ARFQ 0512 2927 MMB2500000004 - ADDENDUM #1.docx
DOCX document 27 KB Posted
- Attached to
- TO ATTACH ADDENDUM #1 PATIENT DIGITAL ROUNDING
- Solicitation number
- ARFQ 0512 MMB2500000004 2
- Issued by
- Cabell County, West Virginia
About this file
This is an Addendum #1 to ARFQ 0512 2927 MMB2500000004 for a Patient Digital Rounding System issued by MMBH (Miami-Dade County or similar municipality). The addendum modifies the original bid close date from Tuesday, June 10, 2025 at 1:30 PM EST to Tuesday, June 17, 2025 at 1:30 PM EST, providing vendors with an extended response period. The project involves procurement of a digital patient rounding system with location tracking capabilities, designed for a licensed 110-bed healthcare facility. The system requires integration with electronic health records (EHR) through VPN access, installation of Bluetooth locators in facility ceilings (to be conducted by the purchaser's contractors post-award), rechargeable wristband beacons with 50-day battery life, managed tablets or locked-down smartphones for healthcare professionals, and associated hardware including beacon chargers, edge devices, and optional text alert notification capabilities. The addendum clarifies that solutions without GPS technology, non-rechargeable wristbands, and alternative device configurations are acceptable alternatives.
The addendum addresses 14 vendor questions and incorporates corresponding specification revisions and additions to the original bid. Key modifications include removing the band removal alert requirement, clarifying that band identification uses printable labels rather than sleeves, correcting beacon battery life specifications from six months to 50 days, and establishing that vendor responsibilities include hardware, training, and consultation while facility preparation and locator installation are the purchaser's responsibility. New line items are added to the pricing sheet for EHR integration, VPN for EHR access, edge devices, locators, beacon chargers, optional text alert notifications, beacon bins, pairing boxes, and non-rechargeable batteries. The Business Associates Agreement (BAA) is revised to specify the limited set of protected health information collected, including patient name, date of birth, medical record number, risk flags, room and unit assignments, and timestamped observations. The addendum confirms that annual support fees include data disposition and backup services, though vendors may enter zero if these services are included elsewhere or have no additional cost.
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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:
| We understand that it is an advanced location services and not actually a GPS system. |
| No, this answer will suffice. |
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:
| Pricing Sheet is incomplete, so we need to add a few lines: |
| EHR integration, VPN for EHR, Edge Devices, Locators & Beacon Chargers. |
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:
| They will not be removed however you don’t have to bid that line. |
| You may enter zero (0) if it is included in another commodity line or has no cost. |
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:
| Section 3.1.2.5 |
| Bands must have a band removal detection notification or alert. |
Revised:
Section 3.1.2.5 _____ Removed from the Specifications.
Original:
| Section 3.1.2.7 |
| Bands must be printable to include individual patient identification information. |
Revised:
Section 3.1.2.7 ______Bands must have a place for a printable label to include individual patient identification.
Original:
| Section 3.1.3.3 |
| Equipment must have a minimum of 6 month battery life with full charge. |
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:
| Section 3.1.13.5 |
| Vendor must provide hardware, training and consultation. |
Other installation needed prior to the hardware, training & consultation will be at MMBH expense.
SPECIFICATIONS CHANGES – TO BE ADDED:
| 3.1.16 | EHR Integration - pricing for EHR Integration. |
| 3.1.16.1 | Enables medical records to be accessed across electronic software solutions. |
Vendor must provide.
| 3.1.17 | VPN for EHR – pricing for the VPN for EHR. |
| 3.1.17.1 | Crucial security tool for integrating and accessing Electronic Health Records (EHRs) remotely. |
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.
| 3.1.19 | Locators – pricing for locators. |
| 3.1.19.1 | Technologies that can track the location of patients and other assets within a healthcare facility. |
Vendor must provide.
| 3.1.20 | Beacon Chargers – pricing for beacon chargers. | ||
| 3.1.20.1 | Technology that can charge the re-chargeable beacons. | ||
| Vendor must provide chargers that match their system. |
| 3.1.21 | Text Alert Notification – pricing for text alert notifications. |
| 3.1.21.1 | To facilitate immediate communication, improving patient care by enabling prompt issue resolution, and enhancing overall patient satisfaction. |
| Vendor must provide. |
| 3.1.22 | Beacon Bin – pricing for beacon bin. |
| 3.1.22.1 | This will serve as a location marker that helps the digital rounding device and software understand where the healthcare professional is. |
| Vendor must provide. |
| 3.1.23 | Pairing Box – pricing for pairing box. |
| 3.1.23.1 | For pairing or connecting of handheld or mobile devices used by healthcare professionals for digital rounding to specific patient information or systems. |
| 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
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