appendix A document and update the documents whenever the System is updated.

5.26 Installation and implementation shall not be considered complete until the Government has verified that the System is fully functional and available for use without further configuration and/or programming, by trained VA staff, at all required locations.

5.27 Software/Software License, Software Maintenance:

5.27.1 Contractor is required to provide software, software license, software maintenance services and technical support for the System. Distribution of maintenance copies shall be accomplished by using an appropriate magnetic, electronic or printed media. As further defined below, software maintenance includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its customers.

5.27.2 The software shall be used in a networked environment. Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in FAR 52.212-4(d). All limitations of software usage are expressly stated in the SF 1449 and the Performance Work Statement.

5.27.3 Contractor shall provide VA with software maintenance, which includes periodic updates, upgrades, enhancements and corrections to the software and hardware, and reasonable technical support, all of which are customarily provided by the Contractor to its customers so as to cause the software and hardware to perform according to its specifications, documentation or demonstrated claims. Any telephone support provided by Contractor shall be at no additional cost.

5.27.4 If the Government allows the maintenance and/or technical support to lapse and subsequently wishes to reinstate maintenance and technical support, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed it to lapse.

5.27.5 If the licensed software or hardware requires a password (or license key) to be operational, it shall be delivered with the software media and hardware and have no expiration date. The Government requires delivery of computer software and hardware that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the Contractor agrees to remove such code upon the Government s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort in removing the code.

5.28 Project Management.

5.28.1 The Contractor shall prepare and deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor s approach, timeline and tolls to be used in execution of the PWS. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall clearly state how the Contractor shall coordinate and execute planned, routine, and special data collection reporting.

5.28.2 The Contractor shall be responsible to proactively manage project risk. The Contractor shall perform all tasks in accordance with applicable VA Policies, Directives and Guidance related to technology, enterprise architecture and IT governance. The Contractor shall create, maintain, analyze, and report integrated project plans and schedules for the project, as defined below.

5.28.3 The Contractor shall conduct a kick-off meeting with the Contracting Officer Representative (COR) and other Government representatives within ten (10) calendar days after award. The Contractor shall present its program plan, which includes the staffing plan, contact information for all task participants, schedule, and identification of key risk points and mitigation plans. The Contractor shall provide a schedule which will identify detailed tasks and sub-tasks, including task duration, milestone dates, task dependencies, resource requirements, and planned dates for initial and final deliverables. Working collaboratively with the Government, the Contractor shall finalize all planning and submit final plans to the COR following the meeting.

5.28.4 The Contractor shall provide activity reports Bi-Weekly or when requested by VA staff.

5.28.5 The Contractor shall utilize project metrics to track, manage, and analyze task progress and communicate findings to the COR to ensure appropriate focus on critical attention areas.

5.28.6 The Contractor shall create, maintain and apply a project schedule for assigned projects using Microsoft (MS) Project. The schedule shall identify and document all critical paths risks and issues and include all applicable universal project milestones

6. Desirable Technical Capabilities
6.1 The PEW solution is compatible with the VISN 20 asset awareness infrastructure and system, so that at a later date, solely at VA s option, the PEW and asset awareness system maybe integrated such that patient location can be provided in the PEW, even when tagged patients leave the PEW area(s) and are in other parts of the VA facility. The VISN 20 awareness system is not yet awarded, therefore the contractor shall provide a list of the asset tracking solutions with which their solution has verified integration.

6.2 The system requires minimal power and data connections. Implementation of the system requires minimal VA construction. The contractor s proposal shall include the type of power required for each powered component and if an ethernet connection is required for that component.

6.3 Battery powered components of the system have a long-life span. The contractor s proposal shall include the average lifespan of battery powered components.

6.4 The system has high accuracy of location. The proposal should provide the average and expected location accuracy.

6.5 The system integrates with VA s VistA electronic patient record.

6.6 PEW system may be integrated with Cerner Gensis.

6.7 The server provided is a virtual server.

6.8 Software application may be accessed via VA OIT workstation or a web portal.

6.9 The PEW system shall provide a programmable over-ride feature at each door for staff convenience.

6.10 The PEW system shall provide an audible and visual alarm at the ward s central nurse station and in the corridor near the protected door.

6.11 The PEW system shall have individual patient room alarms.

6.12 The PEW system should provide motion detection capabilities in hallways of the designated wards and elevators.

6.13 Ability to send alerts via test message and email.

6.14 Provide electronic reports on patient transmitter alert trends.

6.15 Includes detailed information logs that document wander incidents and can help family members understand when their loved one's condition has changed, requiring a change in the level of care.

6.16 User interface map includes tagged user s name with patient location identifier.

6.17 User interface map includes tagged user s picture with patient location identifier.

6.18 Software application may be accessed via a phone application.

6.19 System provides capability to track patients outside of facility buildings, within facility boundaries such as parking lots.

6.20 Software provides a method to track patient location outside of facility boundaries; i.e. when a patient is taken to an offsite location such as a home visit or recreational therapy activity.

6.21 Integration with Active Directory or Lightweight Directory Access Protocol (LDAP) to enable login to system via PIV ID.

6.22 Connect to given location s current paging system, communication system and or nurse call system. The contractor s proposal should include systems with which their solution has verified integration.

6.23 System shall utilize the existing Government owned and operated network.

6.24 Reduce nuisance staff response alarms by creating a departure zone that only activates staff response alarms only if a patient defeats the locking system or elevator lockout and physically leaves the ward. Additionally, when an at-risk patient is in a detection zone the associated door is to lock.

6.24.1 Provide, install and configure sensors so that a patient on the ward will not trip the sensor but that the sensor will be tripped if the patient leaves the ward.

6.25 The VISN 20 enterprise-wide software license provided to the Government is a nonexclusive license to use the software.

7. Performance Period. The period of performance shall be one (1) twelve (12) month base period plus four (4) additional twelve (12) month option periods.

8. Place of Performance. Contract performance shall take place at the contractor s location(s) and at the locations in Table 1 and Appendix A.

9. Delivery Timeframe. Deliveries will be scheduled at the time of each DO/TO delivery/task order.

10. Travel for Installation, Implementation and Training. The Government anticipates Contractor travel under this contract. All travel shall be incorporated into the pricing schedule for the contract. No travel costs will be reimbursed by VA.

10.1 Travel is anticipated for on-site installation, implementation, initial Go Live training. The Government acknowledges the possible use of remote access for installation and implementation purposes, within the constraints of all applicable VA Information Security Requirements

11. Government Furnished Equipment/Information. The Contractor shall be allowed access to Government equipment including servers and network infrastructure. Information on Government equipment and systems shall be provided as necessary. No Government-owned property will be transferred into the Contractor s control. Additional software products may be provided by the Government as identified to facilitate Contractor access, e.g. Microsoft Terminal Services.

12. Invoicing. Invoices shall be submitted electronically via the Financial Services Center Mandatory Electronic Invoice System, on a monthly basis. Invoices must include, at a minimum, the following information: Contractor name, purchase order number, period of service the billing covers, and a list of equipment items covered during the stated period of performance.
This requirement is in accordance with VARR Clause 852.232-72 Electronic Submission of Payment Requests: http://www.fsc.va.gov/einvoice.asp. Electronic payments are net 30 days.

13. Security Requirements. All contractor employees are subject to the same level of investigation as VA employees who have access to VA sensitive information or access to VA facilities. The background investigation includes the following requirements: 1) Completed documentation 2) Fingerprints 3) Completion of OPM s e-QIP Questionnaire. The Contractor is required to fulfill all of the security requirements. The Contractor, upon completion of fingerprinting, and an initial suitability determination, may be authorized tentative access to start the performance period of the contract, but only on condition of completion of all security requirements. This requirement is applicable to all subcontractor personnel requiring the same access.

