Draft Specifications - REQT-IHS-2026-00220.pdf

INDIAN HEALTH SERVICE | Portland Area

Draft Specifications REQT-IHS-2026-00220

1. Title

Wall-Mounted All-in-One Vital Signs and Physical Assessment Systems

Draft specifications for market research. These specifications describe anticipated requirements and are provided for vendor feedback in response to Sources Sought Notice REQT-IHS-2026-00220. This attachment is not a solicitation.

2. Background

The facility requires wall-mounted all-in-one vital signs and physical assessment systems for clinical exam rooms to support point-of-care vital signs collection and basic physical assessment. The requirement is intended to provide consistent assessment capability, reduce reliance on separate devices, improve clinical workflow, and support timely patient care decisions.

The systems must be suitable for outpatient and/or clinical care environments and must support adult and pediatric patient care as identified in the order.

3. Scope

The contractor shall deliver five wall-mounted all-in-one vital signs and physical assessment systems, accessories, and documentation for clinical use at the delivery location listed in Section 10. Each system shall include the equipment and components needed to perform noninvasive blood pressure measurement, pulse rate measurement, temperature measurement, oxygen saturation (SpO2) measurement, noninvasive hemoglobin/total hemoglobin measurement, otoscopy, and ophthalmoscopy.

The scope is limited to delivery of complete equipment and directly related components. Deliverables shall include the required systems, compatible accessories, probes, sensors, cables, power supplies, required modules and software licenses, wall-mounting components, user manuals, warranty information, cleaning/disinfection instructions, maintenance documentation, packing slips, and product documentation needed to verify compliance with the required capabilities. No on-site installation or other on-site services are included in this requirement.

4. Specific Tasks or Specifications

A. Required system

- Quantity: 5 wall-mounted all-in-one vital signs and physical assessment systems.

- Each system shall be a complete clinical assessment unit suitable for the designated exam-room or clinical-care setting.

- Each system shall include the compatible accessories, sensors, probes, cables, power supplies, modules, software licenses, manufacturer startup materials, and user documentation required to use each required clinical capability. All required components shall be supplied at delivery.

- All delivered systems and accessories shall be new and unused.

4. Specific Tasks or Specifications (continued)

B. Required clinical capabilities

Each system shall provide all of the following clinical capabilities with the supplied equipment and components:

- Noninvasive blood pressure measurement.

- Pulse rate measurement.

- Temperature measurement.

- Oxygen saturation (SpO2) measurement.

- Noninvasive hemoglobin/total hemoglobin measurement.

- Otoscopy for ear examination.

- Ophthalmoscopy for eye examination.

C. Basic operational requirements

- The system shall present the required vital signs functions and physical-assessment tools in a single integrated wall-mounted workstation or system to support point-of-care use.

- Each system shall include manufacturer-compatible mounting assemblies, brackets, required mounting hardware, and installation instructions for the proposed wall-mounted configuration. Product documentation shall identify wall construction compatibility, structural support requirements, dimensions, weight, and required clearances.

- The system shall be suitable for the patient populations served by the facility and shall include adult and pediatric accessories needed for the accepted configuration.

- The system shall operate as a complete stand-alone clinical assessment unit, with all equipment and wall-mounting components supplied at delivery. Electronic medical record or RPMS integration is not required for delivery, inspection, or acceptance.

- The system shall be supplied with cleaning/disinfection instructions, user manuals, warranty information, and preventive-maintenance requirements.

- The contractor shall deliver the systems, accessories, and required documentation to the designated receiving location.

For market research, respondents should identify the proposed wall-mounted configuration; included accessory quantities and adult/pediatric size ranges; included sensors and starter consumables; required software licenses and any recurring fees; and warranty duration and coverage. Identify any required capability that cannot be provided in the proposed configuration.

5. Performance Monitoring

The Government will monitor performance through submittal review and delivery inspection. The Government may use a checklist that confirms quantity, serial numbers or asset identifiers, new/unused condition, physical condition, required accessories and probes, power supplies, modules, software licenses, wall-mounting components, user manuals, warranty information, cleaning/disinfection instructions, maintenance documentation, and manufacturer product documentation.

