ARFQ 0512 2927 MMB2500000004 - SPECIFICATIONS.docx
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- 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 a Request for Quotation (RFQ) specifications document issued by the West Virginia Department of Health Facilities for Mildred Mitchell-Bateman Hospital located in Huntington, WV. The solicitation (ARFQ 0512 2927 MMB2500000004) seeks bids for the installation and operation of a patient digital rounding and global positioning system (GPS) designed to monitor patient safety and location. The system must monitor a minimum of 16 patients per observer and support real-time alerts and notifications with escalation capabilities. The vendor must provide certified professionals for installation and setup, deliver one week of on-site training for all shifts (including specialized training for admissions and administrative staff), and offer a "train the trainer" program consisting of five nurse managers, one for each hospital unit. The specifications require bands that are tamper and water-resistant, wearable on either ankle or wrist, with band removal detection and GPS geofencing capabilities at a minimum 150-foot range. Monitoring devices must include Bluetooth and Wi-Fi connectivity with minimum 64 GB memory and maximum 10-inch screen size. The system must integrate with the hospital's CareVue Electronic Health Record (EHR) system.
The contract award will be made to the vendor offering the lowest grand total cost meeting all mandatory requirements. All pricing components—including software annual license fees (based on an Average Daily Census of 103), annual support fees available 24/7/365, annual system hosting and maintenance fees, implementation and training costs (including vendor travel, lodging, and per diem), equipment, shipping charges, and device costs—must be included on the pricing sheet with no separate payment for shipping. The hospital is tax-exempt and payments will be made in arrears following project completion and facility acceptance. This contract is partially or entirely funded by federal funds, requiring all bidders to acknowledge and adhere to a Federal Funds Addendum. Vendors must register with wvOASIS portal (annual fee of $125.00) and the West Virginia Secretary of State's office prior to contract award. Data must be backed up every 24 hours with disposition protocols including immediate-to-24-hour storage in electronic medical records, up to 90-day cloud storage, and up to 365-day archival with data destruction or return after one year.
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REQUEST FOR QUOTATION
PATIENT DIGITAL ROUNDING AND GLOBAL POSITIONING SYSTEM
ARFQ 0512 2927 MMB2500000004
SPECIFICATIONS
1. PURPOSE AND SCOPE: The Department of Health Facilities (DHF), Mildred Mitchell-Bateman Hospital (MMBH) is soliciting bids to establish a contract for a patient digital rounding and global positioning system (GPS) system. This system will be installed and operated at Mildred Mitchell-Bateman Hospital located at 1530 Norway Avenue, Huntington, WV 25705.
NOTE: The WVDHHR has developed an EEOP Utilization Report, and it is available at:
https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf
NOTE: This request is covered in part or entirely by federal funds. All bidders will be required to acknowledge and adhere to attached Federal Funds Addendum.
2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.
2.1 “Contract Services” means installation and monitoring of a patient digital rounding and global positioning system as more fully described in the specification below .
2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.
2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published through wvOASIS portal.
2.4 “DHF” means Department of Health Facilities.
2.5 “MMBH” means Mildred Mitchell-Bateman Hospital.
2.6 “GPS” means Global Positioning System.
2.7 “EHR” means Electronic Health Record.
2.8 “Q15” means 15 minute safety checks performed by staff to ensure that patient safety and well-being, particularly for those at risk of self-harm, suicide or elopement.
3. MANDATORY REQUIREMENTS:
3.1 Mandatory Contract Services Requirements and Deliverables:
Contract Services must meet or exceed the mandatory requirements listed below.
3.1.1 Patient Digital Rounding & Global Positioning System:
3.1.1.1 System must be flexible with settings such as Q15 checks timing, alerts and notification.
3.1.1.2 Vendor must provide a certified professional for the installation and set-up of system.
3.1.1.3 System must have proximity verification of patients.
3.1.1.4 System must provide real time reminders and alerts with escalation to supervision.
3.1.1.5 System must monitor a minimum of 16 patients per 1 observer.
3.1.1.6 System must support dual forms of alerts.
3.1.1.6.1 User must have their own unique email or text message.
3.1.1.7 System must allow for “one for one basis” which means each user will their unique login id and password.
3.1.2 Bands &Clasps:
3.1.2.1 Bands must be tamper and water resistant for continual wear.
3.1.2.2 Bands must be wearable on either an ankle or wrist.
3.1.2.3 Bands must be fully adjustable for the perfect fit and to allow for patients’ body fluctuations, etc. water retention or weight increase.
3.1.2.4 Bands must have Bluetooth connectivity and /or work through a Wi-Fi connection.
3.1.2.5 Bands must have a band removal detection notification or alert.
3.1.2.6 Bands must have Global Positioning System tracking and geofencing.
3.1.2.6.1 Global Positioning System must track/geofence at a minimum of 150 foot from a monitoring device.
3.1.2.7 Bands must be printable to include individual patient identification information.
3.1.3 Beacons or such equipment used for data collections that is attached to each band.
3.1.3.1 Equipment must be tamper and water resistant for continual wear.
3.1.3.2 Equipment must be rechargeable.
3.1.3.3 Equipment must have a minimum of 6 months’ battery life with full charge.
3.1.4 Software:
3.1.4.1 Software must be compatible with Care Vue – our Electronic Health Recording(EHR) program.
| 3.1.4.2 | Software Annual License Fee | |
| This will be based on Average Daily Census – 103 |
3.1.5 Monitoring Devices:
3.1.5.1 Devices must have Bluetooth connectivity and/or work through a Wi-Fi or cellular connection.
3.1.5.1.1 Devices may be Tablet, I-pad or such type of device.
3.1.5.1.2 Devices must have a minimum of 64 GB memory.
3.1.5.1.3 Device should be a maximum of 10” in size.
3.1.5.1.4 Device must have a case to protect against accidental damage.
3.1.5.2 Devices must be tamper and water resistant.
3.1.5.3 Devices must be rechargeable.
3.1.5.4 Devices shall be provided by the vendor.
3.1.6 Data Back-up:
3.1.6.1 Data back-up must be every 24 hours.
3.1.7 Data Disposition:
| 3.1.7.1 | Real time data captures | |
| Duration: | Immediate up to 24 hours | |
| Destination for storage: | Electronic Medical Record |
Online Storage
| Duration: | Up to 90 days post capture | |
| Destination for storage: | Long-term cloud based data storage |
| Online Archival | |
| Duration: | Up to 365 days post capture |
| Destination: | On-line cloud file storage |
| Final | ||
| Duration: | Older than 365 days post capture | |
| Destination: | Return Data or | Data Destruction with written authorization |
3.1.8 Annual Support Fee:
3.1.8.1 Fee must include 7 days/24 hours/365 days.
| 3.1.8.2 | Fee must include all states of data disposition. | |
| 3.1.9 Annual System Hosting, Maintenance & Upgrade Fee |
3.1.10 Implementation and Training:
3.1.10.1 Charges for the implementation and staff training must be included in your bid response.
3.1.10.2 Vendor must provide one week training.
3.1.10.2.1 Training must be completed on-site.
3.1.10.2.2 Training must include support for all shifts.
3.1.10.2.3 Training travel, lodging and meal per diem must be included in the training costs on the pricing sheet.
3.1.10.3 Specialized training must be provided for all Admissions staff and Administrators.
3.1.10.3.1 Training must be completed on-site.
3.1.10.3.2 Training must include all shifts.
3.1.10.4 Training must also include “train the trainer” option.
| 3.1.10.4.1 | Train the trainer will consist of: | |
| Five nurse managers; one for each unit. |
3.1.11 Uniform and Vehicle Identification:
3.1.11.1 All personnel working under this contract shall report to work in uniform provided by vendor.
3.1.11.2 Uniform must clearly identify the employee as working for the vendor.
3.1.11.3 All vehicles working under this contract shall have the vendor’s name displayed for vehicle identification in the event of an emergency.
3.1.12 Vendor Orientation: Vendor/Representative must participate in Mildred Mitchell-Bateman Hospital Vendor Orientation and sign the acknowledgement of policies and procedures, prior to access to the facility.
3.1.12.1 Mildred Mitchell-Bateman Hospital reserves the right to make changes to its policy and procedures without prior notice to vendor.
3.1.12.2 Vendor/Representative will be given a new acknowledgement of policies and procedures to sign as a notice of change.
3.1.12.3 Vendor/Representative must adhere to the rules and procedures of the facility to ensure safety.
3.1.13 Vendor Responsibility
3.1.13.1 Vendor will configure the cloud server(s).
3.1.13.2 Vendor will configure the server operating system.
3.1.13.3 Vendor will install and configure all other embedded third party software.
3.1.13.4 Vendor will set-up servers on cloud provider.
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.
3.1.13.6 Vendor will be responsible for all clean up, MM-BH will provide dumpsters for the trash disposal.
3.1.13.7 Vendor must register within the wvOASIS portal prior to being awarded a contract for services and the yearly fee of $125.00.
3.1.13.8 Vendor must register with the Secretary of States office prior to being awarded a contract for services. One-Time fee based on type business.
3.1.14 Shipping and Taxes:
3.1.14.1 All shipping charges must be included on the pricing sheet and become part of the total cost.
3.1.14.1.1 No markup permitted on shipping.
3.1.14.2 We are tax exempt and tax exempt certificate available upon award.
3.1.15 Annual billing and payments:
3.1.15.1 State purchasing rules, laws and regulations do not permit progress payments, payment will not process until the project is completed and accepted by the facility.
3.1.15.2 State purchasing rules, laws and regulations states payments for services must be made in arrears or half way through a year contract for services.
4. CONTRACT AWARD:
4.1 Contract Award: The Contract is intended to provide the Agencies with a purchase price for the Contract Items and Services. The Contract shall be awarded to the Vendor that provides all Contract Items and Services meeting the required specifications for the lowest grand total cost as shown on the Pricing Page.
4.2 Pricing Page: Vendor should complete the Pricing Page by indicating the price per unit by the quantity to equal the extended cost. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.
4.3 Vendor should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.
5. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.
6. PAYMENT: Agency shall pay a monthly invoice, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.
7. TRAVEL: Vendor shall be responsible for all mileage and travel costs, including travel time, associated with performance of this Contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.
8. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:
8.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.
8.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.
8.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.
8.4 Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.
8.5 Vendor shall inform all staff of Agency’s security protocol and procedures.
9. VENDOR DEFAULT:
9.1 The following shall be considered a vendor default under this Contract.
9.1.1 Failure to perform Contract Services in accordance with the requirements contained herein.
9.1.2 Failure to comply with other specifications and requirements contained herein.
9.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.
9.1.4 Failure to remedy deficient performance upon request.
9.2 The following remedies shall be available to Agency upon default.
9.2.1 Immediate cancellation of the Contract.
9.2.2 Immediate cancellation of one or more release orders issued under this Contract.
9.2.3 Any other remedies available in law or equity
10. MISCELLANEOUS:
10.1 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.
Contract Manager: ________________________________________________
Telephone Number: ________________________________________________
Email Address: ________________________________________________
Fax Number: ________________________________________________ Revised 12/12/2017
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