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Nurse Call and Alarm Management Replacement

Texas, United States
Government : Federal
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This is not a Notice of Solicitation.

This is an Amendment to the Sources Sought Notice that was posted on July 5, 2018 ONLY. The Department of Veterans Affairs (VA) intends to award a firm fixed price contract for a Rauland Responder 5 upgrade of the VA Medical Center Nurse Call and Alarm Management system on a sole source basis. However, VA is conducting market research to determine if there are other brands of software available to meet VA s requirements.

This notice is issued solely for information and planning purposes it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement. The anticipated NAICS code is: 541519 Software Publishers with a size standard of 150 EMP.

VA currently utilizes the Rauland Responder 4 nurse alarm management platform system (Nurse Call) and clinical communication alarm management solution to ensure that VA patients receive optimal care by leveraging technology customized to the facility s workflows in needed areas.

Below are the minimum requirements and salient characteristics of the required solution. If interested and capable of providing an alternate solution, please provide a capabilities statement detailing the specific software and how it meets the full requirement. Please also provide a pricing estimate.

Email Responses by: August 22, 2018 by 11:59pm EST.

Point of contact is Aaron Waltersdorff, Contract Specialist at e-mail address; phone 512-981-4469.


The Contractor shall provide a fully functional and integrated Alarm Management Platform and Clinical Communication Alarm Management Solution to the Indianapolis VAMC.

The Nurse Call system shall include the following devices/accessories
A. Nurse Consoles
B. Control stations
C. Control modules
D. Bed receptacles
E. Bed Status Stations
F. Two Jack Stations
G. Staff Stations
H. Duty Stations
I. Dome lights
J. Pillow speakers and cords
K. Pull cord stations
L. Emergency push button stations


The systems shall have the ability to notify clinical staff of alerts and alarms that can be generated by the system or hard coded through physical action alert patient care providers of a change in patient status. Furthermore, the alerts shall be developed to fit the workflows of the clinical areas throughout the hospital to prevent any patient endangerment in an emergent crisis related to unfamiliarity by response teams from different units.

The systems shall be new and cannot be refurbished, and shall include all cables, components, infrastructure and accessories to be fully functional.

Patient Wander Solution:
The wander solution shall integrate into the nurse call alert system to ensure proper response and care for those patients who have wandered from assigned inpatient room.

Nurse Communication & Mobile Alert Devices:
The Alarm Management system shall have the capability to interface with the following VA Systems:
Cerner EHR.

Nurse Call Alarm Management Requirements:

Nurse Call and Feature Bed Control Module
1. Contains compatible connectors for interfacing between bed stations.
2. At minimum, ability interface with 1 specialty bed containing 2 lights, TV, Entertainment Audio, Nurse Call, and Nurse Audio.
3. Light weight, weighing less than or equal to 0.2 pounds (lbs.)
4. Transfers all nurse call and entertainment functions to the bed with entertainment muting.
5. Housing unit for module must be rated for high-impact
6. At maximum, size must be rated to a 1.6 width, 3.4 height, and 0.9 depth for mounting inside a one-gang back-box.
7. Module must wire to solution patient stations via a single CAT5/CAT6 cable to allow for calls from the bed side rails to be annunciated on the nurse call system and auxiliary functions such as TV control to be controlled from the bed side rails.

Feature Bed Receptacle
1. 37 Pin Connector for use with compatible bed connector cable.
2. At a minimum, Three 5" cables pre-terminated with plug-on connectors for direct connection with the feature bed control module.
3. At maximum, size must be rated to a 2.75 width, 4.5 height, and 2.5 depth for mounting inside a one-gang back-box.
4. 37 Pin Dummy Plug for use when Bed is not plugged into the Receptacle.
5. The Feature Bed Receptacle typically mounts in a single gang US back box at least 2 1/8 deep, which allows enough room for the Bed Control Module to fit behind the Feature Bed Receptacle in the same back box.

Corridor Light 4 Position
1. Supports at least sixteen (16) call-in stations
2. Supports minimum of three audio capable call in stations
3. Supports unique RGB LEDs to provide a high-visibility annunciation of patient calls with fully programmable support between all sections.
4. All sections capable of 7 colors: White, Blue, Red, Green, Orange, Yellow, and Pink.
5. The corridor light comes equipped with three (3) module status LEDs, visible to service personnel when removed from the mounting plate, for troubleshooting
6. Supports hot swapping capability on the room to room communication line without the loss of communications on the local network.

Domeless Corridor Controller
1. Supports up to sixteen (16) call-in stations
2. Supports minimum of three audio capable call in stations
3. Metal housing that will allow for the controller to sit above ceiling tiles and attach directly to 1/2 or 3/4 conduit.
4. Supports continuous supervision for both power and data signals.
5. Supports hot-swapping ability on the room-to-room communication line without the loss of communications to other devices on the local network.

Staff Terminal
1. Capable of setup for special needs such as Emergency, Staff Assist, Transport, Cleaning Needed, Order, Stat Order, etc. and speed dialing from soft keys.
2. Device must be configurable to provide one (1) or three (3) lines for call annunciation based on need of the area.
3. Capable of providing complete information concerning incoming calls including: patient or staff member s room location, bed (if applicable), call priority, and length of time call has been waiting.
4. Supports the scroll through feature with Push-to-Talk key for a hands-free conversation.
5. Capable of setup as a Nurse Console, functions including Setting/Review Service Requirements, Emergency Call Upgrade, Day/Night tones, Staff Follow, Sequential Room Monitor, Swinging Groups of Rooms.
6. Device must allow for complete customization on an individual basis allowing each VoIP Staff Terminal to be programmed for its specific location and purpose.
7. VoIP device with Full-Duplex audio
8. Color Touch Screen
9. Included Bio-Seal infection control overlay on Touch Screen.

