36C25619R0111-0001001.docx

QUESTIONS AND ANSWERS

To answer many of the IT related system integration questions. This solicitation is for a Nurse Call System only, integration with information technology software and devices will be done at a future date if required or requested by nursing. There are no plans formally or informally being discussed. The only requirement is for the system to be CAPABLE of future integration. IT devices and software are sourced differently than facility construction. This is a construction project. Integration, if required will be done through the office of information and technology. Any use of an OIT Virtual Server must be coordinated with the VA Office of Information and technology. They will provide any requirements beyond being on the TRM. Our project is for a stand-alone nurse call system with the CAPABILITY to move to the OI&T network in the future if required. The only OIT requirement is to have the software running the system approved and listed on the OIT-TRM.

I. First Set of Questions:

· What is the estimated timeline for the firewall drawing to be issued? Uploaded 8/20/19

· Will a detail showing the elevation of the “care” board be issued to show the height above finished floor each board is to be put at as well as the power connection? The patient care boards will be mounted at a height that is easily visible by the patient. These heights will vary from patient room to patient room. Contractor will need to supply power connection.

· Could a specified manufacturer for the care boards be issued so mounting instructions can be reviewed? NO, it must be hospital grade, no smaller than 22 inches for the patient care board and 45 inches for the unit care board. Each manufacturer can choose their boards that best utilize their software. Meaning will we have to install wood backing at each board for it to be mounted. This will be dependent on the mount supplied with the monitors. The drywall is 5/8ths.

· What class of finish will each sheetrock patch require and will each one require to be painted to match? ProMar 400, eggshell, yes walls will need to be painted to match.

· It was noted that in several locations that it appeared paint was applied over some type of wall covering (i.e. wallpaper). How are the patches were this condition occurs to be addressed when patching back? Walls will be returned as close to original as possible. We are not aware of paint over wall covering, but the repair will be 5/8ths drywall with a promar 400 eggshell finish in a matching color.

· Where new back boxes for power or other devices in a wall can be flexible conduit be used in lieu of solid conduit? Yes, installed in accordance with VA design guide.

· Will everything installed above ceiling have be plenum rated? No

· What are the VA requirements for any and all work to be done in the mental health areas? Will a “spotter” of sorts have to be used while the “workers” are performing whatever task in the mental health areas? A spotter will be required. Please refer to the VA Technical Information Library and the attached MENTAL HEALTH ENVIRONMENT OF CARE CHECKLIST FOR MENTAL HEALTH UNITS TREATING SUICIDAL PATIENTS DIRECTIVE

· Also what floors or areas are considered “lock-down” and a spotter required? This will be identified once project is awarded.

· Can a map showing these areas be issued? Not at this time. Wards 1H and 3K are the mental health wards. Nurse call system in these wards will require conformity to all VA mental health requirements.

· Will the VA issue a CAD file for this project? Yes

· Will work be able to done in multiple areas and rooms at one time on the same wing? Yes, keep in mind ICRA 3 requirements are required in all areas. (5,2 general construction requirements)

· Will an power outlet need to be included for each of the new patient care boards as well? Yes

II. Next Set of Questions:

1. Can drawings be provided for pod 1C & 5D at McClellan so that nurse call vendors outside of WestCall can quote replacement for these areas? Yes

1. McClellan: there are no code required devices to “activate a visible signal in the Clean Workroom, Soiled Workroom, Medication, Charting, and Nourishment” presently and none shown on the drawings provided. Are we to install such devices in these locations? No, only where indicated on the drawing/SOW

1. Is Owner responsible for providing the servers required to run the software component of the nurse call? YES Server requirement information provided by Nurse Call Manufacturer. The manufacturer/vendor is responsible for providing the servers and software required to operate on a standalone server system. The manufacturer if using a virtual server provided by OIT must meet the requirements and have OIT approved software on the TRM. Installing/Running/Getting Permissions on the OIT network is the responsibility of the manufacturer. OI&T is not a part of engineering and we do not have the authority to grant Virtual Server space or access. It is up to the vendor to request their needs through OIT before submitting a proposal to secure space and access. We have not requested any OIT assistance/virtual server space/bandwidth/switch ports for this project. Our intentions are to operate on a stand-alone network. We will provide access to up to 5 ports in each area, networked between all areas, to include both campuses together.

1. On A.3 Price/ Cost Schedule, deduct 3 & 4 state all costs associated with the installation of a Nurse Call system for stated pods….. does this include Patient/ Unit boards as well since there current system does not integrate?

1. Page 32 of spec #6 regarding specialty call cords states to provide 10 breath call, 10 EZ call, 10 Mechanical call, 10 Pad call, and 10 Press call devices for EACH new patient station installed. Example: if 100 patient stations are installed, that would mean we would provide 1000 of each type? No, It should read “For every 200 new patient stations being installed”

1. PA Paging: how many zones and subzones need to be included? Unlimited

1. Page 37 Section M #1A states that Tone Visual Nurse Call is to be provided for “OPC where surgery or procedures are not performed”…. Pod 1C (which we need drawing of) currently has a Westcom audio system that was recently installed, since we have to quote replacement for this area, is T/V acceptable? No Audio Bath Stations: is this required of ALL bathrooms throughout? Or just in inpatient room areas? Voice Audio bath Stations are not required anywhere, just a call assurance tone. The assurance tone is required on all stations. 2. Device Descriptions:

a. Wet Pull Station:

1) Audio and Non-Audio Pull-Cord Stations with the following minimum functionalities:

III. Next Set of Questions

· Contract document – SOW Nurse Call (36C25619R0111-003)

· States that this is an upgrade/replacement of existing West Call Odyssey, Focus Care and Endeavor Systems.

· Is the intent of this project to upgrade/replace the existing system with the same manufacturer (West Call), or will another nurse call system that meets the requirements be accepted and approved as equal? The intent is an upgrade or replacement to the existing system or installation of a new system meeting or exceeding the upgrade requirements to the current system. The upgrade/replacement is not manufacturer specific.

· Contract document – Nurse Call Specs (35C25619R0111-004)

· Part 2 – Products / Functional requirements 2.0, B. The specific location for each nurse call (pages 15-20)

· There are areas called out where it states “Integrate existing Nurse Call system with new software and server”. If an approved equal nurse call vendor is acceptable, will the device quantities and types for these areas be provided so that pricing for total replacement can be listed as an option? Yes

· 2.4 – Products, M. System Functional Station, 2, d. Patient Care Board (page 39)

· There is no size requirement listed for the Patient Care Board. What is the minimum required size of the wall mounted display? Display must be a minimum of 22 inches, no larger than 38 inches.

· There is no electrical requirements listed for the Patient Care Board. Is the device required to be POE or is the intent to have power sourced locally, i.e., 110v 20amp outlet? It is up to the manufacturer/installer to provide what ever power requirements are needed. There are junction boxes above ceiling for 110v 20A if required to power the care board. Installers are responsible for any outlets or other power connections required for their system.

· 2.4 – Products, M. System Functional Station, 2, e. Unit Care Board (page 39-40)

· There is no size requirement listed for the Unit Care Board. What is the minimum required size of the wall mounted display? The unit Care board will be no smaller than 45 inches

· There is no electrical requirements listed for the Unit Care Board. Is the device required to be POE or is the intent to have power sourced locally, i.e., 110v 20amp outlet? . There are junction boxes above ceiling for 110v 20A if required to power the care board. Installers are responsible for any outlets or other power connections required for their system. We are not dictating the power to the display as there are various types meeting our needs.

