Request for Information (RFI) 36C24126Q0178 VISN 1 Upgrade Nurse Call Systems BPA This is a request for information (RFI) seeking feedback from industry on a VISN wide need to upgrade the nurse call systems. The VA New England Healthcare System (VISN 1) is seeking information from OEM sources of nurse call systems as to what salient characteristics will result in procuring the most effective nurse call systems. This information will be used for preliminary planning purposes only. No proposals are being requested or accepted at this time. This is not a solicitation and no contract shall be awarded from this RFI. The purpose of this RFI is to gain industry feedback on the attached Performance Work Statement (PWS) All interested parties responding to this RFI should submit the following information: Company name and address, point of contact with phone number, and DUNS number. Company socio-economic status to identify business as being an SDVOSB, VOSB, Small Business, Hubzone, 8a, Woman Owned, EDWOSB, etc. If an SDVOSB or VOSB, provide proof of registration in the VA Vet Biz website and verification by VA Center for Veterans Enterprise (CVE) or intention of registration prior to submission of offers to a solicitation. All interested firms must be registered in SAM (www.sam.gov). All interested SDVOSB or VOSB firms must be registered in VETBIZ.GOV and Verified by VA CVE and registered in SAM to be eligible for award of Government contracts. Provide the country of origin The response date to this RFI is January 30th, 2026, but the Government appreciates responses as soon as possible. Please submit to Kurt Fritz (Contract Specialist) at
[email protected] and Ashley Kenyon (Contracting Officer) at
[email protected]. This market research is for informational and planning purposes only. This RFI does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. In accordance with RFO 15.101(c)(3)(ii), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. Performance Work Statement (PWS) VISN Wide Nurse Call Systems Upgrade and Replacement Scope/Background: The Performance Work Statement (PWS) describes VISN 1 s requirement to replace Nurse Call systems that have reached their end of life and warrant replacement. The replacements will be performed on Nurse Call systems located in VISN 1, including, but not limited to: White River Junction VAMC, Togus VAMC, VA Connecticut HCS, and VA Central Western Massachusetts. The replacement of end-of-life Nurse call systems will aid in preparation for the VHA electronic Health Record Management (eHRM). Vendor will furnish and turn-key install the Nurse Call Systems. 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 perform a full upgrade on a unit-by-unit basis, including the removal of all existing nurse call devices and cabling. Â Units to be upgraded will be detailed in each subsequent task order placed against this BPA price book. Note: Contractor to turn over all deinstalled serviceable Nurse call parts and equipment to the VA. System Equipment a. Set-up of all 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 and dome lights. b. Software set up c. Cabling installation servers and removal of old cabling d. Other i. (2) User Manuals ii. (2) Service Manuals iii. Information on disposable procurement Services e. Training. Installation. Ongoing Sustainment support options A single blanket purchase agreement price book will be awarded for use by 4 VISN1 medical centers: White River Junction VA, VA Connecticut HCS, Togus VA Medical Center and VA Central Western Massachusetts. Offers should be based on volume of products and services estimated in the table below. Offeror assumes the responsibility for upgrading/replacing all Nurse call, including those that may not be listed on the table in the Parts List. BPA Price List Provide price list of all applicable supplies and services Training Provided / Training Materials a) Vendor will be required to provide two user manuals. b) Vendor will be required to provide two service manuals. c) Vendor will be required to provide an on-station in-service on the proper use and setup. d) Vendor will be required to provide the cleaning methods/guidelines for nurse call hardware and other accessories. e) 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 of the nurse call manufacture prior to using the System. f) No charge on a mutually agreeable date and time. Nurse call manufacture / vendor will provide multiple training days and cover all shifts of staffing. Installation 1. Contractor s Responsibilities: a. Based on approved deployment work schedule, the Contractor shall provide all labor necessary to install, deploy and configure the requirements of VAMC b. Contractor shall receive and place equipment in the pre-arranged designated areas at the VAMC c. 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. d. 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 e. Vendor will coordinate all site visits with the Biomed/HTM staff at least 24 hours in advance. f. The vendor will provide at-least a 5-year manufacturer warranty on the device from the date of installation. g. The vendor will assist with integrations with Vocera and overhead paging. 2. Medical Center s Responsibilities: a. Providing access to patient care spaces, hallways, and equipment rooms during normal business hours for implementation of the general system installation requirements. b. Providing a single point of contact to work with in planning and implementing the services described. c. Assign additional clinical staff during the transitions d. Responsible for any structural changes (cabinets, desks, etc.). e. Customer will be responsible for networking the device on the VA network with assistance provided from the vendor as needed. 3. 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 o High risk clinical areas shall require after hours install. 4. The Contractor is required to provide all tools, labor, and materials to complete assembly and installation of the items detailed in this document. 5. The Contractor shall have an on-site representative for the duration of assembly and installation to serve as the primary interface with the VAMC staff. 6. The VA will provide a staging area for the equipment to be staged before deployed Delivery Location Will be specified in the Task order where the equipment will be delivered Records Management 1. The following standard items relate to records generated in executing the contract and should be included in a typical procurement contract: 2. 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. 3. 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. 4. 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. 5. 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. 6. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. 7. The Government Agency owns the rights to all data/records produced as part of this contract. 8. 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. 9. 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.]. 10. 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. 11. 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. The A&A requirements do not apply, and a Security Accreditation Package is not required VAAR security clause: