Sources Sought Template.docx

This Sources Sought Notice is for informational and planning purposes and shall NOT be construed as a solicitation or as an obligation or commitment by the Government at this time. This notice is intended strictly for market research. The purpose of this Sources Sought notice is to determine interest and capability of potential firms relative to the North American Industry Classification Code (NAICS) 334510. The Department of Veterans’ Affairs is seeking all firms, small manufacturers, or distributors of small business manufacturers, of:

Brand Name or Equal Patient Elopement Management System The VA New York Harbor is seeking sources for the Patient Elopement and Wandering Prevention System for multiple areas of the ST Albans Campus.

1 PART 1 GENERAL

1.01 OVERVIEW

A. Provide a complete working patient elopement management system based upon the specification outlined here to include all necessary devices that provide the functions listed in this specification for VA New York Harbor Health Care System St. Albans Campus. This facility will be referenced as St. Albans CLC in this specification.

B. This system should include geofencing functionality to track the cognitive impaired patients and their locations in the St. Albans CLC, with resident ID at the door. The geofencing feature should be displayed on the workstation monitors by the nursing station, the police, and WHEN office. Wireless programming and configuration are preferred for access control.

C. If an operational function is specified that requires hardware or software to complete that specific function, then consider that software or hardware is part of this specification.

D. This patient elopement management system should utilize existing VA network switches and provide workstations at nurse stations as well at police and WHEN station. The system shall utilize uninterrupted power supply whenever possible to ensure operational continuity during unexpected power outages. Wiring shall be CAT 6A cable, control wiring for power distribution. All remote devices utilizing standard structured cabling shall be capable of PoE (Power over Ethernet) or power supplied within the CAT 6A cable jacket. Wiring shall be capable of either being installed in conduit or cable trays, where shown on the plans. Patient elopement management system cabling may be run along with other low voltage and data cables where permitted by code. The system cabling to be separated from any high voltage AC or DC wiring that exceeds 90 volts, or which violates any national or local electrical code. The system shall include a signaling mechanism that automatically notifies the server or designated workstation whenever any hardware component experiences a loss of power or communication, triggering a maintenance alert.

E. The system shall be utilizing the existing VA network infrastructure to minimize the cost of this project. The system shall utilize endpoint hardware and software components that possess an existing, approved Enterprise Risk Assessment (ERA), and the application shall be listed as approved in the VA Technical Reference Model (TRM).

F. All software applications shall be HIPAA and PIPEDA compliant and shall allow for patient name aliases and alternative display methods. Complex usernames, expiring passwords, granular permission settings and role-based security shall be standard. All databases shall be ODBC compliant.

G. If a Windows system is used for the workstations, it needs to have the most updated Operation System version, preferably Windows 11.

H. The disposable bracelets must be cut-resistant and available in different sizes for patients. The tags on the bracelet must have a battery life of at least 3 years.

I. The detectors are to be installed on the elevator and ceiling of every door exiting a patient ward, including those toward the main hallway, exiting the fire emergency staircases, exiting the main building, and elevators. There is a need for coverage for a total of 76 doors and 4 elevators in the building.

J. At every designated door, there should be a detector, a controller, an annunciator. Once the patient with a tag is detected near the door, the detectors installed at the doors exiting each patient ward should alarm by the door and the designated workstation at the nurse station. The detectors installed outside of the patient wards should alarm at the workstations at police station and WHEN office.

K. Detectors installed at the elevators can be a stand-alone unit, alarm at the elevator, and prevent the elevator doors from closing. The fire/emergency codes should override the patient elopement management codes programmed on the elevators. VA would provide the information on the current elevator contractor. The selected vendor of this project will need to coordinate all the installation of the device with the elevator company and confirm compatibility of the patient elopement system with the existing elevators on site. If necessary, the selected vendor shall subcontract out to the elevator contractor for labor and material that are not covered under the existing service agreement between the VA and the elevator contractor.

THIS IS NOT A SOLICITATION AND DOES NOT OBLIGATE THE GOVERNMENT TO ISSUE SOLICITATION. Please be advised that the Government will NOT pay for any information submitted under this announcement. The applicable North American Classification System (NAICS) Code for this requirement is 334510 (Other Communications Equipment Manufacturing). Responses from Interested parties are due to be submitted by e-mail to Aleta.Jennette@va.gov.

Please provide Name of firm, Socio-Economic category (SIZE) of the firm, complete address, and phone & fax number of contacts, and the equal system you would like to provide.