Request for Information - Mental Health Unit Alarm System Installation

Request for Information (RFI)

This document is a Special Notice for market research purposes only. It is not a Request for Quote (RFQ) or Request for Proposal (RFP) and does not commit the Government to any future solicitation or contract award. The Department of Veterans Affairs (VA) is seeking information to determine industry interest and capability for replacing the Top Door Alarm Gen1 system within its Mental Health Inpatient Wings at the VA Palo Alto Health Care System (VAPAHCS).

The VA requires a system to detect and notify caregivers of potential self-harm acts when a door is used as a ligature point. This includes the removal of existing systems and the installation/retrofit of an anti-ligature overhead door alarm system. The contractor must provide all labor, alarm devices (horns, flashing strobe lights, sensors), delivery, and accessories.

• NAICS Code: 238990 – All Other Specialty Trade Contractors

• PSC Code: 6350 – Miscellaneous Alarm, Signal, and Security Detection Systems

• The VA is interested in businesses of all sizes.

• Top Door Presence Detection (photoelectric beams)

• Strobe or fixed light at hallway doors

• Hallway horn

• Visual and audible room display panel at nurse's station

• Capacity for up to 72 doors per control panel

• Self-monitoring features

• Event logging (365 days)

• Touch screen remote display

• By-pass options for single rooms or groups

• Silent test option

• Local keyed reset switch with customer-keyed cylinder

Potential offerors are invited to provide feedback via email to derek.brown7@va.gov. Responses must include:

• Company Name

• Point of Contact (POC) name, Email, Phone number

• Unique Entity ID (UEI)

• Business Size (SDVOSB, VOSB, Small Business, Large Business) for NAICS 238990

• Indication of GSA Federal-Supply-Schedule contract coverage, if applicable

• Authorized Distributorship Letter from manufacturer (if not the manufacturer)

• Intention to bid on this requirement

• Required lead time from award notification to start of work

• Recommended changes/additions/clarifications to the PWS or general requirements

• Type of service/warranty offered

• Customary commercial practices for the services/supplies

• This is for market research only; no proposals are being accepted.

• All costs for responding are the respondent's responsibility.

• The Government may not respond to all questions.

• Submissions will be treated as business confidential and become Government property.

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

The VAPAHCS requires a door detection and notification system to alert caregivers of potential self-harm acts when a door is used as a ligature point. This includes the product, delivery, installation, field verification, testing, and training.

• System Installation: Deliver and install Door Controls USA Inc. Top Door Alarm TDA004 systems in Building 520 of the VA Palo Alto Health Care System.

• Coverage: Includes replacement and new installation for a total of 26 openings in Building 520, with specific room numbers listed for each category (Items 1-4).

• Components: The system includes control panels, display panels at nurse stations, strobes/lights, horns, alarms, low voltage cabling/conduit, and local keyed reset switches compatible with VAPAHCS standards.

• Services: The contractor must provide all labor, materials, equipment, transportation, and supervision. This includes pre-install site walks, field verification, installation, wall finish repairs, protection of property, waste removal, and on-site training.

• Compliance: Adherence to VA SOP 138-24-14 for infection control and utility shutdown procedures is mandatory, especially when working within an occupied inpatient mental health unit.

• Equipment must be in factory quality condition, free of defects.

• Finished surfaces must be free of scratches, marks, dents, or blemishes and withstand staining.

• Installation must follow manufacturer's drawings and specified locations.

• Contractor must provide a manufacturer material warranty and a one-year post-installation warranty.

• Location: VA Palo Alto Health Care System, Building 520, 3801 Miranda Ave, Palo Alto CA 94304.

• Work Hours: Monday through Friday, 7:30 am - 4:30 pm, excluding Government recognized US holidays.

• Personnel: All contractor personnel must be cleared for access and wear provided identification and VA visitor badges.

• Security: Contractor must comply with all site safety and security requirements, including those for working in a secured Mental Health Inpatient unit.

• Insurance: Proof of Insurance must be provided upon request.

• Project Management: A Project Manager must be appointed as the main point of contact and must be available on-site.

• Coordination: Contractor must coordinate delivery and installation dates with the VA POC and obtain approval for any changes to contract documents.

Form / Attachment / Pricing Sheet

This document, "Attachment B - PAD-B520.pdf", provides a map of existing/old control panels, J-boxes, key switches, and strobes for the 80 Bed Psychiatric Facility project at the VA Medical Center, Palo Alto, CA. It is intended to inform bidders about the current state of these systems within the facility.

• Floor plans detailing the locations of control panels, J-boxes, key switches, and strobes.
• Identification of specific rooms and areas within the facility.
• References to other drawings for detailed information (e.g., electrical drawings, structural drawings, interior elevations).
• General notes and keynotes providing context for the construction and design.

This attachment is crucial for bidders to understand the existing infrastructure related to control systems, electrical components, and security/alert devices. It helps in assessing the scope of work, identifying potential complexities, and accurately estimating costs for any required modifications, upgrades, or new installations related to these systems as part of the overall project.

Form / Attachment / Pricing Sheet

This document, "Attachment A - PAD-B520.pdf", provides a floor plan illustrating the locations of hardware installations within Building 520, specifically in the B and C wings. It indicates where new installations and replacements of existing hardware have occurred or are planned.

• Floor plans for Building 520, B Wing and C Wing.
• Color-coded dots indicating hardware locations:
  • Green dots: "Replacement Opening"
  • Blue dots: "New Installation Opening"
• Room numbers and dimensions (GSF/NSF) are provided for many areas.
• Labels for various rooms such as patient rooms, offices, dayrooms, dining areas, courtyards, and utility spaces.

This attachment is crucial for bidders to understand the physical scope and location of work related to hardware installations or replacements within the specified building wings. It helps in visualizing the project's extent and planning for site visits or execution if this document is part of a solicitation.