CLARIFICATIONS - RFI #7058
Digital Audio-Video Integration Systems for Operating Rooms
General Questions
Question: Will the integration vendor be providing displays?
UCLA RESPONSE: Yes
Question: New cabling will be provided to maintain a state of the art level. Will any existing
cabling be reused?
UCLA RESPONSE: UCLA expects that the vendor shall propose and explain the best scenario
for UCLA optimizing system performance and minimizing downtime to the procedure rooms.
Question: What is the timeline and scope of integration? Phased over a several months/years?
UCLA RESPONSE: At this point, UCLA has in mind that the rooms would be completed during
the 2016 fiscal year, from July 1, 2015 – June 30, 2016.
Question: Is this new construction or retrofits?
UCLA RESPONSE: Retrofits
Question: In order to reduce downtime, does UCLA expect installation to take place during
weekends?
UCLA RESPONSE: Ideally, the installation will take place on weekends or other times when
the rooms are not in use. Vendors should clearly explain any differences in cost between
installation periods during the typical workweek and those on evenings, weekends and holidays.
Question: Does UCLA plan to update Digital Capture Devices as part of this RFI?
UCLA RESPONSE: Yes. This would be in the anticipated scope.
Question: Does UCLA desire auto device identification so that when a new device is plugged
into the system there is auto recognition on the user interface identifying the new device?
UCLA RESPONSE: Yes. This would be in the anticipated scope.
Question: Does UCLA desire to upgrade the non-HD monitors? Does UCLA desire to upgrade
existing wall monitors?
UCLA RESPONSE: At this point, UCLA anticipates upgrades to the non-HD monitors and
upgrades to existing wall monitors only if they are non-HD.
Question: How many guest inputs on walls and booms does UCLA desire? How many inputs
on the equipment boom does UCLA require? It is recommended to have at least a total of 18 to
20 inputs per standard OR to support typical functionalities associated with today’s OR
workflow.
UCLA RESPONSE: UCLA anticipates there will be a need for at least 18 inputs per room.
Vendors should explain its offering with regard to location and quantity of inputs which would
give UCLA the best efficiency and the flexibility to adopt emerging technologies.
Question: Does UCLA desire to improve the ease of use of the existing auditorium connections
to the ORs?
UCLA RESPONSE: Yes
Question: Does UCLA desire to have HIPAA compliant access to ORs from remote smart
phones and tablets to improve work flow and communication?
UCLA RESPONSE: UCLA anticipates that that functionality will be desired by our clinicians at
the time of eventual purchase. Vendors should explain how this would be securely accomplished
and what the anticipated additional costs would be. In addition, any vendor proposing such
functionality should explain how such functionality has been previously provided to an academic
medical center and what the integration points are (if any) with the institution’s electronic health
record.
Question: Does UCLA desire to have a central nurse viewing command monitoring systems
with access of all ORs?
UCLA RESPONSE: UCLA would like to evaluate this functionality for its desirability. Vendors
should clearly explain any differences in cost.
Question: Does UCLA desire to have a patient welcome mode where the ORs automatically
display soothing images with soothing music when a patient is rolled into an OR?
UCLA RESPONSE: UCLA would like to evaluate this functionality for its desirability. Vendors
should clearly explain any differences in cost.
Question: Does UCLA desire to remove all the existing racks from the existing in OR locations
and centralize them to reduce infectious dust, eliminate ambient noise, and reduce rack generated
heat?
UCLA RESPONSE: UCLA expects that the vendor shall propose and explain the best scenario
for UCLA optimizing system performance and minimizing downtime to the procedure rooms.
Vendors should clearly explain any differences in cost.
Question: Does UCLA desire for the awarded vendor to provide remote service for UCLA BioMed and remote vendor service which can address up to 92% of all service calls?
UCLA RESPONSE: The vendor should detail its standard service provisions and any upgrades
or alternates in its response to Tab 4 Section D. Additionally, the Introduction qualification
standards require that “The vendor shall provide an electronic copy of its standard service
agreement with its RFI response.”
Question: Which imaging vendor is UCLA using in the Interventional rooms? Which imaging
vendor is UCLA using in the Cath Labs?
UCLA RESPONSE: Current vendors are Siemens and General Electric in the Interventional
Radiology rooms and Siemens and General Electric in the Cath Labs.
Question: Please confirm that this RFI does not require a quotation at this time and an RFP will
be issued at a later date. Please confirm the approximate award of qualification date, week of
February 23, 2015, is referring to the qualification date to receive the following RFP.
UCLA RESPONSE: A detailed quotation is not required. List pricing or budgetary (range of
magnitude) pricing is desired. Additionally, the vendor should indicate how the various optional
functions and features available may impact the overall solution cost. The week of February 23
is an estimated date at which UCLA Health expects to inform vendors of their qualification or
non-qualification to participate in the future RFP. This date may change depending on the
complexity of the information submitted and the overall number of vendor submissions.
Question: In reviewing the requirements for RFI #7058, we found it requests (10) printed
copies of the RFI. Is it necessary to have 10 copies for the submission or will less suffice?
UCLA RESPONSE: Yes. 10 is the required quantity as clearly written.
Tab 4 Functional Requirements: B - Operational Requirements
Question: 1.0 States: "The proposed solution shall have HD, 3D and 4D technology and
compatibility.” What 3D systems will need to be supported currently and in the future? Please
provide clarification for 4D technology and what type of 4D human sensory are you referring to?
Was 4D supposed to read 4K?
UCLA RESPONSE: UCLA has in mind the 4D technology that captures the element of
movement by acquiring multiple 3D images over time so that motions and changes can be
monitored and studied. UCLA would like to evaluate this functionality for its desirability.
Vendors should clearly explain any differences in cost.
Question: 2.0 States: “The proposed solution shall provide for vendor-neutral connectivity with
sufficient ports to support compatibility with third-party endoscopy products and audio/visual
signals.” Please provide clarification of the requirement of vendor-neutral connectivity. Does
UCLA mean they desire a single plug connector for any device that is brought into the OR?
UCLA RESPONSE: At minimum, UCLA will need the proposed system to be able to carry the
AV traffic originating from devices from any manufacturer (e.g. Karl Storz, Olympus, Stryker,
radiologic images, etc.) Vendors should clearly explain the functions and features of their
solution that support vendor-neutral connectivity. In addition, UCLA has in mind perhaps a
single plug connector, where practical and possible. UCLA would like to evaluate this feature
for its desirability and any differences in cost.
Question: 3.0 States: "The proposed solutions shall make use of wireless technology. Explain
how your company's solution utilizes wireless technology." What type of wireless technology
are you referring to? Is it IP based or some other form of transmission?
Does UCLA desire wireless user interface to control the system?
UCLA RESPONSE: UCLA has in mind wireless transmissions of video signals whether IP or
proprietary. UCLA is open to a wireless user interface to control the system. UCLA expects that
the vendor shall propose and explain the best scenario for UCLA. UCLA would like to evaluate
this feature for its desirability and any differences in cost.
Question: 4.0 States: The proposed solution shall utilize Voice activation control. “What is the
intended use of voice activation? Is it for medical device control or for other environmental
controls?”
UCLA RESPONSE: UCLA has in mind the use of voice activation for audio/visual control,
medical device and/or environmental controls. UCLA would like to evaluate this functionality for
its desirability and any differences in cost.
Question: 5.0 States: "The proposed solution shall allow. Robotic compatibility and
simulation." Please clarify Robotic simulation and what this entails.
UCLA RESPONSE: UCLA has in mind Robotic simulation as the ability to practice exercises
and scenarios for practice/ education on the robotic console in an OR environment without a
patient. UCLA would like to evaluate this functionality for its desirability and any differences in
cost.