S02 36C24W26Q0142.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Patient Elopement System CHIP-IN| 623

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

SOLICITATION NUMBER*

RESPONSE DATE/TIME/ZONE

ARCHIVE

RECOVERY ACT FUNDS

SET-ASIDE

PRODUCT SERVICE CODE*

NAICS CODE*

CONTRACTING OFFICE ADDRESS

POINT OF CONTACT*

95652

36C24W26Q0142

04-24-2026 9:00AM CENTRAL TIME, CHICAGO,

USA

15 DAYS AFTER THE RESPONSE DATE

N

SB

541519

Regional Procurement Office West (RPOW)

3237 Peacekeeper Way Building 200 Suite 204 McClellan Park CA 95652

Contract Specialist Amelia Roberson Amelia.Roberson1@va.gov

PLACE OF PERFORMANCE

ADDRESS Eastern Oklahoma VA Health Care System

Tulsa VA Medical Center

440 S. Houston Ave

POSTAL CODE 74127

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

ELOPEMENT ALARM SYSTEM

(i) This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with part 12. This announcement constitutes the only solicitation.

Offers are being requested and a separate written solicitation will not be issued.

Solicitation Number 36C24W26Q0142. This solicitation is issued as a request for quotation (RFQ). The government requires that all contractors doing business with this office be registered with the System for Award Management (SAM). No award can be made to a company that is not registered in SAM. For additional information and to register in SAM, access the website at https://ww.sam.gov/. Please ensure representations and certifications are complete to allow Contracting Officers to determine your business size and any additional socio-economic categories, if applicable.

The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2026-01, March 13, 2026.

This is acquisition is a set-aside for small business concerns. NAICS Code 541519.

Business size: 150 Employees.

The FSC/PSC is 6515.

Tulsa VA Medical Center 440 S. Houston Ave, Tulsa, Oklahoma 74127 is seeking to purchase an Elopement Alarm System.

All interested parties shall provide quotations for the following:

(ii) Line Item Description Quantity

0001 CLIN 0001 Door Alarm Controllers

8 EA

0002 CLIN 0002 Nurse Station Annunciators

16 EA

0003 CLIN 0003 Wanderguard Blue Bracelets

50 EA

0004 CLIN 0004 Wanderguard Blue Door Bundle, Starter Kit, Transmitters

1 EA

0005 CLIN 0005 Wanderguard Installation Project Management

1 EA

https://ww.sam.gov/

General:

PURPOSE / OBJECTIVE: Eastern Oklahoma VA Health Care System (EOVAHCS) requires a contractor to supply and install an Elopement Alarm System to notify nursing staff of monitored patients leaving that are identified at elevated risk for elopement at the Tulsa VA Medical Center. The contractor will be required to supply and install all components and to monitor 8 doors on 4 floors and 16 annunciating stations including wiring between all devices in accordance with this statement of work in a cost effective, efficient, and safe manner, while in accordance with the VA Mission.

BACKGROUND: A facility in Tulsa, Oklahoma, is currently being renovated for the purpose of being used as the new Tulsa VA Medical Center (VAMC) in June 2026. The facility will need an Elopement Alarm System. The facility is currently under control of VHiT and the construction contractor remodeling the facility. The Elopement Alarm System is required to be installed during the hospital activation period so that it is functional before first patient is seen.

(iii) Description of Item: Elopement Alarm System SALIENT CHARACTERISTICS: Contractor is required to provide the following products, Brand Name or Equal, including installation at the location outlined in this SOW. Elopement system must be compatible with and integrated with the Jeron Provider 790 nurse call system.

Wanderguard Blue Door Alarms Controller

• Wirelessly identifies bracelets within range and issues alert

• Capable of upgrade to provide the following:

(1) Proximity Awareness

(2) Auto-Door Locking Mags

(3) Access Keypads/Badge Readers

Wanderguard Blue Nurse Station Annunciators

• Provides audible indication of door alert at 4 locations on 4 floors

Wanderguard Blue Bracelets

• Durable/Cut-Resistant Bands

• IP67 or better water ingress protection

• Smooth surface for easy sterilization

Wanderguard Blue Door

• Bundle, Starter Kit, Transmitters

ADDITIONAL REQUIREMENTS:

- The system will need tamper monitoring and battery monitoring for the bracelets. Coverage area on each floor is about 15,000 sqft.

