N065--INTENT TO SOLE SOURCE Nurse Call Activation Ground West -Swing Space 405-24-2-7042-0044

White River Junction VA Healthcare System Nurse Call Ground West Renovation

Statement of Work

2024

Objective

The purpose of this Statement of Work (SOW) is to outline the tasks and responsibilities of the awarded Contractor in relation to the delivery and installation of the Jeron Nurse call system. This document highlights the technical specifications and services being requested by the White River Junction VAMC for consideration towards the purchase for nurse call stations, network hardware, and installation services. Vendors under this proposal shall provide all equipment, accessories, applicable training, and manuals.

Project Management / Equipment Implementation

Product delivery will be the responsibility of the Vendors working with the White River Junction VAMC project management POC, the Vendor will be responsible for coordinating and performing the delivery, implementation, and training for the devices.

Background/Justification/

The White River Junction VA Medical Center intends to install the Jeron system in our newly renovated Ground West (swing space) White River Junction VA Medical Center currently has Jeron installed on 95% of the units of the hospital leaving only a few spaces not covered by the new system. Without nurse call, staff would not have the ability to place a Code Blue Call or for Veterans to initiate calls for help adding additional strain on care teams and support teams. The goal is to quickly and safety install our nurse call standard in the newly renovated space to bring functionality for our patients and front-line staff. The facility s primary goals are to maintain high quality care, standardize and improve safety, more effective and efficient use of staff and overall improvement in patient care. By procuring the standardized equipment, clinical care can be safer and more efficient patient care with increased functionality and clinical system integrations. To accomplish this, the proposed solution involves procuring the same Jeron system in the newly renovated space as the existing system in the rest of the facility, Jeron from SCI. The system includes integrating it with Vocera, Beds, Medical Devices, and Overhead Paging. This standardized implementation aims to streamline workflows, increase clinical response times, reduce time spent supporting the system, provide updated technology, streamline code blue notifications, and increase overall patient experience. Jeron has the ability to plug-and-play devices which will drastically reduce service calls and downtime of the nurse call system. The estimated cost of the Jeron Nurse Call System from SCI is $88,331.94

Equipment Specifications

Equipment: All equipment must be new, state of the art, and not recertified nor refurbished. All equipment must be compliant with current VA requirements including vendor supported operating systems.

Vendor will furnish and turn-key install the Jeron 790 Nurse Call system. Work to include but not limited to providing all equipment, equipment installation, cable, cable installation, project management, programming, certification, as-build drawings, and end-user training. Contractor will provide full unit installation including the following:

System Equipment

Set-up of integration to servers, switches, network hardware, nurse consoles, and patient stations, duty stations, peripheral stations, audio bathroom stations, auxiliary alarm stations, behavioral health tamper proof equipment in specialized areas, pillow speakers, staff/duty terminals, cancel buttons, and dome lights.

Software set up

Cabling installation services

Other

(2) User Manuals

(2) Service Manuals

Information on disposable procurement

Services

Training

Installation

CLIN

DESCRIPTION

QUANTITY

0001

Jeron Nurse Call System Hardware

1

0002

Professional Services

1

0003

Software Support and Assurance Base year

1

Training Provided / Training Materials

Vendor will be required to provide two user manuals.

Vendor will be required to provide two service manuals.

Vendor will be required to provide an on-station in-service on the proper use and setup.

Vendor will be required to provide the cleaning methods/guidelines for nurse call hardware and other accessories.

All employees who will be utilizing nurse call system, including Providers, Technicians, nursing personnel, Biomedical Engineering, and Clinic staff members ("Trainees"), must be trained by an authorized representative by Jeron prior to using the System.

No charge on a mutually agreeable date and time. Jeron will provide multiple training days and cover all shifts of staffing.

Installation

SCI s Responsibilities:

Based on approved deployment work schedule, the contractor shall provide all labor necessary to install, deploy and configure the requirements of WRJ VAMC

Contractor shall receive and place equipment in the pre-arranged designated areas at the WRJ VAMC

The Contractor shall unpack and install all equipment in the designated area, and dispose of all trash. Disposing of the trash is the responsibility of the Contractor.

Contractor shall perform all installation and configuration necessary to complete the work, plus perform technical service checks to ensure product is fully operational in accordance with manufacture operating standards.

Vendor will coordinate all site visits with the Biomed staff at least 24 hours in advance.

The vendor will provide at-least a 5-year manufacturer warranty on the device from the date of installation.

The vendor will assist with integrations with Vocera and overhead paging.

The SCI contractor will ensure installation of the system is timed with general contractor schedule for the WRJ Ward Renovation schedule.

The SCI Contractor will provide placement documentation to include gang box sizes, placement, and conduit needs.

Medical Center s Responsibilities:

Providing access to patient care spaces, hallways, and equipment rooms during normal business hours for implementation of the general system installation requirements.

Providing a single point of contact to work with in planning and implementing the services described.

Assign additional clinical staff during the transitions

Responsible for any structural changes (cabinets, desks, etc.).

Customer will be responsible for networking the device on the VA network with assistance provided from the vendor as needed.

On-site assembly and installation of items and performance of services identified in this document will take place during hours defined as: 0730 to 1500 (i.e.: 7:30 am to 3:00 pm ET), Saturday or Sunday, excluding Federal Holidays

High risk clinical areas shall require after hours install.

The Contractor is required to provide all tools, labor, and materials to complete assembly and installation of the items detailed in this document.

The Contractor shall have an on-site representative for the duration of assembly and installation to serve as the primary interface with the WRJ VAMC staff.

The WRJ VA will provide a staging area for the equipment to be staged before deployed

Delivery Location

Contractor shall deliver all equipment to the:

White River Junction VA Medical Center

163 Veterans Dr.

White River Junction, VT 05009

ATTN: Rebecca Halmich

Records Management

The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract:

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.

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.

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.

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.

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

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

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.

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.].

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.

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.