14. Hours of Coverage & Federal Holidays. Maintenance Service will be provided
during regular coverage hours of 8:30am to 5:30pm, Monday through Friday, excluding federal holidays. The contractor shall contact the POC or his/her designee prior to commencing any work on the premises.

Federal Holidays are:
New Years' Day
Martin Luther King Day
Presidents' Day
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans' Day
Thanksgiving Day
Christmas Day




15. Option to Extend Services: In accordance with FAR Clause 52.217-8, Option to Extend Services, the contract may be extended, at the Government s sole discretion, for a period of up to six (6) months, exercisable in increments of not less than one (1) month.B If the contract contains an unexercised option period, the Government may elect to exercise the option pursuant to FAR Clause 52.217-9, Option to Extend the Term of the Contract, during any short-term extension.B The short-term extension(s) shall be subtracted from the total duration of the immediately succeeding option period that may follow as a result of the exercise of the option pursuant to FAR Clause 52.217-9 so that the combination of the short-term extension(s) and the option will not exceed 12 months duration.B If the Government exercises one or more short term extensions in accordance with FAR Clause 52.217-8 and this instruction or an option period pursuant to FAR Clause 52.217-9, or any combination thereof, the contract as extended shall be deemed to include this extension instruction and FAR Clause 52.217-8; thus, the authority to extend services pursuant to FAR Clause 52.217-8 and this instruction may be exercised at the end of the base period and at the end of each option period.

The prices applicable during the short-term extension(s) shall be the price(s) applicable during the immediately succeeding option period if there is one (for example, CLIN 1001 subject only to any adjustment required by the Service Contract Act).B If there is no immediately succeeding option period, the price(s) shall be the price(s) applicable during the immediately preceding contract period, subject only to any adjustment required by the Service Contract Act.

The extension(s) may be exercised by the Government IAW FAR Clause 52.217-8, provided that the CO has given notice of the Government s intent to exercise the extension at least 7 calendar days before this contract is to expire.B A notice will be provided for each separate extension.

For requirements items, the prices applicable during the short-term extension(s) shall be the prices applicable during the immediately succeeding option period, if there is one.B If there is no succeeding option period, the prices shall be the prices applicable during the immediately preceding contract period.

The cost ceiling(s), base fee(s), and award fee(s) during the short-term option(s) shall be the pro rata portion of the costs and fees applicable to the immediately succeeding option period, if there is one.B If there is no succeeding option period, the cost ceiling(s) and fee(s) shall be the pro rata portion of the costs and fees for the immediately preceding contract period.


Appendix A: VISN 20 Pricing

Table 1: VISN 20 PEW Sites
VISN
Station
Address
20
531-VA Boise Medical Center
500 W. Fort Street
Boise, ID 83702
20
648-VA Portland Medical Center
3710 SW US Veterans Hospital Road
Portland, OR 97239-2999
20
648A-VA Portland Medical Center Vancouver Campus
1601 E Fourth Plain Blvd.
Vancouver, WA 98661
20
653-VA Roseburg Health Care System
913 Garden Valley Boulevard
Roseburg, OR 97470
20
663-VA Puget Sound Health Care System
1660 South Columbian Way
Seattle, WA 98108-1597
20
663-VA Puget Sound Health Care System American Lake Division
9600 Veterans Drive
Tacoma, WA 98493
20
668-VA Spokane Medical Center
N. 4815 Assembly Street
Spokane, WA 99205


