Loren Data's SAM Daily™

FBO DAILY ISSUE OF MARCH 27, 2011 FBO #3410
DOCUMENT

70 -- Real Time Location System - Attachment

Notice Date

3/25/2011
 

Notice Type

Attachment
 

NAICS

334119 — Other Computer Peripheral Equipment Manufacturing
 

Contracting Office

Department of Veterans Affairs;VA Sierra Pacific Network (VISN 21);VA Palo Alto Health Care System;4951 Arroyo Rd;Livermore CA 94550-9650
 

ZIP Code

94550-9650
 

Solicitation Number

VA26111RI0190
 

Response Due

4/12/2011
 

Archive Date

5/12/2011
 

Point of Contact

Nicholas Kluch
 

E-Mail Address

cting
 

Small Business Set-Aside

N/A
 

Description

Introduction and purpose of the RFI With this RFI VISN 21 requests information regarding vendor companies and products/services. Scope Specific information is requested according to the form below (Pages 3-11). Information gathered through this process will assist VISN 21 to define requirements and gain a better understanding of this industry. Abbreviation and terminology RTLS - Real Time Location System. Tag - The device that is mounted or affixed to an asset, individual, supply, for the purpose of location tracking or temperature monitoring. Receiver - The device that senses the signal from the RTLS tag to communicate location or status. Receiver may also be referred to as "sensor", or "scanner". RFI - Request for Information. RFP - Request for Proposal. VA - Veterans Administration. VHA - Veterans Health Administration VISN 21 - The Sierra Pacific Veterans Integrated Service Network. HIPAA -The Health Insurance Portability and Accessibility Act RFI procedure To respond to this RFI, fill in the "Response" cells in the attached table (enter information on tables (Pages 3-10). Also, provide answers to the questions that follow this table (Pages 10-11). If a question element does not apply to the function of your RTLS product, simply enter "Not Applicable". If your product does not provide the technology element, enter "Not Available" and a prospective date that the technology will be available, if such date exists. Include 11 copies (if returned via USPS) or electronic copies of marketing brochures describing your organization and your product offerings in the areas of Real Time Location Systems (RTLS). Send your completed RFI responses to: Nicholas.Kluch@va.gov OR Nick Kluch VA Palo Alto Health Care System Livermore Division 4951 Arroyo Road Building 88, Room 217 Livermore, CA 94550 Background description of what is requested Veterans Integrated Service Network (VISN) 21 is a subunit of the Department of Veterans Affairs, providing health care services to 1.2 million veterans at 6 Medical Centers, 20 Medical Center-based Outpatient clinics, and 16 Community-based Outpatient Clinics located throughout Northern California, North Western Nevada, Hawaii, American Samoa, Guam, and the Philippine Islands. Of the context in which the product will be used The purpose of this Request For Information is to acquire vendor product specific information as an initial step in the evaluation and selection of a Real Time Location System (RTLS) to provide an enterprise solution to include the 42+ VISN 21 facilities. The System will include the Application Server(s), Software, Middleware, Receivers, ID Tags, Installation, and any additional ancillary equipment for tracking of equipment, supplies, implants, staff and patients; as well as configuration, expansion, and ongoing service support. This procurement will be the first of a multi-year series of procurements that will sequentially expand the system to include additional areas and RTLS functionality not included in the initial procurement. While these additional functions will not be purchased in this cycle, VISN 21 is committed to selecting a vendor with the capability to have these advance functions available in their portfolio. In addition, VISN 21 is the an early adopter of a series of VISNs that will be purchasing and deploying RTLS technology VHA-wide. The vendor should have the ability to support installations in multiple VISN with an appropriately sized and geographically dispersed support infrastructure. Once multiple VISNs have deployed RTLS, Department of Veterans Affairs will be activating an enterprise-wide central database repository for collection of all RTLS data elements. Department of Veterans Affairs will require that the selected RTLS system have the ability to export data via standard ODBC database calls to this central repository, although this central repository may not be in place for the initial deployment. If the vendor has a database product suitable for VHA-wide deployment, information should be provided as part of this package. VISN 21's goals for RTLS are to: "Provide VISN 21 facilities with real-time capability to actively track all assets, medical supplies, staff, patients, temperature, and environmental conditions (point source monitoring of items). "Locate medical devices and other assets for completion of scheduled maintenance. "Immediate response to medical device recall and field upgrade requirements. "Improve operational efficiency. "Decrease operational costs. "Reduce patient delays. "Improve the quality of service from patient, physician, and institutional perspectives. "Increase staff productivity, and maximize equipment utilization. "Reduce rental and surplus asset costs due to inefficient equipment utilization. "Provide National Level reporting and information sharing through an enterprise database extract. The VISN 21 RTLS will include, but are not limited to, the following attributes and capabilities: "Primary location detection mode and frequency be based on the IEEE 802.15.4 Standard. Secondary location detection modes may be added to the primary mode as required for specialized applications. "Asset ID tags. "Patient ID tags. "Caregiver ID tags. "Temperature monitoring tags. "Receiver, readers, and/or access points (depending on RTLS technology mode). "Enterprise server capable of tracking assets, caregivers, patients, and temperature at 42-plus clinical locations. "Multiple client workstation capability at each clinical site. "Asset location and identification of transit path through each clinical site. "Alarm and/or similar notification when assets and patients are exiting the clinical site. "Alarm notification when refrigerators, incubators, or similar devices are performing outside of the set-point range. "Reporting and analyses of patient location and travel through the clinical site. "Clinical work-flow reporting and analyses. "Vendor-provided system configuration, installation, implementation, modification, upgrade, and expansion services. "Vendor-provided training for system administrator, clinical user, and repair service provider. "System diagnosis software. "On-site technical and repair service and support. "Remote technical service and support. "Capability to expand in scale and capabilities to the entire VISN 21. "Compatibility and data report sharing capabilities with RTLS located at other VHA VISN, throughout the United States. "Compliance with VHA RF and wireless communications regulations. "Compliance with VHA security, privacy, HIPAA, and other data system regulations. RFI RESPONSE FORM Provide response to each Requested Information cell Requested InformationResponse General Company Information Company name Company main address Company web page Primary products/services Primary market/customers Structure of mother corporation, joint ventures, subsidiaries, partnerships or other relevant relations Company location(s) Quality management system(s) Does your organization have any third-party relationships/alliances for the provision of RTLS? Describe these. Number of years that the vendor has been in the RTLS market? # FTE Employees dedicated to RTLS products?: R&D Production Software Development Installation and Implementation User Education Field Technical Service Remote Technical Assistance Marketing and Sales Quality Department RFI Contact Information: Who is the vendor representative responsible for answering and follow-up of this RFI? Telephone Number? Email Address? RTLS System To Be Offered Product Name Number of Years System has been in Hospital/Clinical Use What is the total number of installations of the version of hardware/software being proposed? Has this system ever been used at a Department of Veterans Affairs Clinical Site? Most Recent System Revision Date Anticipated System Next Revision Date Maximum Number of Tags that RTLS will support at highest beacon rate (or shortest location data update interval)? HARDWARE Tags Please describe the basic location detection modality and frequencies employed by your RTLS. Does the basic location detection frequency utilize the 2.4 Gigahertz Band? Is the basic location detection frequency built upon IEEE 802.15.4 standards? Are alternative modalities and/or frequencies employed to track device in high density locations, such as in a Supply Processing and Distribution stockroom or warehouse? If so, please describe the alternative modality. Asset Tag Dimensions (HWD) and Weight? Asset tag transmission radius (how far can asset tag be located from Receiver)? Asset tag battery type and lifetime at maximum utilization? Wearable Patient/Employee Tag Dimensions (HWD) and Weight? How does your RTLS protect the identity of patients being tracked in order to comply with HIPAA regulations? Wearable tag transmission radius? Wearable tag battery type and lifetime at maximum utilization? Sterilizable Tag Dimensions (HWD) and Weight? Sterilizable tag transmission radius at maximum utilization? Sterilizable tag safe temperature range? Sterilizable tag battery type and lifetime? Temperature tag dimensions (HWD) and Weight? Temperature tag accuracy? Temperature tag accurate measurement range? Temperature tag transmission radius? Temperature tag battery type and lifetime at maximum utilization? Does the temperature tag also measure humidity? Describe the temperature tag mounting options. Does your RTLS use Passive tag technology? If so, indicate the passive tag application. Passive tag dimensions (HWD) and Weight? Passive tag transmission radius? Please describe tag color options. Active Tag Beacon Rate or location data update interval (How often is data transmitted to Receivers?) Passive Tag Transmission Interval? Describe the accuracy of active tags. For example, is the tag accurate to the nearest 3 feet, 10 feet, 25 feet? Describe the accuracy of passive tags. Please describe tag tamper protection capabilities. Fixed Receiver Dimensions (HWD) and Weight Fixed receiver installation and mounting options? Power Requirement (e.g. 120 VAC? Power over Ethernet?) Is the basic location detection frequency built upon IEEE 802.15.4? How does the RTLS maintain optimal tracking effectiveness in the event that a receiver has lost power, connectivity, or malfunctioned? Receiver On-board Data Memory (in the event of LAN outage) How many tags can a receiver support without any loss in operating characteristics (such as beacon rate, location accuracy, etc)? How does your RTLS distinguish between closely placed assets that are on opposite sides of a wall? How closely must receivers be spaced to assure accurate coverage? Network Communication Protocol (Static IP? DHCP?) Receiver to LAN Communication Technology (WiFi? Ethernet? Bridge?) Can the device communicate in the 2.4 Gigahertz Band? Data Transmission Rate to LAN Battery Backup? Receiver Battery Lifetime at Maximum Transmission Rate Color options Portable Receiver Receiver type (RFID? bar code scanner? wand?) Receiver coverage radius Dimensions (HWD) and Weight Please describe any alternative detection frequencies or modalities to address locations with high asset density or other special situations. Receiver On-board Data Memory (in the event of LAN outage) Battery Type Receiver Battery Lifetime at Maximum Transmission Rate Battery Recharge time Passive Tag Exciter/Reader Please describe the power and communication technology employed with the passive tag Is the exciter fixed, mobile, or both? Dimensions (HWD) and weight of exciter? Interface to RTLS Server Describe the bridge, concentrator, or other technology that your RTLS uses to connect Receivers/Receivers/Receivers to the RTLS Server Does this technology utilize the LAN or a separate RTLS specific network? Does the bridge require a static IP address or DHCP? Dimensions (HWD) and weight of bridge? Power requirements? Required or recommended network switch? Describe interface device mounting and installation options. Server Hardware RTLS supplied server manufacturer? Model? Server dimensions (HWD)? Server weight? Operating System type? Does the system utilize redundant servers? What is the system memory storage technology and capacity? Is there redundant system memory? What is the system fail over recovery mode? (Automatic? Manual?) Rack storage space requirement? Server power requirement? Do you require or recommend a dedicated VLAN for your RTLS? Client Work Station What is the required or recommended manufacturer, model, CPU speed, memory capacity, and peripherals for dedicated or web-based client work stations? What is the required or recommended security software for client work stations of your RTLS? Does your RTLS have any restrictions, or incompatibilities regarding anti-virus, and other, work station security software? SOFTWARE RTLS System Software Can your RTLS software support a virtual server environment? Does this RTLS require the purchase of a recurrent software license? Does the software support Web-Based Clients? If so, does the web-based client require special software or licensing? What browsers are compatible with this product? What database search engine (e.g. SQL?) is utilized by the RTLS product? Was your software written and acquired from a third party, or was it written by your organization? Does your software use open source code? Are there earlier versions of your product that are no longer supported? Are you aware of any incompatibilities that this product might have with any specific hardware or software? Provide details. Can software upgrades be performed without taking system off-line? User Interface Is the graphic and other user interface available to all work stations (web based or other)? Please describe your hierarchy and user authentication scheme for granting different users access to unique defined elements of the system while denying access to others, such as to inappropriate clinical functions, or system administrative tasks. Does the RTLS provide graphical representation of floor plans with Asset, Individual, supply, and temperature tag locations? Does the RTLS provide tabular representation of tag location? Does the table indicate previous location? Can the table be sorted by location, tag description, Tag ID, or Asset ID? Can the RTLS indicate if the Asset, Individual, or Supply is in motion rather than stationary? Is the RTLS capable of reporting flow of Assets, Individuals, and Supplies through the facility over time? Does the RTLS system provide alarms or user alerts when an asset or individual has left a predefined area? Does this alarm indicate the last location of detection of the asset or individual? Does the RTLS provide an alert if a tag or receiver has malfunctioned or been tampered with? Does the RTLS alarm when the temperature tag has detected an out of temperature range condition? Please describe the method by which the RTLS maintains tracking function in the event that a receiver has malfunctioned. Software Security and Compliance Which network security products (eg. Norton, McAfee) do you provide or recommend with your system server? With which other antivirus security programs does your RTLS have working experience? Are there any security programs that are incompatible with your server software? Does RTLS comply with HIPAA patient privacy and other regulations? Explain. INSTALLATION, SYSTEM ADMINISTRATION, USER SUPPORT, MAINTENANCE Installation Requirements What are the customer's pre-installation requirements (What infrastructure must the customer put in place prior to installation)? Describe the LAN connections, Static IP, and/or DHCP that must be in place prior to installation. Will vendor technical employees install and configure all RTLS system components? Please describe any additional customer or third party tasks and requirements for system installation. System Administration Requirements What is the estimated System Administrator FTE Requirement for this RTLS? Please list the periodic System Administrative tasks required by this system and their recommended frequency? Is basic and advanced System Administration training provided by your company? If so, is it provided "live" or in a web-based manner? Is 24x7 telephone and /or on-line technical assistance provided for the System Administrator? Is there an RTLS System Administrator Users Group for your product? User Training and Support Please describe your company's philosophy and processes regarding user training and support. Does your company provide written user manuals? Manuals in electronic form? Is user training provided on-site during system implementation? If so, for how many individuals? How many