· 2.4 – Products, M. System Functional Station, 2, f. Work Flow Station (page 40)

· This device is a hardware requirement located outside of each patient room and associated per bed on the plans. If an approved equal nurse call vendor is acceptable, what is the process to provide VA information on more state-of-the-art software based solutions designed for the mobile caregiver? The door/entry hardware is also a visual device to alert all caregivers, food nutrition, housekeeping of the room/patient status. The work flow stations allow other specialist/doctors to set specific rounding timers and instantly ID a patient as NPO or special need without posting notes on the door. Also, will the VA consider other options such as tablets and smart phones compared to a very specific embedded hardware device from a manufacturer. There is a significant cost savings that can be shown while providing the same features and functionality without the need to install custom hardware. If there is a significant cost savings and the same features and functionality can be met (visual indication at the entrance with instructions included) please submit this as a proposal. Note: not all employees are issued smart phones and tablets.

IV. Next Set of Questions.

1. Is the nurse call system required to provide the VA facility a data dictionary for the nurse call software data tables, stored procedures, and entity relationship diagrams? This is critical for mapping data fields for VA Informatics, Analytics, Reporting and other uses. Not specifically a “data dictionary” see 4.17 System must have ability to create productivity reports. Any central repository of information and data and meta data and the means to collaborate/extract that data is acceptable.

2. Is the nurse call system required to be One-VA Technical Reference Model (TRM) (www.va.gov/trm) approved for installation of nurse call management and reporting software on OI&T PCs. Yes

3. Will the nurse call software be installed on OI&T PCs? (Para 3.5 in scope) For the original installation it is only a requirement to have the ability to do so. It can be installed on a virtual server from the outset or may be on a stand-alone server until such a time when it will be migrated to the OI&T network on a virtual server.

4. Is the nurse call system required to provide an EHR (VistA) Bi-Directional transfer of information? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

5. Is the nurse call system required to have the capability to transfer information from VistA to the nurse call system for Admit, Transfer, Discharge (ADT) and Patient Data? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

6. Is the nurse call system required to have an FDA 510k class listing? Software, Only if it transmits and stores patient data

7. Is the nurse call system required to provide an OI&T TRM approved interface to mobile phones or in building wireless communication devices? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

8. Is the nurse call system required to provide IP68 fully waterproof pull cord stations for showers where power washing and disinfecting occurs on a regular basis? They must be UL 1069 compliant for wet areas, we do not power wash showers.

9. Is the contractor required to provide local, onsite service within 2 hours as needed 24 hours a day in case of emergency support requests? Yes, for the first two years

10. Is the nurse call system required to integrate with Active Directory for staff and employee provisioning? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

11. Are the life safety functionality components of the nurse call system required to operate independent of the servers? What life safety functionality? Code Blue/Emergency is only for local notification. Nursing personnel will determine if a code blue declaration is necessary or false alarm and make the proper call.

12. In the event of a power loss or LAN failure, are nurse call life-safety functions required to continue for a prolonged period of time? What life safety functionality? Code Blue/Emergency is only for local notification. The system is required to remain on UPS power until the emergency generators come on line, no longer than 10 seconds. During a LAN failure, the system has to operate as a standalone system in that unit.

13. Are the life-safety components of the nurse call system required to be purpose built and not contain any servers, Microsoft software, or external network components? What life safety functionality?

14. In the RFQ, Hand Hygiene is listed as a requirement. Will the Hand Hygiene requirement be modified to state that it must adhere to VA national RTLS standards and leverage existing VA investment in RTLS infrastructure, which is already installed at Central Arkansas Veterans Healthcare System in VISN 16? Only the capability for hand hygiene monitoring required (para 3.16). It may or may not be integrated in the future. Integration is not part of this solicitation.

15. Is the nurse call system required to interoperate with the VA’s HL7 protocol? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

16. Is the nurse call system required to interoperate with ADT? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

17. Is the nurse call system required to interoperate with VistA? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

18. Is the nurse call system required to interoperate with the future Cerner electronic health record that will be deployed in the next 2-5 years in VISN 16? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

19. Is the nurse call system required to interoperate with wireless phones carried by nurses? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

20. What is the make and model of the Ascom wifi phones listed in the RFQ as a requirement? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

21. Will the government require the Ascom phones and nurse call system to interoperate? NO, Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