Table 2: VISN 20 PEW Requirements & Site Maps
PEW Requirements
Site Drawing Attachment #*
Site
Building
Unit
# of rooms
# of doors B
Elevators (site location and #)
# of patient tags
# of workstations with application**
1
SPO
12
CLC
58
9
0
40
4
2
SPO
1
ED
29
7
0
20
2
3
B ROS
B 81
B TCU
B 24
B 9
B 0
36
3
4
B ROS
B 85
B PCU
B 20
B 2
B 0
20
0
5
B ROS
B 88
MHRRTP
18
5
0
22
4
6
B ROS
1
MTU
B 11
3
4
11
2
7
BOI
27
2MS
17
3
1
17
2
8, 8a
BOI
67
SDU
30
5
1
30
1
9
BOI
121-A
CLC - Rehab
12
3
0
12
1
10
BOI
122-B
CLC - Skilled/LTC
10
3
1
10
1
10
BOI
122-C
CLC - Hospice
10
3
1
10
1
11
BOI
85
ICU
10
3
3
10
4
12
BOI
85
ED
12
5
0
20
3
13
POR
100
5D
30
4
0
34
1
13
POR
100
6D
32
4
0
34
1
13
POR
100
9C
29
4
0
34
1
13
POR
100
9D
20
4
0
25
1
13
POR
100
8D
24
4
0
29
1
13
POR
100
ICU
26
4
0
30
3
13
POR
100
ED
19
4
0
9
1
14
VAN
1
CLC
60
11
0
20
4
14
VAN
11
CRU
20
5
0
20
4
15
SEA
100
6 West
17
2
0
30
14
16
SEA
100
1 East Rehab
6
3
0
4
6
17
SEA
100
2 West med/surg/onc
17
2
0
25
12
18, 19, 20
SEA
NA
SEA SCI
NA
NA
NA
NA
NA
21
AML
200/A
CLC Evergreen Grove
17
3
0
8
4
22
AML
200/B
CLC Eagles Landing
17
4
0
8
4
21
AML
200
CLC Dining Room
1
5
0
0
0
23
AML
200/C
CLC Rainier Meadow
18
3
0
8
3
24
SEA
100/1 East
CLC
21
3
0
6
7
25
SEA
100
5 East
4
2
0
6
8

* Site Drawing Attachment # denotes the Attachment that provides a site map of the given unit(s) and or area(s)
** # of workstations with application refers to the minimum number of OI&T PCs that have the PEW software installed or, if software cannot be installed on VA OIT PCs, the number of workstations that include the application that should be included with the purchase.

Table 3: Training Requirements
Facility
Go-Live (Days)
Follow-up (Days)
Technical (Days)
531-VA Boise Medical Center
5
5
2
648-VA Portland Medical Center
5
5
2
648A-VA Portland Medical Center Vancouver Campus
5
5
2
653-VA Roseburg Health Care System
5
5
2
663-VA Puget Sound Health Care System
5
5
2
663-VA Puget Sound Health Care System American Lake Division
5
5
2
668-VA Spokane Medical Center
5
5
2
Total
35
35
14


PRICE/COST SCHEDULE:

CLIN
DESCRIPTION
QTY
UNIT
UNIT PRICE
0001
System Design and Implementation Services for COTS Patient Elopement and Wanderings System Site Survey



0001A
Site assessment (travel, materials, labor)
1
DAY

0002
COTS Hardware List all components in the sub CLINS that that make up the PEW System



0002A

1
EA

0002B

1
EA

0002C

1
EA

0002D

1
EA

0002E

1
EA

0002F

1
EA

0003
COTS Software List all software/licenses/3rd party software in the sub CLINS required for PEW System



0003A

1
EA

0003B

1
EA

0003C

1
EA

0004
Onsite Installation for all hardware required for PEW System
1
EA

0005
Onsite education and training on the PEW System



0005A
Clinical Training, technical training, follow up training Contractor to define training

DAYS

0005B

1
DAYS

0005C

1
DAYS

0006
Software Interface



0006A
Interface with VistA VA electronic health record
1
EA

0006B
Interface with Cerner Genesis
(Site Specific)
1
EA

0006C
Interface with Asset Tracking application
(Site Specific)
1
EA

0006D
Communication system
(Site Specific)
1
EA

0006E
Nurse Call
(Site Specific)
1
EA

0006F
Security System
(Site Specific)
1
EA

0007
Annual Maintenance and Support Agreement
1
YR

Lynn Williams
lynn.williams6@va.gov

lynn.williams6@va.gov

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