Acceptance review shall include verification that the delivered items are complete, not visibly damaged, match the accepted product documentation, and include the required clinical capabilities for blood pressure, pulse rate, temperature, SpO2, noninvasive hemoglobin/total hemoglobin measurement, otoscopy, and ophthalmoscopy.

6. Security Requirements

The system shall operate as a stand-alone clinical device without connection to the production electronic medical record or RPMS environment for this requirement. Any future network connection, wireless use, remote access, cloud service, or data interface shall require prior Government IT and biomedical engineering review and approval before use. No RPMS applications will be modified or called through APIs, and no new APIs are required for this project.

If the system includes software, wireless hardware, service software, or data export features, the contractor shall provide cybersecurity documentation requested by the Government, such as software/firmware version information, data storage information, security update process, and instructions for applying updates. Wireless, remote access, cloud service, data export, or interface functions shall not be activated for Government use under this delivery-only requirement unless separately reviewed and approved by the Government.

7. Government-Furnished Equipment (GFE) / Government-Furnished Information (GFI)

The Government will provide the receiving point of contact, delivery access instructions, patient population requirements, and any facility-specific receiving or security instructions needed for delivery.

Government-furnished information may include delivery dock instructions, receiving hours, internal distribution points, property-accountability instructions, and facility point-of-contact information. No Government-furnished equipment is anticipated for the delivery-only requirement unless otherwise identified by the Program.

8. Other Pertinent Information or Special Considerations

Delivery shall be coordinated to minimize disruption to patient care. The contractor shall coordinate shipment timing with Government receiving or property staff and provide tracking information, packing slips, and product documentation. Proposed equipment shall be cleanable using standard healthcare cleaning/disinfection practices and supplied with manufacturer cleaning instructions.

a. Identification of Possible Follow-on Work

Possible follow-on work may include acquisition of additional units, additional accessories or consumables, future electronic medical record or RPMS connectivity evaluation, digital scale integration, preventive maintenance support, warranty extensions, supplemental staff training, or future replacement/refresh requirements.

b. Inspection and Acceptance Criteria

Inspection and acceptance will occur after delivery is complete. The Government will accept equipment only after verifying that the delivered items meet the stated requirements, are free of visible damage, include required accessories and documentation, and match the accepted order/submittals. Partial shipments shall not be accepted as complete delivery unless approved in advance by the Government.

Deficiencies identified during inspection shall be corrected by the contractor before final acceptance.

Acceptance does not waive warranty rights or the Government's ability to require correction of latent defects discovered after acceptance.

9. Risk Control

Shipping delays, damaged shipments, incomplete accessory sets, missing documentation, ambiguous product descriptions, or unclear delivery instructions could delay acceptance. Mitigation includes confirming quantities, delivery address, receiving hours, point of contact, accessory list, wall-mounting compatibility, and documentation requirements before award.

The contractor shall provide documentation demonstrating intended use, measurement accuracy, calibration requirements, preventive-maintenance intervals, and applicable safety or performance standards. Biomedical engineering or designated staff may perform additional checks before clinical use.

If the delivered systems lack required accessories, manuals, consumables, sensors, cables, modules, software licenses, wall-mounting components, warranty/support information, or documentation verifying the required clinical capabilities, clinical adoption may be delayed. Mitigation includes requiring complete delivery documentation and verifying contents at receipt.

10. Place of Performance / Delivery Address / Location

Chemawa Indian Health Center / Western Oregon Service Unit

3750 Chemawa Road NE

Salem, OR 97305

Monday through Friday, excluding Federal holidays

8:00 AM to 5:00 PM local time

11. Period of Performance

Contractor delivery shall be completed within 60 calendar days after award.

12. Delivery Schedule

All systems, accessories, wall-mounting components, and required documentation shall be delivered within 60 calendar days after award. The contractor shall provide shipment tracking and coordinate the delivery date/time with the Government receiving point of contact.