22. What is the make and model of the Hand Hygiene system that is approved for use as part of the VA RTLS National Standard? It has not been procured, Only requirement is the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

23. Will the Government require FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in the requested nurse call systems Database Management Systems (DBMS)? Yes

24. Will the Government require the nurse call system adhere to May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) which states nurse call systems must either have FIPS 140-2 encryption at the application level OR FIPS 140-2 compliant full disk encryption (FOE) on the hard drive where the DBMS resides? Yes

25. Will the Government require the nurse call system have the appropriate VA access enforcement and physical security controls implemented? Yes, for the network it resides on

26. Will the Government require the nurse call system reside on the VA OI&T network with a Medical Device Infrastructure Architecture VLAN (MDIA VLAN)? NO This question is per the VA Directive that all Veteran Patient Care systems and data reside on the VA OI&T network. NO Nurse Call is a Non IT system (VA Directive 6008 2.f )

27. Regarding the HL7 Interface from Section 57-52-23-29 in the specs document, is an ADT HL7 connection back to VistA required? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

28. Regarding the HL7 Interface from Section 57-52-23-29 in the specs document, will the new nurse call system connect with the VA ADT HL7 system via the VA OI&T patient network? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

29. Regarding the HL7 Interface from Section 57-52-23-29 in the specs document, will the new nurse call system have to interoperate with Cerner in the future? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

30. Is the system required to have the ability to chart more than just bed data? Yes

31. Is the system required to have the ability to provide Multiple Staff Assignments to one patient? Yes

32. Is the system required to have the ability to Pre-Assign Staff requirements? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

33. Is the system required to have the ability to Assign Staff to Beds from any VA PC on the Hospital LAN? No

34. Is the equipment required to be manufactured in the USA? Yes

35. Is the system required to support FCC Part 68 compliance for interface to the wireless phone switch? Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

36. Does the system require the ability to support SIP enabled wireless phones with no 3rd party software needed? No

37. Do the bath stations need to provide full duplex audio paths? No

38. Does the system need to provide staff assignment integration? Yes

39. How many staff levels/Roles does the system need to support? Unlimited

40. Will the facility expect that the new nurse call have the ability to interoperate with clinical communication wireless devices such as Cisco 8821 wireless phones, VA issued iPhones for nursing use, VA issued iPad Minis or Vocera badges can be connected to the in the same environment? Yes, Only the capability to do so. It may or may not be integrated in the future. Integration is not part of this solicitation.

41. Is the connectivity requirement of the new nurse call system required to the FDA approved to interface with other medical devices? The government is not aware of any FDA requirements.

42. Many specified system components are of a singular system availability and singular distributor (e.g. 27 52 23 – 39; M.2.d: Patient Care Board and M.2.e: Unit Care Board). Is it the intent of the VA to modify the specifications in any way to state allowance for equivalent, alternative systems? The contractor is to supply a functional equivalent device. Size minimum has been answered in other RFI questions.

43. Will the VA add a statement to the specifications that reflects an equivalent system, being equal in workflow and communication requirements, will be acceptable? The capability of the workflow device is readily available from the manufacturer. An equivalent must be able to meet or exceed this functional capability.

44. Will the VA require that all nurse call hardware and integrated components (consoles and displays) have a 5 year warranty? Yes

1. McClellan: 4B drawing shows (3) Nurse Call Consoles but only 2 are listed in the counts. Can you verify that 3 are needed? Only 2 are needed

1. McClellan: Unit 4B Patient Rooms with 4 Beds per room- are we to install 4 individual single patient stations as shown on drawings or are there 2 double patient stations currently in use? We did not get to see all areas. There are 2 double stations in use, 4 singles are not required. Two beds side by side share a dual station on opposing sides of the room. TV controls in the patient station must control one TV per patient.

V. Next set of questions

1. Who will be responsible for the decommissioning of the old nurse call system prior to its removal? This would be a room-by-room decommissioning. The current system is integrated with one central computer using one ID line. The new system must be functional in each individual ward before the old can be decommissioned. All wards on floors 4 and 5 have to be done together as they share a central, and wards on floors 5 and 6 share a central and will need to be completed before decommissioning.

2. Do you want the Nurse Call Servers to be stand-alone or virtualized? This is the vendors option

a. If virtualized, do you want them to be on the Engineering servers or the OIT servers? Virtual Servers will reside on the OIT network and the Vendor Software must be approved on the OI&T TRM

3. Do you want the Reporting Servers to be stand-alone or virtualized? This is the vendors option.

a. If virtualized, do you want them to be on the Engineering servers or the OIT servers? Virtual Servers will reside on the OIT network and the Vendor Software must be approved on the OI&T TRM

4. Is the Contractor required to quote the ADT-HL7 Interface? NO, ADT-HL7 interface will be quoted in the future if used, the contractor only has to have the capability to interface if required. Or does the system just need to have the capability for it as an option/upgrade down the road. Yes

5. Is the Contractor required to quote Wireless Integration to phones? NO Or does the system just need to have the capability to integration as an option/upgrade down the road? Wireless integration will be quoted in the future if used, the contractor only has to have the capability to interface if required.

6. Is the Contractor required to quote Staff Assignments Integration? Or does the system just need to have the capability to integrate as an option/upgrade down the road. Staff Assignment is required to be a function of the nurse call, it is not an integration item

7. Is the Contractor required to quote EMR Integration? No If so what data points do you what to send to nurse call and vice/versa? If not, does it just need to have the capability to integrate as an option/upgrade down the road? NO

8. Is the Contractor required to quote Staff Locating? NO If so, what Units/Areas need to have coverage? If not, does the system just need to have the capabilities as an option/upgrade down the road? Staff Locator interface will be quoted in the future if used, the contractor only has to have the capability to interface if required.

9. Is the Contractor required to quote Bed Cables? One for each Patient Bed? How many? Yes 40 to interface with HilRom beds and

10. Is the Contractor required to quote specialty call cords? If so, how many? Yes, one per patient station plus 10 percent spares

11. Patient Care Boards

0. What specific data points do you want to show on the patient “white board?” Patient Care Giver Names, Status, room and unit information, care plan. The board needs to be customizable to the units needs. A minimum of 12 customizable in size fields are required

0. Where/on what system do each of these data points currently reside? They are on manual hand written white boards

0. What Software Systems will this information come from? It will come from the nurse call system PC and Work Flow StationEntries

0. Will this require connectivity to the VA Network? No, it will be part of the nurse call

12. Unit Care Boards

1. What specific data points do you want displayed on the nurse station status boards? The current information on the nurse managers tracking board set by the nurse manager, typically Bed # Patient Initials, RN, Tech, Attributes, transfer or discharge status, room status, call status, meal status. The board will need to be configurable by the staff.

1. Where/on what system do these data points currently reside? Nurse Tracking board

1. What Software Systems will the information come from? Nurse Call PC and Work Flow Station Entries

1. Will this require connectivity to the VA Network? No

13. Workflow Stations

a. What specific data points do you want displayed on the nurse station status boards? Displays patient and room status while maintaining privacy by use of visual cues known to staff, status of the room state (clean, dirty, soiled, bio hazard, empty, ready)

b. Where/on what system do these data points currently reside? They don’t

c. What Software Systems will the information come from? User interface, nurse call

d. Will this require connectivity to the VA Network? No, it will be connected to the nurse call

e. Where are these suppose to be placed? How many per Unit? At the door entrance, one per bed

14. In the Quad rooms or patient rooms without a foot wall, where the windows take up most of the wall space, do you want the “White board” signs mounted so that the patient can see them? Yes, either ceiling mounted or swing arm from the side. If they are hung from the ceiling, 6”5” clearance from the floor to the bottom edge is required.

VI. Next Set of Questions:

VII. Next Set of Questions.

1. Who will be responsible for the decommissioning of the old nurse call system prior to its removal? The Little Rock Equipment Repair shop will decommission after the new system is operational. This would be a room-by-room decommissioning. It will be decommissioned by ward, each ward shares data lines to the central computer and it cannot be parsed by room. A room can turned off when a new system is in place, but the cabling has to remain until all rooms on the bus are complete.

2. Do you want the Nurse Call Servers to be stand-alone or virtualized? Stand alone. This project is for a basic nurse call and any integration with the OIT network has not been planned for.

a. If virtualized, do you want them to be on the Engineering servers or the OIT servers? Engineering does not have any Virtual Servers

3. Do you want the Reporting Servers to be stand-alone or virtualized? Stand alone. This project is for a basic nurse call and any integration with the OIT network has not been planned for.

a. If virtualized, do you want them to be on the Engineering servers or the OIT servers? Engineering does not have any Virtual Servers

4. Is the Contractor required to quote the ADT-HL7 Interface? Or does the system just need to have the capability for it as an option/upgrade down the road. The need is only for the capability of the contractors system to be compatible for future upgrades or options. There is no OI&T integration planned for this install or immediate future.

5. Is the Contractor required to quote Wireless Integration to phones? Or does the system just need to have the capability to integration as an option/upgrade down the road? The need is only for the capability of the contractors system to be compatible for future upgrades or options. There is no OI&T integration planned for this install or immediate future.

6. Is the Contractor required to quote Staff Assignments Integration? Or does the system just need to have the capability to integrate as an option/upgrade down the road. The need is only for the capability of the contractors system to be compatible for future upgrades or options. There is no OI&T integration planned for this install or immediate future.

7. Is the Contractor required to quote EMR Integration? If so what data points do you what to send to nurse call and vice/versa? If not, does it just need to have the capability to integrate as an option/upgrade down the road? The need is only for the capability of the contractors system to be compatible for future upgrades or options. There is no OI&T integration planned for this install or immediate future.

8. Is the Contractor required to quote Staff Locating? If so, what Units/Areas need to have coverage? If not, does the system just need to have the capabilities as an option/upgrade down the road? The need is only for the capability of the contractors system to be compatible for future upgrades or options. There is no OI&T integration planned for this install or immediate future.

9. Is the Contractor required to quote Bed Cables? One for each Patient Bed? How many? Yes 40 to interface with HilRom beds and 200 Stryker

10. Is the Contractor required to quote specialty call cords? If so, how many? Yes, One per patient station.

11. Patient Care Boards

a. What specific data points do you want to show on the patient “white board?” Patient Care Giver Names, Status, room and unit information, care plan. The board needs to be customizable to the units needs. A minimum of 12 customizable in size fields are required

b. Where/on what system do each of these data points currently reside? Nurse Managers paper tablet

c. What Software Systems will this information come from? Nurse Call PC/Manager

d. Will this require connectivity to the VA Network? No

12. Unit Care Boards

a. What specific data points do you want displayed on the nurse station status boards? ? The current information on the nurse managers tracking board set by the nurse manager, typically Bed # Patient Initials, RN, Tech, Attributes, transfer or discharge status, room status, call status, meal status. The board will need to be configurable by the staff.

b. Where/on what system do these data points currently reside? Nurse Tracking board

c. What Software Systems will the information come from? Nurse Call Data Manager

d. Will this require connectivity to the VA Network? No

13. Workflow Stations

14. What specific data points do you want displayed on the nurse station status boards? Displays patient and room status while maintaining privacy by use of visual cues known to staff, status of the room state (clean, dirty, soiled, bio hazard, empty, ready)

a. Where/on what system do these data points currently reside? No formal place, usually on some ones notes, or notes posted on the doors.

b. What Software Systems will the information come from? User interface, nurse call

c. Will this require connectivity to the VA Network?NO

d. Where are these suppose to be placed? At the entrance to each patient room .How many per Unit? One per bed.

14. In the Quad rooms or patient rooms without a foot wall, where the windows take up most of the wall space, do you want the “White board” signs mounted so that the patient can see them? Yes, either hung from ceiling or extension mount.

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