ARFQ 0512 2927 MMB2500000004 - ADDENDUM #1.docx

ADDEMDUM #1

ARFQ 0512 2927 MMB2500000004

PATIENT DIGITAL ROUNDING SYSTEM

TO MODIFY THE BID CLOSE DATE:

Original Bid Close Date:

Tuesday, June 10, 2025 @ 1:30PM EST

Revised Bid Close Date:

Tuesday, June 17, 2025 @ 1:30 PM EST

TO ATTACH VENDOR QUESTIONS AND RESPONSES:

Question #1:

Will solutions without GPS be considered?

Answer #1:

_______Yes.

Question #2:

Will non-rechargeable wristband beacons be considered?

Answer #2:

Yes.

Question #3:

Will locked down, managed smartphones be considered instead of tablets?

Answer #3:

______Yes.

Question #4:

This is not a global positioning system (GPS), it is an advanced version of Bluetooth (OBSERVSMART360) location services. Do we need to amend the specifications where this is stated incorrectly?

Answer #4:

Question #5:

3.1.1.2 Installation of Observsmart rounding solution is included. The installation of the Observsmart locators are in the ceiling, you will need to use your contractors, and they would bill you for that. I am not sure that, that was clear in the specifications, can we make sure that is spell out.

We have limited knowledge of the buildings’ construction (old buildings). Building materials and other facility factors may impact the required number of Bluetooth locators required similarly to how Wi-Fi AP locators and positioning can be affected. We would recommend a survey of the indoor and outdoor locations post bid.

Answer #5:

Yes our contractors will prepare the site for your installation of the rounding solution system.

Yes you must conduct a survey of the facility after the contract is awarded.

Question #6:

3.1.2.5 There is no band removal alert. The staff will quickly notice if a band is removed, because they will not show up on the tablet. The bands are designed for non-compliant patients and tamper-resistant so this should not occur unless the patient has contraband. Can we amend the specification.

Answer #6:

Please see revised specification at the end of this document.

Question #7:

3.1.2.7 Clients print labels to go onto the clasp – better and cheaper than a sleeve band. They could also use the barcode in the software display in the patients’ panel on the tablet.

Answer #7:

Please see revised specifications at the end of this document.

Question #8:

3.1.3.3 The beacon is rechargeable, but the battery life of a charge is 45-60 days depending on the settings configured, not 6 months. Can we change this section to reflect the correct battery life?

Answer #8:

Please see revised specifications at the end of this document.

Question #9:

3.1.4.2 Census is referred to as 110 and in other places 103. Which figure should we use pricing for?

Answer #9:

______We are licensed for 110 patients, pricing should be based on that.

Question #10:

3.1.13.5 Vendor doesn’t provide all labor, tools or transportation necessary for installation of Observsmart 360 locators. This is provided by your contractors, Hardware, training and consultation are provided by Invisalert Solutions. Can we amend this section?

Answer #10:

Please see revised specifications at the end of this document.

Question #11:

Need to add a line for Twilio if you want text alerts (optional) Should we add it in the pricing as optional?

There are some supplies like beacon bins and pairing box that help staff stay organized. (optional) should we add that in?

Answer #11:

Please see additional items add to this document ______Please see revised pricing sheet attached to this document.

Question #12:

Pricing sheet has data disposition and back up which are included in the Annual Support Fee. We want to remove Data Disposition and Back up and just have the Annual Support fee. Is that alright to do?

Answer #12:

Question #13:

BAA 3.g. Requires PHI records retention of 6 years post contract termination.

To reduce the Purchaser’s cyber risk, we return or destroy data immediately post contract. All the data we capture will likely be sent to you via the interface you want built for the EHR.

Can we change this in the BAA?

Answer #13:

There can be no changes made to the BAA, however as along as the PHI is available to the end user customer through the vendors cloud data storage system, MMBH can ______download said data for record retention.

Question #14:

BAA Appendix. Asks for a description of the type of PHI. The boilerplate listed is incorrect. We keep a much more limited set of data, name, DOB, MRN#, risk flag(if applicable) room, unit, time stamped observation. Can we state this in the BAA?

Answer #14:

Sorry, I do not see the boiler plate you mentioned, however this is what is contained in the BAA Appendix - Any and all personally identifiable information including but not limited to patient name, Address, date of birth, Social Security Number, telephone number, and insurance information. Any and all protected health information including but not limited to patient diagnosis, lab test, radiological exams, physical health exams, and/or treatment process.

Adding to BAA Appendix:

Risk Flags

MRN#

Room, Unit#’s Time stamped observation

Please see revised BAA attached to this document.

TO REVISE SPECIFICATIONS:

Original:

Revised:

Section 3.1.2.5 _____ Removed from the Specifications.

Original:

Revised:

Section 3.1.2.7 ______Bands must have a place for a printable label to include individual patient identification.

Original:

Revised:

Section 3.1.3.3 ______Equipment must have a minimum of 50 day battery life with full charge.

Original:

Section 3.1.13.5 Vendor must furnish all labor, materials, tools, supplies, supervisors, and transportation necessary for installation, set-up, and training on proper operation of equipment.

Revised:

Other installation needed prior to the hardware, training & consultation will be at MMBH expense.

SPECIFICATIONS CHANGES – TO BE ADDED:

Vendor must provide.

Vendor must provide.

3.1.18 Edge Devices or equal – pricing for devices.

3.1.18.1 Device that provides an entry point into enterprise or service provider core networks.

Vendor must provide.

Vendor must provide.

3.1.24 Batteries – pricing for non-recharging batteries

3.1.24.1 Duracell's lithium batteries or equal.

Vendor shall provide batteries for their systems.

TO ATTACH REVISED PRICING SHEET

TO ATTACH REVISED BAA