J035--Patient Elopement | Installation (VA-26-00064749)

Questions & Answers / Clarifications

This document provides responses to vendor questions regarding Solicitation 36C25726Q0529, clarifying various aspects of the project requirements, scope, and logistics.

• System Compatibility: While the solicitation may mention specific solutions (e.g., Code Alert), equal or better performing alternative solutions may be proposed.
• Installation Requirements: Vendors must adhere to Class III dust containment requirements in patient care areas. Patching and paint are required in Bonham but not Dallas. Removal of legacy system infrastructure cabling is required.
• Infrastructure & Hardware: Rack space is available at both Dallas and Bonham locations, with the host server located in Dallas. The VA will provide a dedicated VLAN and static IP addresses. Vendors are responsible for procuring and installing all network cabling and switching equipment. UPS requirements vary by location; new IT closets will have emergency power, making UPSs unnecessary in Bonham.
• Door & Access Control: Keypads are required on both sides of designated locked doors, including exterior sides of courtyard doors and exterior exits. Courtyard doors should be priced as alarm-only zones but include magnetic lock hardware for future lockdown capability. Existing access control hardware on some doors at Dallas CLC should be interfaced with, not replaced.
• Fire Alarm Integration: The VA will provide fire alarm dry contact outputs at magnetic lock locations; vendors are responsible for running wiring to these contacts. Fire alarm system equipment, programming, or inspection work is not the vendor's responsibility.
• Site Access & Timeline: VA background investigations typically take four to six weeks. The Dallas VAMC and Sam Rayburn Memorial Veterans Center use Symplr Access for credentialing. The Period of Performance (POP) is estimated to be one year from the award date.
• ICRA Requirements: Class III ICRA requirements apply uniformly to all contractor activities in active patient care areas, including inspections.
• Server & Software: The government will provide virtual servers (Nutanix or VMware). Vendors should supply recommended technical specifications for enterprise software packages. The government can provide .dwg files for CAD drawings if needed. Historical data migration is not required.
• Tag & Workstation Quantities: Specific quantities for patient wander transmitters, banding material, and monitoring displays/workstations are provided for both Dallas and Bonham locations.

This Q&A document significantly clarifies technical requirements, installation procedures, hardware responsibilities, and site logistics, impacting how vendors should scope and price their proposals. The mandatory site visit requirement was rescinded. Elevator detection/alarming and elevator egress monitoring are explicitly excluded from the contract scope.

Amendment / Modification

This amendment (0004) to solicitation 36C25726Q0529 extends the deadline for the receipt of offers.

• The hour and date for the receipt of offers has been extended.

• The original deadline for offers is extended to June 25, 2026, at 15:00 CDTX.

• The Request for Quotation (RFQ) is also extended to the same date and time.

Amendment / Questions & Answers / Clarifications

This amendment provides responses to vendor questions regarding solicitation 36C25726Q0529. Key clarifications include:

• Patient Photos: A "photo" of the patient is not a requirement for the alarm identification system.
• Installation Dust Containment: Vendors must adhere to Class III dust containment requirements.
• System Compatibility: Alternative "equal or better" wander management/elopement solutions may be proposed if the vendor is not a Code Alert vendor.
• Cabling Removal: Infrastructure cabling supporting the legacy system is required to be removed.
• Patching and Paint: Required in Bonham, but not in Dallas.
• Dust Containment Levels: Level 3 (with HEPA containment carts) is required near patient areas, but not in comms closets or electrical rooms.
• ID Transmitter Quantities: Specific quantities are listed for Bonham CLC (120), Dallas CLC (140), Dallas 5C400 (10), Dallas 6C400 (6), and Dallas 7C200 (6).
• Banding Material Quantities: Specific quantities are listed for Bonham CLC (15), Dallas CLC (20), Dallas 5C400 (2), Dallas 6C400 (2), and Dallas 7C200 (2).
• Server Rack Space: Ample rack space is available for vendor servers and switches.
• Old Equipment Removal: All cabling associated with "Old Equipment Removal" is required to be removed.
• Future Expansion: While ideal, the patient elopement system is not strictly required to support future expansion into asset/equipment tracking and staff duress functionality.
• Place of Performance: Will be updated to include Bonham VA.
• Remote Support: Vendors will not have the ability for remote support.

This amendment clarifies requirements and may impact vendor proposals regarding system selection, installation procedures, and material quantities. The Place of Performance has been updated to include Bonham.

Amendment / Modification

This amendment provides details for an upcoming site visit. The site visit is not mandatory.

• Site Visit Details (New Information)

• No changes to proposal deadlines or submission requirements are indicated by this amendment.

