Procurement of a patient signalling system.

Information

Restricted procedure
11/30/2016
1/5/2017

Short description

2.1 Introduction

Drammen municipality, c/o Health, Social Care and Welfare, invites tenderers to a competition for the procurement of a new patient signalling system for use in institutions, welfare housing/communal housing. We would like to procure a modern and future-orientated patient signalling system, which can integrate new technology and new functionality when this is developed. All the offered systems are required to be based on open standards and protocols that ensure open interface between different products and systems, and which enable independent future further development and a possible change of supplier. The system shall be hygenic, easy to keep clean, robust and tolerate rough use. The mobile units for patients and employees shall be user friendly and easy to carry around.

The patient signalling system shall be tested and have been in operation in other municipalities/institutions for at least 1 year.

The contract will start immediately after it has been signed and the patient signalling systems shall be delivered in 2017.

These abbreviations will be used in the document:

Residential and service centre (nursing home) (BSS).

Patient signalling system (PVS).

2.2 Challenges

Increased life expectancy with an altered age composition is one of the greatest welfare challenges that we face. The number of persons with various dementia illnesses/cognitive failure will increase in the future and is expected to be doubled in the coming 35 years. Currently 98 % of patients in BSS have dementia/cognitive failure and in addition we know that at least half of all persons with dementia/cognitive failure live at home.

Dementia is a disease that damages the brain and symptoms and the clinical picture varies according to what part of the brain is damaged. Damage from dementia leads to, amongst other things, reduced memory, reduced time orientation, reduced place orientation, a lack of language understanding, failure to act, reduced language function, a lack of inhibitions, increased tendency to fall, apathy, change in behaviour, hallucinations and delusions. Employees in institutions and communal housing must deal with patients with these symptoms daily. They will meet patients who do not know where they are due to reduced memory, patients who continually want to go home to their parents, due to reduced time orientation, patients who see and experience things due to hallucinations, patients who react with anger or inadequate reactions due to language problems or delusions, patients who go into other patients' rooms due to reduced place orientation and patients who have problems with dealing with ordinary alarm systems due to their cognitive failure. When the municipality procures a new PVS, innovative thinking is wanted, so that the municipalities get systems for signalling and localisation technology, with different forms of sensors, for use in BSS and communal housing.

2.3 Trade programme

The municipality uses Tietos electronic patient journal Gerica as its trade programme within nursing and welfare. LifeCare mobile care is also used for future deliveries to home care services, which is a mobile documentation tool connected to Gerica. The PVS shall be integrated with Gerica.

2.4 The purpose of the procurement.

1. Greater safety and security for patients, relatives and employees.

2. Increased options for contact between patients and employees.

3. Increased self-mastering, life quality and freedom.

4. Increased quality of services.

5. Better work situation for employees.

6. Making the nursing and welfare services more efficient.

7. Fewer unwanted events and accidents.

8. Prevent function reduction and damage.

2.5 Background for the procurement.

The procurement is for a patient signalling system for the following institutions:

Fjell residential and service centre has 2 departments with a total of 51 patient rooms with room for 52 patients (1 room cab be used as a double room). The nursing home has 50 long term places and one short term place. There are plans to develop one patient room this year, which shall be used as a short term place. The departments are divided up into three and three residential units with 8 to 9 residents in each. The nursing home could be developed with approx. 25 residential units in 3 to 4 years.

Fjell BSS' buildings consist of wooden constructions. Fjell has an old patient signalling system that has many errors. It is not possible to get new parts and it is now no longer possible to procure new telephones that are compatible with the system. The signal strength is bad in several parts of the building and reinforcers cannot be put in place as they do not exist for the system. Fjell BSS also has a ‘double’ switchboard, one internal and one external, in which you have to make external calls in order to make internal calls to the departments to hand over calls. The telephone system was set up like this in a period when Fjell BSS was privately run.

Strømsø residential and service centre currently has 3 departments in use and one department that is empty, there are currently 39 places, but with the closed department, there are 45 patient rooms, with room for 46 patients.

There are currently 39 long term places, the idea is to open up the department and possibly expand with an extra 4 rooms. A decision will be made on this in autumn 2016. The distribution between the departments is as follows: 3rd floor 10 places, 2nd floor 10 places, 1st floor 19 places, will possibly be expanded with 4 places, ground floor 6 places, but this is currently closed.

Strømsø BSS has an alarm system from 2008. It is very difficult to get parts for this system and it is also difficult to get someone to repair it. The nursing home has floor sensors from 1994, which are now stopping to work, department by department. This is very critical as one department is empty at night and we have to have an overview if anyone goes out at night.

