36C10A19Q0093-010.pdf

36C10A19R0093 Attachment #1

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA)

Veteran Integrated Service Network (VISN) 1 Real Time Location System (RTLS)

Asset Tracking Application

Date: March 19, 2019 PWS Version Number: 1.7

VISN 1 RTLS Asset Tracking Application RFQ 36C10A19R0093 Attachment #1 PWS

Contents

1.0 BACKGROUND

1.1 WORK ALREADY COMPLETED UNDER NATIONAL RTLS CONTRACT

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 REPORTING REQUIREMENTS

5.1.3 IMPLEMENTATION MANAGER

5.1.4 KICK-OFF MEETING

5.2 SITE VALIDATION

5.2.1 GENERAL RTLS REQUIREMENTS

5.2.2 WIRELESS TECHNOLOGY

5.2.3 RTLS DESIGN

5.2.4 RTLS DATABASE INFRASTRUCTURE

5.2.5 RTLS TIME STAMP

5.2.6 SYSTEM ADMINISTRATION

5.2.7 FACILITY TAGGING AND COMMISSIONING PLAN

5.2.8 FACILITY ACCEPTANCE TEST PLAN

5.2.9 TRAINING

5.2.9.1 SYSTEM USER TRAINING

5.2.9.2 TECHNICAL MAINTENANCE AND REPAIR TRAINING

5.2.9.3 SYSTEM ADMINISTRATOR TRAINING

5.3 IMPLEMENTATION

5.3.1 FACILITY ACCEPTANCE TEST REPORTS

5.3.2 FINAL HARDWARE DESIGN DOCUMENTS

5.4 REQUIREMENTS OF RTLS ASSET TRACKING APPLICATION

5.4.1 AT APPLICATION INSTALLATION

5.4.1.1 AT APPLICATION ACTIVE TAGS AND CONSUMABLES

5.4.1.2 AT APPLICATION SOFTWARE CONFIGURATION

5.4.2 VISTA INTERFACES

5.4.3 FINGERPRINTING

5.5 System Acceptance

5.6 POST DEPLOYMENT SUPPORT SERVICES

5.6.1 TRANSITION PLANNING

5.6.2 WARRANTY SERVICES

5.7 VISN AND FACILITY COMPONENT DELIVERY (OPTIONAL TASK)

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 ONE-VA TECHNICAL REFERENCE MODEL

6.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT

(FICAM)

6.1.3 INTERNET PROTOCOL VERSION 6 (IPV6)

6.1.4 TRUSTED INTERNET CONNECTION (TIC)

6.1.5 STANDARD COMPUTER CONFIGURATION

6.1.6 VETERAN FOCUSED INTEGRATION PROCESS (VIP)

6.1.7 PROCESS ASSETT LIBRARY (PAL)

6.2 SECURITY AND PRIVACY REQUIREMENTS

6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

6.4 PERFORMANCE METRICS

6.5 FACILITY/RESOURCE PROVISIONS

6.6 GOVERNMENT FURNISHED PROPERTY

6.7 SHIPMENT OF HARDWARE OR EQUIPMENT

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUAGE

1.0 BACKGROUND

The mission of the Department of Veterans Affairs (VA), Veterans Health Administration (VHA) is to provide benefits and services to Veterans of the United States. In meeting these goals, VA strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely, and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

Veterans Integrated Services Network (VISN) 1 is responsible for providing health care to Veterans in the New England area. The 8 Health Care Systems within VISN 1 are comprised of 11 different medical campuses that work together to provide efficient, accessible health care to Veterans in their areas.

Like all health care facilities, VISN 1 faces numerous clinical and business challenges, including managing and tracking assets. Some VA assets are currently tracked with barcode labels, but this solution is limited to identification capabilities. Real Time Location System (RTLS) is an umbrella term that includes multiple technologies for locating and tracking items. It includes Wi-Fi based location finding, active and passive Radio Frequency Identification (RFID), and many other location technologies. RTLS solutions are able to address many of the more complex challenges by providing additional capabilities beyond barcoding, such as the ability to track the location and flow of assets. These capabilities can result in improvements such as the design of processes to improve the efficiency and effectiveness of patient care, reductions in staff hours spent searching for equipment, and the ability to maintain more efficient (less expensive) inventory levels.

VISN 1 initiated and executed a Task Order under the National RTLS Contract which originally included all eleven medical campuses. However, during the implementation, RTLS was descoped at White River Junction, West Roxbury, and Brockton due to a competing Office of Information Technology (OIT) Access Point replacement project, which impacted RTLS installation. The RTLS Solution was approximately 50 percent completed at these three sites prior to descoping.