- System will need to provide audible alarm only, door locking not required.

Elevators in this area are already access controlled, no interlock necessary.

(iv) Date and Place of Delivery: Delivery shall be provided 60 days ARO. Delivery shall be freight on board (FOB) – Destination.

Eastern Oklahoma VA Health Care System Tulsa VA Medical Center 440 S. Houston Ave Tulsa, OK 74127

Delivery and receipt of the proposed items are anticipated to be directed to the location identified above. Confirmation of delivery location will be provided by the VA COR post-award. Delivery must be coordinated with VA COR before any delivery attempts.

Any item that has not been coordinated will be turned away and any additional charges will be the responsibility of the sender/transportation company.

Contractor`s responsibility will include offloading the equipment from the truck, moving the equipment to the correct delivery location in the space, uncrating or unboxing the equipment, removing all trash, and setting up the equipment according to the manufacturer`s specifications, followed by testing the equipment to verify that it is operational. Equipment installation paperwork & warranty information must be handed to the approved government contact onsite.

a) Delivery/Period of Performance: The VA requires delivery and installation of product between May 2026 and August 2026 as required by the construction contractor. After award delivery times will be coordinated through the COR.

Delivery shall be freight on board (FOB) – Destination.

The Contractor shall furnish all contract oversight, management, Technically Trained Personnel, OEM authorizations to support provision and installation of OEM products, applicable licenses, uniforms, equipment, tools, materials, supplies, storage, insurances, shipping and delivery costs, and transportations necessary to provide the products, and associated installation, for EOVAHCS in accordance with this SOW. Any services associated with this product are considered non-personal services. The Contractor, its employees, agents, and subcontractors shall not be considered VA employees for any purpose of fulfilling the SOW and shall be considered employees of the Contractor.

Qualifications of the Contractor: For a contract of this size, scope and complexity, the successful Contractor must provide products and perform in a professional manner and quality as recognized by commercial industry standards as good to excellent. Contractor must provide to the COR and CO, and maintain for the life of the contract, written certification from the Original Equipment Manufacturer (OEM) that authorizes the Contractor to provide and install the products and software, as detailed in the Contractor’s quote and identified in this SOW.

VA Standard Business Hours and Federal Holidays

Hours: Normal duty hours are 8:00 a.m. through 4:00 p.m. for the VA and 7:00 a.m.

through 5:00 p.m. for the construction site, Monday through Friday, not including federal holidays. Whenever contact with a facility is required outside of normal duty hours, the Contractor shall coordinate these times with the designated COR.

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following national holidays are observed and for the purpose of this contract are defined as “Legal Federal official holidays.”

New Year’s Day January 1st

Martin Luther King’s Birthday Third Monday in January

President’s Day Last Monday in February

Memorial Day Last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day First Monday in September

Columbus Day Second Monday in October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in November

Christmas Day December 25th

In addition to the days designated as 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 of the United States to be a Federal holiday

b) Noncontract Charges: The contractor shall not perform any service that will result in additional charges without prior approval from the Contracting Officer.

c) Payment: Payment will be made upon receipt of a properly prepared invoice, which references the period for which payment is due, the contract number, and/or assigned purchase order number. The invoice must include the correct payment address.

d) Waste Removal: The contractor is responsible for removing and properly disposing of all waste related to the services provided on-site at all VA facilities.

e) Warranty: Government requirement for standard manufacturer industry warranty term. The government does not accept an extended warranty, which requires advance payment.

f) Manuals: Contractor shall provide electronic copies of the user manuals and repair manuals for each different model of product and software installed under this order or contract at no additional cost to the government.

Installation, in addition to the time required for setup of the individual cells and cabinets. The contractor will provide a senior technical expert for server setup and testing.

g) Quality/Conformance Standards: Refer to the section Safety and Compliance in this Statement of Work (SOW).

h) Rework or Remedy: Rework or Remedy is defined as performing the Service again until the Purpose of this SOW is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the COR. Rework or Remedy occurs at no additional cost to the Government. Payment will be withheld until all services are performed to the Satisfactory level in accordance with this SOW and as documented by the COR.

i) Inspection: Will be performed a representative from OIT and Engineering. Each resultant inspection shall be documented and provided to the COR within 7 days of installation along with any inspection documentation or checklists required by the manufacturer. Any changes in inspection requirements during the period of installation will be communicated to the Contractor immediately.

j) Inspection and Acceptance of Products and Services: The Government reserves the right to inspect and test services in accordance with this SOW and the Contract.

The only individual authorized to officially accept services is the COR. While inspection of services may be delegated by the COR and a shared responsibility with departmental management staff, the COR is ultimately the only authorized individual to approve and accept services on behalf of the VA.

k) Safety and Compliance: The Contractor must perform services and ensure equipment functions in accordance with:

1) local, state, and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines;

2) local, state, and federal Fire and Safety legislation and guidelines, to include VA Health Care System directives and legislation on Fire and Safety, as well as the latest published edition of NFPA-99 (Health Care Facilities Code)

l) Regulatory Requirements: Food and Drug Administration (FDA) Quality System Regulation as stated in 21 CFR Part 820; b. Occupational Safety and Health Administration (OSHA).

m) Medical Center Policies: Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.

n) Contractor Point of Contact (POC): The Contractor shall specify an individual who shall serve as a single point of contact for all contract issues (POC). Contractor must provide the COR and Contracting Office with the POC contact details, to include business phone number or cell phone number and email, as a minimum:

1) Within 5 business days of contract award,

2) Within 5 business days after renewal or extension of services in accordance with, and if permitted by applicable FAR clause, and

3) Within 5 business days prior to a change in the POC by the Contractor.

The POC must be easily accessible by phone and return COR calls within 48 hours of a voice message left by the COR.

o) Contracting Officer’s Representative (COR): Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable. Contractor shall only respond to requests for changes, new products or service, from the COR or the CO. If any product or services is requested from any source, other than the COR or the CO, the Contractor is to advise the individual of this requirement and refuse to respond. Any billing resulting from unauthorized service will not be paid by the government.

p) Authority of the COR: The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract. In the event the Contractor affects any changes at the direction of any person other than the Contracting Officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price or schedule to cover any increase in costs incurred as a result thereof. The Contracting Officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, and/or modify any term or condition of the contract. The Contracting Officer is the only individual who can legally obligate Government funds. No costs chargeable to the proposed contract can be incurred before receipt of a fully executed contract or specific authorization from the Contracting Officer. Any invoicing or charges resulting from unauthorized service will not be paid by the government.

q) Liabilities and Insurance (Protection from Damage/Liability Insurance:

Contractor shall provide all labor, materials, and equipment necessary for protection of VAMC personnel, furnishings, equipment and buildings from damage, and shall replace or repair any damage due to work performed under this contract equal to its original construction and finish.

Contractor must provide the COR and the CO with written confirmation that Contractor has adequate insurance protection against negligent work and other forms of liability.

(v) FAR 52.212-1, Instructions to Offerors–Commercial Products and Commercial

Services (SEP 2023) (DEVIATION OCT 2025), applies to this acquisition.

Please provide the following to Amelia Roberson at Amelia.Roberson1@va.gov

a) Contractor’s Administration Data

1) Company Name

2) Contact Person

3) Title

4) Address

5) City/State/Zip

6) Phone

7) Fax

8) E-Mail

9) Tax ID No

10) Unique Entity Identifier (EUI)

b) Provide a complete quote per line items (v) and (vi) listed above.

c) Acknowledge any and all amendments to solicitations.

d) Complete and return provision 52.212-3 with quote.

e) 52.225-2 Buy American Certificate must be filled out and completed to be considered for award.

