Request for Information 36C10B27Q0040

REQUEST FOR INFORMATION FOR PLANNING PURPOSES

DRAFT PRODUCT DESCRIPTION

DEPARTMENT OF VETERANS AFFAIRS

VETERANS HEALTH ADMINISTRATION

BIRMINGHAM MEDICAL CENTER

Brand Name or Equal Hillrom Voalte Nurse Call System

Date: October 7, 2026 PD Version: 0.1

1.0 PRODUCT REQUIREMENTS

The Contractor shall provide the Department of Veterans Affairs (VA) Veterans Health Administration (VHA) Birmingham VA Health Care System (BVHCS) with a brand name or equal (BNE) Hillrom Voalte Nurse Call System to integrate with 107 Hillrom beds in use at BVHCS. The system shall include staging services, server/switch implementation, termination/testing/labeling of cables, installation services, and warranty.

The Contractor shall provide server/switch implementation in the BVHCS main server room. The Contractor shall provide an interface and work with the Contracting Officer’s Representative (COR) to integrate the BNE Hillrom Voalte Nurse Call System with BVHCS existing Vocera communication system. The Contractor shall provide an installation plan for implementation of the BNE Hillrom Voalte Nurse Call System and removal of the existing system. Upon completion of installation, the Contractor shall provide an inventory of what was installed to include equipment type, location, manufacturer, model, and serial number.

Delivery of hardware and software shall be within 30 days of award unless the Contractor has coordinated a change with the COR and gained the COR’s written approval. Any change to delivery must support completion of required installation and configuration in accordance with Government requirement. Installation and configuration performance shall be within 150 days of award. Warranty period shall be 12 months from the date of final Government acceptance. The performance period for training begins once installation is complete and ends thirty days later.

The Contractor shall work with the COR to complete a Pre Infection Control Risk Assessment (PICRA) form provided by VHA. The Contractor’s responses on that form shall be provided to the COR no later than seven calendar days after the kickoff meeting. The Contractor’s responses on the completed PICRA will be by the Government to determine the ICRA class and necessary containment measures. The contractor shall follow the approved PICRA throughout performance.

The Government notes that the following part list includes the products required for each room to function as intended based on Brand Name Hillrom Voalte products. If the Contractor offers an ‘or equal’ solution, it is the Contractor’s responsibility to ensure that all necessary products are listed for the BNE Hillrom Voalte Nurse Call System to function as intended. The BNE Hillrom Voalte Nurse Call System will not include the BVHCS operating suite. The Contractor shall provide the following BNE Hillrom Voalte products/services for each of the listed BVHCS locations:

SQL SERVER LICENSES BY OTHERS (VA)

1.1 SALIENT CHARACTERISTICS

The following are the salient characteristics for the BNE Hillrom Voalte Nurse Call System:

The BNE Hillrom Voalte Nurse Call System shall not use middleware to interface bed data. For purposes of this solicitation, “middleware” is defined as a separate, third-party integration platform supplied by a vendor other than the nurse call system manufacturer.

The BNE Hillrom Voalte Nurse Call System shall have an approved VA Specialized Device Enterprise Risk Analysis at the time of offer submission and at the time of award.

The OEM shall have an approved VA Memorandum of Understand/Interconnection Security Agreement (MOU/ISA) at the time of offer submission and at the time of award.

The BNE Hillrom Voalte Nurse Call System shall provide the information identified below in a visual dashboard that is accessible via workstations located at the nurse stations. The dashboard shall provide at a minimum, the following information:

· Patient room number

· Patient name or corresponding Health Insurance Portability and Accountability Act (HIPPA) compliant naming convention.

· Patient notes (ex. Hard of hearing, NPO (nothing by mouth), etc.)

· Risk Status: based on electronic medical records assessment (Fall Risk, Skin, Pulmonary) or manual entry.

· Assigned staff.

· Active calls.

· Call wait times.

· Rounding reminders that automatically reset based on caregiver presence.

· Caregiver presence displays on Status Board, Dome Light illumination to signal staff for patient assistance according to the hospital’s pre-determined code comprised of lights and sounds, graphical stations.

· Patient presence in bed.

· Bed exit armed.

· Brakes set.

· Bed in low position.

· Individual Side rails status, i.e., up/down.

· Head of bed angle.

· Patient weight.

The BNE Hillrom Voalte Nurse Call system shall include Room Control Boards (RCB) that can function in a standalone mode while experiencing loss-of-system communication and homerun or equivalent wiring topology.

