SAM #36C26026Q0831

VA Seeks New RTLS Patient Elopement System for Boise Medical Center

The Department of Veterans Affairs, Network Contracting Office 20, is seeking sources for a new Real-Time Location System (RTLS) Patient Elopement System for the MedSurge area at the Boise VA Medical Center. - Government Buyer: - Department of Veterans Affairs, Network Contracting Office 20 (V4CONT), Boise VA Medical Center - OEMs and Vendors: - Existing system is Stanley RoamAlert (Stanley Healthcare) - New system must be from an OEM or authorized dealer/distributor/reseller; only new OEM equipment is acceptable - Products/Services Requested: - Complete RTLS Patient Elopement System to replace Stanley RoamAlert - Head end server equipment, power supplies, server and software - CAT6 data cabling, labeled for RTLS - 36 Virtual Wall devices (18 pairs, one in and one out per room) - 30 patient tags with location tracking (within 25 feet) - 100 wristbands with tamper detection for patient tags - Mounting equipment, connections, exciters, gateways, and devices to cover all resident-accessible areas - Alarm management, door locking for two single doors, one double door, and elevator - Services: - Installation, programming, and testing of all devices - Staff training and complete system documentation - 24/7/365 technical support with remote access and onsite repairs within 8 hours - Unique/Notable Requirements: - Only new, original OEM equipment (no used, refurbished, or remanufactured) - Vendors must be OEMs or authorized by the OEM (proof required) - Manufacturer-trained or authorized service engineers/technicians required for all services and repairs - System must provide precise patient tracking, alarm management, staff duress alerts, loitering and door ajar notifications - System must cover all resident-accessible areas in the MedSurge unit - Sensitive patient records may be viewed; access controlled by designated staff

Description

THIS IS A SOURCES SOUGHT NOTICE ONLY. This is not a solicitation for bids, proposals, proposal abstracts, or quotations. The purpose of this Sources Sought Notice is to obtain information regarding the availability and capability of all qualified sources to perform a potential requirement. The responses received from interested contractors will assist the Government in determining the appropriate acquisition method.

The intended contract is a firm-fixed price.

The Department of Veterans Affairs (VA), Network Contracting Office (NCO) 20, is conducting market research to identify potential sources which can provide the following in support of the Boise VA Medical Center, 500 Fort Street, Boise, ID 83702-4501.

The Boise VA Medical Center has a need to procure new Real-Time Location System (RTLS) Patient Elopement System for the MedSurge area of Boise VA Medical Center s (BVAMC). Please review description of requirement on the next page for additional information.

No used, refurbished, or remanufactured equipment/parts shall be provided. This procurement requires service using new Original Equipment Manufacturer (OEM) items only. Vendor shall be an OEM, authorized dealer, authorized distributor, or authorized reseller for the proposed equipment/system, verified by an authorization letter or other documents from the OEM provided at the time of offer. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

Should a set-aside be deemed appropriate, VAAR 852.219-75, VA Notice of Limitations on Subcontracting or FAR 52.219-14, Limitations on Subcontracting shall apply as prescribed.

Full text of clauses available here:

VAAR 852.219-75: https://www.va.gov/oal/library/vaar/vaar852.asp#85221975 FAR 52.219-14: https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52#FAR_52_219_14

Potential candidates having the capabilities necessary to provide the stated services at a fair and reasonable price are invited to respond to this Sources Sought Notice via e-mail to Jennifer Robles at jennifer.robles1@va.gov no later than July 27, 2026, 1PM, Mountain Time. No telephone inquiries will be accepted.

RESPONSES SHOULD INCLUDE THE FOLLOWING INFORMATION: Company name, address, SAM UEI, and business size; point of contact name, phone number, and e-mail address; whether services are presently offered on a current GSA Federal Supply Schedule contract, NASA SEWP, or any other Federal contract. NAICS Code 334290, 800 employees, is applicable to determine business size standard. This NAICS code is not subject to a waiver. Please indicate whether you are able to comply with the Limitations on Subcontracting should a set-aside be issued. Any questions or concerns may also be directed via email to Jennifer Robles at jennifer.robles1@va.gov.