VA seeks to complete the implementation, testing, and training of the VISN 1 RTLS solution that began but was not completed at the three remaining VAMC’s; White River Junction VA Medical Center (VAMC), Boston Health Care System (HCS) - West Roxbury, MA and Boston HCS – Brockton, MA. The Contractor shall continue implementing the VISN 1 procured solution which was designed, agreed upon under the National RTLS Program utilizing the National RTLS Contract.

WORK ALREADY COMPLETED UNDER NATIONAL RTLS CONTRACT

The work completed by Centrak and Intelligent Insite included:

A. Procured, installed, and configured the Data Center and site level VAMC server hardware to include standing up virtual machines and Structured Query Language (SQL) databases for production and pre-production platforms at each of the 3 remaining VAMC’s.

B. All Data Center and site level VAMC software solutions are installed at each of the 3 remaining VAMC’s.

C. Preliminary work to support configuration of the three VAMCs space file

D. Set up preliminary support Fingerprinting at Brockton.

E. Centrak Clinical Grade Location hardware installed per the VAMC RTLS Hardware Deployment Design Document at all three VAMCs (See Section 6.6 Government Furnished Information).

F. Insites performed configuration work such as Map Regioning and Map Rendering at all three medical centers. (See VAMC Rendered Maps -Section 2.0Applicable Documents)

G. The Vista Interface Package was designed, developed and accepted under a separate Enterprise System Engineering (ESE) Task Order.

H. The Vista Interface Package has been deployed at West Roxbury, MA.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security Requirements for Cryptographic Modules”

4. FIPS Pub 199. Standards for Security Categorization of Federal Information and Information Systems, February 2004

5. FIPS Pub 200, Minimum Security Requirements for Federal Information and

Information Systems, March 2016

6. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and

Contractors,” August 2013

7. 10 U.S.C. § 2224, "Defense Information Assurance Program"

8. Carnegie Mellon Software Engineering Institute, Capability Maturity Model®

Integration for Development (CMMI-DEV), Version 1.3 November 2010; and Carnegie Mellon Software Engineering Institute, Capability Maturity Model® Integration for Acquisition (CMMI-ACQ), Version 1.3 November 2010

9. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

10. Public Law 109-461, Veterans Benefits, Health Care, and Information

Technology Act of 2006, Title IX, Information Security Matters

11. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

12. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, http://www.va.gov/vapubs/

13. VA Handbook 0710, Personnel Security and Suitability Security Program, May 2, 2016, http://www.va.gov/vapubs

14. VA Directive and Handbook 6102, “Internet/Intranet Services,” July 15, 2008

15. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility

Standards,” July 1, 2003

16. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

17. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”

18. An Introductory Resource Guide for Implementing the Health Insurance

Portability and Accountability Act (HIPAA) Security Rule, October 2008

19. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7,

20. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

21. VA Directive 6500, “Managing Information Security Risk: VA Information

Security Program,” September 20, 2012

22. VA Handbook 6500, “Risk Management Framework for VA Information

Systems – Tier 3: VA Information Security Program,” March 10, 2015

23. VA Handbook 6500.1, “Electronic Media Sanitization,” November 03, 2008

24. VA Handbook 6500.2, “Management of Breaches Involving Sensitive

Personal Information (SPI)”, July 28, 2016

25. VA Handbook 6500.3, “Assessment, Authorization, And Continuous

Monitoring Of VA Information Systems,” February 3, 2014

26. VA Handbook 6500.5, “Incorporating Security and Privacy in System

Development Lifecycle”, March 22, 2010

27. VA Handbook 6500.6, “Contract Security,” March 12, 2010

28. VA Handbook 6500.8, “Information System Contingency Planning”, April 6,

29. OI&T Process Asset Library (PAL), https://www.va.gov/process/ . Reference

Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp

30. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

31. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

32. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact Assessment,” July 30, 2015

33. VA Handbook 6510, “VA Identity and Access Management”, January 15, http://www.va.gov/vapubs/ http://www.va.gov/vapubs http://www.va.gov/vapubs https://www.va.gov/process/ https://www.va.gov/process/maps.asp https://www.va.gov/process/artifacts.asp https://www.va.gov/trm/TRMHomePage.aspx

34. VA Directive 6300, Records and Information Management, February 26,

35. VA Handbook, 6300.1, Records Management Procedures, March 24, 2010

36. NIST SP 800-37, Guide for Applying the Risk Management Framework to

Federal Information Systems: a Security Life Cycle Approach, June 10,

37. NIST SP 800-53 Rev. 4, Security and Privacy Controls for Federal Information Systems and Organizations, January 22, 2015