Schwartzgt. communal housing was opened in 2013 and has a wireless signalling system, but this does not function optimally. The infrastructure is not optimal and it has not been fully developed.

The three institutions need a PVS which, in addition to signalling from patients, can also be connected to, amongst other things, fire alarms and other alarms, such as fall and epilepsy alarms, alarms for risky situations as well as a system that can provide cognitive support for patients.

The PVS shall contribute to providing security in every day life for both patients, employees and relatives. It shall cover a need for signalling that is adapted to each patient's function level and cover the personnel's need for signalling in a 24 hour service.

2.6 The scope of the procurement

Tenders shall be submitted for three (3) complete PVSs. A complete PVS includes all installation, implementation, testing, documentation, training, operation, control and administration of the patient signalling system, which shall see to the active patient signalling, this is:

1. Server/communication system.

2. Patient unit.

3. Personnel unit.

4. Infrastructure (communication with the units).

The offered technology shall function 24 hours a day, year round.

The table below shows the size of each institution:

Institution.

Number of duty rooms.

Departments.

Number of patients.

Lounges/communal areas.

Employees **

Fjell BSS

2

2

52

9

16

Strømsø BSS

3 (4)

3 (4)

39/ (46) + (4)

12 (2)

11 (14)

Schwartzgt. communal housing.

2

1 (2 floors)

16, (20 but 4 rooms can have 2 patients)

3.

3.

** this is the number of carers at work during the day, which is descriptive for the number of hand-held units.

2.7 General requirements for the patient signalling system.

2.7.1 General.

The three institutions currently use different types of signals and alarms. There is a need for a standardised system for all the institutions and communal housing.

We would like a PVS where the signals come from patients. It is the patient who is at the centre of the signal, not the room where the patient is. I.e. it must be possible to connect signals to each patient's identity.

2.7.2 The patient at the centre.

The signalling system that the patient is awarded by the municipality shall be personal and individual. The patient's function level and need for help shall be a guideline for the technology that is awarded to each individual.

2.7.3 Employees.

Employees shall always feel secure in patients' welfare and shall be able to provide efficient help and good services with the help of active/passive signalling from patients. It is important that employees have a uniform and efficient communication system.

Signalling needs for assistance from employees shall be possible on equipment that is portable (mobile terminals such as smartphones, tablets etc.).

If an employee has need for assistance and/or is in an emergency, it shall be possible to call for help in a simple and quick way. In some situations there is a need for voice-controlled calls for assistance, as both hands are busy. Employees shall be able to receive signals from patients independent of where both parties are.

2.7.4 Receive, deal with and log signals.

Signals shall be received on several types of units. The system shall see to all signals concerning activities around the patient. There will be signals for immediate help, medical warnings, assistance signals, activity signals, technical signals and signals for meetings and daily tasks.

2.7.5 Speech communication.

There shall be a system in the PVS for both employees and patients making speech calls. 2-way conversations will be a supplement for both active and passive signals in institutions.

Employees shall be able to make external calls and hold conversations with other employees and external persons via the same mobile units. They shall also be able to receive calls and set calls over to other employees on the mobile unit. Signals are to be prioritised over calls.

2.7.6 Access control.

The PVS is to be able to deal with access control in BSS and communal housing. Access control must be seen in connection with the location of employees and patients and patients must be able to move freely under given terms. Access control shall be adapted to the current lock system at each institution.

2.7.7 Localisation of employees.

Relatives and visitors must be able to locate the employees.

2.7.8 The patient signalling system as a tool for utilising resources.

The PVS shall give managers in nursing and welfare accumulated management information such as response times, the number of alarms/signals in the different departments and the types of alarms/signals. This is so that measures can be taken as regards the utilisation of manpower resources and as regards individual patients.

2.7.9 Actual functions and character of the mobile terminals for employees.

The receipt of signals shall primarily go via normal consumer technology such as smartphones, tablets or large format screens, both as regards flexibility and as regards economy.

Hand held receiver equipment shall be able to be used for different uses such as interaction, hour registration and registering care. They must use the most used operative system standards in the market, such as Android, iOS and Windows Phone.

3. Use of sub-suppliers.

If an applicant would like to use sub-suppliers/other companies' economic resources or technical qualifications to fulfil the qualification requirements, a commitment statement shall be enclosed from the sub-suppliers/companies stating that the tenderer can use the relevant resources in the contract period.

If resources are to be used from sub-suppliers/other companies, equivalent documentation shall be provided as for the tenderer.

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