RFI -36C25626Q1150.pdf

Special Notice

*= Required Field Special Notice

SUBJECT* Observsmart Patient Safety Monitoring System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056

SOLICITATION NUMBER* 36C25626Q1150

RESPONSE DATE/TIME/ZONE 08-06-2026 3PM CENTRAL TIME, CHICAGO,

USA

ARCHIVE 7 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

PRODUCT SERVICE CODE* 6515

NAICS CODE* 334510

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road Suite750 Houston, TX 77056

POINT OF CONTACT*

Contract Specialist Tiffany Burks tiffany.burks@va.gov 601-362-4471 X 56338

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veteran Affairs

AGENCY CONTACT’S EMAIL ADDRESS tiffany.burks@va.gov

EMAIL DESCRIPTION Sources Sought 36C25626Q1150

Special Notice

36C25626Q1150 Special Notice

DESCRIPTION

This is a Special Notice as a pre-Intent to Sole Source/request for information (RFI) only. The response to this posting will be used to establish the procurement strategy for example, set-aside, sole source, unrestricted for a solicitation that VA intends to post in the near future. Please review the attached documents(s) for more details on this requirement. See attached file(s): 36C25626Q1150-RFI

The Department of Veterans Affairs (VA), Veterans Health Administration, Network Contracting Office 16, Houston, Texas 77030, intends to negotiate a sole source Firm-Fixed price contract for the procurement of Observsmart Patient Safety Monitoring System for the Michael E. DeBakey VA medical Center (MEDVAMC) located in Houston, Texas with Invisalert Solutions Inc. for a base of one(1) year, with three(3) additional, I year option periods in accordance with 41 U.S.C. §3304(a)(1) as implemented by FAR 6.302-1 Only one responsible source and no other supplies or services will satisfy agency requirements.

This is not a request for competitive offers and no solicitation is available. Market research has determined that these items are highly specialized, are only available from the original source without an unacceptable delay or duplication of cost and no other type of items will satisfy agency requirements. The Government intends to award the contract with an anticipated date of 1 September 2026 to Invisalert Solutions, Inc. 21, W Washington St. STE E, West Chester, PA 19380 UEI: MGWGLN7EMLJ5. The intended procurement will be classified under North America Industry Classification System (NAICS) 334510 Electromedical and Electrotherapeutic Manufacturing with a small business size standard of 1250 employees.

THIS NOTICE OF INTENT IS NOT A SOLICITATION OR REQUEST FOR COMPETITIVE QUOTES. However, interested parties may identify their interest and capability to respond to this requirement no later than the date/time indicated below. A determination not to compete this requirement, based upon responses to this notice, is solely within the discretion of the Government. Information received will normally be considered solely for determining whether to conduct competitive procurement. The VA will NOT be responsible for any costs incurred by interested parties in responding to this notice of intent. Only written responses will be considered. All responses from responsible sources will be considered. As a result of analyzing responses to this notice of intent, the Government shall determine if a solicitation will be issued. Any prospective contractor must be registered in the System for Award Management (SAM) to be eligible for award.

All documents submitted will not be returned. All interested parties shall submit clear and convincing documentation demonstrating their capabilities to satisfy the requirements to Contracting Officer, Jeneice Matthews, jeneice.matthews@va.gov capability documentation should include general information and technical background describing in detail the prospective contractor's capabilities and experience that will demonstrate the ability to support these requirements. NO SOLICITATION EXISTS AT THIS TIME. Please provide the information you deem relevant in order to respond to the specific inquiries of the RFI. Interested parties are encouraged to furnish information by email only with RESPONSE TO INTENT TO SOLE SOURCE – 36C25626Q1150 Observsmart Patient Safety Monitoring System - MEDVAMC in the subject line.

RFI responses are due by 3:00p.m. Central Standard Time (CST) on August 6, 2026; size is limited to 8.5 x 11 inches, 12-point font, with 1-inch margins in Microsoft Word or Adobe Acrobat format and virus checked prior to submission via email to Tiffany Burks, tiffany.burks@va.gov.

STATEMENT OF WORK

Patient Safety Monitoring System

1. BACKGROUND:

Social Work Service at the Michael E. DeBakey VA Medical Center (MEDVAMC) in Houston, Texas is requesting purchase of the ObservSMART Patient Safety Monitoring System for use at the Domiciliary Residential Rehabilitation and Treatment (DRRTP) facility.

2. SCOPE:

The contractor shall furnish all hardware, consumables, software, tools, labor, materials, transportation and expertise necessary to deliver, install, configure and provide the support necessary to ensure that the specified equipment is working properly. The contractor shall provide all necessary training to designated Domiciliary employees on how to use the product after the delivery and setup are complete. All equipment shall be new, not refurbished or used.