The BNE Hillrom Voalte Nurse Call system shall include code blue communication.

The brand name or equal Hillrom Voalte Nurse Call system shall include the following calling points:

· 220 bed calling points.

· 105 Shower calling points.

· 130 Toilet calling points.

· 20 Stand Alone Code Blue calling points.

Emergency power connections - The proposed brand name or equal Hill-Rom Voalte nurse call system, including the contractor provided UPS devices, shall be connected to existing emergency power, as identified by the COR at the time of installation.

1.2 BUSINESS ASSOCIATE AGREEMENT (BAA)

An executed Business Associate Agreement (BAA) is required for performance under this contract. See Attachment 1 VA VHA BAA Template (for Awareness). The Contractor shall work with the VHA BAA Office to execute a BAA within 30 calendar days of award. The BAA shall be executed in accordance with VHA Directive 1605.05, Business Associate Agreements.

The Contractor shall not access any VA sensitive information, including Protected Health Information (PHI), until the BAA has been fully executed by both parties. Once the BAA is executed, the Contractor shall not disclose any sensitive information, including PHI.

Deliverable:

Executed Business Associate Agreement.

1.3 SITE CONDITIONS:

See Attachment 4, Schematic Drawings.

· Real Time Location System (RTLS) is not a requirement. In addition, the Government is not contemplating that the BNE Hill-Rom Voalte Nurse Call System will be required to support future integration with an RTLS.

· Backbone fiber topology – The Contractor shall provide new fiber backbone cabling between each contractor-provided core switch and to the main computer server room.

· Staging area availability, hazardous materials responsibility – The BVHCS cannot provide dedicated staging space for the Contractor. The BVHCS will allow the use of minimal space in its Healthcare Technology Management (HTM)/Biomed shop.

· IT closet co-location – The BNE Hillrom Voalte Nurse Call System equipment, including but not limited to POE switches, fiber interface devices, UPS units, and other associated network equipment, may be co-located within the existing BVHCS IT closets and telecommunications rooms that contain VA IT infrastructure; however, this is not a requirement.

· The Contractor shall not reuse any existing IT infrastructure.

1.4 PROJECT COORDINATION

The Contractor shall provide a Contractor Project Manager (CPM) who shall act as a liaison between the Contractor and the Government. The CPM shall be authorized by the Contractor to represent the Contractor in all activities necessary for the Contractor to fulfill the requirements contained in this PD.

The CPM shall ensure that the Contractor deliverables as set forth in this document and any award document meet the requirements of the PD, are delivered, are installed, and function as intended and as required herein. The CPM shall schedule ongoing meetings with the COR and Government POCs identified in Section 3 of this PD as needed throughout this effort.

The CPM shall coordinate and hold a kick-off meeting for the effort no later than 30 calendar days after award. The Contractor shall work with the COR listed in Section 4 of this PD to ensure that the following are invited to the kickoff meeting: Contracting Officer, Contract Specialist, Delivery Date Coordinator, Implementation Manager, and Facility CIOs (or designee).

At the kick-off meeting, the Contractor shall provide a Draft Implementation Project Plan to the COR as listed in Section 3 of this PD no later than 25 calendar days after award. The document will be used at the kick-off meeting as a basis for discussion. The CPM shall work with the Government to assure a common understanding of work to be performed and responsibilities. Once approved by the Government’s COR, the Draft Implementation Project Plan will become the Implementation Plan. The Contractor shall maintain the Implementation Plan and update the plan as necessary based on environmental changes. The Contractor shall obtain Government approval in writing (email is acceptable) of the Draft Implementation Plan and all updated Implementation Plans. At the kick-off meeting the Government Delivery Date Coordinator, Implementation Manager, and Facility CIOs (or designee) will discuss delivery schedule requirements and facilitate delivery of equipment.

At a minimum, the Draft Implementation Project Plan and all Implementation Plans shall include at a minimum:

· A list of Government and Contractor POCs including name, phone number, and email address, and roles.

· System Documentation, low-level system design documentation, and high-level system design documentation.

· Project Management Schedule. The Implementation plan shall identify specific deployment tasks, milestones, and timelines.

· The project management schedule shall identify significant milestones to accomplish the requirements of this PD. The requirements, including delivery schedule, shall be listed by conference room.