38. OMB Memorandum, “Transition to IPv6”, September 28, 2010

39. VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12)

Program, October 26, 2015

40. VA Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12)

Program, March 24, 2014

41. OMB Memorandum M-06-18, Acquisition of Products and Services for

Implementation of HSPD-12, June 30, 2006

42. OMB Memorandum 04-04, E-Authentication Guidance for Federal Agencies, December 16, 2003

43. OMB Memorandum 05-24, Implementation of Homeland Security

Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, August 5, 2005

44. OMB memorandum M-11-11, “Continued Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors, February 3,

45. OMB Memorandum, Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation, May 23, 2008

46. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011

47. NIST SP 800-116, A Recommendation for the Use of Personal Identity Verification (PIV) Credentials in Physical Access Control Systems, November 20, 2008

48. OMB Memorandum M-07-16, Safeguarding Against and Responding to the Breach of Personally Identifiable Information, May 22, 2007

49. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, Digital Identity Guidelines, June 2017

50. NIST SP 800-157, Guidelines for Derived PIV Credentials, December 2014

51. NIST SP 800-164, Guidelines on Hardware-Rooted Security in Mobile

Devices (Draft), October 2012

52. Draft National Institute of Standards and Technology Interagency Report

(NISTIR) 7981 Mobile, PIV, and Authentication, March 2014

53. VA Memorandum, VAIQ #7100147, Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12), April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

54. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514) https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514

55. VA Memorandum “Mandate to meet PIV Requirements for New and Existing Systems” (VAIQ# 7712300), June 30, 2015, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4846

56. Trusted Internet Connections (TIC) Reference Architecture Document, Version 2.0, Federal Interagency Technical Reference Architectures, Department of Homeland Security, October 1, 2013, https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf

57. OMB Memorandum M-08-05, “Implementation of Trusted Internet Connections (TIC), November 20, 2007

58. OMB Memorandum M-08-23, Securing the Federal Government’s Domain Name System Infrastructure, August 22, 2008

59. VA Memorandum, VAIQ #7497987, Compliance – Electronic Product Environmental Assessment Tool (EPEAT) – IT Electronic Equipment, August 11, 2014 (reference Document Libraries, EPEAT/Green Purchasing Section, https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552)

60. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

61. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8, 2005

62. Executive Order 13693, “Planning for Federal Sustainability in the Next Decade”, dated March 19, 2015

63. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

64. VA Directive 0058, “VA Green Purchasing Program”, July 19, 2013

65. VA Handbook 0058, “VA Green Purchasing Program”, July 19, 2013

66. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote

Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

67. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

68. VA Memorandum, “Implementation of Federal Personal Identity Verification

(PIV) Credentials for Federal and Contractor Access to VA IT Systems”, (VAIQ# 7614373) July 9, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

69. VA Memorandum “Mandatory Use of PIV Multifactor Authentication to VA Information System” (VAIQ# 7613595), June 30, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

70. VA Memorandum “Mandatory Use of PIV Multifactor Authentication for Users with Elevated Privileges” (VAIQ# 7613597), June 30, 2015;

https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

71. “Veteran Focused Integration Process (VIP) Guide 2.0”, May 2017, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

72. “VIP Release Process Guide”, Version 1.4, May 2016, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4411

73. “POLARIS User Guide”, Version 1.2, February 2016, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4412 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4846 https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf https://s3.amazonaws.com/sitesusa/wp-content/uploads/sites/482/2015/04/TIC_Ref_Arch_v2-0_2013.pdf https://www.voa.va.gov/documentlistpublic.aspx?NodeID=552 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4411 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4412

74. VA Memorandum “Use of Personal Email (VAIQ #7581492)”, April 24, 2015, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

75. VA Memorandum “Updated VA Information Security Rules of Behavior (VAIQ #7823189)”, September, 15, 2017, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

76. National Fire Protection Association (NFPA) 70 – National Electric Code

77. National Fire Protection Association (NFPA) 99 – Standard for Healthcare

Facilities

78. VA Handbook 6550, “Pre-procurement Assessment for Medical Devices “, (https://www1.va.gov/vapubs/index.cfm)

79. National Institute Standards and Technology (NIST) Special Publications

80. An Introductory Resource Guide for Implementing the Health Insurance

Portability and Accountability Act (HIPAA) Security Rule, March 2005

81. VA Handbook 7002, Logistics Management Procedures, July 10, 2009

(https://www1.va.gov/vapubs/index.cfm)

82. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998

83. Attachment A - Facility Drawings (e.g. CAD Drawings)

84. Attachment B - Facility Equipment Inventory List(s)

85. Attachment C - Facility Delivery Location and Staging Area(s)

86. Attachment D - RTLS Requirement Specification Document (RSD)

87. Attachment E - RTLS Systems Design Document (SDD)

88. Attachment F - RTLS_National_AT_HandheldInstallUserGuide

89. Attachment G - RTLS Handheld Systems Design Document

90. Attachment H - Facility Engineering Space File

91. Attachment I - Facility Coverage Document

92. Attachment J - RTLS National Program Standards -

RTLS_National_IS_AT_Tag_Standard

93. Attachment K - RTLS National Program Standards -

RTLS_National_IS_G_Supplemental_Hardware_Standard

94. Attachment L - RTLS National Program Standards -

RTLS_National_InsitesMapRenderingSpecs

95. Attachment M - Facility RTLS Hardware Deployment Design Document

96. Attachment N – VISN 1 Monthly Status Report Template

97. Attachment O - RTLS Data Standards Workbook

98. Attachment P – RTLS DQT Documentation

99. Attachment Q - RTLS Enterprise Data Architecture Standard

100. Attachment R - RTLS Vista Interface Package

101. Attachment S - VISN and VAMC Site Server Build Document

102. Attachment T - RTLS Server Software Baseline Document

103. Attachment U – Facility AP Design Report

104. Attachment V – Facility Rendered Maps

105. Attachment W - National RTLS AT Application Usage Document)

106. Attachment X –RTLS_National_AddendumX

3.0 SCOPE OF WORK

The Contractor shall complete installing, configuring, and testing a VISN-wide RTLS, encompassing the VA owned asset tracking application that leverages the Centrak- Insites system. With the understand that approximately 50 percent of the work was completed for these three sites under the national RTLS Contract; the Contractor shall use to the fullest extent possible all existing hardware and software, maintaining the current system architecture for the RTLS solution.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Period of Performance for this contract is 12 months.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are ten (10) Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, four are set by date:

New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located in:

1. White River Junction VAMC 215 North Main Street

White River Junction, VT 05009

2. Boston Healthcare System - West Roxbury VAMC 1400 VFW Parkway West Roxbury, MA 02132

3. Boston Healthcare System - Brockton 940 Belmont Street Brockton, MA 02301

Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the tasks associated for this effort is 10 for each of the 3 medical centers. Anticipated locations and durations include the following:

1. White River Junction

a. Onsite Certified Space File assessment – 5 days

b. Validate, Test, and Tune Centrak Hardware – 5 days

c. Centrak Certification Testing – 5 days

d. Fingerprinting – 25 days

e. Wi-Fi Location Accuracy Testing – 10 days

f. Asset Tagging and Commissioning – 35 days

g. Phase 1 Testing - 5 days

h. Phase 2 Testing - 5 days

i. Additional Hardware installation - 5 days

j. Training – 5 days

2. West Roxbury

a. Onsite Certified Space File assessment – 5 days

b. Validate, Test, and Tune Centrak Hardware – 5 days

c. Centrak Certification Testing – 5 days

d. Fingerprinting – 25 days

e. Wi-Fi Location Accuracy Testing – 10 days

f. Asset Tagging and Commissioning – 35 days

g. Phase 1 Testing - 5 days

h. Phase 2 Testing - 5 days

i. Additional Hardware installation - 5 days

j. Training – 5 days

3. Brockton

a. Onsite Certified Space File assessment – 5 days

b. Validate, Test, and Tune Centrak Hardware – 5 days

c. Centrak Certification Testing – 5 days

d. Fingerprinting – 25 days

e. Wi-Fi Location Accuracy Testing – 10 days

f. Asset Tagging and Commissioning – 35 days

g. Phase 1 Testing - 5 days

h. Phase 2 Testing - 5 days

i. Additional Hardware installation - 5 days

j. Training – 5 days

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS.

The Contractor shall submit a high-level schedule including milestones as part of the Proposal.

In addition to the above, the CPMP shall contain an MS Project Schedule that

1. Contains Milestones and deliverable dates at each VISN Facility.

2. Contains Government dependencies (e.g., document acceptance) and be broken out by facility.

3.

The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the PoP. The Contractor shall deliver and update the Contractor Staff Roster as required in section 6.2.2. The Contractor shall deliver final section 508 compliance test results as required in section A3.0.

