6515--CLC Video Monitoring System COVID

This is a Combined Synopsis/Solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only Solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number 36C25721Q0204 is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular. SET-ASIDE: This requirement is a Service Disable Veteran Owned Small Business and Veteran Owned Small Business Set-Aside, the NAICS is 334614. In order to be eligible an offeror must be small for the applicable NAICS code at the time of the quote submission and at the time of award. Only qualified offerors may submit bids. Introduction: A Firm Fixed Price award will be made to the lowest priced quote which conforms to the requirements within this solicitation and represents the best price to the Government. Description of Services: The Contractor shall provide all personnel, supervision, transportation, equipment as outlined in the Statement of Work. See the Statement of Work for full details. Place of Performance: Department of Veterans Affairs Medical, Amarillo Health Care System, 6010 Amarillo Blvd, Amarillo TX 79106 Type of Contract: A Firm Fixed Price Base Plus Four Option Year Preventative Maintenance Renewal Tentative Period of Performance: Based Year: January 1, 2021 December 31, 2021 Option Year 1: January 1, 2022 December 31, 2022 Option Year 2: January 1, 2023 December 31, 2023 Option Year 3: January 1, 2024 December 31, 2024 Option Year 4: January 1, 2025 December 31, 2025 Site Visit: NA Amarillo VA Health Care System Statement of Work (SOW) Base + 4 Option Years GENERAL GUIDANCE Title of Project: Virtual Patient Fall Monitoring and Fall Prevention System Background: As part of the Department of Veteran Affairs (VHA) patient safety initiatives, the Amarillo VA Healthcare System (AVAHCS) in Amarillo, Texas currently employs traditional patient fall prevention mechanisms to reduce the incidence of patient falls. The AVAHCS is pursuing an intelligent video monitoring solution, to include virtual bed-side rails, which utilizes video cameras in all the patient rooms combined with sophisticated virtual motion detection software to indicate the likelihood of an upcoming patient fall. The use of this system facilitates continuous remote monitoring of patients by staff positioned at designated nurse stations. The use of this intelligent video monitoring and fall prevention system is expected to reduce the number of patients falls and increase the overall safety of AVAHCS patients. The System consists of several technology components which are used to monitor patients, predict falls, and provide administrative reports. The System includes physical components which the contractor shall install in the patient's room, at the nurse station desk, and in the server room or communications closets. In the room, the System includes a specialized computer manufactured by the contractor, an attached camera which is mounted on the ceiling near the foot wall aligned with the middle of the bed, and an infrared receiver which is attached to the in room computer and mounted either on the ceiling or on the frame of the television. At the nurse station desk the System provides a touchscreen monitor which allows nurses to visualize their patients. In the designated server room, the contractor shall provide 2 IBM x3650M3 servers (or equivalent), a Motorola BSR2000 Cable Modem Termination System (CMTS) (or equivalent), a Cisco SF300-24 switch (optional, or equivalent), and an IBM UPS3000 battery backup (or equivalent). The System relies on the coaxial cable television cabling in the hospital to carry its data connection between the servers in the server room and the in-room computers. The CMTS provides the bridge between the switched Ethernet network and the DOCSIS cable network and requires that the cable television plant support reliable two-way communications. In some instances, the contractor may find that the existing cable plant was only designed to facilitate one-way communication, typically because the existing powered components (such as RF amplifiers) are unidirectional. For this reason, the contractor should perform an assessment of the cable plant to determine which components need to be replaced. Per the contract, the replacement of this equipment shall be covered in the contractor's cost. The contractor then tunes the cable plant such that both reliable two-way data communications and optimal television signal quality are achieved throughout the hospital. Scope of Work: The Contractor shall provide, install, and configure an intelligent video monitoring and fall prevention system (see C. TECHNICAL REQUIREMENTS for system and service requirements) to monitor designated patient bed areas to reduce the number of patient falls and increase the overall safety of AVAHCS patients. This system shall be installed in the AVAHCS Thomas E. Creek VA Medical Center in Amarillo, Texas. The Contractor shall install the systems at designated patient bed as those beds become available. AVAHCS will coordinate bed availability with the Contractor. The Contractor shall deliver the following equipment to include providing all labor to install and make the virtual fall monitoring system fully functional: Contractor shall coordinate the installation schedule with the Contracting Officer's Representative (COR). Set-up and Configuration: All equipment shall be