Pull Cord Station with/without Audio
1. Call button can be customized to a unique call-in priority to function as a routine call or an emergency call
2. Supports call cancel button that allows for cancellation of the call at the station.
3. Unit may utilize remote Cancel button(s) for ease of nurse call cancel when pull cord is mounted in an inaccessible location (e.g. ceiling).
4. Smooth, non-porous PVC coating on the cord provides an easily cleaned surface
5. Large, easy to grab bell

Staff Assist/Code Station
1. Customizable buttons to allow for unique call-ins depending on room, such as: Code Pink , Push for Help , and Nurse in Room
2. Supports output based elapsed timers for better data integration and review of response times
3. Cancel button allows for cancellation of the call at the station.
4. Supports a non-cancelable call when the station is removed or a short occurs

Bed Status Station
1. Supports button customization for any other types of calls such as Staff Assist" or for Staff Registration depending on the need of the location.
2. Supports cancellation of button press by pressing the button again.
3. Supports minimum of two isolated output points (on back panel) for activation of another device with a button push.
4. Supports output based elapsed timers for better data integration and review of response times

Two Jack Station
1. Standard B foot flexible cable with strain relief at both ends of cable
8. Support gas sterilization without discoloration or deterioration

Enhanced Single Patient Station
1. Compatibility with Feature Bed Control module for enhanced audio capabilities
2. Cancel button allows for cancellation of the call at the station
3. Support Bio-seal options to cover buttons and allow for easy disinfecting

Duty Station
1. Programmable tone for notification of staff along with temporary muting of active calls
2. Programmable message can annunciate at the associated console(s), network e-mail, or the remote status application if a problem occurs at station
3. Support Bio-seal options to cover buttons and allow for easy disinfecting
4. Support full mimicry of four LED indicators visual indicators of associated corridor light

Patient Wander Guard System:

Patient Wander Tag
Low Frequency receiver
Bluetooth Low Energy (BLE) transmitter,
Enhanced Battery life
Multiple tags can be simultaneously active
High Impact, tamper resistant case
Multiple wristband variants for durability requirements based on patient
Easily Sterilized
IP67 Compliant

Patient Wander Detector
Able to detect up to 80 Tags simultaneously
Ingress Protection rating: IP-30
Volume level 80 dBA at 0.1 meters or better
Indicators for LF strength and Tag battery power

Patient Wander Door Controller
Controller identifies tags within its LF range and issues real-time alerts
Two relay functionality
Lock/unlock on door
Audible alarm
Adjustable range with a minimum of 1.5 m (5ft)

Patient Wander Keypad
Connection to door controller for updated event tracking
Physical keypad
Easy to sanitize
Power from controller to reduce power inputs required

Nurse Communication and Mobile Alert Device:

Nurse Communication Devices
1. Include FIPS 140-2 Certified Device
2. VA OI&T TRM Approved Operating System
3. Enterprise software required for maximum security control
4. Disinfectant ready
5. Enterprise class durability
6. Battery case to deliver 2,950mAh extra battery ensuring 70% extra battery life.
7. Charging station required capable of charging seven (7) devices at once.
8. LED-backlit IPS LCD, capacitive touchscreen, 16M colors
9. Ion-strengthened glass, oleophobic coating
10. 3D Touch display
11. Drop rating of Multiple 4 ft./1.2 m drops per MIL-STD 810G and multiple 3 ft./0.9 m drops to tile
12. Device case must provide IP68 Ingress Protection waterproof rating required
13. Belt clip accessory provided

Network Voice Assessment
1. Hands on WLAN Assessment
2. Illustrated report of WLAN findings
3. Root cause analysis of potential voice quality issues
4. LAN/WAN design review
5. End to end network performance measurement
6. Voice quality analysis
7. Hands on network configuration review
8. 3-5 business days on-site support for assessment
Server software to run on Windows Operating System (OS) of Windows 7 (or current VA approved OS), 64 Bit.

Installation and Implementation Services
The Contractor shall provide installation and implementation project management services to implement the system at the Indianapolis VA Medical Center.

A. Facility Support Training
B. Healthcare Technology Management Service Training
C. System Administrator Training

Biomedical Testing Equipment
The Contractor shall include all necessary biomedical testing and preventative maintenance equipment necessary for the system.

Warranty/User and Service Manuals
The Contractor shall provide a minimum warranty of no less than one (1) years standard with up to five (5) years options for parts and labor/service maintenance. All equipment sent for replacement shall be returned or replaced with a working replacement within 24 hours of receipt to the Richard L. Roudebush VAMC. 24x7x365 telephone support shall be provided. 24x7 telephone support for clinical go-live and ongoing clinical support post go live shall be provided. (Go-live telephone support is in addition to the onsite go live support that shall be provided).

In addition, maintenance and other service shall be provided with 24 hours of notice of failure.

Emergency service shall be provided within 4 hours of notification. Telephone response does not satisfy this requirement. An emergency is deemed anything which prevents system operation or disrupts continued patient care.

At the time of award 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 two (2) years will not be accepted.

Tasks shall be performed in VA facilities located in Richard L. Roudebush VAMC, 1481 W. 10th Street Indianapolis, IN 46202.

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Aaron Waltersdorff
Contract Specialist

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