· Master Delivery Schedule. The Master Delivery Schedule shall identify all products/items to be delivered and the status. All products/items shipped shall include the date shipped and the serial number associated with each product/item, and the anticipated date for the Government to receive the product/item. The Master Delivery Schedule shall reference Shipment Reports. Shipment reports shall be submitted to the COR listed in Section 4 of this PD. Shipment Reports shall be in an electronic format and shall clearly identify each serial number of the equipment being delivered, i.e., only one serial number per cell.

· Risks or Issues: The implementation plan shall identify and document all risks or issues that are anticipated or arise during performance and recommend strategies to mitigate the identified risks.

· The contractor shall provide Electronic PDF copy of “As built” drawings, to include an accurate detailed Inventory List of the Contractor installed equipment and firmware including serial numbers, version release, and licenses.

The CPM shall work with the COR and Government POCs identified in Section 3 of this PD to ensure that all installations are scheduled and performed with minimal interruption to patient care. The BVHCS COR will make every effort to schedule installation during normal business hours, however there may be instances where night and weekend hours may be necessary to complete the installation to ensure that patient care is minimally impacted.

Deliverables:

A. Draft Implementation Project Plan and Implementation Plans.

B. “As built” Drawings.

1.5 INSTALLATION AND CONFIGURATION

All Tasks under this PD shall be performed at the following installation site:

Birmingham VA Healthcare System

The Contractor shall be certified by the Original Equipment Manufacturer (OEM) of the offeror’s BNE Hillrom Voalte Nurse Call System to perform all installation and configuration services. The Contractor shall provide OEM authorization documentation at the time of proposal submission.

The Contractor shall ensure all installation and services provided comply with the OEM’s warranty requirements. All equipment shall be installed and connected in strict accordance with the OEM recommended instructions. The Contractor shall remove all components of the existing nurse call system and, as appropriate, replace components. This includes, but is not limited to, the headend amplifier system, speakers, components, conductors, conduit, etc. located throughout the facilities. The Contractor shall blank plate any abandoned device openings. The Contractor shall reuse conduit whenever possible.

The Contractor shall provide all labor, materials, equipment, etc. necessary to replace the existing Nurse Call System with the Contractor’s BNE Hillrom Voalte Nurse Call System in accordance with this PD; the OEM’s installation instructions and warranty requirements; the contract documents; VHA Directive 7715(1) as Amended September 5, 2023; National Fire Protection Agency (NFPA); local building codes; Underwriters Laboratories (UL) 1069 Standard for safety for hospital signaling and nurse call equipment; and VA and American Society of Healthcare Engineering (ASHE) facility standards.

The Contractor shall install wiring infrastructure in accordance with applicable codes and standards. The Contractor shall then work with the Government to test system functionality prior to activating the room(s)/area(s). The Contractor shall obtain written notice from the Government COR to proceed with activation of the room(s)/area(s) prior to each activation. Activation of room(s)/area(s) shall only be a partial day outage, i.e., impact operations, for respective room(s)/area(s). The Contractor shall obtain written acceptance from the COR for each room after activation and for each area/ward when all rooms for that area are complete.

As stated in the salient characteristics, the OEM shall have an approved VA MOU/ISA. This is in accordance with VA Handbook 6513 and allows remote access to the Virtual Servers to be installed.

Travel to the installation site, identified in this section of the PD, is expected. The Contractor is expected to travel to the installation site to complete the tasks in this PD. Any necessary travel shall be included in the Contractor’s installation price.

The Contractor shall connect the BNE Hillrom Voalte Nurse Call System to the VA network on Medical Device-Legacy Information Technology Environment (MD-LITE).

The Contractor shall deliver and install all components of the BNE Hillrom Voalte Nurse Call System and complete connections to the servers provided for the BNE Hillrom Voalte Nurse Call System. The Contractor shall configure all hardware and software, update any embedded firmware as required for activation or network connection. The Contractor shall test and inspect the system after installation to ensure the BNE Nurse Call System functions as intended, as required herein, and to ensure proper operation. The Contractor shall ensure the installation and configuration align with the OEM specifications and warranty requirements. The Contractor shall provide the BNE Hillrom Voalte Nurse Call System OEM’s standard warranty, as discussed in section 1.5 herein, for the BNE Hillrom Voalte Nurse Call System installed.

The Contractor shall provide installation of all products for the BNE Hillrom Voalte Nurse Call System to function as intended.

The Contractor shall adhere to standards of good cable management, including bundling and labeling all cables.