Offerors may either (1) complete all relevant portions of the provision or (2) complete paragraph (b) of the provision and indicate that it has completed official representations and certifications online through www.sam.gov

FAR 52.212-2, Evaluation—Commercial Products and Commercial Services

EVALUATION FACTORS: The Government will award a contract resulting from this solicitation to the responsible Offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors will be used to evaluate offers mailto:Amelia.Roberson1@va.gov https://www.sam.gov/

BASIS FOR AWARD: The Government will select the offeror that represents the best benefit to the Government at a price that can be determined fair and reasonable.

Following receipt of offers, the Government will perform a comparative evaluation, in accordance with FAR 12.203(c)(2) of the proposed services. The Government will compare offers to one another to select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in this request for quote will determine suitability.

FAR 52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2023) (DEVIATION OCT 2025)

To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:

"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."

OR

"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"

Quoters shall list exception(s) and rationale for the exception(s), if any.

52.252-1 Solicitation Provisions Incorporated by Reference (FEB1998)

a) 52.204-7 System for Award Management – Registration (NOV 2024) (DEVIATION

NOV 2025)

b) 52.225-6 Trade Agreements Certificate

c) 52.229-11. Tax on Certain Foreign Procurement – Notice and Representation (JUN

2020)

(vi) 52.252-2 Clauses Incorporated by Reference

a) 52.203-17 Contractor Employee Whistleblower Rights (NOV 2023)

b) 52.204-13 System for Award Management (OCT 2018) (DEVIATION NOV 2025)

c) 52.209–6, Protecting the Government’s Interest When Subcontracting with

Contractors Debarred, Suspended, or Proposed for Debarment. (JAN 2025)

d) 52.219-6, Notice of Total Small Business Set-Aside (NOV 2020) (DEVIATION

NOV 2025)

e) 52.222–19, Child Labor—Cooperation with Authorities and Remedies (MARCH

2026)

f) 52.222-35 Equal Opportunity for Veterans (JUN 2020) DEVIATION NOV 2025)

g) 52.222–36, Equal Opportunity for Workers with Disabilities (JUNE 2020)

(DEVIATION 2025)

h) 52.222-50, Combating Trafficking in Persons (NOV 2021) (DEVIATION NOV

2025)

i) 52.225-1 Buy American Supplies (OCT 2022) (DEVIATION NOV 2025)

j) 52.226-8 Encouraging Contractor Policies to Ban Texting While Driving (MAY 2024)

k) 52.229–12, Tax on Certain Foreign Procurements (FEB 2021) (DEVIATION SEP 2025)

l) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management

(OCT 2018)

VAAR Provisions

a) 852.239-71 Information System Security Plan and Accreditation (FEB 2023)

b) 852.239-75 Information and Communication Technology Accessibility Notice (FEB 2023)

VAAR Clauses

a) 852.203-70 Commercial Advertising (MAY 2018)

b) 852.204-72 Personnel Vetting and Credentialing (MARCH 2026)

c) 852.211-70 Equipment Operation and Maintenance Manuals (NOV 2018)

d) 852.215-70 Service-Disabled Veteran-Owned and Veteran-Oened Small Business

Evaluation Factors (JAN 2023) (DEVIATION)

e) 852.215-71 Evaluation Factor Commitments (OCT 2019)

f) 852.232-72 Electronic Submission of Payment Requests (NOV 2018)

g) 852.242.71 Administrative Contracting Officer (OCT 2020)

h) 852.246-71 Rejected Goods (OCT 2018)

i) 852.247-71 Delivery Location (OCT 2018)

j) 852.247-73 Packaging for Domestic Shipment (OCT 2018)

(vii) The submission date and time of proposals are as follows:

a) Friday, April 24, 2026|

b) 9:00am Central Standard Time (CST)

c) EMAIL ONLY: Amelia.Roberson1@va.gov

Questions are due by Monday, April 20, 2026 mailto:Amelia.Roberson1@va.gov