Wander-Elopement Guard System Scope of Work SRC0000034914.pdf

OHIO DEPARTMENT OF VETERANS SERVICES

REQUEST FOR PROPOSAL (RFP)

Executive Summary The Ohio Department of Veteran Services, Ohio Veterans Home Sandusky (OVH-S) and Ohio Veterans Home Georgetown (OVH-G) are seeking bids for replacing the existing Wander Guard solutions, installation located at 3416 Columbus Avenue Sandusky OH, 44870 and 2003 Veterans Blvd Georgetown OH, 45121.

Mandatory Site Visit A mandatory site visit will be held for both locations. Suppliers attending the mandatory site visit are required to sign in and attendance will be taken. The site visit will commence promptly on the date and time listed below, barring any unforeseen circumstances that results in a delay of the site visit. The Mandatory site visits are not required only for Suppliers that attended the mandatory site visits for Sourcing Project SRC0000033725. The State will not be responsible to a Supplier for their failure to obtain information discussed during the site visit due to their arriving after the site visit has convened.

Arrival Time and Date Location Entrance November 4, 2025 Will begin promptly at 11:00am November 5, 2025 Will begin promptly at 10:00am

3416 Columbus Avenue Sandusky, OH 44870

2003 Veterans Blvd Georgetown, OH 45121

Giffin Police Entrance

Main Entrance

State of Ohio Terms and Conditions Terms and Conditions can be located on the Documents tab in this solicitation.

Purpose Objective Replace the current Wander Guard solution with a new solution that ensures reliable protection for at-risk residents (e.g., those with dementia) in senior living or memory care facilities while maintaining dignity and operational efficiency.

Scope of Work (SOW)

1. General System Requirements

• The system must be a standalone wander management solution that monitors and prevents unauthorized exits by at-risk residents, using Bluetooth Low Energy (BLE) technology for enhanced precision and coverage.

• It should integrate resident wearables, door monitoring components, and a centralized platform for alarms, reporting, and location tracking.

• The solution must support scalability for facilities of varying sizes, with wireless configuration to simplify deployment and management.

• It should allow authorized staff or visitors to bypass controlled areas using access codes or badges, without triggering alarms.

• It should integrate seamlessly with System Galaxy for access control and Avigilon Control Center for video surveillance.

• The system must replace the existing RoamAlert wander guard system, including evaluation of compatibility for reusing existing cabling and components where possible to minimize costs and disruption.

2. Resident Wearable Components (Tags/Bracelets)

• Wearables must be discreet, smartwatch-like bracelets that are comfortable, cut-resistant, and tamper-resistant, with a secure locking system to prevent removal.

• Each tag must have a unique electronic serial number for individual identification and tracking.

• Activation must be wireless, using a dedicated detector tool, with support for simultaneous activation of multiple tags.

• Battery life options: 90 days or 3 years, with battery status viewable via a mobile application.

• Waterproof and dust-resistant, rated IP67 for durability in daily use.

• Smooth, high-impact case that is easy to sterilize and resistant to bacteria.

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

• Technical specs: LF frequency of 125 KHz; BLE frequency range of 2400-2483.5 MHz; operating temperature of 32°F to

122°F (0°C to 50°C); humidity tolerance of 0-95% RH at 70°F (21°C), non-condensing; approximate weight of 0.41 oz (11.6 g).

• During replacement, all existing RoamAlert tags must be deactivated and replaced with new compatible wearables, ensuring seamless transition without interrupting resident monitoring.

3. Door and Perimeter Monitoring Components

• Door controllers must detect tagged residents in proximity, trigger alarms, and automatically lock doors (compatible with optional magnetic locks) to prevent exits.

• Annunciators required for visible and audible alerts at protected doors, indicating alarms or "Tag in Field" (TIF) events.

• Support for larger door openings and geofencing to create virtual boundaries for alerts based on resident movement.

• Components should blend aesthetically into facility decor, with wall-mounted keypads for code entry.

• For replacement, assess and potentially reuse compatible RoamAlert door components such as annunciators and keypads if they integrate with the new system; otherwise, install new ones with minimal rewiring due to wireless capabilities.

4. Software and Management Platform

• Centralized management system for alarm handling, reporting, and real-time resident location display on facility maps.

• Mobile application for configuration, monitoring tag data (e.g., activation date, battery level, status), and system management.

• Automated identification of resident locations via supervised bracelets, with enhanced visibility for alarms and warnings.

• Scheduling capabilities for door controllers and access permissions to enhance perimeter security.

5. Features and Functionality

• Pre-Alert technology to notify staff when a resident approaches an exit point, enabling proactive intervention.

• Wireless management of all components for simplified day-to-day operations and reduced wiring needs.

• Stand-alone exit protection with optional extensions for advanced reporting and integration.

• Enhanced location precision using BLE to accommodate various facility layouts.

6. Installation, Maintenance, and Support

• Factory-direct installation by trained technicians to ensure accurate setup and integration with existing security protocols.

• Installation to be performed at our two Nursing Homes located in Sandusky and Georgetown.

o Sandusky Facility

Deployment of 17 sensors across two nursing units (3 North and 3 South), including additional coverage for doors and hallways in the Secrest and Giffin areas.

o Georgetown Facility

Deployment of 15 sensors across two Nursing Units (A1 and C1), including additional coverage for doors and hallways in the area.

• During deployment, systematically replace RoamAlert components including cabling (if incompatible), door controllers, and peripherals; conduct a phased rollout per unit to avoid facility-wide downtime.

• Ongoing maintenance program, including battery testing and system updates, to maintain reliability.

• Compatibility with senior living environments, with minimal disruption during installation.

• Post-installation, provide training for staff on the new system and decommissioning of the old RoamAlert setup.