fully functional prior to acceptance by AVAHCS. System Networking Equipment: All server and equipment necessary to integrate all individual units into a common system, to include all cabling and interconnectivity for a stand-alone system, residing on AVAHCS existing Engineering network Cabling to TV: The Contractor shall provide all necessary cabling including connections between various floors, nursing units, etc. to make the system complete and independent from other existing VA networks. All required equipment shall be fully installed by the Contractor, to include painting, fire caulking, and patching of walls, and other barriers penetrated by Contractor. Contractor shall be liable for any damage to VA property during installation or removal of Contractor owned equipment at no cost to the VA (this may include, but not limit to: drywall/ re-plastering to appropriate finish/paint with matching paint identified by paint scheme from interior design, replacement of damaged ceiling tiles). Contractor shall stage the installation of equipment by ward/room based on bed availability as determined by AVAHCS. The Contractor shall coordinate scheduling with the COR; in-tum, the COR will obtain internal approvals with the Nursing Service and other AVAHCS representatives as determined necessary. Installation will be scheduled based on the least disruption to patients and staff. Noise levels are to be controlled to a minimum so as not to disturb patients. Contractors shall not touch or move patients' belongings or medical supplies/equipment. Performance Period: The period of performance shall be for 12-months from date of award, with the availability of 4 one-year options. Hardware installation shall be completed within 60 days of award. Normal hours of operation are Monday - Friday 0800am to 0430pm. Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO). There are 10 Federal holidays set by law (USC Title 5 Section 6103) that AVAHCS follows: Under current definitions, four holidays are set by date: New Year's Day Independence Day Veterans Day Christmas Day January 1 July4 November 11 December25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six holidays are set by a day of the week and month: Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November Type of Contract: Firm Fixed Price. CONTRACT AWARD MEETING The Contractor shall not commence performance of the services identified in this SOW until the Contracting Officer (CO) has conducted a post-award conference or has advised the contractor that a post-award conference has been waived. TECHNICAL REQUIREMENTS Category Description Task POC Site Survey/Site Visit During the site survey, Contractor will Provide access to the facility and all required Please notify the VA POC of intent to attend site visit no later than 12-09-2020, at Noon local time. Site Visit is tentatively scheduled for 12-14-2020, at 1:00 PM, local time. In accordance with current procedures, the contractor will need to provide a negative PCR test within 24 hours of the on-site visit. Contractors will limit site visit personnel to 1-2 persons per company and go through the COVID screening process upon arrival at the site. Contractors will give negative PCR screen paperwork to Site POC to turn in to Infection Control. If recurrent visits are required, a new negative PCR test will be required if >48hrs from the last time they were on-site. Masks/ facial coverings must be worn at all times while on site. The same requirements will be required for installations of equipment after the contract has been awarded. work with the VA to determine the appropriate placement of all server room equipment, will inspect the cable television distribution network, and will inspect sample rooms. communications closets Survey server room and cable demarcation closet VA/Contractor Identify location and mounting for servers VA/Contractor Identify location and mounting for CMTS VA/Contractor Determine the placement and method for installing the Room Control Platform and cameras VA/Contractor Server installation Contractor shall provide their own server rack to accommodate 5U of rack space for its two IBM 3650- M3 servers, labelled "Video Gateway" and "Application Server". Provide servers &rack Contractor Provide server rack location and power VA Install and cable servers Contractor Server Switch configuration Contractor shall provide a IU Cisco SF300-24. To be located on same server rack noted above., or can utilize ports assigned on an existing VA switch. Provide power VA Install and cable switch VA/Contractor Backup Power Contractor shall provide Provide either backup "red" VA CMTS installation and configuration sufficient sized Uninterrupted Power Supply (UPS) units for their network devices Contractor will provide a lU Motorola BSR 2000 Cable Modem Termination System (CMTS), which will provide a DOCSIS data signal on the hospital's coaxial television cable plant. DOCSIS is an open standard and does not preclude other vendors from utilizing the coaxial television cable plant. Contractor will install high pass and low pass filters upstream from the CMTS to filter the local cable provider's downstream signal from entering the cable television plant power for Contractor servers, switches, and CMTS, or provide a battery backup unit. Provide 1U of rack space and power, proximate to the cable distribution closet Install and cable CMTS Provide existing television channel frequency plan Configure CMTS downstream frequency to an open channel Install high-pass and low-pass filters between the cable head- end and the cable distribution network Insert CMTS signal into cable distribution network VA Contractor VA Contractor Contractor Contractor downstream from Contractor's CMTS High-pass, low-pass Two-way plant Cable plant tuning Contractor will survey the cable plant to assess its readiness for bidirectional communication between Contractor's in room computer and the cable head-end. Contractor will determine which, if any, equipment needs to be upgraded, and will do so at Contractor's expense. Contractor will then balance the cable system so that it supports bidirectional communication at all endpoints, and so that television quality is unaffected or improved. Perform cable plant survey VA/Contractor Determine which distribution equipment (e.g. amplifiers, taps, splitters) will need to be upgraded Contractor Provide and install upgraded distribution equipment Contractor Balance cable television plant Contractor Verify DOCSIS communications Contractor Verify television quality VA/Contractor VLAN Configuration To facilitate communication between the Configure VLAN Assign IP VA Contractor servers and its nurse station monitors, a VLAN dedicated to Contractor should be configured on the Engineering Network. The VLAN addressing should be provided by AVAHCS Engineering, with at least 3 + N IPs, where N Is the number of nurse station monitors to be installed. Contractor will install a Planar touchscreen monitor with an intel NUC PC mounted to it at each nurse station. The nurse station will require one l lOV outlet, and will require a switch port assigned to the Contractor VLAN. Contractor provided specialized computer. addressing and communicate to Contractor Assign switch port(s) m server room Provide a switch port assigned to the VLAN. Verify/Install a network data drop at each nurse station location. Provide desk space and l lOV outlet Install and configure nurse station monitor. VA VA Contractor Nurse Station installation/ Room Installation Camera Installation Contractor provided ceiling mounted camera. Install Contractor End-user workstation web link End users will access the Contractor application from a web interface. Create a shortcut on appropriate end user workstations which launches the Contractor web interface. Contractor User Training and User Manuals Key designated end- user and system administrators shall receive suitable end- user training and materials Designate administrator(s) and staff to receive training VA/Contractor Technical Training and Related Materials Designated maintenance personnel shall receive suitable end-user training and materials sufficient to provide day-to- day maintenance and upkeep of the system. Designated maintenance personnel shall receive suitable end-user training and materials sufficient to provide day-to- day maintenance and upkeep of the system. Provide appropriate manuals, user guides, and literature Contractor Additional Technical Requirements Contractor designed end- user system allows authorized users to view monitored rooms from the Nurse s Station. Privacy and access options are configured by the AVAHCS. Contractor designed virtual side rails allow AVAHCS to activate a safety module that will notify the nursing station when a patient exits a defined area. Monitor patients who are at risk for falls VA/Contractor Fall Management Program The Fall Management Program allows the AVAHCS to separately file, identify and research the activity of patients for whom virtual bed rails were engaged. Track patient monitoring VA/Contractor DELIVERABLES The Contractor shall complete the technical requirements listed in "C" in the following designated locations: Rooms In Room Computer Count Unit/ Floor Room Numbers Comments 54 CLC Software, licensing, and all associated maintenance for all in room computer hardware and mobile hardware. BASE PERIOD 4 CLC Common areas 4 Mobile cameras and associated hardware are required for deployment in Hallways, Living Area, Dining Room, Rec Room as needed. BASE PERIOD 50 CLC In Room Computer portable cameras and associated hardware. Room numbers shall be determined based upon clinician decision. Estimated number of rooms is 50. In Room Computer mounts shall be installed in each CLC room in the instance that in room cameras need to be relocated. BASE PERIOD 1 CLC Initial training, onboarding, go live clinical and technical support services. BASE PERIOD 1 CLC Contractor shall provide all labor, materials, equipment, and software to install in room computer mounts, brackets, and all associated hardware. Estimated number of CLC rooms is 130. Installation includes 2 nurse monitor stations. BASE PERIOD 54 CLC Software, licensing, and all associated maintenance for all in room computer hardware and mobile hardware. OPTION 1 54 CLC Software, licensing, and all associated maintenance for all in room computer hardware and mobile hardware. OPTION 2 54 CLC Software, licensing, and all associated maintenance for all in room computer hardware and mobile hardware. OPTION 3 54 CLC Software, licensing, and all associated maintenance for all in room computer hardware and mobile hardware. OPTION 4 CHANGES TO THE STATEMENT OF WORK The CO is the only