Amendment / Modification

• The sentence "A Site Visit is mandatory before a bid will be accepted" has been removed from Page 8, paragraph 14.

• Site visits are now stated as NOT mandatory.

• Bidders are directed to refer to paragraph 3 of the Statement of Work section, page 6, for site visit details.

• Page 8, paragraph 14 of the solicitation.

• Statement of Work section, page 6, paragraph 3 (referenced for site visit details).

• The mandatory nature of the site visit has been removed, potentially impacting bidder planning. Bidders should consult the referenced SOW section for updated site visit information.

Form / Attachment / Pricing Sheet

This document is a "PART LIST" that details various components, software, and services related to a security or access control system, likely for a government opportunity. It serves as a detailed catalog of items and their descriptions.

• Part List Numbers: Unique identifiers for each item (e.g., 0001, 0002).
• Description: Detailed names and specifications of the items, including software (e.g., "Code Alert Enterprise Server Software Virtualization", "Windows 10 Configured Client Computer and Monitor"), hardware (e.g., "8 Zone Network Wall Panel", "CodeLock, 600 lbs Single Door"), wiring, and accessories.
• Services: Includes project management, engineering services, installation, and maintenance.
• Pricing: A column is present for pricing, though it is largely empty in the provided document.

This list is crucial for bidders to understand the specific components and services that may be required for the opportunity. It helps in:

• Assessing the scope and complexity of the project.
• Identifying potential vendors or manufacturers for specific parts.
• Estimating costs for proposal development.
• Ensuring all necessary components are accounted for in their bids.

Solicitation / RFP / RFQ

This solicitation is for the purchase and installation of a Patient Elopement and Wander Management System at the Dallas VA Medical Center. The system will replace existing infrastructure and expand coverage into select acute care areas. The effort is intended to address age and technological deficiencies in the current system.

• Purchase and installation of a Patient Elopement and Wander Management System.

• System must include virtualized enterprise software, client workstations with proximity card readers, and monitoring displays.

• Designated door zones must have locking capability with alarm integration.

• System must support patient roaming history, zone status, and customizable web-based reports with GEO tracking.

• Integration with existing fire alarm and security systems.

• Vendor must provide in-service instruction and go-live support.

• Installation includes site preparation, electrical, and data work.

• Compliance with Infection Control Risk Assessment (ICRA) and Interim Life Safety Measures (ILSM) is required.

• Old equipment removal and disposal.

• All head-end equipment must be connected to a vendor-supplied UPS.

• Contract Type: Firm-Fixed-Price

• Period of Performance: August 1, 2026 – July 31, 2027 (One year)

• NAICS Code: 238210 (Electrical Contractors and Other Wiring Installation Contractors)

• Size Standard: $19 Million

• Offers are due by June 15, 2026, 15:00 CDT.

• Quotes must be submitted electronically via email to francisco.mendoza@va.gov.

• Evaluation will be based on a comparative evaluation process, considering Technical Capability, Past Performance, and Price.

• Technical Capability: Documentation of meeting SOW requirements, qualifications, licenses, certifications, and experience of proposed personnel.

• Past Performance: Submission of 3 references within the past three years, assessed for relevancy, recency, and confidence.

• Price: Complete Price/Cost Schedule as indicated in Section B.2.

• Site visits are scheduled for June 4, 2026 (Dallas) and June 5, 2026 (Bonham). Site visits are not mandatory but confirmation of attendance is required.

• This acquisition is a total set-aside for small businesses.

• Offerors must be certified Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) listed in the SBA certification database.

• Failure to certify compliance with VAAR Clause 852.219-75 (Limitations on Subcontracting) will render the quotation ineligible for award.

• Offerors must be registered in the System for Award Management (SAM).

Form / Attachment / Pricing Sheet

This document contains architectural floor plans for various buildings, specifically Building 60 (Community Living Center), Building 2 (6th Floor), and Building 2 (5th Floor). These plans detail room layouts, dimensions, and designations.

• Floor plans for multiple buildings and floors.
• Room labels, sizes (in square feet or SF), and types (e.g., BED ROOM, LOUNGE, KITCHEN, OFFICE, THERAPY).
• Revision history indicating updates for life safety, restroom modifications, and other architectural changes.

These drawings are essential for understanding the physical layout and scope of any construction, renovation, or facility-related work associated with the opportunity. Bidders should use these plans to assess the existing conditions, plan their approach, and develop accurate proposals for any work requiring knowledge of the facility's structure.

Form / Attachment / Pricing Sheet

This document is a Wage Determination from the U.S. Department of Labor, setting the minimum wage rates and fringe benefits for various occupations employed under service contracts in specific geographic locations. It is intended to ensure fair wages are paid to workers performing services for the federal government.

• Lists numerous occupational classifications (e.g., "Baker," "Cook I," "Electrician, Maintenance," "Computer Programmer I").
• Specifies the minimum hourly wage rate for each occupation.
• Details applicable fringe benefits, including Health & Welfare rates and provisions for paid sick leave under Executive Orders 13706 and 13658.
• Includes notes on specific conditions, such as hazardous pay differentials and requirements for computer employees.
• Outlines the process for requesting authorization of additional classifications and wage rates (Conformance Process) if an occupation is not listed.

This document is crucial for bidders to understand the labor costs associated with performing services under a federal contract. It directly impacts the pricing of proposals, as bidders must ensure their proposed wages meet or exceed these minimums. Failure to comply can lead to penalties. Bidders should review the listed occupations and their corresponding wage rates to accurately estimate labor expenses and ensure compliance with federal regulations.

Statement of Work (SOW) / Performance Work Statement (PWS)

To replace the existing Patient Elopement and Wander Management System at the Dallas and Bonham Community Living Centers (CLC) due to age and technological deficiencies, and to expand coverage into select acute care areas within the Dallas VA Medical Center.

• Purchase and installation of a Patient Elopement and Wander Management System.

• Replacement of the existing system in Dallas CLC (Building 60) and Bonham CLC (Building 29).

• Expansion of coverage to acute care areas 5C400, 6C400, and 7C200 in Dallas.

• System will include virtualized enterprise software, client workstations, monitoring displays, door and zone control, alarm identification and reporting, and patient transmitters/wrist bands.

• Integration with existing fire alarm and security systems.

• Vendor responsible for all equipment installation, site preparation, electrical and data work, and limited dust containment/infection control measures.

• Compliance with facility's Infection Control Risk Assessment (ICRA) and Interim Life Safety Measures (ILSM) is mandatory.

• Daily visual inspection by COR or designated VA Engineering Employee for quality and adherence to SOW, ILSM, and ICRA.

• Daily verification of cleanliness by VA Staff.

• Nursing Staff training acceptance by COR after Chief of Community Living Center and Clinical Leadership are satisfied.

• Biomedical Staff training acceptance by COR after Biomedical Supervisor is satisfied.

• COR or designated VA Staff will verify correct operations, programming, and training before installation completion.

• Period of Performance: August 1, 2026 – July 31, 2027 (One year).

• Place of Performance: Dallas VA Medical Center, 4500 S. Lancaster Road, Dallas, Texas 75216.

• Hours of Performance: Monday-Friday, 8:00 AM - 5:00 PM CST, unless otherwise scheduled.

• Software must be virtualized onto a facility-supplied server.

• Vendor must provide remote support access software.

• Facility provides internet connection and IP address.

• Staff Alert Panel (SAP) may be installed as analog backup.

• Designated doors capable of magnetic lockdown when a monitored patient is detected.

• System must support customizable, web-based reports and GEO tracking.

• Vendor must provide in-service instruction and go-live support for clinical personnel.

• All head-end equipment and computer systems must be connected to a vendor-supplied UPS.

• Compliance with IT security requirements, HIPAA, and records management laws is mandatory.

• A site visit is mandatory before a bid will be accepted.

• System must be capable of supporting future expansion into asset/equipment tracking and staff duress functionality.

Sources Sought Notice / Market Research

This notice is issued by Network Contracting Office (NCO) 17 VHA Regional Procurement Office-West (RPOW) for market research purposes regarding a requirement for Patient Elopement | Installation. The intent is to gather information to define the procurement strategy, including potential set-asides, for a future solicitation.

• Requirement: Patient Elopement | Installation.
• Response Date: Wednesday, 13 May 2026, by 3:00 PM Central Time.
• Contracting Office: Department of Veterans Affairs, NCO 17 North Texas Healthcare System, Duncanville, TX 75137.
• Solicitation Number: 36C25726Q0529.
• NAICS Code: 238210.
• Product Service Code: J035.

Interested contractors should respond with the following information:

• Business Name and Address

• Point of Contact (Name, Phone, Email)

• SAM UID Number

• NAICS Code

• Business Size (SMALL or LARGE)

• Type of Business (e.g., SDVOSB, VOSB, 8A, HUBZone, WOSB)

• Letter stating OEM authorization (if applicable)

• GSA/FSS Contract Number (if applicable)

• Estimated market research pricing.

• VA is particularly interested in determining the availability of Small Businesses capable of providing this service.

• Estimated pricing will influence the procurement strategy, including whether the solicitation will be set-aside.

• This notice is for informational and planning purposes only and does not constitute a solicitation.

• Responses should be sent to Francisco.Mendoza@va.gov.

• A Statement of Work (SOW) is attached for reference.