19-245-SOL-00012_Nurse_Call_System.pdf

Request for Proposal: 19-245-SOL-00012

ISSUE DATE: March 19, 2019 DUE DATE: April 3, 2019

This office is soliciting proposals from interested offeror to provide the installation of a new VoIP Nurse Call System at Northern Navajo Medical Center (NNMC), Navajo Area Indian Health Service (NAIHS) requests that you review the enclosed Request for Proposal (RFP) and proposal instructions and provide this office with a response, utilizing the information contained therein.

COMPLETION OF SOLICITATION REQUIREMENTS:

Ensure all forms and additional information is completed in their entirety and verify calculations before signing the proposal. The following sections must be complete upon proposal submission:

Your proposal shall be prepared and submitted in accordance with Paragraph E-1 Instructions to Offeror – Commercial Items (pages 57 – 60). This paragraph shall stipulate the submission of all required documents and certifications, to determine your responsibility of providing the required services. All proposals must be received in the Division of Acquisition Policy by due date listed above.

ATTN: DeeAndra Salabye, Contract Specialist Navajo Area Indian Health Services (NAIHS) State Route 264 (St. Michaels), Room 119

P.O. Box 9020 Window Rock, AZ 86515-9020

MARK YOUR ENVELOPE “NNMC Nurse Call System”

THIS IS 100% TOTAL BUY INDIAN SET ASIDE per 25 U.S.C. 47

DEPARTMENT OF HEALTH & HUMAN SERVICES

Public Health Service

Health Services Administration

Navajo Area Indian Health Service

Section Title Page No.

A. Standard Form (SF) 1449 Block 17A Page 1

B. Section B.2 Fee Schedule Pages 10 – 17

C. Section C.3 52.209-5 Certification Regarding Responsibility Matters (OCT 2015)

Pages 41 – 42

D. Section C.4 52.209-11 Representation by Corporation Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (FEB 2016)

Pages 42 – 43

E. Section E.2 52.212-2 Evaluation – Commercial Items (OCT 2014) Pages 59 – 60

F. Section E.3 52.212-3 Offeror Representation & Certification – Commercial Items (OCT 2018)

Pages 60 – 74

G. Section D Attachment D-3

H. None. Technical and Business Proposal None.

Nurse Call System – Northern Navajo Medical Center Solicitation No.: 19-245-SOL-00012

TABLE OF CONTENTS

Section Title Page No.

A SF-1449 1 – 8

B.1 Purpose of Contract 9 – 10

B.2 Fee Schedule 10 – 17

B.3 Definitions 18 – 19

B.4 Performance Work Statement (PWS) 20 – 21

B.5 Period of Performance 21

B.6 Performance Based – Matrix 22

B.7 Government Furnished Property/Information/Materials 23

B.8 Specifications, Salient Characteristics, System Design and Configuration 23 – 34

B.9 Reporting 34 – 35

B.10 Submittals 35 – 36

B.11 Quality Assurance 36 – 37

B.12 References 37

B.13 Invoice Submission 38

B.14 Contracting Officer’s Responsibility 38

B.15 Contracting Officer Representative (COR) 38 – 39

B.16 Contractor’s Point of Contact 39

C.1 52.252-2 Clauses Incorporated by Reference (FEB 1998) 40

C.2 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011) 40

C.3 52.209-5 Certification Regarding Responsibility Matters (OCT 2015) 41 – 42

C.4 52.209-11 Representation by Corporation Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (FEB 2016)

42 – 43

C.5 52.212-4 Contract Terms & Conditions – Commercial Item (OCT 2018) 43 – 48

C.6 52.212-5 Contract Terms & Conditions Required to Implement Statutes or Executive Orders – Commercial Items (OCT 2018)

48 – 53

C.7 52.237-2 Protection of Government Buildings, Equipment and Vegetation

(APR 1984)

C.8 Department of Health and Human Services Acquisition Regulation (HHSAR) Clauses, 48 CFR Chapter 3

D List of Exhibits or Attachments 55

E.1 52.212-1 Instructions to Offerors – Commercial Items (OCT 2018) 56 – 59

E.2 52.212-2 Evaluation – Commercial Items (OCT 2014) 59 – 60

E.3 52.212-3 Offeror Representations and Certifications – Commercial Items

(OCT 2018)

60 – 74

E.4 52.216-1 Type of Contract (APR 1984) 75

E.5 52.233-2 Service of Protest (APR 1984) 75

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

Window Rock AZ 86515 PO Box 9020 Navajo Area Office

53 CODE 16. ADMINISTERED BYCODE

X

X

339112

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED OR29

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

04/03/2019 1700 MS

03/19/2019

928-871-1317DEEANDRA SALABYE

(No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

19-245-SOL-00012

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 8 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Shiprock NM 87420

US-HWY 491

Northern Navajo Medical Center

15. DELIVER TO

Window Rock AZ 86515 PO Box 9020

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

1,000

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

Navajo Area Office

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

This is a 100% Total Buy Indian Set Aside (25 U.S.C. 47):

The Contractor shall install a VoIP Nurse Call System to the identified departments at Northern Navajo Medical Center in Shiprock, NM 87420.

Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

1 Phase One (1):

Design Drawings

Schedule

2 Phase Two (2):

1. Medical Surgical Unit:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

2. Pediatric Unit:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Continued ...

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

8 2 of

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

3 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

d. Enhanced Reporting

Taxes:

3. Obstetrics (OB) Inpatient Unit:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

4. Intensive Care Unit (ICU):

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

5. Post-Anesthesia Care Unit (PACU):

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

6. Day Surgery Holding:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

4 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

3 Phase Three (3):

1. Operating Room (OR):

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

2. Respiratory Therapy Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

3. Emergency Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

4. Radiology Department:

Materials:

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

5 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

5. Laboratory Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

4 Phase Four (4):

1. Emergency Department (West) / Fast Track:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

2. Transforming Patient Care (TPC) Clinic:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

6 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

3. Optometry Clinic:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

4. Pediatric Clinic:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

5. Obstetrics Clinic:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

5 Phase Five (5):

1. Podiatry Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

7 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

2. Ear, Nose, Throat (ENT) Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

3. Physical Therapy / Rehabilitation Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

4. Dental Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

6 Phase Six (6):

1. Medical Social Work Department:

Materials:

Continued ...

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

8 8

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

19-245-SOL-00012

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

2. Iina Counseling Department:

Materials:

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes:

7 Phase Seven (7):

All Departments:

Training

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

SECTION B – CONTINUATION OF SF-1449

B-1 Purpose of Contract

The Navajo Area Indian Health Service (NAIHS), Northern Navajo Medical Center (NNMC) in Shiprock, NM needs a new Voice-over Internet Protocol (VoIP) Nurse Call System to provide supervised audible communication between the patient(s) and the healthcare staff. The nurse call system is to be installed in the following list of departments:

Emergency Department (ED) Dental Department

Emergency Department (ED) West Respiratory Therapy Department

Day Surgery Holding Pediatric Clinic

Pediatric Unit Physical Therapy/Rehabilitation

Obstetrics (OB) Unit Medical Social Work Department

Medical Surgical Laboratory

Intensive Care Unit (ICU) Podiatry Department

Post Anesthesia Care Unit (PACU) Optometry Department

Operating Room Ear Nose Throat (ENT)

Obstetrics Clinic Iina Counseling Department

Radiology Department

The Contractor shall provide all required elements to assure a successful, functional nurse call system. This includes but is not limited to: labor, materials, software, interfaces, and training to NNMC staff to maintain and operate all components of the nurse call system.

The nurse call system is a communication tool designed to provide direct patient care services in accordance with federal, state and local regulations for healthcare services.

The Indian Health Service (IHS), an agency within the Department of Health and Human Services, is responsible for providing federal healthcare services to American Indians and Alaska Natives. The provision of healthcare services to members of federally-recognized tribes grew out of the special government-to-government relationship between the federal government and Indian tribes. The Indian Health Service (IHS) is the principal federal health care provider and health advocate for Indian people and its goal is to raise their health status to the highest possible level. The IHS provides a comprehensive health service delivery system for approximately 1.9 million American Indians and Alaska Natives who belong to 564 federally recognized tribes in 35 states. The Northern Navajo Medical Center is a facility of the Navajo Area region.

The Northern Navajo Medical Center in Shiprock, New Mexico is located in the Four Corners area of the United States where New Mexico, Arizona, Colorado and Utah meet.

Northern Navajo Medical Center is one of five facilities located within the Shiprock Service Unit. The Shiprock Service Unit is the largest service unit of the Navajo Nation.

Approximately 80,837 Native Americans (mostly Navajo) are enrolled at Northern Navajo

Medical Center. The inpatient load is 29 per day and the outpatient volume averages 600 per day. A variety of services are available including internal medicine, family practice, urgent and emergency care, pediatrics, general surgery, women's health, mental health, respiratory therapy, outpatient rehabilitation services, pharmacy, optometry, dental, public health nursing, social services, health promotion/disease prevention, radiology, laboratory and benefits coordination.