individual authorized to approve changes or modify any of the requirements under this contract. The Contractor shall communicate with the COR on all matters pertaining to contract administration. The COR is designated to represent the CO in furnishing technical guidance and advice regarding the work being performed under this contract. The foregoing is not to be construed as authorization to interpret or furnish advice and information to the Contractor relative to the financial or legal aspects of the contract. Enforcement of these segments is vested in and is the responsibility of the CO. Only the CO is authorized to make commitments or issue changes affecting price, quantity or performance of this contract. In the event the Contractor effects any such change at the direction of any person other than the CO, the change shall be considered to have been made without authority and no adjustment shall be made in the contract price to cover any increase in cost incurred as a result thereof. Invoice and payment information should be sent to: Department of Veterans Affairs Financial Services Center P.O. Box 149971 Austin, TX 78714-971 TRAVEL Contractor shall be responsible for all travel. GOVERNMENT RESPONSIBILITIES The government shall provide a COR as the technical expert and Contractor's point of contact. The government shall provide escorts and reasonable access to equipment when required. The government shall cooperate with Contractor personnel so that service can be performed efficiently and without interruption. The government will provide escorted access to patient care areas and any sensitive areas. The Contractor shall coordinate access to all areas with the COR or Facility POC in order to minimize the negative impact on patient care. The government shall schedule and coordinate install locations with the Contractor so as to minimize disruption to patients and patient care activities. CONTRACTOR REQUIREMENTS Contractors shall be equipped with all necessary tools, equipment, and any Personal Protective Equipment (PPE) to perform the work safely, effectively, and timely. Contractor shall be responsible for all required permits and coordination with AVAHCS infection control. Contract employees shall be required, upon request, to provide the COR with Material Safety Data Sheets (MSDS) prior to bringing any chemicals to the facility for use. The MSDS shall be reviewed and approved by the COR prior to the chemicals being used. The Contractor shall provide a weekly status report to the COR. Contractor must follow VA National Safety Standards when disturbing asbestos/mold during installation of cable/wiring where asbestos may be encountered during installation. CONFIDENTIALITY AND NONDISCLOSURE The Contractor understands and agrees that confidential information (patients, employee, or facility) must be secured and protected at all times. The Contractor and its personnel shall be held liable in the event a breach of confidentiality occurs as a result of the Contractor or its employees. The Contractor may be required to establish a Business Associate Agreement with the AVAHCS. CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Position Sensitivity: The position sensitivity/risk level has been designated as Non-sensitive/Low Risk. Background Investigation: The level of background investigation commensurate with the required level of access is Minimum. Contractor Responsibilities: Contract employees shall be issued contractor badges for physical access only. This requires for contract employees to: Complete fingerprinting at the AVAHCS badging station at the Amarillo campus. Complete the OF306 and have two forms of federally acceptable ID. Successfully complete a SAC background screening. The contractor shall pay for lost or missing employee badges issued by AVAHCS. The cost for these lost or missing badges will annotated on and deducted from invoice payments. The contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with contractor personnel security requirements may result in termination of the contract for default. Patent Summary Ihttp://portal.uspto.gov/pair/PublicPair Registration# Title Filing Date Grant Date Status VIDEO BASED MONITORING SYSTEM NON-INTRUSIVE DATA TRANSMISSION NETWORK FOR USE IN AN ENTERPRISE FACILITY AND METHOD FOR IMPLEMENTING SYSTEM AND METHOD FOR PREDICTING PATIENT FALLS- Track 1 System and method for predicting patient falls SYSTEMS AND METHODS FOR DYNAMICALLY IDENTIFYING A PATIENT SUPPORT SURFACE AND PATIENT MONITORING Electronic Patient Sitter Management System and Method for implementing NOISE CORRECTING PATIENT FALL RISK STATE SYSTEM AND METHOD FOR PREDICTING PATIENT FALLS FOR IMPLEMENTING Methods and systems for monitoring quality and performance at a healthcare facility Methods for refining patient, staff and visitor profiles used in monitoring quality and performance at a healthcare facility Methods for refining patient, staff and visitor profiles used in monitoring quality and performance at a healthcare facility Monitoring patient support exiting and initiating a response Status Codes Issued The patent has been accepted and issued by USPTO. Licensed obtained license to the patent from the original assignee. Allowed Examination by USPTO has completed, but the patent has not yet issued. Pending The patent has been filed and is under consideration by the USPTO.