Questions and Responses - Nurse Call System 6.20.2024.pdf

Questions and Responses

1. Limited access was granted during the walkthrough, allowing removal of only one ceiling tile in one unit to view the plenum space. To accurately estimate cable and conduit needs for each department's patient room hallway, we require pictures of the plenum space above the dome light. If pictures are unavailable, please provide a date and time for a more comprehensive survey of the plenum space in each unit.

There is only one site visit for this project, as stated in Solicitation. The Government did not restrict access to ceiling tiles, if the Contractor desired additional access, this should have been requested at the site visit.

2. Project documents for nurse call and code blue systems in patient rooms (Section 27 52 23, page 1, Part 1 - General) specify "Bluetooth for TVs" for typical ICU, Med/Surg, and CLC rooms. However, the existing TV connection is a standard 5-pin wired connection, and the pillow speaker controls TV sound and channels. Is Bluetooth truly required by regulations for sound and TV control in these rooms?

Yes, VA specifically required this as part of the project.

Spec 27 52 23 2.2 The Contractor is responsible for interfacing the PA, MATV, Patient Bed Service Walls systems with the System. In addition to hard wire a Bluetooth connection to TVs is required.

3. Please confirm whether the RFI responses from the previous RFP for this same project are all incorporated into this new design package or that they otherwise apply to this updated RFP; specifically, the RFI responses found in Amendments #2, 4 and 5.

This solicitation stands on its own. No changes were made as a result of previous efforts.

4. Please confirm that plank plates should be used to cover any removed nurse call component, where the back box is not re-used for the new system.

Yes. Project needs to be complete and leave no open boxes.

5. SECTION 27 52 23 page 1, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, for Typical ICU, Med/Surg Patient Rooms and Typical CLC Patient Rooms requires contractor to "Provide Bluetooth for TVs". During the walkthrough it was stated that the connection to the TVs is a standard 5-pin connection. Typically, the pillow speaker connected to the headwall is wired to control the TV sound and channel selection. Will the government confirm a Bluetooth connection is required for sound, and TV control?

Yes, required. See question 2 above.

SECTION 27 52 23 page 1, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, Behavioral/ Mental Health Units states "will typically include some or all the following:" The other areas state "will include the following:" Is it up to the vendor to decide which functionality to include in this section?

Consider this as a requirement for Mental Health. You can remove word typical.

Behavioral/ Mental Health Units will include some or all the following:

• Installation of a Corridor Light for visual indication of an active call with a protective cover; two (2) high-security push button station located at patient toilet at standard height and 6” from floor; two (2) high-security push button station located near shower at standard height and 6” from floor. Push button at bed.

Also, note specification as follows:

MENTAL HEALTH (aka PSYCHIATRIC) UNIT – For Mental Health Units as a part of the project, provide each unit as follows:

1. EMERGENCY STATION:

A. A push-button emergency station shall be provided in each toilet stall and each shower/bath facility in Mental Health Units. Shower emergency stations shall be installed inside the shower stall at the shower head end. They shall be installed approximately a minimum of 18 inches from the showerhead itself and at a maximum of 72 inches above the finished floor. Each station inside shower and toilet areas shall be equipped with a rubber gasket between the faceplate and wall or be rated by UL as waterproof. The gasket shall cover and water seal the entire back box opening and not extend beyond the sides of the associated faceplate by ¼” MAX. If the wall is tile or other uneven type material the gasket and associated faceplate shall be provided to completely seal the opening and uneven material surface.

B. Fasten each emergency station faceplate to the back-boxes with tamperproof screws.

2. SECRUITY ROOMS:

A. Provide Security rooms in a Mental Health Unit with an emergency wall station containing a key activated switch. Provide four (4) emergency pushbutton stations and a four-inch flush mounted ceiling microphone/speaker.

B. Mount all equipment with tamperproof screws.

C. Activating the switch shall energize each emergency station in the security room.

D. Selection of the security room station at the nurse control station shall permit two-way voice communication within the room and nurse control station, through the ceiling microphone/speaker.

E. Pressing the push-button on any security room emergency station shall generate emergency visual signals in the corridor dome light and emergency audible and visual signals at the nurse control station.

F. Provide six (6) keys for each Mental Health Unit.

3. PATIENT STATION:

A. Provide a patient station with pushbutton, microphone/speaker.

B. Mount all equipment with tamperproof screws.

C. Selection of the patient room station at the nurse control station shall permit two-way voice communication within the room and nurse control station, through the ceiling microphone/speaker.

D. Pressing the push-button on any patient room station shall generate visual signals in the corridor dome light and routine audible and visual signals at the nurse control station.

E. The patient wall station shall be equipment with a method (aka separate push-button) to initiate an emergency call in the room and corridor dome lights and nurse call station.

4. NURSE CONTROL (aka MASTER) STATION – provide a station as described herein.

6. SECTION 27 52 23 page 1, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, Behavioral/ Mental Health Units: Please confirm the nurse call equipment installed in the patient-accessible areas must be anti-ligature.

Yes. Note push button type.

Behavioral/ Mental Health Units will include some or all the following:

• Installation of a Corridor Light for visual indication of an active call with a protective cover; two (2) high-security push button station located at patient toilet at standard height and 6” from floor; two (2) high-security push button station located near shower at standard height and 6” from floor. Push button at bed.

7. SECTION 27 52 23 page 1, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, Typical CLC Patient Rooms: Please confirm the nurse call audio in the CLC must be full duplex.

Yes, full duplex.

8. SECTION 27 52 23 Page 2, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, Patient Restrooms in other areas. Page 3 Audio and Non-Audio Pull Cord Stations with the following minimum functionalities: 1. Provide audio to bathroom Please confirm audio to bathroom from non-audio pull station. Please confirm audio to bathroom is required from a non-audio pull station.

The scope shows audio locations based on type of room. Pillow speakers will have audio and selected bathrooms will have audio. Other areas do not have audio.

The scope of work is to replace the existing nurse call system in buildings 47 and 62 including Ambulatory Care addition.

Typical ICU and Med/Surg Patient Rooms will include the following:

Installation of a Corridor Light for visual indication of an active call, an Enhanced Patient Station with integrated Staff Assist/Code Blue buttons and four added ports for IV alarms, etc.; a pillow speaker for TV Control; TV Control integrations; a 37-Pin Feature Bed receptacle for integration to bed exit alarms and side rails per bed as needed; nurse call will include various codes including code blue, rapid response, behavioral response, and urgent; a Pull Cord with Audio at the toilet and a waterproof Pull Cord Station at the shower.

Provide Bluetooth for TVs in addition to 37-pin connection.

ED Trauma, ED Exam, ED Treatment Rooms will include the following:

Installation of a Corridor Light for visual indication of an active call, an Enhanced Patient Station with integrated Staff Assist/Code Blue buttons and four added ports for IV alarms, etc.; A Pull Cord Station at toilet. Nurse call will include various codes including code blue, rapid response, behavioral response, and urgent. Note additional overflow bed stations.

Behavioral/ Mental Health Units will typically include some or all the following:

Installation of a Corridor Light for visual indication of an active call with a protective cover; two (2) high-security push button station located at patient toilet at standard height and 6” from floor; two (2) high-security push button station located near shower at standard height and 6” from floor. Push button at bed.

Typical CLC Patient Rooms will include the following:

Installation of a Corridor Light for visual indication of an active call, an Enhanced Patient Station with integrated Staff Assist/Code Blue buttons plus four additional ports for IV alarms, etc.; a pillow speaker for TV Control; TV Control integrations; a 37-Pin Feature Bed receptacle for integration to bed exit alarms and side rails per bed; nurse call will include various codes including code blue, rapid response, behavioral response, and urgent; a Pull Cord with Audio at the toilet and a waterproof Pull Cord Station at the shower. Also, 4-Pin connection for added features. Provide Bluetooth for TVs in addition to 37-pin connection. Provide Bluetooth for TVs in addition to 37-pin connection.

