QA 2.pdf

Q&A #2

VENDOR QUESTION VA RESPONSE

On the Price/Cost Schedule the On-site Training total is 120 Hrs. Should that number be 160 to account for 40 hours at all facilities since the totals for lights, booms etc. are for all 5 locations

Can change total training to 200 hours because 40 hours of training at each site for 5 site equals a total of 40*5 = 200.

What is the total # of in-field surgical monitors and wall monitors for each site?

Based on Salient Characteristic Boom tab line item 12k estimated minimum qty’s are: Fargo-15, St. Cloud-9, Central Iowa-15, Black Hills-9, Iowa City-21.

Line 5 indicates touch screen control. The Fargo OR 1-4 column lists “required at control panel and at boom displays”. Does this mean 2 x touch panels are required for these 4 x rooms? All other columns indicate “Required” – does this mean only 1 x touch panel is required for these columns / sites?

The Fargo OR 1-4 column should say Required like the other columns. Estimated minimum quantity is 2 per room.

Line 9 indicates “HD or better video output to all display monitors”. The Fargo OR 1-4 column lists “must be capable of providing HD/4K/8K”. Does this mean 4K monitors are required for these 4 x rooms? All other columns indicate “Required” – does this mean only HD monitors are required for these columns / sites?

The Fargo OR 1-4 column should say Required like the other columns. High definition or better is required for each site. Preferred would be 4K.

Are 4K video sources being planned for any of the sites listed? If yes, which ones?

Quote HD price or better. Preferred would be 4K.

What is the anticipated total number of mobile video equipment to be integrated at each site?

Quote estimated qty of 3 per site.

Is only split screen required on the monitors or is quad viewing required (i.e., up to 2 video sources to be displayed simultaneously or up to 4 video sources to be displayed simultaneously)? Line 11 indicates “multiple video sources” and Line 20 indicates “split screen”.

Quote split screen for smaller monitors and up to 4 sources for larger monitors.

Line 23 indicates contractor must provide acceptable furniture – is new furniture required or can the existing furniture / cabinetry be utilized to house the new integration system?

Price acceptable furniture that can be ordered if existing furniture will not work.

Line 25 references preset capability – the Fargo ORs 1-4 column indicates “Yes, as stated in the specification” but all other sites indicate “Required”. What is the difference between these two descriptors? Also, this line lists “room light levels” – does this mean overhead lights need to be adjustable via the integration system or is this regarding surgical lights only?

Fargo ORs 1-4 should say Required like the other columns. Yes overhead lights need to be adjustable via the video integration system as well.

Line 30 references universal connection ports on booms and walls – what is the total quantity of universal ports required for each site?

Quote estimated minimum qty of 1 per boom and 1 wall connection per room

Line 32e references “wall video/capture/data inputs – how are these different than the Line 30 universal ports? If this is different, what is the total quantity of these inputs required per site?

No difference. Quote estimated minimum qty of 1 per room.

Line 32e references Endosoft, which is a documentation, reporting, and digital capture system used in GI suites, however this project involves almost exclusively OR’s. Is this line a requirement only for the Iowa City bronch room? What is meant by “ability to push and pull Endosoft data”?

Requirement is for Iowa City only and the statement should have read ability to display Endosoft data.

What is the Surgical Light configuration that will be Required? Single, dual etc?

Quote both options because both could be required based on operating room needs.

Where do we quote the Implementation/renovation services pricing?

With the Installation? There are only 6 items listed on the Cost/Price Schedule.

Contracting to answer, but estimate that it should be included in installation cost

For quoting purposes. Do we need to provide one all-inclusive quote or provide a quote for each Location?

One inclusive quote

Attachment B - Booms Tab Item 12n Video Integration overall needs:

• In relation to capturing images/video, is the requirement that the vendor must be capable of capturing 4K?

• If yes, is 3D a requirement as well?

• Do you have cybersecurity requirements for these solutions? For example, must meet the VHA ERA / DoD RMF?

HD or better and 4K is preferred. Vendor may quote 3D as an option. Also, from the SOW: “D.

Security Requirements The contractor shall comply with all VHA security protocols, procedures and requirements of the VA’s Office of Information Technology including the following:

The contractor shall complete and return separate 6550 forms with accurate information for the equipment and software. Additionally, the contractor shall provide each product’s MSD2 and a diagram of data flow for each product.

The contractor shall minimize the number of staff members needing access to the VHA’s network.

Please indicate the number needed. These individuals shall return completed forms within 10 days of receipt from the VA.

The equipment shall be FIPS 140-2 compliant if wireless solutions are being quoted. The contractor will identify the certificate number for FIPS compliance, if applicable.

All Microsoft products used in the technology are actively supported by Microsoft.

Individual user accounts available that facilitate assigned access only. Two factor authentication is preferred.”

Attachment B - Video Integration Tab Item 6 Improve OR Workflow and efficiency

• Can you please expand on this requirement? Possibly share use cases or additional specifics.