Good cable management is defined as:

· Organization and Routing: Cables must follow dedicated pathways—such as cable trays, raceways, or vertical/horizontal rack-mounted panels—without crossing diagonally or forming tangled "spaghetti" bundles.

· Labeling Requirements: Both ends of every cable must feature clear, machine-printed labels matching documentation schematics for rapid fault isolation.

· Securing and Bending Radii: Installers must use Velcro straps or approved cable ties tensioned to hold bundles without pinching, maintaining the manufacturer's specified minimum bend radius to prevent signal degradation.

· Separation of Services: Power cords must remain physically segregated from low-voltage data and fiber-optic cables to eliminate electromagnetic interference (EMI).

· Airflow and Clearance: Installations must allow optimal airflow and cooling access for active hardware in server racks and enclosures.

All materials and/or equipment necessary for complete and proper operation of the BNE Hillrom Voalte Nurse Call System in accordance with the requirements herein and the OEM’s installation and warranty requirements, even if not specifically identified in this document, shall be deemed part of the contract.

The Contractor shall be responsible for disposal of all packing materials and shall remove them from the facility. The Contractor shall work with the COR to obtain prior approval to use dumpsters on the BVHCS campus to dispose of debris and packaging materials.

The Contractor shall ensure all hallways and walkways are clear of construction materials and debris no later than the end of each day.

No work at the Government site shall take place on Federal holidays, weekends, or outside of normal business hours unless directed by the COR. The Contractor shall work with the COR and BVHCS staff to ensure minimal disruption to the day-to-day operations of the BVHCS

1.6 TRAINING

The Contractor shall coordinate and provide training sessions to ensure VHA staff have the product knowledge and skills necessary to use as well as maintain the BNE Nurse Call System to keep the system functioning as intended and ensure reliable communication and patient safety. The Contractor shall work with the COR to schedule both clinical and technical trainings. Both clinical and technical training shall be completed within 30 days of the completion of installation.

The Contractor shall provide two on-site clinical trainings for end users and one on-site technical training for HTM/Biomed staff who are responsible for maintaining the system.

Clinical training shall use a “train the trainer” approach and include the following:

· Product overview

· Alarm prioritization

· Patient education

· Call types

· Integrated system functionality

· Workflow and protocols

· Reporting and data analytics

· How to operate the system.

Technical training shall include the following:

· Product overview

· Specific equipment installed

· General system operation

· How to troubleshoot common issues

· How to perform required maintenance

The Contractor shall provide electronic quick reference sheets and manuals for the training sessions that the Government can use in the future to train new clinical staff.

1.7 WARRANTY, MAINTENANCE AND TECHNICAL SUPPORT

The Contractor shall provide the BNE Hillrom Voalte Nurse Call System OEM’s warranty and warranty, maintenance, and technical support services. The Contractor shall ensure all installation and services provided herein comply with the OEM’s warranty requirements. The Contractor shall be certified by the OEM to perform all warranty, maintenance, and technical support services.

The warranty shall period shall begin at Government acceptance of the entire BNE Hillrom Voate Nurse Call System. The warranty shall include maintenance and technical support for the brand name or equal Nurse Call system 24 hours a day x 7 days a week x 365 days a year, including:

· Unlimited phone support.

· On-site service if the contractor cannot resolve the issue during phone support.

The Contractor shall provide full-service maintenance and repair services to include all labor, parts, supervision, and transportation necessary to maintain the listed equipment and software in operational condition according to the OEM’s specifications and to ensure the BNE Hillrom Voalte Nurse Call System functions as intended.

The Contractor shall provide the COR with the phone number and email address that the Government will use for warranty and technical questions, maintenance, and general support helpdesk.

Maintenance and technical support shall include:

· All firmware major and minor releases, patches, bug fixes, to ensure the firmware, firmware (if included) and equipment function as intended.

· Rapid telephone support response time of no longer than two hours.

· On-site response time within 24 hours.

· Help Desk support.

· Expedited freight if replacement is required.

· All parts, equipment, labor, and travel required to ensure the brand name or equal Nurse Call system function as intended.

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATIONUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508)

On January 18, 2017, the Access Board issued a final rule that updated accessibility requirements covered by Section 508 and refreshed guidelines for telecommunications equipment subject to Section 255 of the Communications Act. The final rule went into effect on January 18, 2018. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATIONUNICATION TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT.