Elopement Alarm System

Amendment / Modification

• This amendment addresses vendor questions regarding the solicitation.

• Specifically, it clarifies that all monitored doors are single doors.

• This amendment does not appear to modify specific sections of the original solicitation but rather provides a clarification.

• The amendment does not appear to change the proposal deadline or submission requirements. It serves as a clarification to assist bidders in their proposal preparation.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation (RFQ) for the purchase and installation of an Elopement Alarm System for the Eastern Oklahoma VA Health Care System (EOVAHCS) at the Tulsa VA Medical Center. The system is needed to notify nursing staff of monitored patients at elevated risk for elopement. The facility is undergoing renovation and is expected to be operational in June 2026.

• Supply and install an Elopement Alarm System.

• Monitor 8 doors on 4 floors and 16 annunciating stations.

• Provide wiring between all devices.

• The system must be compatible with and integrated with the Jeron Provider 790 nurse call system.

• Specific components include:

  • Wanderguard Blue Door Alarm Controllers (8 EA)
  • Wanderguard Blue Nurse Station Annunciators (16 EA)
  • Wanderguard Blue Bracelets (50 EA)
  • Wanderguard Blue Door Bundle, Starter Kit, Transmitters (1 EA)
  • Wanderguard Blue Installation Project Management (1 EA)

• The system must provide audible alarms and door locking is not required.

• Contractor must provide electronic copies of user and repair manuals.

• Contractor must provide written certification from the Original Equipment Manufacturer (OEM).

• Contract type: Not specified, but it is an RFQ.

• Period of Performance: Delivery and installation between May 2026 and August 2026.

• Estimated Value: Not stated.

• Proposals are due by April 30, 2026, at 9:00 AM Central Time.

• Submission is via email only to Amelia.Roberson1@va.gov.

• Questions are due by April 24, 2026.

• Evaluation will be based on price and other factors, with the goal of selecting the offer that represents the best benefit to the Government.

• Offerors must provide contractor administration data, a complete quote per line item, acknowledge amendments, and complete/return provisions 52.212-3 and 52.225-2 (Buy American Certificate).

• This acquisition is a set-aside for small business concerns.

• Business size standard: 150 Employees.

• NAICS Code: 541519.

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

• Delivery is FOB Destination, 60 days After Receipt of Order (ARO).

• Contractor is responsible for offloading, moving, uncrating, trash removal, and setup.

• Standard manufacturer warranty is required.

Amendment / Modification

This amendment addresses vendor questions and provides an updated Combined Synopsis. Key changes include:

• Set-Aside Designation: The procurement remains a Small Business (SB) set-aside. Market research confirmed that the requirement does not meet the "Rule of Two" for SDVOSBs.
• Whole-Floor Coverage: Whole-floor coverage for tamper and battery monitoring is no longer required. Periodic nursing checks will suffice. Tamper and low-battery alerts are sufficient when in range of covered doors.
• Nurse Station Alerts: Audible annunciation is sufficient for alerts. Visual display is only necessary at the primary nurse's station on each floor. Data on main control panels is desired.
• Door Locking: Software compatibility with door locking infrastructure is sufficient; auto-door locking is not required at initial installation.
• As-Built Plans: PDF plans are immediately available. AutoCAD drawings may be available later but are not guaranteed.
• Installation Coordination: Installation will be coordinated with the VA COR. Construction completion is anticipated by early June.
• Nurse Call Integration: Dry contact is likely sufficient for integration with the Jeron nurse call system. The elopement management system will not be on the VA network.
• OEM Authorization: Self-certification of installer capability will meet the OEM authorization requirement.
• Form 52.212-3: The requirement to complete form 52.212-3 has been removed.
• Technical Proposals: The solicitation states "Brand Name or Equal," indicating that alternate "equal or better" technical proposals will be accepted.

• Salient Characteristics (regarding coverage, alerts, and door locking)

• SOW (regarding coverage, alerts, and nurse call integration)

• Submission requirements (removal of form 52.212-3)

• The deadline for receipt of offers has been extended to April 30, 2026, 9:00 AM CDT.

• Offerors should review the updated Combined Synopsis and the answers to vendor questions to ensure their proposals meet the revised requirements.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial products and services to procure an Elopement Alarm System for the Tulsa VA Medical Center. The system is intended to notify nursing staff of monitored patients at elevated risk for elopement. The facility is undergoing renovation and the system is required for activation in June 2026.

• Supply and install an Elopement Alarm System.

• System must notify nursing staff of patient elopement risks.

• Must monitor 8 doors and 16 annunciating stations across 4 floors.

• System must be compatible with and integrated with the Jeron Provider 790 nurse call system.

• Specific components include:

  • Wanderguard Blue Door Alarms Controller (wireless identification, alert issuance, upgradeable for proximity awareness, auto-door locking, access keypads/badge readers).
  • Wanderguard Blue Nurse Station Annunciators (audible alerts at 4 locations on 4 floors).
  • Wanderguard Blue Bracelets (durable, cut-resistant, IP67 water ingress protection, smooth surface).
  • Wanderguard Blue Door Bundle (starter kit, transmitters).

• Tamper and battery monitoring for bracelets.

• System requires audible alarm only; door locking is not required.

• Coverage area per floor is approximately 15,000 sqft.

• Contract type: Request for Quotation (RFQ).

• Period of Performance: Delivery and installation between May 2026 and August 2026.

• Delivery: 60 days After Receipt of Order (ARO), freight on board (FOB) – Destination.

• Contractor is responsible for offloading, moving, uncrating, trash removal, and setup.

• Government requires standard manufacturer industry warranty term; extended warranties are not accepted.

• Response Date/Time: April 24, 2026, 9:00 AM Central Time.

• Submission Method: Email ONLY to Amelia.Roberson1@va.gov.

• Questions Due: April 20, 2026.

• Evaluation Factors: Award will be made to the responsible Offeror whose offer is most advantageous to the Government, considering price and other factors.

• Required documents include:

  • Contractor's Administration Data (Company Name, Contact Person, Title, Address, Phone, Fax, Email, Tax ID, EUI).
  • Complete quote per line items.
  • Acknowledgment of all amendments.
  • Completed FAR 52.212-3 (Offerors may complete online via SAM.gov).
  • Completed 52.225-2 Buy American Certificate.

• This acquisition is a set-aside for small business concerns.

• NAICS Code: 541519.

• Business Size: 150 Employees.

• Product/Service Code (PSC): 6515.

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

• Incorporated provisions and clauses are effective through Federal Acquisition Circular: 2026-01, March 13, 2026.

• Brand Name or Equal products are acceptable.

• Contractor must provide written certification from the Original Equipment Manufacturer (OEM) authorizing them to provide and install the products.

• Standard business hours and federal holidays apply.

• Contractor is responsible for waste removal and disposal.

• Safety and Compliance requirements include OSHA, ANSI, and NFPA-99 guidelines.

• Regulatory requirements include FDA Quality System Regulation and OSHA.

• Contractor Point of Contact (POC) must be specified and accessible.