days? Are system upgrades accompanied by on-site user training? Is on-line, web-based user training provided? Is on-going, on-site clinical support provided? Is 24x7 telephone clinical support provided? Is on-going, 24x7 web-based clinical support provided? System Support and Maintenance What is the standard warranty for your system? What service is provided, and for how long, under the RTLS warranty? Will a Service Engineer provide on-site repair and/or problem resolution service? Is the service engineer an employee of your company or a contractor? What is your company's approach to maintaining a RTLS that is serving multiple geographically dispersed locations? What are the days and hours of service availability? What is your telephone response time? What your on-site response time? Is 24x7 telephone technical support available? Is 24x7 on-line technical support available? Can system problem resolution be performed remotely, and via the Internet? If so, describe the network access mode required by your company. Are hard copy and electronic service manuals available for the VISN 21 technical staff? Is service engineer training available for VISN 21 technical employees? If so, is this the same training as that provided to your technical or contracted employees? What is the estimated FTE requirement for ongoing maintenance of the RTLS system? What are the extended warranty, hardware and software, service contract options? If so, does the vendor service contract include discount provisions for "first call" service provided by VISN 21 technical staff? What is the lead time for delivery of spare or replacement tags, receivers, exciters, bridges, etc? ADDITIONAL QUESTIONS (To complete the RFI provide answers to the following questions) 1.Has your company experience deploying the RTLS product at other VHA or Federal Health Care Facilities? 2.Does your product have the capability to link assets with both active and passive (if available) tags to a person in the same location? Example: All assets within a defined bed space can be linked to the patient in the bed? Please describe how this would be accomplished. Would it be automatic or would there be a need for a manual verification? Does your system have this capability currently? 3.Which RTLS fields are searchable (i.e. location, equipment type, equipment ID, serial number, manufacturer, purchase date, owning department, owning service line, preventative maintenance due date, preventative maintenance status, periodic maintenance history, etc.)? 4.Which methods does your RTLS employ to share data with a common database/repository? Has your RTLS success sharing data with other vendors' repositories? 5.What experience have you had interfacing with biomedical equipment management databases to automatically upload RTLS asset tag identification and last location data to the Biomedical equipment record, or to upload information from the equipment record to your RTLS? 6.What is your RTLS infrastructural capability to accommodate additional tags, expanded coverage areas, or spatial changes within a facility? 7.Which RF communication frequencies and other modalities (such as infrared or ultrasound) are at risk of interference from your RTLS tags and receivers? 8.Conversely, which RF communication frequencies and other modalities will introduce interference risk to your RTLS tags, receivers, etc? 9.Provide description of networking/connectivity scheme for receivers. Do these devices require individual network drops, POE, wireless infrastructure, and/or AC power in order to operate and communicate with the RTLS server? 10.Describe any practical limitations in operating in a high density environment such as a warehouse storage room, clean, or dirty utility room. Explain how your product would provide accurate, timely asset detection in this type of environment. Does your system employ alternative modalities or frequencies to achieve this? 11.Are there any limits on number of tags or readers within a defined space? 12.What is the maximum time delay from movement of an active tag to the system display of the movement? What is the maximum time delay from passive tag movement to the corresponding display? 13.Does your RTLS provide par level management of high usage and stock supply items, including user alert or notification when supply inventory has dropped below user defined par levels? 14.How does your RTLS inform the user that the components and system are operating normally? What notifications, audio alarms, etc, are used to alert the user in the event of a component or system malfunction? 15.Please describe any additional current and/or future capabilities of your RTLS that are of significance to the VISN 21 Statement of Need and/or Requirements of this RFI (see Page 5). 16.How do pricing RTLS systems generally work within the industry? (i.e. per bracelet, tag, one price for the system regardless of how many tags, per base unit, etc.) DISCLAIMER This RFI is issued solely for information and planning purposes only and 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 FAR 15.201(e), 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.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VAPAHCS/VAPAHCS/VA26111RI0190/listing.html)
 

Document(s)

Attachment
 

File Name: VA-261-11-RI-0190 VA-261-11-RI-0190- RTLS VISN 21.doc (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=186072&FileName=VA-261-11-RI-0190-000.doc)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=186072&FileName=VA-261-11-RI-0190-000.doc

 

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Record

SN02409380-W 20110327/110325234413-7988381e6fc4a3ae287803bbccb3ad1d (fbodaily.com)
 

Source

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