• Would it be required for the vendor to provide a passive monitoring system for clinical engineering?

• Would it be required for the vendor to provide an active notification system alerting Biomedical Engineering or others about a potential service event?

Vendor may quote any options they think would be beneficial in improving workflow and efficiency, such as a passive monitoring system for clinical engineering and/or an active notification system alerting Biomedical Engineering or others about a potential service event.

Attachment B - Video Integration Tab Item 8 Viewing of video feed from another active video integration solution within the hospital

• Do you desire the ability to pick and choose any input feed from another integration system in your hospital network so you can see any feed that is connected to that system (ideally mapping to your security framework)?

Yes

Attachment B - Video Integration Tab Item 9 High Definition or better video output to all displays integrated into the system

• Is 4K routing the requirement for all sites? If so, is there a requirement on how this capability is achieved (hard wired, fixed router, or IP solution)?

The Fargo OR 1-4 column should say Required like the other columns. High definition or better is required for each site. 4K is preferred. VA will not dictate the vendor’s methodology for accomplishing end result as long as it meets VA IT security requirements.

Attachment B - Video Integration Tab Item 10 Multiple video sources displayed simultaneously on a single display

• Can you expand on your minimum requirements?

• Various picture-in-picture, side-by-side layouts Quad viewing on a single display?

Picture-in-picture or side-by-side are acceptable for smaller monitors. Quad viewing on a single display for larger monitors.

Attachment B - Video Integration Tab Item 12 Storage of digital video and digital images

• Is the minimum requirement to provide 4K capabilities?

• Is there a requirement for capturing video/images in 3D?

Storage of digital video and image required with HD or 4K. 4K is preferred.

Attachment B - Video Integration Tab Item 13 Yes to both questions.

Live video feed provided remotely to aid OR scheduling and workflow

• Is it required to actively notify team members of room turnover time?

• Is it required to provide visibility to clinical engineering, anesthesia, surgeons, and team leads?

Attachment B - Video Integration Tab Item 32a Monitors – Up to single 55 Inch wall mount and single 32 inch or dual 26 inch displays

• Quantity of monitors for Iowa City GI- 2, GI-3, GI, and Bronch Room?

• Do all rooms require wall monitors?

If so, what is the quantity per room?

Quote minimum qty 3 per room.

Do you require any capabilities with the following additional features?

• The system will support embedded surgical checklists to help with sign in, sign out, setup, and timeout processes.

• The system will support chat features so operating room personnel can utilize chat room functionality across rooms or with pathology, SPD, clinical engineering, surgeons, or anesthesiologist.

• The system will support provision of self-help videos showing users the basic functionalities of system so they can essentially have on-demand in-servicing.

• The system will provide real time status of integration and its critical components/nodes to enable uptime and proactive support

• The system shall issue a text message to appropriate personnel within 10 seconds of a component or node malfunction or service event in order to stay ahead of potential problems and be sure room uptime is maximized.

These features were not requested in the Salient characteristics. Anything quoted would be above and beyond minimum requirements.

Will this be a mandatory IDIQ for all participating facilities within the VISN or optional?

Optional

27 integrations systems are called for however, how many monitors are required per operating room?

Quote minimum qty 3 per room

Section B.2, F. g states “All activity associated with this statement of work will be completed within one year of the award date.” Since this is a 5-year IDIQ, against which orders can be placed at any time during the 5-year period, may we assume that means all activity associated with a particular order against the IDIQ is completed within one year of the order? If not, please explain what is meant.

Yes, all activity associated with a particular task order against the IDIQ will be completed within on year of the task order award date.

Can the requirement for FIPS compliance be removed for integration if the solution is standalone with no network connection?

FIPS compliance is required for wireless solutions. If solution is hard wired or standalone, FIPS certification is not required.

Can the below items be removed as they are typically the facility’s responsibility?

a. Contractor shall provide dust mats, install infection control plastic barrier around work area inside Operating Room (OR)/department and create plastic barrier in corridor if necessary, for proper removal of waste. Contractor shall provide appropriate attire to be in OR, for example, Bunny Suit, shoe covers, hats, beard covers, face masks, etc.

b. Contractor shall provide all third-party license.

c. The contractor is responsible for repairing, painting and patching any damage to the ceiling, walls, floors and other surfaces.

No

The solicitation states that to accommodate various signal types the system must utilize a universal connection port. AND Universal connection points must be able to be deployed on medical equipment booms. Universal connection points must also be able to be deployed in wall or ceiling locations as specified by the VA.

a. Can we use our universal video plates as an acceptable alternative?

Ports or plates are acceptable.

The solicitation states that there needs to be a Network Connection for Video Input

a. Can you please clarify this requirement?

The System should be capable of connecting to the network. Data jacks will be provided by VA.

Storage of Images; scalable at 5 TB increments, so minimum is 5 TB. With ability to push and pull Endosoft data.

a. Can you clarify the location of the 5 TB storage?

VA will not dictate how solutions is offered. Storage can be on recorder or on a server.