3. SPECIFIC REQUIREMENTS:

3.1 The contractor shall provide the MEDVAMC with a wireless patient safety and monitoring system with the following specifications for the 48 bed DRRTP facility:

The ability to utilize mobile devices (iPAD mini) with software to facilitate System to connect to the EHR and cloud for documentation Software application that is compatible with the mobile device and desktop via web service housed on a secure server Bluetooth patient wristbands, adjustable, disposable, tamper-resistant, anti-microbial, waterproof, a patient friendly appearance, secure opening to accommodate beacons The Bluetooth patient wrist bands broadcast a signal that is unique to a particular patient Beacons with batteries, reusable, long battery life, syncs with mobile devices, comes with dispenser, box and charging station Ability to pre-program the signal to cover an approximate proximity as determined by the users On-site set-up of hardware On site training on hardware, software, and services for designated staff to include train-the-trainer and provide additional training as needed Provide support to designated admin staff on measuring compliance, and other areas of performance improvements Ability to enter each patient into the system via mobile device and desktop PC or laptop along with a picture of the patient to provide a quick identification Utilizes PC or laptop and monitor for software storage Cloud storage of patient data – HIPPA compliant

Ability to program alerts to appropriate staff if rounding observations are missed Optional Admission, Discharge & Transfer (ADT) feeds sent via secure VPN Can send patient observation Records from the system into the patient’s EHR Technical support 24/7 with point of contact and phone number Ability to generate various reports, customize and/or prioritize the system for various alerts, specific checks, permission restrictions as determined by the department Individual login for staff that can use the VA directory Provide real-time, time stamped, digital reporting (patient & staff) to maintain compliance A unique identifier used to identify each patient 1:1 patient-to-staff – system can sound alert if staff falls asleep and provides additional alert at admin station if there is no response changes after the next alert Interactive dashboards that provide an indept look at various data to identify trends or patterns that may occur Notification when patient is out/off the unit (out of proximity setting) Able to access dashboard at Nursing station or manager’s office – to monitor, receive notifications, initiate code response in real time

# Description Qty.

1 Mobile Device (iPAD Mini 6) 8 each

2 Beacons, reusable 80 each

3 Wrist Bands/Clasp set, disposable 1 set (12 month supply-500/pkg)

4 Beacon storage bin; pairing box; charging station

1 set

5 Protective case for mobile device (iPAD Mini 6 Generation)

6 each

6 Case for iPAD Mini 0 6th Generation 2 each

7 Annual License (x48 beds) 1 fee

8 Environment of Care Module 1 each

9 License & System, upgrades, Cloud housing etc. support

1 year

10 EMR Integration – One-time fee 1 month

11 VPN Annual fee 1 year

12 Implentation & Training (5 days / x2 trainers on site)

1 month

The work required of the contractor for installation shall be performed in accordance with this SOW (30 days from award date).

No unauthorized work shall be initiated without the prior approval of the Contracting Officer, program manager or designee. The Contracting Officer shall approve in writing any request or proposal for changes in project scope and/or additional requirements, prior to the Contractor proceeding with any related work.

Any changes made without prior written approval or outside of specified working hours will be made at no additional expense to the Government but at the contractor’s expense.

Any technical questions regarding the installation of the system or its technical operation shall be directed through the designated point of contact (POC) or delegate.

3.2 Training:

Contractor shall provide on-site training to designated VA employees on how to use the system. Contractor shall coordinate with the Program Manager or designee to schedule on-site setup and integration. Training shall consist of the proper use of the system, system management and maintenance of equipment. All training shall be completed no later than 30 days from the final set-up of the system.

4. GENERAL INFORMATION:

4.1 Place of Performance:

The Michael E. DeBakey VA Medical Center Domiciliary Residential Rehabilitation and Treatment facility located at 4320 Old Spanish Trail, Houston, Texas 77021.

4.2 Hours of Operation:

The Domiciliary is a 24/7 facility, however the normal operating hours are from 8:00am to 4:30pm Monday through Friday. All work should be accomplished during normal duty hours, Monday through Friday, excluding federal holidays. The contractor must arrange with the program manager or designee to schedule work and facility access outside of these hours.

The following are federal holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

In addition to the days designated as federal holidays, the Government observes the following days:

• Any other day designated by Federal Statute

• Any other day designated by Executive Order

• Any other day designated by the President’s Proclamation

* Changes to the Statement of Work may only be made by a written modification which is formally executed by the contractor and the Contracting Officer. *

4.3 Period of Performance:

The period of performance shall include one (1) base period and (3) one (1) year option periods. Exercise of option periods is at the discretion of the Government and contingent upon availability of funds.

RECORDS MANAGEMENT LANGUAGE FOR CONTRACTS

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Source: The National Archives Records Administration (NARA). http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html