B-2 Fee Schedule The Contractor will be compensated a firm fixed amount for the Nurse Call System and shall be implemented according to the schedule of completion for each phase identified below.

Provide a summary breakdown of each subcomponent cost to the deliverable specified in proposal. An initial assessment shall be conducted during solicitation phase.

B.2 Fee Schedule

Phase Department Deliverable Amount

One (1) Design Design Drawings and Schedule

Two (2) a. Medical Surgical Unit Materials

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Enhanced Reporting

Taxes

b. Pediatric Unit Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

c. Obstetrics Inpatient Unit Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Two (2) d. Intensive Care Unit (ICU) Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

e. Post-Anesthesia Care Unit (PACU) Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

f. Day Surgery Holding Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Three (3) a. Operating Room (OR) Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

b. Respiratory Therapy Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

c. Emergency Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Radiology Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Three (3) e. Laboratory Department Materials

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Four (4) a. Emergency Department (West) / Fast Track Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

b. Transforming Patient Care (TPC) Clinic Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Four (4) c. Optometry Clinic Materials

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

d. Pediatric Clinic Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

e. Obstetrics Clinic Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Five (5) a. Podiatry Department Materials

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

b. Ear, Nose, Throat (ENT) Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

c. Physical Therapy/Rehabilitation Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Five (5) d. Dental Department Materials

Installation Services:

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Six (6) a. Medical Social Work Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

b. Iina Counseling Department Materials

a. Nurse Call System

b. VoIP Server/Enterprise Server

c. Code Blue Annunciator in PBX

Seven (7) All Training

Grand Total:

B.3 Definitions

1. Acceptance: An authorized representative of the Government has inspected and agreed that the work meets all requirements of this contract, to include documentation requirements.

2. Approval: The Government has reviewed submittals, deliverables, or administrative documents (e.g.: insurance certificates, installation schedules, planned utility interruptions, etc.)

and has determined the documents conform to contract or contract requirements. Government Approval shall not relieve the Contractor from responsibility for complying with contract requirements.

3. Audio Station: A device used to place and annunciate calls through the nurse call system. Also, a primary point of two‐way communication between patients or visitors and staff or between staff. Audio Stations can be standard (no touch‐screen interface) or graphical (touch screen interface).

4. Regular Business Hours: Monday through Friday, 8:00am to 5:00pm

5. Call Switches: Initiating devices that provide the ability to call for assistance from the patient room and allow for communication through the nurse call system.

6. Contracting Officer (CO): A Government employee with warranted delegated authority to enter into, administer, and/or terminate contracts.

7. Contracting Officer’s Representative (COR): A Government individual responsible for administration of this contract. The COR closely monitors the contract for contractor compliance and provides feedback to the Contracting Officer.

8. Contractor: The individual or firm awarded a legal binding contract to provide supplies and/or services.

9. Corridor Lights: Also called done / zone lights, a set of configurable LED lights which provide a visual signal to indicate the status and location of various events occurring in a nursing unit.

10. Electronic Whiteboard: A real-time dashboard, typically displayed on a large central monitors, displaying nurse call system, patient and smart bed information.

11. Manufacturer: The company responsible for the production and design of the nurse call system.

12. Past Performance Information: Relevant information regarding a contractor’s actions under previously awarded contracts. It includes the contractor’s record of conforming to specifications and to standards of good workmanship; the contractor’s record of containing and forecasting costs of any previously performed cost reimbursable contracts; the contractor’s adherence to contract schedules, including the administrative aspects of performance; the contractor’s history for reasonable and cooperative behavior and commitment to customer satisfaction; and generally, the contractor’s business-like concern for the interest of the customer.

13. Pillow Speakers: A hand-held device used to place calls and indicated patient requests (e.g.

medication or bathroom requests) through the nurse call system as well as control entertainment and lighting from patient bed.

14. Root Cause: A situation where performance does not meet expectations. Cause suggests responsibility or a factor to blame for a problem.

15. Smart Bed: A hospital bed capable of sharing bed status, patient weight, patient presence, and alarm data with the nurse call system.

16. Smart Bed Connector: Provides the interface for connecting beds, pillow speakers and medical devices to the nurse call system.

17. Staff Console: A central point to monitor and respond to calls placed with the nurse call system. The Staff Console, also called a master station, displays incoming calls from patients and connected healthcare equipment, and provides a means for the user to prioritize, triage and/or respond to selected events.

B.4 Performance Work Statement

1. Contractor shall furnish all labor, supervision, materials, supplies, tools, equipment, and expertise necessary for design, assembly, delivery, and installation of a healthcare internet protocol nurse call system.

2. The Contractor shall perform a site survey of the Northern Navajo Medical Center to support a nurse call system operation within the patient locations of the facility.

