RFI__PESR_2026_-_Patient_Elopement_System_Replacement.pdf

Patient Elopement System Replacement Project

Department of Veterans Affairs Request for Information (RFI)

RFI # PESR 2026

March 11, 2026

TABLE OF CONTENTS

I. Introduction II. Objective

III. Background IV. Key Action Dates V. Procurement Official

VI. RFI Facility Walk Through VII. RFI Response Format

VIII. Project Requirements IX. Information Being Requested X. Presentations

XI. Proposed Terms and Conditions XII. Additional Information

XIII. Disclaimer List of Attachments/Exhibits

Attachment 1: Patient Elopement System Replacement Project Questionnaire

Request for Information RFI PES 2026 Department of Veterans Affairs Patient Elopement System Replacement Project

I. INTRODUCTION

The State of California Department of Veterans Affairs’ (CalVet) is releasing this Request for Information (RFI) to request feedback on draft requirements for the replacement of the existing Wander Guard System. CalVet is seeking a new Patient Elopement System to provide health and safety monitoring solution for the residents of the Chula Vista Home.

II. OBJECTIVE

CalVet is providing the opportunity for interested vendors to participate in an RFI.

The purpose of this RFI is to obtain information on products and services for replacing CalVet’s existing Wander Guard System. There is an understanding that this project will positively impact the health and safety of the residents within the Chula Vista Home. The system replacement will allow for improved coverage for monitoring residents, better response alerts to staff members, and improved functionality of the system for the users. More importantly, replacing the Wander Guard System will enable CalVet to provide a higher level of care for residents, while adhering to and complying with regulatory state and federal requirements.

The vendor input received in this RFI process will assist CalVet in refining requirements, and in understanding the features and costs of products currently available for potential procurement in the future.

III. BACKGROUND

The Chula Vista Home is a 122,000 square foot Skilled Nursing Facility in need of a complete hardware and physical infrastructure installation replacement on a new Patient Elopement System. Elopement is dangerous and puts the SNF residents at risk. The new system would greatly reduce the risk of residents wandering off into unsafe areas such as the commercial kitchen, boiler/chiller rooms, loading docks, off grounds, and other areas. The elopement system will automate a lot of the necessary monitoring, which will free up staff time for other important tasks. Short-term system and installation costs will be offset by the long-term savings produced by increasing resident retention and continuity of care. The system is a necessary tool to safeguard the health and safety of our residents.

IV. KEY ACTION DATES

Listed below are the Key Action Dates and times by which actions should be taken or completed. If CalVet finds it necessary to change any of these dates, an Addendum to this RFI will be posted on the State’s California State Contract Register eProcurement system.

V. PROCUREMENT OFFICIAL

If interested in participating in the RFI, submit the applicable Attachments to the Procurement Official and email address listed below:

Attention: Long Tang E-Mail Address: ITProcurementServices@calvet.ca.gov

Key Action Date Time

Release of the RFI March 11, 2026 4:00 PM PST

Walk through of Facility Wednesday, March 18, 2026 10:00 AM PST

Last day to submit questions regarding RFI March 20, 2026 4:00 PM PST

Responses to Questions March 25, 2026 4:00 PM PST

Submission of RFI Responses March 31, 2026 4:00 PM PST mailto:ITProcurementServices@calvet.ca.gov

The RFI Response must be sent to CalVet via email to the Procurement Official listed above by March 31, 2026, by 4:00 PM.

VI. RFI FACILITY WALK THROUGH

A walk through of the Chula Vista Home will provide vendors an opportunity to view the facility that may assist with completing Attachment 1, Patient Elopement System Replacement Project Questionnaire.

VII. RFI RESPONSE FORMAT AND CONTENT

Vendors must include:

A. Cover Page (include vendor name, vendor address, and point of contact information (name, title, telephone number, and e-mail address).

B. Response to Attachment 1, Patient Elopement System Replacement Project Questionnaire.

VIII. PROJECT REQUIREMENTS

A. BUSINESS REQUIREMENTS

CalVet is looking for an Elopement System that is reliable, easy to learn, easy to use and maintain, provide prompt alerts, and provide reliable monitoring capabilities. Ideally, we would like to see each of these elements met – examples of how each element can be met are listed below.

1.0 BUSINESS FUNCTIONAL NEEDS

1.1 System Requirements

1.1.1

System that contains the following features:

• A software system that provides a map of the facility that shows/notifies the location of at risk elopement patients and helps prevent them from leaving a safe area without authorization

• High system availability (24/7 operation)

• Redundancy and fail-safe operation

• Battery monitoring for wearable devices

• Web-based or application-based system that includes a mobile app

• Map GUI that shows locations of individual Residents

• Early detection of elopement attempts (before a patient exits the unit/facility)

• Real-time alerts to staff when a patient approaches or crosses a boundary

• Support for high-risk populations

• Continuous monitoring of at-risk patients

• Ability to define safe zones and restricted areas on an individual basis

• Configurable alert thresholds (door approach, door breach, time-based rules)

• Alerts delivered through existing workflows

• Real time reporting and report generation on specific identities, thresholds and all transactions recorded by this system.

• Simple patient enrollment and discharge from the system

• Minimal staff training required

• HIPAA-compliant data handling

• Secure patient identifiers

1.2 System is Easy to Learn, Use and Maintain:

1.2.1 Training is easy:

What is the estimated time it takes to train staff members to utilize the system?