Patient Restrooms in other areas: Most will be connected to closest area that monitors patient activity:

Installation of a Corridor Light for visual indication, a waterproof Pull Cord Station to allow a patient in distress to alert staff that they need assistance. Alert to be a nearest occupied area with back up to 24/7 area after non-response period.

Nurse Stations and other monitor locations:

Installation of a VoIP Nurse Console to annunciate active calls from patient rooms and restrooms, as well as staff communications from clinical areas via Duty Stations and or Staff Terminals.

Clinician Areas:

• Installation of Duty Stations to allow staff to be alerted of high priority calls or direct 2-way communications with the Nurse’s Stations via the VoIP Nurse Console.

• Note some areas such as break rooms and other locations per VA design and FGI standards will get staff stations.

• Various specialty clinics will have replacement nurse call

• Registration Station by room light switch for various codes including code blue, rapid response, behavioral response, and urgent

9. Please confirm that Staff Terminals and/or Duty Stations are required to have audio.

Yes, per scope.

Clinician Areas:

• Installation of Duty Stations to allow staff to be alerted of high priority calls or direct 2-way communications with the Nurse’s Stations via the VoIP Nurse Console.

• Note some areas such as break rooms and other locations per VA design and FGI standards will get staff stations.

• Various specialty clinics will have replacement nurse call

• Registration Station by room light switch for various codes including code blue, rapid response, behavioral response, and urgent

10. SECTION 27 52 23 page 2, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL, 1.1 SECTION SUMMARY, Nurse Stations and other monitor locations; Please confirm it is acceptable to deploy Staff Terminals and/or Duty Stations without audio.

No. Audio is required as noted in item 9 above.

11. SECTION 27 52 23 Page 2-3, NURSE CALL AND CODE BLUE SYSTEMS, PART 1 - GENERAL,

1.1 SECTION SUMMARY, Special Features; under "Nurse Station components with the following minimum functionalities". Please confirm it is acceptable to deploy Staff Terminals and/or Duty Stations without audio.

No. Audio is required as noted in item 9 above.

12. Will the operating system and database application installed on the nurse call servers be required to be OI&T One ‐VA Technical Reference Model (TRM) (www.va.gov/trm) approved for installation within the Government?

Yes.

13. During the walkthrough it was mentioned that the new nurse call system will be installed on the second floor in room 2B286 where the existing nurse call servers located. Will the government confirm where the new nurse call system headend servers are to be installed?

See drawing TY112 keynote 1. Existing servers and new not in same location with new in IT room as shown on drawings.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.va.gov%2Ftrm&data=05%7C02%7C%7C6c94dbea8d8443a0c07008dc8a81c691%7Ce95f1b23abaf45ee821db7ab251ab3bf%7C0%7C0%7C638537537201400234%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=jCySqACk46rFqNQpf0dBtBps1XrhtXqWO9vMZkEH5UM%3D&reserved=0

Also, in specifications:

The Nurse Call Head End Equipment shall be located in basement computer room as shown on drawing. Existing head end is on 2nd floor.

14. Can the government confirm that ALL Nurse Call Network devices shall be UL-1069 listed including all

Gateways, Staff Consoles, Annunciator Stations, Workflow Terminals, Data Switches, Patient Stations, Staff Stations, Room Controllers, Dome Lights, Zone Lights, Peripheral Stations, Pillow Speakers, and Call Cords?

Yes. Page 60 spec 27 52 23

PROOF OF PERFORMANCE TESTING

Intermediate Testing:

After completion of 30 – 40% of the installation of a head end cabinet(s) and interconnection to the corresponding System Patient Head Wall Units and equipment, one master stations, local and remote stations, treatment rooms, and prior to any further work, this portion of the system must be pretested, inspected, and 1certified. Each item of installed equipment shall be checked to ensure appropriate UL Listing and Certification Labels are affixed as required by NFPA -Life Safety Code 101-3.2 (a) & (b), UL Nurse Call Standard 1069 and JCHCO evaluation guidelines, and proper installation practices are followed. The intermediate test shall include a full operational test.

15. Leveraging armored rigid cabling has been accepted for use in life safety and fire alarm systems in other federal facilities. There is a drastic cost savings in both time a material. Will the Government allow the new nurse call cabling to be armored rigid CAT 6 cabling instead of installing cabling in conduit?

Conduit is required per VA specifications.

VA Specification as follows:

A. System Conduit:

1) The Nurse Call system is NFPA listed as Emergency / Public Safety Communication System which requires the entire system to be installed in a separate conduit system.

2) The use of centralized mechanically partitioned wireways may be used to augment main distribution conduit on a case by case basis when specifically approved by VA Headquarters (005OP3B).

3) Conduit Sleeves:

a) The AE has made a good effort to identify where conduit sleeves through full-height and fire rated walls on the drawings, and has instructed the electrician to provide the sleeves as shown on the drawings.

b) While the sleeves shown on the drawings will be provided by others, the contractor is responsible for installing conduit sleeves and fire-proofing where necessary. It is often the case, that due to field conditions, the nurse-call cable may have to be installed through an alternate route. Any conduit sleeves required due to field conditions or those omitted by the engineer shall be provided by the cabling contractor.

16. During the walkthrough it was observed that the existing nurse call and data cabling in 4East room 4E403 were in a raceway in the hallway and then extended to the room via a wall penetration above the dome light. Please confirm this is an acceptable cabling practice for the new nurse call deployment.

Yes, routing is per specific nurse call system being installed. As noted previously, this is performance based and various manufacturers route wire based on specific system. The VA does not mandate routing provide it meets overall specifications.

17. Will the Government confirm that flex conduit down the walls is acceptable?

Yes, this is acceptable.

18. Will the Government confirm that the new nurse call system must be an OIT approved Enterprise Risk Assessment system?

Yes

19. Will the nurse call system be required to have a SIP interface for patient room call back?

Not specifically required but one method of voice interface.

20. The response time on page Spec 27 52 23 – 6 conflicts with the OFCM TIL standard response times listed in sections: 27 51 16 page 51-52, 27 52 23 1.10 WARRANTIES / Guaranty page 18, and 27 52 23 “a. Response Time during the Two Year Guaranty Period…” page 65-66. Please confirm the correct response times for all levels of severity.

27 51 16 is public address system response and 27 52 23 is Nurse Call response.

21. Will the Government confirm that automatic configuration via TCP/IP is not mandatory for the new nurse call patient station/room devices and it is acceptable to configure them using DIP switches instead?

TCP/IP is not mandatory. However, specifications require microprocessor-based system.

Specification:

The System shall utilize microprocessor components for all signaling and programming circuits and functions. Self contained or on board system program memory shall be non-volatile and protected from erasure from power outages for a minimum of 12 hours.

Also, Nurse Station to be VoIP capable

Nurse Station components with the following minimum functionalities:

• Nurse Console

• VoIP capabilities

• Customizable one-touch functions

• Staff Terminal

• Touch screen capable of displaying/answering calls

• Capable of placing calls

• Customizable functions

22. Will the Government confirm that it is required that the nurse call Patient stations and Staff stations be “hot swappable” and not require a system shutdown to replace?

Yes, these should not require system shutdown to replace.

23. Will the Government confirm that it is required for nurse call system to allow a single patient room to be taken out of service without impacting any other patient rooms or require system shutdown?

This is correct. A nurse call in a single patient room can be taken out of service without impacting other patient rooms or requiring and system shutdown.

24. Will the Government confirm that the new Nurse Call system Corridor, Dome and Zone lights must be capable of continuous supervision with a LED status indication light to determine if the devices are operating properly?

Yes. Spec 27 52 23 – 34

1. Interface Equipment:

2. TCR:

3. Code Blue Annunciation Station:

4. The Code Blue Remote Annunciation Station shall be located in MICU and

Boiler Plant.

5. The Annunciation Station shall be connected to the System via hard wire connection(s) that shall contain all the electrical supervisory tone signals, visual bulbs, read out panel to indicate the location of the Code and system troubles.

6. The System shall not be connected to the Telephone system

7. The Annunciation Station shall be installed in a location directly viewable, and the readout is completely readable from the Public Address Microphone Control Console.

8. Provide one (1) spare panel.

9. Electrical Supervision Trouble Annunciator Panel:

10. The Electrical Supervision Trouble Annunciation Panel shall be located in the associate Nurses Station(s) and MICU main desk with 24/7 coverage.

11. The panel(s) shall be compatible with the generated electrical and/or electronic supervising signals to continuously monitor the operating condition for the System head-end processing equipment, master stations, staff stations, patient stations, duty stations, audio power amplifier(s), UPS, power supplies, dome lights and interconnecting trunks. The panels shall generate an audible and visual signal when the System’s supervising system detects a system and equipment trouble or trunk-line is malfunctioning.

25. Will the Government confirm that the Pullcord and Pushbutton Shower Station devices must be Waterproof (IP68) as described in the TIL 27 52 23?

Yes. See previous response.

Also, spec as follows:

• Have an IP-68 Waterproof Bath Pull Cord, the ability to withstand liquid intrusion and is in a seal unit.

26. Can existing back boxes be reused?

Yes, where possible based on the size of equipment to be installed. However, contactor to provide a finished product and if the boxes are not the correct size, then the contractor is to provide what is needed.

27. Can the government confirm that VA staff must receive OEM-provided training for system maintenance and management?

The spec 4.4 spec 27 52 23 requires factory training so this would mean OEM.

Provide factory training for three VA selected staff of a minimum 40 hours each in troubleshooting and maintenance of the new nurse call system.

28. We assume that the wiring for the television controls (from the patient station to the faceplate) must be replaced and installed in new conduit. Is this assumption correct?

Yes.

29. Are pillow speakers to control room lighting? If yes, please identify the locations where this is applicable, whether lighting controls are currently installed, and the type of low voltage controller in place or desired.

See specifications as follows:

1. Lighting Interface Module:

a. Provide an interface module for the pillow speakers to control up to 2 lights.

Coordinate with the electrical contractor the exact voltage requirements.

b. Provide one (1) spare module for each ten (10) modules installed.

30. Are we tying in to the Existing Versus Staff Location System?

See specification as follows:

1. HL7 Interface:

a. The system may support downloading and updating of patient data from the hospital admission system (or other database) via the HL7 standard. The data only has to travel one way, i.e. from the admission system to the nurse-call system.

b. Coordinate with the Owner the exact fields that will be populated from the admissions system in the nurse-call system.

c. The Facility’s LAN/WAN is not allowed for Nurses Call/Code Blue main wiring / function that must be a “stand alone primary cable infrastructure” as described herein.

d. Connections to the VA LAN/WAN for functional or operable conditions will be allowed ONLY when the LAN/WAN system has been demonstrated and NFPA (at a minimum by TVE-005OP3B) Certified meeting Life Safety Standards.

e. Provide one (1) spare HL Interface unit.

2. Wireless:

a. Radio Paging Equipment / Systems – connect to existing.

Also, System hardware shall consist of a standalone (separate) nurse call and Code Blue patient communications network comprised of nurse consoles, control stations, staff and duty stations, room and corridor dome lights, pillow speakers/call cords, pull cord and/or emergency push button stations, wiring. Also include pocket page interfaces (Vocera), computer interfaces, printer interfaces, wireless / telephone network interfaces, and as shown on drawings. All necessary equipment required to meet the intent of these specifications, whether or not enumerated within these specifications, shall be supplied and installed to provide a complete and operating nurse call and Code Blue patient communications network. It is not acceptable to utilize the telephone cable system for the control and distribution of nurse call (code Blue) signals and equipment.

31. If wall tiles need to be removed does the mastic in the wall tiles contain asbestos?

VA asbestos survey does not show asbestos in mastic behind wall tile. It does show asbestos in mastic of floor tile.

32. If wall tiles need to be removed does the VA have a model number to order new tiles or attic stock, we can use to replace the tiles?

Contractor to provide match as needed.

33. The existing nurse station consoles have a map layout of the rooms, please confirm the new Master Console must have the same function.

Specification requires several specific requirements as follows, but not a map specific.