Deliverable:

A. Contractor Project Management Plan B. Contractor Staff Roster C. Final Section 508 Compliance Test Results

5.1.2 REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Status Reports (See VISN 1 Monthly Status Report Template in Section 2.0 Applicable Documents) in electronic form in Microsoft Office and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Electronic and Information Technology (EIT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

Deliverable:

A. Monthly Status Report

5.1.3 IMPLEMENTATION MANAGER

The Contractor shall provide a single point of contact (Implementation Manager) to oversee the overall RTLS implementation for the 3 medical centers. The Contractor Implementation Manager shall be responsible for:

1. Effectively communicating the project progress to VHA and VA Contractor team members

2. Ensuring proper deliverables are delivered to VHA

3. Coordinating, escalating, and resolving Contractor-related project issues

4. Representing the Contractor in status meetings and providing timely status reports

5.1.4 KICK-OFF MEETING

The Contractor shall conduct a project kick-off meeting to introduce the Government team to the Contractor’s overall operating plans and approach to this Project. The Contractor shall present its draft CPMP (see section 5.1.1) for review with the Government. The Contractor shall update the CPMP based on the outcomes of the kick-off meeting. The Contractor shall also provide a meeting agenda and meeting minutes. This meeting shall be virtual.

5.1.4.1 ON-GOING PROGRESS MEETINGS

5.1.4.2 The Contractor shall conduct on-going progress meetings on a weekly basis using the updated CPMP to update the VA on Contractor project status, schedule, risks, risk mitigation, issues and issue resolution plans. This meeting shall be virtual.

5.2 SITE VALIDATION

The Contractor shall perform post-award site validations at each of the three remaining VAMC’s to collect the information necessary for successful implementation of these RTLS’. The Contractor shall review and ensure all RTLS Clinical Grade Level sensing equipment installed is operational, to include installation of batteries as necessary to validate, test, and tune the system.

5.2.1 GENERAL RTLS REQUIREMENTS

5.2.2 WIRELESS TECHNOLOGY

The Contractor shall use the existing Wi-Fi infrastructure (See Attachment U Facility AP Design Report – Section 2.0 Applicable Documents) at each facility as the core active tag ranging and distance measurement (communication between tag and reader). The Contractor shall notify the Government when known existing Wi-Fi infrastructure at each facility is not available or is insufficient and supplemental technologies will be required where Wi-Fi is not available or insufficient to achieve the resolution objectives of the applications. Resolution and room coverage requirement for each facility are located in the Attachment I Facility Coverage Document (See Section 2.0 Applicable Documents.

5.2.3 RTLS DESIGN

The RTLS System was designed under a previous Task Order under the National RTLS Contract. However, the design may be updated to mediate Wi-Fi Location Accuracy deficiencies. The Contractor shall conform to the following:

1. The Contractor shall install RTLS supporting hardware and components so as to blend in (or not be visible at all), with the general surface treatments of the facility.

2. The Contractor shall install RTLS components so as to have minimal impact on the business operations of the facility and meet applicable infection control and health and safety requirements such as Joint Commission and local Infection Control Risk Assessment (ICRA) findings and standards. This installation shall occur during normal business hours. The majority of the anticipated hardware installation is in administrative areas and should not be impacted by patients being present. This may include use of containment units for any above the ceiling work.

VA will provide Attachment M Facility RTLS Hardware Deployment Design Document (See Section 2.0 Applicable Documents) for each of the three remaining VAMC’s which illustrates the approved design and hardware installation completed under the National RTLS Contract. The Contractor shall update this document throughout the remaining implementation so that it remains current with the existing design.

The Preliminary Hardware Deployment Design Document shall be updated based on the following:

1. Proposed quantity and location of supplemental Wi-Fi infrastructure to achieve the goals of the RTLS applications and room coverage requirements.

2. Proposed changes, corrections and/or updates to the VA-provided maps and Engineering Space Files as noted during the Contractor’s site validation.

3. Any other tools and templates that help to define the design (e.g., configuration, components, business rules, etc.) of the VISN RTLS to aid the VISN facility in making design decisions to achieve the goals of the proposed RTLS applications.

Deliverables:

A. White River Junction VAMC Preliminary Hardware Deployment Design Document

B. West Roxbury VAMC Preliminary Hardware Deployment Design Document C. Brockton VAMC Preliminary Hardware Deployment Design Document

5.2.4 RTLS DATABASE INFRASTRUCTURE

The RTLS Database Infrastructure was designed and installed under a previous Task Order under the National RTLS Contract. The Contractor shall maintain the database infrastructure that supports the requirements of the facilities in accordance with the approved Attachment E RTLS Systems Design Document (SDD) (See Section 2.0 Applicable Documents).