7. Compliance, Safety, and Benefits

• The system must prioritize resident dignity through non-intrusive design while providing robust safety features.

• Compliance with IP67 standards for wearables and relevant healthcare regulations.

• Benefits include empowering caregivers to focus on care rather than constant monitoring, with tools like geofencing for memory care settings.

Expectations All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations and NFPA standards and be stamped. All Terms and conditions will be in compliance with State of Ohio Terms and Conditions.

Term of Contract A sample DVS Contract can be located on the documents tab of this solicitation.

1. Any subsequent agreements or contracts arising from this solicitation shall begin on the date of signing and the term of the contract shall be until June 30, 2026, or until work is complete.

General Provisions

All work must comply with any ADA and OSHAA Standards and all federal, state, and local regulations and NFPA standards and be stamped. All Terms and conditions will be in compliance with State of Ohio Terms and Conditions.

1. All service work will meet and/or exceed manufacturer/industry standards.

2. Contractor shall at all times in the performance of this work exercise due care and caution for the safety and welfare of the workmen employed on the job, the ODVS/OVH employees, residents and property.

3. The Contractor shall be responsible to repair any and all damages, caused by contractor negligence, to the DVS/OVH property and grounds at the contractor’s expense.

4. All work shall be performed by qualified personnel. Qualifications shall be presented upon request.

5. All Contractor scheduled services must be done at times approved by the appropriate ODVS site representative. All service activities should be performed during regular business hours 7:00am to 3:30pm unless the particular service request requires otherwise.

6. The Contractor and its personnel shall follow all ODVS security check-in procedures upon arrival and while at the facility.

7. The Contractor must sign-in and out of DVS/OVH and pick up an DVS/OVH Contractor badge when performing services at OVH. Failure to sign in and/or out may be grounds for termination and/or deemed as not providing services.

8. Permits and licenses of any nature, necessary for any and all work, shall be secured and paid for by the Contractor.

9. All Contractor provided services must be performed by properly certified personnel, where applicable.

10. The Contractor shall be responsible for removal of all debris from the worksite and cleaning work areas. The Contractor shall keep the premises free of any debris resulting from their work as work progresses. The Contractor shall remove such debris and materials from property.

11. Contractor shall furnish all necessary equipment and crews for the completion of the work outlined in the SOW.

12. Contractor shall provide forty-eight (48) hour notice of intended dates and times of service before scheduled service.

Services shall be performed Monday through Friday (excluding State of Ohio Holidays) between the hours of 7:00am and 3:30pm unless a different time and/or date is approved by ODVS/OVH Site Representative(s) in advance.

13. Rescheduling Services – if for any reason, service is not completed at the mutually agreed upon time, the contractor will reschedule the scheduled service in coordination with ODVS/OVH staff.

14. Contractor must sign and agree to the standard state terms in the documents tab of the solicitation.

Additional Terms and Conditions for Contracts

1. Criminal Convictions. Employees of Contractor or subcontractor(s) with criminal convictions, as identified in Ohio Revised Code (ORC) section 109.572 (A) (2) (a) and Ohio Administrative Code (OAC) rule 3701-13-05 (A) (1), or any other criminal conviction; which in the opinion of ODVS may endanger staff and/or visitors, shall not be permitted to perform work at ODVS under any agreement resulting from this solicitation and responses thereto, unless specifically approved, in advance, by ODVS.

2. Failure to disclose a criminal conviction as identified above shall be grounds for non-award and/or immediate cancellation of the contract.

3. Drug Free Workplace – Contractor will make a good faith effort to ensure that all of the Contractor’s agents’ employees, representative, and sub-contractors while working on State property, will not have or been under the influence of marijuana, medical marijuana, illegal drugs, or alcohol or abuse prescription drugs in any way.

To ensure a safe, productive, and drug-free work environment, all Contractors are subject to random drug testing at any time during their engagement with the Department. Drug tests will be conducted in a manner consistent with applicable laws and regulations.

A random selection process will be used to identify contractors for testing. Selected contracts will be notified and required to submit to a drug test within a specified time frame. The test will be conducted by a certified laboratory chosen by the Department, and contractors will be required to provide a sample under supervision. Contractors will be notified of the results within a reasonable time frame.

All cost associated with random drug testing shall be the responsibility of the Department.

All drug testing results and related information will be treated as confidential and will only be disclosed to individuals with a legitimate need to know.

Bid Submission

1. Contractors shall submit all bids in OhioBuys.

2. All proposals must include a detailed scope of work, outlining the specific tasks and deliverables required for the project.

Additionally, an itemized list of labor and materials necessary to complete the project must be provided. The proposal should clearly define expectations, timelines, and any other relevant details to ensure a complete understanding of the project’s requirements and objectives.

a. Lump sum of labor and materials will not be accepted. (Labor hours, hourly labor amount, and list of all materials and cost for each material.

b. If applicable, known hazards statement.

c. Warranty information.

3. Affirmation and Disclosure form must be completed and submitted.

4. Certificate of Liability Insurance

Evaluation This would be objective criteria which could include experience, qualification, cost availably, and technical compatibility.

Bid Awarding Process Companies considered for award are required to complete an Affirmative Action Plan, or accept the States Plan and affirm being in compliance with the requirements of ORC 125.111 prior to being awarded a contract (Reference Material attached in Documents).

Contractors must agree to our State of Ohio Contract (Sample in Documents).

The intent is to award this solicitation to the lowest and responsive bidder.

Invoicing Invoice shall be detailed to show a breakdown of labor hours, hourly rate and material used and associated cost for material with the Purchase Order annotated on the invoice. Invoices must be considered a proper invoice under ORC 125.01.

Proper invoice can be emailed to invoices@dvs.ohio.gov.

mailto:invoices@dvs.ohio.gov