DESCRIPTION OF REQUIREMENTS: Background. The current Stanley RoamAlert system has EOL Windows 7 PCs and there have been multiple issues with the tag detection fields interfering with each other, causing delays in a door locking when an egress risk patient is nearby. Due to the age of the system and the issues, there have been occurrences over the last year where a patient wearing a RoamAlert tag was able to successfully egress the MedSurge area. An RTLS system would provide stronger security by tracking the exact locations of the patients and allowing customized patient tracking solution based upon patient s elopement risk. The equipment is located in the BVAMC s MedSurge inpatient unit. Sensitive Patient Records may be viewed as a result of this requirement. Access to the controlled area will be provided by POC, Clinical Staff, Police Service, or another designated and authorized BVAMC employee. Scope.
The vendor will provide all hardware and software needed to replace the current RoamAlert system in the 18 room MedSurge ward with an RTLS solution that includes locking mechanisms for two single doors, a double-door and elevator. All installation services and training for staff will be included.

The system will have the following capabilities:

Provide the location of tagged individuals within the covered area of MedSurge that are accessible to patients covered by the patient elopement system.

Exceptions to alarms initiated by resident tags may be applied on an individual basis (e.g. transport and transfer protocols). This is programmable by BOISE VA staff.

Ability to set alarm parameters and boundaries.

Ability to easily allow staff escort of monitored resident through protected areas without alarming system.

Provide alarm information presented in an intuitive visual format including location and resident identifier. All building areas should be included within assigned geo-boundaries with associated textual descriptions. These locations and descriptions shall be used to identify resident tag location at system workstations.

Alarms may be cleared at any patient elopement system workstation or at the alarm locations.

The Contractor shall provide resident tags that shall be locatable (ability to locate patient) within 25 feet inside MedSurge.

Notification of the patient location in the event of an elopement as well as monitoring of location of patient in the designated area.

Detects patient movement within seconds in rooms, beds, bays, nursing stations and hallway.

System shall reliably lock doors prior to patient arrival, detect ankle worn tags, and detect tags near patient-room doors without signal interference.

The system shall track patients throughout the 2MS ward via RTLS tracking that covers the entire area.

The system shall include RTLS Staff distress alerts.

Specific Tasks.

The contractor shall provide All data cabling CAT6 and labeled Head end server equipment, power supplies, server and software Associated hardware, mounting equipment and connections Program and test all alarm devices and confirm area and zone Supply complete documentation of system infrastructure to correspond to as-built system components and cabling For each of the 18 patient rooms a Virtual Wall pair, one in and one out per room. 30 patient tags and 100 wristbands with tamper detection capabilities Staff duress capabilities

Physical Configuration The Contractor shall provide and install exciters, gateways and other devices necessary to cover resident-accessible areas of Bldg. 27 floor 2 Med Surge area The system should be configured to report Loitering and Door Ajar events. Event notification shall be communicated in the same manner as alarms. Settings such as schedules, users and event logs should be configurable from system workstations and from a wireless tablet or other smart device.

Post installation The Contractor should provide around-the-clock, (24/7/365), direct access technical support to address any system problems. The Contractor shall offer remote technical support capability, including the ability to remotely access system resources and resolve issues. Contractor shall also respond within eight (8) hours, for any necessary onsite repairs. Remote connection to the system will need to be determined based upon the patient elopement system solution offered.

Performance Monitoring Performance will be monitored by periodic inspections and observation of work. Work will be observed by the POC, or designee, during performance of scheduled maintenance service and inspections and/or during repair service. Equipment operators will be contacted to report on contractor performance when POC, or designee, is not available.

Government-Furnished Equipment (GFE)/Government-Furnished Information (GFI).
No Government supplied Equipment or Information is required or anticipated.

Other Pertinent Information or Special Considerations. Only Manufacturer Trained Service Engineers/Technicians or Manufacturer Authorized Service Engineers/Technicians will perform services and repairs.

Risk Control. The Contractor shall obtain all necessary licenses and/or permits required to perform this work. Contractor shall take all precautions necessary to protect persons and property from injury or damage during the performance of this contract. Contractor shall be responsible for any injury to any contractor representative, or others, as well as for any damage to personal or public property that occurs during the performance of this contract that is caused by the contractor s fault or negligence.

In the event that Patient Information is observed during the performance of work, the Contractor will not discuss any patient issues that may have been observed during the course of the work.

Place of Performance. All service will be performed at the BVAMC MedSurge Service.

Period of Performance. One-year. Delivery Schedule. Service Reports will be emailed or faxed to POC by the 5th workday after completion of the work. Disclaimer and Important Notes: This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

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