5.2.5 RTLS TIME STAMP

The Contractor shall ensure all applications synchronize with internal VISN Facility time standard. The synchronization of time on this network is critical in every aspect of managing, securing, planning, and debugging as it involves determining when an event happened.

5.2.6 SYSTEM ADMINISTRATION

The Contractor shall provide Database and System Administration services to the three remaining facilities. Since the system has been shut down since Aug 2018, extra vigilance should be applied to ensure the versions remain properly patched to mitigate vulnerabilities. The Database and System Administration services shall include:

A. Perform daily system health checks on servers and databases, including monitoring application logs.

B. Security compliance and remediation of application related vulnerabilities

C. Apply Monthly OS security patches provided by OIT.

D. Troubleshoot connectivity issues.

E. Troubleshoot startup/shutdown server and application issues.

F. Implement Software Upgrades approximately twice a year.

5.2.7 FACILITY TAGGING AND COMMISSIONING PLAN

The Contractor shall create a Facility Tagging and Commissioning Plan for each of the three remaining VAMC’s prior to beginning the tagging process for review and approval by the COR. Once approved, this plan shall be integrated into the CPMP. This Plan shall include:

1. Identification of all Asset Groups and Assets to be tagged in accordance with the VA National Tagging Standard (see Attachment B Inventory List and Attachment J- National IS AT Tag Standard

2. A schedule during normal business hours (not to interrupt business operations) to tag and commission all assets

3. Guidance and instructions on tag placement (unless provided by the Government)

4. Method for quality control of tag placement and commissioned data

5. Method for taking corrective actions on misplaced tags, defective tags, assets that cannot be located, incorrect information in the RTLS database, and other errors that can occur during the tagging and commissioning process

6. Documentation to allow the Government to perform the tagging and commissioning process

Upon approval of the Facility Tagging and Commissioning Plan, the Contractor shall execute and report on tagging and commissioning operations weekly with the COR either through email or via the Weekly Meetings, (Section 5.1.4.1) and in the Monthly Progress Reports (Section 5.1.2).

Deliverables:

A. White River Junction VAMC Tagging and Commissioning Plan B. West Roxbury VAMC Tagging and Commissioning Plan C. Brockton VAMC Tagging and Commissioning Plan

5.2.8 FACILITY ACCEPTANCE TEST PLAN

The Contractor shall create and provide a Facility Acceptance Test Plan for each facility that includes 2 phases.

Phase 1: Performance Testing:

During the system testing the Contractor shall verify that the system is fully operational and meets all the performance requirements as described in Attachment D – RTLS Requiments Specification Document and Attachment X – RTLS_National_AddendumX. The Contractor shall test and verify that all system functions and specification requirements are met and operational, and no unwanted effects, such as signal distortion, interference with other facility devices, etc. are present. The Contractor shall provide VA with a copy of the performance test plan methodology and test results.

Phase 2: User Acceptance Testing:

The Contractor shall submit the test results and certification to the COR. The Contractor shall schedule an acceptance test date and provide VA 30 days written notice prior to the date the acceptance test is expected to begin. The System shall be tested to certify Proof of Performance to include Clinical Grade Location Accuracy, Wi-Fi Location Accuracy, verification of Vista Interface, and conformance to Data Standards using the Data Quality Tool (DQT). See Attachment O – RTLS Data Standards Workbook and Attachment P – RTLS DQT Documentation. Testing shall verify that the total system meets all requirements of this specification, including meeting performance metric for Wi-Fi Location Accuracy per Requirement ZPS-055 - RTLS shall accurately report the vertical (floor) location 97% of the time for each active tag in a location-grade Wi-Fi location. The notification of the acceptance test shall include the expected length (in time) of the test(s). The Contractor shall provide certified/qualified personnel to assist VA with performing this testing. The Contractor shall provide VA with a copy of the acceptance test plan methodology and test results detailed in section 5.4.1.

A. White River Junction VAMC AT Facility Acceptance Test Plan B. West Roxbury VAMC AT Facility Acceptance Test Plan D. Brockton VAMC AT Facility Acceptance Test Plan

5.2.9 TRAINING

The Contractor shall provide onsite training following the approval of User Acceptance Test Report. The required training is detailed in the sections below. The Contractor shall provide certified/qualified personnel and conduct the training sessions at the VA facility.

