S06 - 36C10B26R0020 - Patient Elopement Prevention.pdf

5. PROJECT NUMBER (if applicable)

CODE 7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 8

See Block 16C

VA-26-00049526

Department of Veterans Affairs Technology Acquisition Center Procurement Services G 23 Christopher Way Eatontown NJ 07724

Department of Veterans Affairs Technology Acquisition Center Procurement Services G 23 Christopher Way Eatontown NJ 07724

To all Offerors/Bidders

36C10B26R0020

X

X X

X 1

Patient Elopement Prevention

See Continuation Page

Edgar Alonso-Bernal

Contract Number: TBD Request for Proposal: 36C10B26R0020

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

Solicitation 36C10B26R0020 - Patient Elopement Prevention is amended to read as shown on the continuation page.

a. The following is a list of questions raised by industry and the responses provided by the Government:

1. Question: PWS Section PRICE/COST SCHEDULE. VA has provided a CLIN structure on the price schedule. Please confirm whether offerors are permitted to modify the CLIN structure (e.g, add or alter), to ensure a complete solution for VA, or if the provided structure must be strictly adhered to.

Response: Yes – Offerors are encouraged to modify CLIN structures and add CLINs if necessary to fit their specific proposed solution.

2. Question: PWS Section # 3.0 Scope - Integration with Enterprise Systems. Can VA accommodate Telocator Alphanumeric Protocol (TAP) for integration and communication with enterprise systems.

Response: Yes

3. Question: PWS Section # 5.1.1 SYSTEM DESIGN AND ARCHITECTURE. Is the VA requiring full facility-wide RTLS with room-level tracking and geofencing, or is a perimeter-based elopement solution acceptable?

Response: Perimeter-based elopement solution is acceptable. Room-level tracking and geofencing are also acceptable.

4. Question: Please confirm the total number of facilities and deployment phases included in the Base Year and each Option Year.

Response: Due to variables that cannot be forecasted at this stage, the Government is unable to confirm the total number of facilities or deployment phases that may occur during the Base Year or any Option Years. As such, this requirement is being issued as an Indefinite Delivery, Indefinite Quantity (IDIQ) contract to allow flexibility based on future needs and constraints

5. Question: Confirm whether the VA’s intent is to implement a fully standardized enterprise platform across VISN 21 or if any existing legacy PEW systems are expected to remain operational long-term.

Response: The Government’s requirements regarding system standardization and the treatment of existing legacy PEW systems are already defined in the Performance Work Statement (PWS). The intent is to implement a standardized enterprise solution across VISN 21; however, the Government has not committed to retaining or retiring any specific legacy systems at this stage. No additional clarification can be provided beyond what is stated in the PWS.

6. Question: Please clarify if this project requires full replacement of existing PEW systems or a phased integration with legacy platforms during transition.

Response: All information related to this topic is contained in the PWS. The Government cannot provide additional clarification beyond what is stated in that document.

7. Question: Provide details on existing PEW systems currently deployed at each site, including manufacturer and technology type.

Response: All information related to this topic is contained in the PWS.

8. Question: Confirm contractor responsibility for removal, disposal, and documentation of existing systems, including any environmental or compliance requirements.

Response: Offeror’s shall propose all removal, disposal, and related environmental/compliance activities as separate, clearly defined CLINs to support accurate planning and evaluation. Contractor responsibilities for removal, disposal, and documentation of existing systems shall follow all applicable VA policies, environmental requirements, and compliance standards as outlined in the solicitation and PWS.

9. Question: Identify any operational constraints during installation, including 24/7 patient care environments, infection control requirements, or restricted work hours.

Response: VA medical centers operate continuously and follow standardized infection control and patient safety requirements. Offeror’s shall adhere to all applicable VA protocols, including infection control measures, access restrictions, and any facility determined work hour limitations. Detailed constraints will be provided at the task order level.

10. Question: Please confirm whether specific access control platforms are required, or if equivalent enterprise-class systems are acceptable.

Response: The solicitation does not specify a required access control platform.

Solutions will be evaluated based on compliance with VA security and interoperability requirements. No further clarification is available at this time.

11. Question: Clarify whether existing access control systems are to be replaced, upgraded, or integrated into the new PEW solution.

Response: The solicitation does not specify whether existing access control systems will be replaced, upgraded, or integrated. The Government will evaluate proposed approaches on a best value basis in accordance with applicable VA requirements.

Further clarification will be provided only at the task order level.

12. Question: Confirm requirements for door hardware configurations (fail-safe vs.

fail-secure, maglocks vs. strikes, monitoring requirements).

Response: All door hardware requirements—including fail safe/fail secure configurations, locking technologies, and monitoring provisions—must comply with applicable VA, NFPA, and life safety standards as referenced in the solicitation. The Government has not predetermined specific hardware types for this requirement.

Solutions proposed by Offeror’s s will be evaluated for compliance, technical merit, and overall best value to the Government. Any site-specific hardware determinations will be defined at the task order level.

13. Verify that PIV credential integration is required at all controlled access points.

Response: The solicitation specifies the applicable VA access control and credentialing standards. The Government has not established additional requirements beyond those stated. Proposed solutions will be evaluated for compliance with VA security policies and their ability to support required credentialing functions, including PIV where applicable. Final integration requirements will be confirmed at the task order level.

14. Define required system redundancy and failover capabilities for door control and monitoring systems.

Response: The solicitation and PWS define applicable VA, cybersecurity, and life safety requirements for system reliability, cybersecurity hardening, and operational continuity. The Government has not specified mandatory redundancy or failover architecture for door control or monitoring systems beyond these established requirements. Offeror’s s may propose compliant approaches that meet VA standards and support continuous patient safety operations.

15. Provide required location accuracy levels for RTLS (zone-level, room-level, or sub-meter).

Response: The PWS provides the applicable performance expectations for location accuracy within VA environments. The Government has not established additional mandatory accuracy thresholds beyond those stated in the PWS. Offeror’s s may propose solutions that align with these requirements and support safe and effective elopement prevention workflows.

16. Define acceptable alert response times and latency requirements for elopement events.

Response: The PWS and applicable VA technical and cybersecurity standards provide the framework for event processing and alerting expectations. The Government has not established additional response time or latency thresholds beyond those specified in the solicitation. Offeror’s s may propose approaches that support timely and reliable alerting consistent with VA patient safety workflows.

17. Clarify required integration between RTLS and door control systems, including automated actions (e.g., lock/unlock, alarms).

Response: The solicitation outlines the requirement for interoperability between the PEW system and applicable VA enterprise systems. The Government has not established additional mandatory automated actions or integration specifications beyond those provided in the PWS. Offeror’s s may propose compliant integration approaches that support clinical workflows and VA security policies.

18. Confirm whether the solution must support open APIs or standardized integration protocols (e.g., BACnet, REST APIs).

Response: Applicable interoperability and cybersecurity requirements are defined within the solicitation and supporting VA standards. The Government has not specified additional required integration protocols beyond those stated in the PWS.

Offeror’s s may propose solutions that meet VA interoperability requirements using open, standardized, or OEM specific interfaces, provided they comply with VA policy.

19. Identify whether existing WiFi or BLE infrastructure is available to support RTLS, or if new infrastructure is required under this contract.

Response: Some VA facilities do have existing WiFi and BLE capable infrastructure;

however, the availability, configuration, and suitability of such infrastructure vary by site. The Government has not predetermined whether existing infrastructure will be reused or supplemented under this requirement. Offeror’s s may propose solutions aligned with the PWS and applicable VA standards. Infrastructure needs, including potential reuse or augmentation, will be evaluated at the task order level following site assessments.

20. Confirm whether the VA will provide:

• Network connectivity (ports, VLANs, IP addressing)

• Cybersecurity approvals (ATO, RMF) or if these are contractor responsibilities.

Response: With respect to cybersecurity, Authorization to Operate (ATO) decisions are issued by VA in accordance with the Risk Management Framework (RMF).

Offeror’s are responsible for producing all required RMF artifacts, complying with

VA directives/handbooks, and supporting the VA authorization process. Final authorization outcomes and any additional requirements will be determined by VA authorities; details will be finalized at the task order level.

21. Provide cybersecurity compliance requirements, including FISMA, RMF, or VA-specific standards.

Response: All required cybersecurity controls, authorization expectations, and compliance documentation obligations are provided in the PWS. No additional requirements or clarifications are available beyond what is stated in that document.

22. Clarify server hosting requirements (on-premises, VA enterprise data center, or cloud-based).

Response: The Government’s preferred deployment model for this effort is an on-premises server environment hosted within VA’s existing infrastructure. Cloud based solutions may be proposed; however, any cloud offering must be fully FedRAMP authorized at the time of award and must comply with all applicable VA security, privacy, and RMF requirements.

23. Confirm requirement for a centralized enterprise management platform (“single pane of glass”) across all VISN 21 facilities

Response: The solicitation and PWS outline the enterprise architecture expectations for PEW operations. The Government has not specified additional requirements for a centralized management interface beyond what is already stated. Proposed solutions will be evaluated for compliance with VA standards and overall best value. Final determinations will be made at the task order level.

24. Identify requirements for mobile access, remote monitoring, or analytics/reporting capabilities.

Response: Requirements for user access, monitoring functions, and analytics capabilities are defined within the solicitation and PWS. The Government has not established additional specifications beyond those documents. Offeror’s may propose capabilities consistent with VA security policies and clinical workflows.

25. Clarify any required integration with other VA systems, including EHR, nurse call, or existing security platforms.

Response: The PWS identifies the applicable enterprise systems for which interoperability may be required. The Government has not defined additional integration requirements beyond those stated. Proposed integration approaches will be evaluated for compliance, technical merit, and best value.

26. Confirm contractor responsibility for all cabling, pathways, and infrastructure installation.

Response: Offeror’s s shall propose all required cabling and related infrastructure as separate, clearly defined CLINs, consistent with VA standards and the needs identified during site assessments. Final scope and quantities will be confirmed at the task order level

27. Identify any site-specific labor requirements, including union labor or certifications.

Response: Labor requirements, including union or certification obligations, vary by facility and will be identified at the task order level. Offeror’s must comply with all applicable local, state, and federal regulations.

28. Confirm any ICRA (Infection Control Risk Assessment) requirements or clinical installation protocols.

Response: Offeror’s are required to comply with all VA Infection Control Risk Assessment (ICRA) requirements and clinical installation protocols as outlined in VA policy and the PWS. All installation activities within clinical or patient care environments must follow VA infection control procedures, including any site-specific restrictions, approvals, or protective measures. Final ICRA requirements and implementation details will be provided at the task order level.

29. Define system acceptance criteria for both RTLS functionality and access control integration.

Response: Acceptance testing requirements are defined in the PWS, including performance testing, accuracy validation, and user acceptance criteria. The Government has not established additional acceptance criteria beyond the PWS.

30. Confirm whether the VA requires pilot deployment or phased acceptance testing prior to full rollout.

Response: Technologies proposed under this solicitation are expected to be mature, previously demonstrated, and proven effective in comparable healthcare environments. Offeror’s s should propose solutions that can meet these requirements without the need for a preliminary pilot phase. All proposed technologies will be evaluated based on associated risks to the Government, including technical maturity, operational impact, cybersecurity posture, and long-term sustainability.

31. confirm whether option years will be exercised per facility, per phase, or as a full program expansion.

Response: This requirement is being procured as an Indefinite Delivery, Indefinite Quantity (IDIQ) contract. As such, there are no option years structured by facility, phase, or program expansion. Task orders will be issued at the Government’s discretion based on operational needs, funding availability, and strategic planning priorities.

32. Clarify whether pricing should be structured with separate line items for hardware, software licensing, and recurring services.

Response: Yes. Pricing should be structured with separate line items (CLINs) for hardware, software licensing, recurring services, and any other cost elements required to support the proposed solution.

33. Confirm whether equivalent or alternate solutions are acceptable where specific technologies are not.

Response: Yes. Equivalent or alternate solutions are acceptable where specific technologies are not identified in the solicitation or PWS. All proposed solutions must comply with applicable VA requirements, standards, and policies, and compliance.