3. The Contractor shall provide as their first deliverable, an initial design that shall be approved by the owners before the Nurse Call Components are installed. The design shall provide a special systems drawing as an AutoCAD file.

4. The Contractor shall install a complete, operational, voice over IP-based nurse call system in 22 identified departments but not limited to:

a. Call locations including patient rooms, lavatory, nurse stations, and nurse breakrooms;

b. Solution to incorporate code blue alert;

c. Locations of call notifications;

d. Recommendation for growth in all main department locations.

5. The Contractor shall be responsible for supplying all elements as noted in the specified requirements of such system; including, but not limited to the software, interfaces, training to all staff to maintain and operate all components of the nurse call system.

6. The Contractor shall coordinate with the Service Unit about mini switches and location concerning specific departments. These mini switches will tie the newly installed devices into the current IT system. The locations of the mini switches are located on the attached communications map.

7. The Contractor shall develop and maintain a comprehensive safety program that will be required for review during the project kickoff meeting. All Contractor’s personnel onsite shall use Personal Protective Equipment (PPE) that meets OSHA regulations and other applicable safety regulations.

8. The Contractor shall comply with Hospital’s Interim Life Safety Measure (ILSM) and Infection Control Risk Assessments (ICRA) while doing business on IHS property. All work areas shall be maintained in a clean and orderly condition with no piling of demolished materials.

9. The Contractor shall conduct services during regular business hours to the maximum extent possible according to the proposed scheduled agreed between the Government and Contractor.

If after hours are needed, this shall be discussed and approved by the Contracting Officer.

10. The Contractor shall provide and estimated timeframe for a response to address any technical issues and when needed onsite coordination.

B-5 Period of Performance

The Contractor shall complete project within 120 days from receipt of Contract Award and Notice to Proceed (NTP).

B.6 Performance-Based Matrix

Task Indicator Standard Quality Assurance Incentives

Design Drawings Regulation Codes referenced in Section B-12.

As stated in Section B-11 Payment for Services

Satisfactory ratings on the Contractor Performance Assessment Reporting System

(CPARS).

Nurse Call System Inspection and Acceptance by the Government – Service Report

Regulation Codes referenced in Section B-12.

As stated in Section B-11

Training Documentation Regulation Codes referenced in Section B-12.

As stated in Section B-11

B.7 Government Furnished Property/Information/Materials

Government unique information related to this requirement, which is necessary for Contractor’s performance, will be made available to the Contractor. The Contracting Officer or designee will be the point of contact for identification of any required information to be supplied by the Government.

B.8 Specifications, Salient Characteristics, System Design and Configuration

This specification provides the minimum requirements for a supervised audio-visual Voice over IP-based (VoIP) Nurse Call System. The nurse call system shall include, but not limited to all equipment, materials, labor, documentation and services necessary to furnish and install a complete, operational VoIP-based nurse call system.

1. The nurse call system shall be capable of supporting up to 2,000 Internet Protocol (IP) addressable devices (graphical audio stations, staff consoles, room control boards) across a single enterprise.

a. IP addressable devices shall be TCP/IP (Transmission Control Protocol/Internet Protocol) based and their IP addresses shall be issued via Dynamic Host Confirmation Protocol (DHCP).

b. Preset host file lookup shall be resolved using Domain Name System (DNS).

2. The NCS cable plan shall be of standard Ethernet topology utilizing dedicated CAT5e/6 home runs to each location.

a. The nurse call system shall support fiber cable for interconnections between Power over Ethernet switches.

3. The nurse call system architecture shall utilize an internal power supply; not external power supplies. Any systems requiring power supplies to be installed separately from the control equipment shall not be accepted.

a. Systems requiring separate cabling for main power shall not be accepted. Separate cabling for Uninterruptible Power Supply (UPS) backup in IT Closets (Intermediate Distribution Frame or Main Distribution Frame) is permitted.

b. A backup, battery power supply shall be available in the event that the main power supply should fail.

4. Head end equipment / controller equipment shall be standard 19” rack mountable.

5. Servers used to support the nurse call system shall use a Windows Server OS and a SQL database.

a. The nurse call system shall support the option to use distributed server setup.

b. The nurse call system shall support the use of virtual machines in the Owner’s existing data center. Any virtual machines used for the nurse call system shall support high availability.

6. The nurse call system shall support the use of LAN and WAN connections. WAN connections shall meet the following latency requirements:

a. Real Time Locating System – 10 milliseconds or less, bidirectional.

b. VoIP – 100 milliseconds or less, unidirectional.

7. It shall be able to configure the nurse call system using a modular, flexible Graphical User Interface (GUI) application that provides the ability to:

a. Manage (add, delete, modify) staff assignments by unit, patient room.

b. Assign and remove patient safety status for falls, skin and/or pulmonary risk(s).

c. View electronic whiteboard data.

d. Configure nurse call system automated reminders.

e. Utilize active directory for single sign-on access to the GUI and reporting applications.

f. Configure the display of patient data to comply with HIPPA regulations.

g. Provide an audit trail for changes made in the application when an active directory integration is in place.

8. The nurse call system shall be network-based and incorporate decentralized, distributed intelligence architecture.

9. Products

a. The nurse call system shall allow both data and voice to be distributed over a common network infrastructure.

b. The nurse call system shall consist include the following:

Staff Consoles Patient and Staff Audio Stations (Standard and/or Graphical) Smart Bed Connectors Bed Side Rail Interface Call Switches Remote Audio Devices Corridor (Dome / Zone) Lights Room Control Boards (RCB) Power over Ethernet (PoE) Switches Bed Interface Device (pillow speaker, bed and auxiliary input) Configuration Software

Electronic Whiteboard

c. The nurse call system shall provide optional complementary products: Real-Time Locating System infrastructure. Reporting Software and Smart Beds.

10. STAFF CONSOLES

a. All staff consoles shall have the antimicrobial additives in the plastics to prevent biodegradation due to bacterial residue.

b. All staff consoles shall have at least a 10 inch (25.4 cm) full color LCD touch-screen interface.

i. The touch screen shall utilize programmable soft keys as opposed to a mechanical dial/touchpad.

ii. The staff console shall support the connection of an external keyboard.

iii. The staff console display shall provide an adjustable tilt mechanism for viewing clarity.

iv. The call pending screen on the staff console shall allow at least six calls to be visible without the need to scroll. The staff console shall provide a simple scrolling function to view additional calls when more than six pending calls are present.

v. The staff console shall provide visibility to patient data without the use of a separate PC. Patient data and staff location shall display automatically (without need of a user-initiated query) upon receipt of a call from a patient.

vi. The staff console shall provide a cleaning mode which, when activated, shall temporarily disable the front panel buttons or touch screen for 15 seconds, and display a message to indicate that the device is in cleaning mode.

c. The staff console shall be capable of desk-mounted or wall-mounted installation.

d. The staff console shall monitor single or multiple nursing units based on facility configuration.

Monitoring configuration shall be adjustable by nursing unit.

e. The staff console shall provide two-way, full duplex, staff to patient, and staff to voice communications. Systems utilizing one-way (half duplex) audio shall not be accepted.

i. Staff consoles shall include a handset for private communication and shall also support speaker phone for monitoring events.

ii. Staff consoles shall have the ability to adjust talk and listen volume levels on a room by‐room basis. Nurse Call Systems using group or zone‐wide audio adjustments shall not be accepted.

iii. Staff consoles shall be capable of placing a call to staff using the display screen.

f. The staff console shall visually display and audibly annunciate patient calls, system alerts, and calls / alarms from connected healthcare equipment.

i. The user shall be able to prioritize, select and respond to each event.

ii. Audible call annunciation shall be configurable and shall indicate priority level.

iii. Incoming calls shall be displayed in the colors assigned to their specific priority levels.

iv. The staff console shall provide visual identification of the calling station(s) and display call information including room number, priority, call type, wait time, status, patient name, patient risk, patient notes, assigned caregiver(s), and location of assigned caregiver(s).

g. Staff console shall have the ability to classify a normal, incoming call as another call type.

i. The staff console shall facilitate text message / SMS delivery of the specific call type (example:

pain request) to the applicable caregiver on a wireless phone.

h. The staff console shall log all calls, including incoming calls, altered call types and cancelled calls, for reporting purposes.

i. The staff console shall be IP-based, utilizing VoIP technology.

j. The staff console shall connect to the nurse call network and receive date utilizing White CAT6 250 MHz or CAT6 500 MHz or better and powered Ethernet. No separate power supply, external transformer or wiring shall be used.

11. AUDIO (PATIENT / STAFF) STATIONS

a. Audio stations shall have antimicrobial additives embedded in the plastic to prevent breakdown due to bacterial residue.

b. Audio stations shall provide two‐way full‐duplex staff‐to‐patient and staff‐to‐staff voice communications with two built‐in speakers and a separate microphone.

c. Audio stations shall be equipped with two call buttons and a cancel button, at a minimum.

d. Any audio station shall be configured to act as a patient or staff station.

e. Staff / duty stations have all the functionality of an audio station with the exception of a code blue lever.

f. The nurse call system shall allow for each patient room to have a dedicated audio line to prevent “line busy” indication when calling back into patient locations.

g. Standard and graphical options for patient and staff stations shall be available and able to coexist within the same unit and nurse call system.

h. Audio stations shall mount in a 3‐gang back box.

i. Audio stations shall provide a cleaning mode which, when activated, shall temporarily disable the front panel buttons or touch screen for 15 seconds, and display a message indicating that the device is in cleaning mode.

j. Audio stations shall have a dedicated code blue lever for actuating a code blue call.

k. Audio stations shall have two speakers to provide clear audio throughout the patient room.

l. Audio stations shall not have call devices (beds, other equipment) connected directly to the audio station via a cable.

m. Audio stations shall have a visible LED to indicate call and communication status.

n. Audio stations shall not have dual in‐line package (DIP) switches that require manual setting by field personnel. Audio stations utilizing manual DIP switches shall not be considered.

o. Audio stations shall be hot swappable and not require system shutdown or removal of power prior to replacement.

p. All audio stations shall be supervised so that if a device is not able to function – the device becomes powered down for example – then it shall send an alert through the nurse call system.

12. GRAPHICAL AUDIO STATIONS

a. The nurse call system shall provide graphical touch screen audio stations in patient rooms.

Rooms where the contractor recommends a standard patient station in patient rooms shall be designated with accompanied reasons for the decision.

i. One graphical station shall act as both a nurse call station and a workflow‐ enhancing device capable of managing both patient‐focused and staff‐focused applications.

ii. The graphical station shall include configurable action request buttons to route non-patient calls to appropriate facility staff (e.g. the “clean room” button routes a call to janitorial staff).

These calls shall include the type of request and the room number.

iii. The graphical station shall provide automated reminders which notify staff of recurring patient care actions (e.g. nurse rounding reminders).

1. Reminders shall automatically send a notification to the configured destination (e.g. staff console, staff handset) including room number and time until call is due, when a call is due or, if configured, in advance of a call coming due.

2. Reminder time parameters shall be configurable by the user via the nurse call system software application. The settings shall include event frequency and required length of time in the patient room to complete an event.

3. When used with integrated staff locating, the nurse call system shall be capable of resetting the time for any pending reminders when the appropriate staff member is located in the corresponding patient room.

b. The graphical station shall be capable of setting patient risk status for falls, pulmonary and skin risks. When used with a Hill‐Rom® smart bed, upon selecting a risk category for a patient room, the nurse call system shall automatically enable any configured safety alert and alarm parameters (e.g. initiating a nurse call when bed rails are lowered for a patient who is a falls risk) and enable the bed exit alarm.

c. Graphical audio stations shall have the ability to scroll up or down to view a list of information contained on the display.

d. Graphical audio station shall display a list of available locations, rooms and staff which can be selected and called directly from any graphical station.

i. Each graphical audio station shall allow the ability to open a dedicated audio path. Systems requiring an audio bus topology that share voice paths over multiple rooms shall not be accepted.

ii. Graphical audio stations shall have the ability to display active calls by indicating the room number, bed number and type of call on the display. These calls shall be answered from any graphical station on the unit.

e. When used with integrated staff locating the graphical audio station shall provide a list of available staff with name, title, and current location.

f. The graphical audio station shall provide an out‐of‐room mode.

i. When enabled, the out‐of‐room mode shall place recurring reminders on hold, automatically complete on‐demand reminders, and disable risk‐based alarms.

ii. When disabled, reminder and alarm settings shall be activated to their original state.

iii. A single graphical audio station shall be capable of managing activity for a patient room with up to two beds. Systems that require a graphical audio station per bed and cannot accommodate two beds on one graphical station shall not be accepted.

13. SMART BED CONNECTORS

a. The NCS shall use bed connectors, such as Audio Station Bed Connectors (ASBC), and locate them near the patient bed to allow for flexible placement of audio stations.

b. The bed connector shall connect a pillow speaker, a bed and an auxiliary equipment jack input to the nurse call network.

c. Bed connectors shall provide relay contact isolation for entertainment and lighting controls.

14. SALIENT CHARACTERISTICS – SIDECOM® SIDE RAIL INTERFACE

Northern Navajo Medical Center currently uses Hill-Rom Smart Beds. The nurse call system shall support a Hill-Rom ® Bed Sidecom® interface which allows a patient to place a call via a Hill-Rom ® bed side-rail, adjust room lighting controls, and adjust television controls and audio volume, if configured.

15. ANCILLARY CALL SWITCHES

a. Call switches shall be furnished as specified and placed in ancillary areas accessible by staff as indicated by local building codes.

b. Call switches shall have a call lever or button, a red, call placed LED, and an optional call cancel button.

c. Where indicated, call switches shall provide a cord attached to the lever to allow a patient who has fallen to pull the cord to activate a call.

d. Call switches shall be supervised by the system to alert staff in the event of a cable or switch failure.

16. LAVATORY & SHOWER / BATH CALL SWITCHES

a. When a lavatory or shower / bath call switch is activated, visual indication of the call shall display at the dome light associated with the patient room, and an appropriate call indication registers on the staff console, as well as on any installed annunciators.

b. The lavatory call switches have a nurse call lever, a red, call placed LED, and a call cancel button.

c. Shower / bath switches have a blue nurse call lever and a red call placed LED.

d. Shall have a cord attached to the lavatory or the shower / bath call switch lever lets a patient who has fallen place an emergency call using the cord.

e. Lavatory call switches shall connect to the assigned room box via a category 5e/6 UTP cable and RJ45 connector.

f. Shower / bath switches shall be mounted on the wall inside the shower.

g. Shower / bath switches shall be water resistant.

17. BATHROOM / LAVATORY STATION (REMOTE AUDIO DEVICE)

a. When a bathroom / lavatory station is activated, visual indication of the call shall display at the dome light associated with the patient room, an appropriate call indication shall register on the staff console, as well as on any installed annunciators, and full audio is enabled between the patient and the staff member answering the call.

b. The bathroom / lavatory station shall be capable of two‐way audio communication.

c. The lavatory call switches have a nurse call lever, a red call placed LED, and a call cancel button.

d. A cord attached to the lavatory call switch lever lets a patient who has fallen place an emergency call using the cord.

e. Lavatory call switches shall connect to the assigned room box via a category 5e/6 UTP cable and RJ45 connector.

18. CORRIDOR (DOME / ZONE) LIGHTS

a. Corridor lights shall use Light Emitting Diode (LED) technology. Corridor lights that utilize incandescent bulbs shall not be accepted.

b. Corridor lights shall be capable of mounting in a 1‐gang back box.

c. Corridor lights shall have eight separate bulbs divided into eight distinguishable sections capable of indicating multiple, simultaneous events.

i. Each corridor light section shall be capable of indicating at least seven colors.

ii. Corridor lights shall be configurable via programming to allow for multiple illumination, color and/or flash patterns to designate call priority, call type, staff presence and/or patient risk status.

iii. Corridor lights shall allow for a selection of configurable overlays to be used to clearly distinguish between call type or staff presence information. (e.g. a flashing ‘N’ to indicate a nurse is needed).

d. Corridor lights shall be capable of audible annunciation for specific, configurable call types.

Separate annunciation device(s) connected to the corridor light shall not be accepted.

19. ROOM CONTROL BOARDS (RCBs)

a. RCBs shall be mounted in protective enclosures when mounted above ceiling.

b. The NCS shall support a dedicated RCB setup which maintains single‐point‐of‐failure. Any systems designed with a daisy‐chain or similar setup which does not ensure single‐point‐of failure shall not be accepted.

c. The RCB shall accommodate connection to up to two audio stations, the corridor light, lavatory switch, bath / shower switch system alarm interface, and stat clock interface.

d. The RCB shall be powered by the home run cable connected to the Power over Ethernet switch.

The RCB connects to the Power over Ethernet switch with a Category 5e/6 UTP cable (home run cable).

e. The RCB shall utilize LEDs to indicate power and status. Additionally, all connection points for the room devices shall have LEDs to indicate if the communication channels are active.

f. The RCB shall have a heartbeat light to indicate that software is active.

20. POWER OVER ETHERNET (PoE) SWITCHES

a. PoE switches shall be UL1069 approved.

i. The nurse call system shall be compatible with Cisco Catalyst 4500 series utilizing the WS‐x4748 UPOE+E line card, Cisco Catalyst 3850 series UPoE Switches, and Hill‐Rom’s proprietary PoE switch.

ii. PoE switches shall have a minimum of 24 ports with a maximum power output of 1800 watts.

b. PoE switches shall mount in a standard 19” network rack and shall be 1RMU high.

c. PoE switches connect, at a minimum, to RCBs, staff consoles, annunciators, and other PoE Switches.

d. PoE switches shall follow standard Ethernet deployment standards.

e. PoE switches shall use RSTP protocol for redundant links for each switch or stack of switches in the NCS.