Nurse Station components with the following minimum functionalities:

• Nurse Console

• VoIP capabilities

• Customizable one-touch functions

• Staff Terminal

• Touch screen capable of displaying/answering calls

• Capable of placing calls

• Customizable functions

34. Are there two strands of fiber available (one pair) from building 47 room 2B286 or BC143 to building 62 room 143 or 107 to be used for the nurse call interconnection between buildings?

No, contractor should plan on providing new fiber.

35. Please provide the room numbers and specific locations for the installation of the (2) remote stations referenced 275223 pages 27, 36 and 60?

Spec 27 52 23 – 34

1. Interface Equipment:

2. TCR:

3. Code Blue Annunciation Station:

4. The Code Blue Remote Annunciation Station shall be located in MICU and

Boiler Plant.

5. The Annunciation Station shall be connected to the System via hard wire connection(s) that shall contain all the electrical supervisory tone signals, visual bulbs, read out panel to indicate the location of the Code and system troubles.

6. The System shall not be connected to the Telephone system

7. The Annunciation Station shall be installed in a location directly viewable and the readout is completely readable from the Public Address Microphone Control Console.

8. Provide one (1) spare panel.

9. Electrical Supervision Trouble Annunciator Panel:

10. The Electrical Supervision Trouble Annunciation Panel shall be located in the associate Nurses Station(s) and MICU main desk with 24/7 coverage.

11. The panel(s) shall be compatible with the generated electrical and/or electronic supervising signals to continuously monitor the operating condition for the System head-end processing equipment, master stations, staff stations, patient stations, duty stations, audio power amplifier(s), UPS, power supplies, dome lights and interconnecting trunks. The panels shall generate an audible and visual signal when the System’s supervising system detects a system and equipment trouble or trunk-line is malfunctioning.

36. Please confirm RFI responses will be considered part of the awarded contract?

Questions asked and responded to in writing, that are published as Amendments to the Solicitation, become part of the contract and supersede Drawings and Specifications.

37. Are the bidders to price replacing all conduit needed for the new nurse call system and not utilizing any existing conduit? If existing conduit can be reused, what percentage of existing conduit required should we base our bids on?

Existing conduit can be reused where possible. However, the existing system will need to remain operational, so reuse is based on the system being installed. Also, the new system will most likely require different routing and connections. The contractor should assume new.

38. In our research there are only two nurse call systems that meet the requirements of the solicitation; the

Jeron 790 system and the Rauland Enterprise system. Which system does the VA want?

The VA does not pick a preferred vendor.

39. This project requires work in different areas of the hospital. Are we to assume that all work required by this project in all areas of the hospital can be conducted in normal business hours (Monday through Friday (7 am to 5 pm)? If not, please list each area and what the working hours for each area will be.

Please read Hours of Work in the SOW that was published with the Solicitation.

40. Do we have to include phasing or say one third of work has to be after hours or weekend work? What about CLC how do we rotate patients in an existing room to an empty room so nurse call can be installed?

The VA will provide access to rooms to accomplish work. This may need to be coordinated based on patient census, but contractor can assume access will be provided during working hours.

41. This project requires work in different areas of the hospital. Are we to assume that all work required by this project in all areas of the hospital will have the same infection control requirements? If so, what are those requirements. If not, please list each area and what class it is. The specification states all work is expected to be Class I or Class II. This would not require any negative air pressure or barriers. Please confirm that is accurate.

See spec 01 35 26 -12 It is based on dust being generated but all work will be in patient areas so if dust if being generated it will require negative pressure and barriers.

42. Specification 01 91 00 General Commissioning Requirements lays out the general requirements for commissioning. This section as well as section 27 08 00 Commissioning of Communications Systems refers to the Commissioning Agent doing most of the commissioning efforts. Who hires the Commissioning Agent; the Contractor or the VA? Does this Commissioning Agent have to be a third party?

The spec is written for the contractor to hire a third-party agent for final inspection. Note that part 4 of the Nurse Call Specification requires extensive testing and proof of performance. This can meet the requirements of commissioning if an acceptable third party conducts the tests. A submittal is required for AE review to confirm independence.

43. Will the Government be providing any equipment for this project?

No GFE will be provided for this project.