1.2.2

Ease of use and maintenance:

A. How often will parts need to be replaced?

B. How often will the system need to be updated?

C. Is there a yearly subscription or a one-time fee for lifetime use of the system?

D. Are parts proprietary and can only be purchased through your company?

E. What is the manufacturer’s recommendation on maintenance?

1.2.3 Prompt alerts:

What kind of alerts will the system provide the users?

1.3 System Accountability at All Levels:

1.3.1

System’s ability to record all actions taken:

A. Date/timestamp of the locations of at-risk elopement residents throughout the 122,000 SF

Skilled Nursing Facility B. Transaction records of individuals and thresholds

1.4 System Reliability

1.4.1 System reliability:

A. How often does the system experience malfunctions?

B. How often are systems serviced?

1.5 System Requirements:

1.5.1 What are the minimal requirements for this system to operate?

1.6 Estimated Cost of System

1.6.1 What is the estimated cost for the system installed?

IX. INFORMATION BEING REQUESTED

CalVet requests that vendors submit Attachment 1, Patient Elopement Replacement Project Questionnaire.

X. PRESENTATIONS

RFI respondents may be invited to present their submissions via a Microsoft Teams meeting.

A CalVet staff member will contact the RFI respondents and provide an available time slot. An invitation to a Teams meeting will be sent in advance of the presentation time.

The presentation should include the following related to your solution:

1. Features/Functionality

2. Limitations

XI. PROPOSED TERMS AND CONDITIONS

The following are the terms and conditions for the Patient Elopement System Replacement Project that will be incorporated into the final contract. The following Information Technology General Provisions are not included in hard copy but may be viewed at the website link provided below.

Information Technology General Provisions (Effective 02/20/2025) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General- Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

XII. ADDITIONAL INFORMATION

Any additional information not specifically requested, but which the vendor deems important and relevant may also be submitted. Although vendor comments are strongly encouraged and deemed important, the state makes no commitment to those requirements based on input received.

XIII. DISCLAIMER

This RFI is issued for information and planning purposes only and does not constitute a solicitation. A response to this RFI is not an offer and cannot be accepted by the state to form a binding contract.

Responders are solely responsible for all expenses associated with responding to this RFI.

Participants are admonished that the responses to this RFI may be subject to the Public Records Act.

The state is not requesting a solution; rather the intent of the RFI is to validate the project objectives and requirements to better utilize bidder and state resources when responding to the project Request for Quote (RFQ). Please do not include any proprietary information or any specific solutions in your response to this RFI.

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

ATTACHMENT 1

PATIENT ELOPEMENT SYSTEM REPLACEMENT PROJECT QUESTIONNAIRE

The state is requesting interested vendors to provide information regarding their experience and related technologies. Please respond to all questions.

The state may use any or all of this information to develop and finalize requirements to be placed in an RFQ for the Patient Elopement Project Procurement.

# QUESTIONS/ EXPERIENCE VENDOR RESPONSE

1 Background/Experience

Current and historical experience relating to Patient Elopement System implementation and any experience in providing the applicable services and technologies.

2 Experience with Project of Similar Size and Scope Describe your company’s experience with Patient Elopement projects, or one of a similar size and scope.

3 1.0.Business Functional Needs:

1.1 System Requirements

1.1.1. Does system contain the following features?:

• A map of the facility that shows/notifies the location of at risk elopement patients and helps prevent them from leaving a safe area without authorization

• High system availability (24/7 operation)

• Redundancy and fail-safe operation

• Battery monitoring for wearable devices

• Web-based or application-based system that includes a mobile app

• Map GUI that shows locations of individual

Residents

• Early detection of elopement attempts (before a patient exits the unit/facility)

• Real-time alerts to staff when a patient approaches or crosses a boundary

• Support for high-risk populations

• Continuous monitoring of at-risk patients

• Ability to define safe zones and restricted areas on an individual basis

• Configurable alert thresholds (door approach, door breach, time-based rules)

• Alerts delivered through existing workflows

• Real time reporting and report generation on specific identities, thresholds and all transactions recorded by this system.

• Simple patient enrollment and discharge from the system

• Minimal staff training required

• HIPAA-compliant data handling

• Secure patient identifiers

1.2 System is Easy to Learn, Use and Maintain

1.2.1. Training is easy:

What is the estimated time it takes to train staff members to utilize the system?

1.2.2. Ease of use and maintenance:

A. How often will parts need to be replaced?

B. How often will the system need to be updated?

C. Is there a yearly subscription or a one-time fee for lifetime use of the system?

D. Are parts proprietary and can be purchased only through your company?

E. What is the manufacturer’s recommendation on maintenance?

1.2.3. Prompt alerts:

What kinds of alerts will the system provide the user?

1.3 System Accountability at All Levels

1.3.1. System’s ability to record all actions taken:

A. Date/timestamp of the locations of at-risk elopement residents throughout the 122,000 SF Skilled Nursing Facility

B. Transaction records of individuals and thresholds

1.4 System Reliability:

1.4.1. System reliability:

A. How often does the system experience malfunctions?

B. How often are systems serviced?

1.5 System Requirements:

1.5.1. What are the minimum requirements for this

system to operate?

1.6 Estimated Cost of System

1.6.1 What is the estimated cost for the system

installed?