21. PILLOW SPEAKERS

a. Connection to the bed connector shall utilize a standard Champ 50 series 2‐type AMP connector.

b. All pillow speakers shall have a minimum four button capacity.

i. All pillow speakers shall have the option to display labels designating Nurse Call, TV channel and reading light buttons.

ii. Additional buttons for pain and bathroom visit requests shall be available on the pillow speaker.

iii. The nurse call system shall have the ability to route pain and bathroom request calls differently from a standard pillow‐speaker‐initiated patient call.

c. Pillow speakers shall have LEDs to indicate successful call placement and an open audio channel.

d. Pillow speakers shall have a speaker for entertainment audio and nurse call audio.

i. When the audio channel between staff and the patient is opened, audio to the patient shall go through the pillow speaker.

ii. Microphones shall be built into the pillow speaker to enhance audio through the patient station.

iii. Volume can be adjusted on a per room basis, directly from the pillow speaker.

e. Pillow speaker housing shall be a high impact UL recognized, 94-VO rated, or better, polystyrene.

f. Pillow speaker internal switches shall be Micro Brand switch rated for 10 million cycles.

22. ELECTRONIC WHITEBOARD

a. The electronic whiteboard shall display nurse call system data including patient room number, patient name, patient notes, assigned patient risk protocol, assigned staff, nurse call type, call wait time, and staff presence.

b. The electronic whiteboard shall be displayed using a LAN PC or smart LCD display.

23. INTEGRATIONS

a. The nurse call system shall be capable of direct integrating with:

i. Wireless phones and pendants.

ii. Staff locating systems

iii. Admission, Discharge, Transfer (ADT) systems for patient information and patient‐to‐staff assignments.

iv. 3rd party locating applications

v. Bed exit and fall prevention alarm systems

vi. Patient equipment (ex. Pump, vent, etc.)

vii. Infant Security System

viii. EMR, bi‐directionally

ix. PC monitors and large screen monitors, such as Flat Panel LCD or Plasma display, for display of electronic white board data.

b. The nurse call system provider shall have experience partnering and integrating with primary third party system providers.

c. The nurse call system provider shall be capable of providing remote diagnostics and issue resolution for any integrations established with the nurse call system.

d. Wireless handset integrations shall use the native interface of the handset provider.

i. The integration with the wireless provider shall enable the NCS to identify when a wireless handset is on or off the network and properly automate and route call escalations.

ii. The integration with the wireless provider shall allow the user options such as call decline and call back when the handset receives a message from the nurse call system.

e. ADT integration for staff assignments shall employ a full feature interface engine to send, receive, or send and receive information.

f. The nurse call system shall support a direct integration with a Hill‐Rom smart bed and an EMR system. At a minimum, this shall enable:

i. Receiving patient risk from the EMR into the nurse call system.

ii. Sending nurse call data to the EMR.

iii. Sending patient weight and/or bed head‐of‐bed angle to the EMR.

g. The nurse call system shall be capable of smart bed – Hill‐Rom and/or Stryker and/or Linet — bed side‐rail communication including:

i. Visual notification of a disconnected smart bed via a centralized display on the unit.

ii. Visual and audible annunciation of bed exit calls.

iii. Visual and audible annunciation of patient calls.

h. The nurse call system shall take data feeds from medical devices and send relevant alerts through the nurse call system.

i. The nurse call system shall share RTLS locator badge and wireless phone information when integrated with these systems.

24. COMPLEMENTARY PRODUCTS

a. Real Time locating equipment.

b. The Real Time Locating System (RTLS) shall be web-based.

c. RTLS shall be capable of the following:

i. Monitor the location and movement patterns of staff.

ii. Integrate with the nurse call system to automatically cancel a normal patient call, or action request calls, and illuminate the corridor light once an assigned staff member is present in a patient room. Priority or urgent calls shall be manually cancelled in all circumstances.

iii. Expand the platform to support Hand Hygiene Compliance Tracking.

iv. Interface with 3rd party RTLS partners for applications such as Patient Wandering, Asset Tracking and Temperature Monitoring.

d. RTLS shall display staff presence in an area each time the locator badge signal is picked up by an infrared receiver. This location is displayed on each staff console and graphical audio station within the unit.

e. Each RTLS staff locator badge shall have a unique identification number which can be assigned to a single staff member.

f. RTLS hardware shall be used to define distinct patient rooms, hallways and staff locations.

Devices shall be able to segregate spaces to the level of a “patient room” even in the even if that “room” does not have walls (i.e. patient bay with curtain only).

B.9 Reporting

1. The nurse call system shall make available optional reporting software.

a. Reporting software shall utilize the nurse call system data to generate…