Do you want CO2 tank holders included on the equipment boom as specified, even though during our walk-throughs we noticed that you already have CO2 plumbed to your existing equipment booms?

Vendor to quote option so can be ordered if needed. Some sites have plumbed CO2 and some sites use tanks.

Based on the SOW Paragraph C. Scope, states “All solutions must be compatible with existing infrastructure at sites as depicted in the Site Floor Plans in Attachment A (for example ceiling supports and med gasses) so no additional construction would be needed except for installation services.” However, based on our walk-throughs it appears that only Skytron, to our knowledge, would be able to do a direct remove and replace. Other vendors will need to do some above ceiling work in order to install our boom mounting plates. Can the VA also do a separate construction contract for the sites similar to Central Iowa in order to create an even playing field for all interested parties?

A separate construction contract is possible for the sites similar to Central Iowa if it is economically advantageous.

Tab Video Integration - Typically Bronch Rooms and GI suites don’t need the same level of integration as the OR & the Cysto. Are there different requirements for these specific facilities?

The Cysto/Bronch suites just need the monitors and basic ability to select inputs for each monitor

Tab Video Integration - On Item 25: Please provide technical specifications for the existing control systems (manufacturer/make/model) for OR Room Lighting at all facilities, for verification of compatibility with integration system to control room lighting.

New OR lights are to be quoted in this solicitation

– existing lights will not be utilized

Tab Video Integration - Please confirm that proposed pricing for video integration should include each of the following functionalities upon installation of the system at each site: A) basic video routing, B) video streaming, C) video capture/record, and D) storing/archiving of captured video.

Yes, please include these functionalities.

Tab Surgical Lights - On Item 1b (for Iowa City):

“Greater than or equal to 50 LEDs per light” The required level of illumination is dependent on the output of the LEDs, not necessarily the number of

Yes, this can be removed.

LEDs (i.e. a single, more powerful LED will generate more illumination than 10 less powerful LEDs). An illumination level is already provided in the Salient Characteristics. As written, this Salient Characteristic will limit competition without providing a functional parameter to meet. Would VISN consider removing this Salient Characteristic?

Tab Surgical Lights - On Item 2: “Color Temperature, K adjustable from 3500-5000”; this is more restrictive than the 3000-6,700K color temperature range for surgical lights required by the IEC and will limit competition. Would VISN consider removing the Salient Characteristic “Color Temperature, K adjustable from 3500- 5000”; or modifying it to read “Color Temperature, K adjustable from 3500-5000”?

Yes, can be modified as such, but not removed

Tab Surgical Lights - On Item 2a: “Color Temperature, K Adjustable, Required-Touch at light and control display”. Requiring this control to be in two locations (on the Light and also on the Wall Control) will limit competition. Would VISN consider modifying the Salient Characteristic to read “Color Temperature, K Adjustable, Required-Touch at a minimum of at least one control point”?

Yes, can be modified as such

Tab Surgical Lights - On Item 8a: “Controls Dimmer at light and control display 5-100%.” The lowest allowed illumination to perform surgery is 40,000 lux; if you dim 160,000 lux down to 5% it is only 8,000 lux, which would no longer meet the clinical requirement of surgery. This requirement would also limit competition. Would VISN consider modifying this Salient Characteristic to read “Controls Dimmer at light and control display provide minimum range of 25-100%”?

Yes, can be modified a such

Tab Surgical Lights - On Item 8b: “Focus to be automatic.” The focus for some lighting systems is controlled by the surgeon, which eliminates the potential for the automatic control to override the surgeon’s preference during a specific case.

Would VISN consider modifying this Salient Characteristic to read “Focus to be automatic or surgeon controlled”?

Yes, can be modified as such

Tab Surgical Booms - On Items 1 and 2:

Questioning the number of booms per room- D, F, G, H, I 1&2

Vendor to quote qty’s listed in the salient characteristics and sites can verify and firm up qty’s during a task order.

Tab Surgical Booms - On Item 12g: G & H43 – Call out specs for Anesthesia Boom, but in the booms per room, as well total on the “Total Site Quantities” Tab it calls out zero (0) Anesthesia Booms.

In this case since there are 0 Anesthesia booms, the Anesthesia Boom spec comment can be removed

Tab Surgical Booms - On Item 4: Please state which Boom is desired to be height adjustable.

Equipment Boom, Anesthesia Boom or Monitor Arm(s). Any selection of the above or all?

All

Tab Surgical Booms - On Item Fargo-OR 5: Will the existing space retain EVL design or is the intent to depart to a General/Ortho OR? (Room# 2081)

Space will retain function

Tab Surgical Booms - On Item Fargo- OR-4: Will the existing space retain Cysto Design or is the intent to depart to a General/Ortho OR? (Room# 2079)

Space will retain function

Aside from the dust mats and plastic barriers identified in the solicitation, are there any other infection prevention standards that must be met (i.e. temporary ventilation/air scrubbers)?

No