The Contractor shall provide Training Material and Schedules for each training event and complete those events in accordance with the approved Facility Training Plan. The Contractor shall submit a Training Plan for each VISN 1 Facility for review and approval by the COR. The Training Plan shall include, at a minimum:

1. Training locations, training dates, and training times

2. Format, method and / or delivery of training (e.g. onsite, web based)

3. Training audience (e.g. technical repair, system user, system administrator)

4. Instructor profile and content information

A. White River Junction VAMC AT Training Plan B. West Roxbury VAMC AT Training Plan

C. Brockton VAMC AT Training Plan D. Training Material and Schedules

5.2.9.1 SYSTEM USER TRAINING

The Contractor shall provide training to all users on system application and use. Initial training shall be on-site. Thereafter, VA shall have unlimited access to web or computer-based training, tailored to VA configuration. To improve system adoption and use, system user training shall also include a train the trainer approach. The VA shall identify Super Users to receive training and information that will be used to instruct others after contractor completes their initial onsite training. The system user training shall run for 8 hours per day for 1 week at each facility and shall be spent either in a small classroom setting or with individuals at work stations. This training is for employees on all different shifts; West Roxbury and White River Junction require overnight shift training. Education curriculum must include the following:

1. Operations and set-up

2. Report and query generation

3. User maintenance

4. User troubleshooting

5. User tips

5.2.9.2 TECHNICAL MAINTENANCE AND REPAIR TRAINING

The Contractor shall train designated VA staff on technical maintenance and repair at each of the 3 remaining VAMCs. The number of personnel to be trained at each location follows: Brockton – 1, West Roxbury – 15, White River Junction – 5. The Contractor shall provide each trained VA staff member with all service tools, service keys and other diagnostic software, technical documentation, and accessories necessary to service the RTLS prior to the warranty expiration.

The Contractor shall furnish any devices required or recommended to test, calibrate, and operate / maintain / configure the system for proper operation. The Contractor shall provide service/maintenance/diagnostic software and associated security keys for in-house service of the equipment. Where applicable, the Contractor shall renew the software license or security key for the duration of the contract at a VA facility. At a minimum, the service software shall include system diagnostics down to the board or module level, error codes and definitions, and system setup capabilities to include networking, and peripheral connectivity.

5.2.9.3 SYSTEM ADMINISTRATOR TRAINING

The Contractor shall train designated selected VA staff for the purposes of supporting the application as a system administrator at each of the 3 VAMCs. The number of personnel to be trained at each location is as follows: Brockton – 5, West Roxbury – 20, White River Junction – 10. The Contractor shall provide each trained VA staff member with all application and support tools necessary to configure and use the system. In addition, the system administrator is expected to have the knowledge after training to provide first level application support to VA users.

Once training is completed, the Contractor shall include in the Monthly Progress Report (Section 5.1.2) the following:

1. Facility-specific list of the attendees for each training session

2. The Contractor staff that conducted the training

5.3 IMPLEMENTATION

5.3.1 FACILITY ACCEPTANCE TEST REPORTS

The Contractor shall execute the approved Facility Acceptance RTLS Test Plan (section 5.3.7). The Contractor shall provide test results to the VA five (5) business days after the completion of testing. The Contractor shall provide the Facility Acceptance Test in accordance with the approved Facility Acceptance Test Plans and shall include:

1. Performance Testing Report

a. Results of the expected outcome metrics

b. Change requests, enhancements and defect tracking log

c. Overall performance of the testing

d. Lesson Learned

2. User Acceptance Testing Report

a. Results of the expected outcome metrics

b. Change requests, enhancements and defect tracking log

c. Overall performance of the testing

d. Lesson Learned

A. White River Junction VAMC AT Acceptance Test Report B. West Roxbury VAMC AT Acceptance Test Report C. Brockton VAMC AT Acceptance Test Report

5.3.2 FINAL HARDWARE DESIGN DOCUMENTS

The Contractor shall update the Facility RTLS Hardware Deployment Design Document from Section 5.3.2 with the final hardware configuration for each facility. The Final Hardware Design Document (FHDD) shall include complete hardware configuration, including any additional hardware purchased under this contract. This document shall be in the format of a .pdf floor map layout and also in a table excel spreadsheet format.

This document shall include a final quantity and location of hardware identified in the Preliminary Hardware Design Document that was installed to meet the goals of the RTLS applications being deployed at each Facility. The information provided shall include the Centrak Hardware Type, Hardware Unique Identification Device #, Hardware Serial Number, and Bldg, Floor, and Room number where it was installed.

A. White River Junction VAMC AT Final Hardware Deployment Design Document B. West Roxbury VAMC AT Final Hardware Deployment Design Document C. Brockton VAMC AT Final Hardware Deployment Design Document

5.4 REQUIREMENTS OF RTLS ASSET TRACKING APPLICATION

5.4.1 AT APPLICATION INSTALLATION

The Contractor shall complete the AT Application installation in accordance with the approved Attachment M Facility RTLS Hardware Deployment Design Document, per the guidance provided in the National RTLS AT Application Usage Document (Attachment W National RTLS AT AUD) and RTLS Asset Tracking approved solution.

The Contractor shall report on installation progress, during weekly Meetings with the COR (Section 5.1.4.1) and in the Monthly Status Reports (Section 5.1.2).

5.4.1.1 AT APPLICATION ACTIVE TAGS AND CONSUMABLES

Each VAMC has already received RTLS Active Tags. The Contractor shall install and commission the number and type of active tags in accordance with the approved Facility Tagging and Commissioning Plan (Section 5.3.6). The Contractor shall report on the progress of tagging and commissioning assets during Weekly Meetings with the COR and in the Monthly Status Reports.

5.4.1.2 AT APPLICATION SOFTWARE CONFIGURATION

VISN 1 has already purchased an RTLS Asset Tracking Solution. The Contractor shall continue configuring software purchased and installed under the National RTLS Project.

Work to configure the RTLS Application occurred under the National RTLS Project, such as map rendering, regioning maps, and preparation work for the VA spaces. The Contractor shall continue with configuring the software so that it represents the physical layout of the facility as provided in the Attachment A Faci l i ty Drawings or as identified by the Contractor in accordance with Section 5.3.2 of this PWS. The Contractor shall understand that map rendering (See Attachment V Facility Rendered Maps for the RTLS Application) has been completed, but the Contractor shall perform some work required to account for changes in the VA Facility Drawings since the original implementation (See Attachment A Facility CAD Drawings).

The Contractor’s AT software shall be configured to include the facility-specific business rules, alerts, notifications, and reporting requirements as identified in the Hardware Deployment Design Document from section 5.3.2. The Contractor shall report on the progress of software configuration during Weekly Meetings with the COR (Section 5.1.4.1) and in the Monthly Status Reports (Section 5.1.2).

5.4.2 VISTA INTERFACES

Under a separate ESE Task Order, several Interfaces between the Intelligent InSites Real Time Location System (RTLS) solution and the Department of Veterans Affairs (VA) Veterans Integrated System Architecture (VISTA) were developed and implemented under the National RTLS Project. The Contractor shall install and configure the interfaces (Attachment R – RTLS Vista Interface Package). The Vista Deployment Package was already installed at West Roxbury. The Contractor shall install and configure the Vista Deployment Package in Brockton and White River Junction.

5.4.3 FINGERPRINTING

The Contractor shall implement Fingerprinting Technology at the three Medical Centers per Attachment I- Facility Coverage Document. The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care. Fingerprinting Technology is used to determine location in Wi-Fi covered areas. Fingerprinting Technology captures signal strength from multiple RTLS Active tags received by the Access Points. Data is collected throughout the facility and utilized by Centrak to determine the location of an asset.

5.5 SYSTEM ACCEPTANCE

The Contractor shall support VA Facility acceptance of the system based on the following:

1) VA Approved Facility Test Report

2) VA Approved Facility Final Hardware Design Document

3) Facility Training Completed

4) All Defects are logged and:

a. All high priority defects have been resolved.

b. All low priority defects have a documented plan and schedule for resolution not to exceed 6 months from date defect was submitted.

5.6 POST DEPLOYMENT SUPPORT SERVICES

5.6.1 TRANSITION PLANNING

The Contractor shall develop an AT Transition Plan for each of the three remaining VAMC’s. The Transition Plans shall include a detailed procedure to transition all RLTS duties to Government staff by the end of this contract. The Contractor shall submit a Transition Plan that addresses transitioning daily operational oversight of the components of RTLS Asset Tracking Application at each facility including all hardware (including supplemental wireless infrastructure) and software as well as maintenance, repair and configuration management procedures. Once the Transition Plans are approved by the COR, the Contractor shall execute those plans. The Contractor shall provide a User and Technical Manuals that shall include all components of the system.

A. White River Junction VAMC AT Transition Plan B. West Roxbury AT Transition Plan C. Brockton VAMC AT Transition Plan D. User and Technical Manuals

5.6.2 WARRANTY SERVICES

All new RTLS equipment, hardware, software, and services performed under this contract shall be covered under the manufacturer’s warranty and shall include all parts and labor and technical support for a minimum of one year following acceptance by VA.

All warranties on RTLS equipment, hardware, software, and services performed under the National RTLS Project shall not be included in these warranty services. The warranty shall be included in the system price and not priced separately. The Contractor shall either perform or manage all maintenance during the system warranty period.

It is anticipated that VA staff members will handle initial trouble calls from end users.

Issues which cannot be resolved by VA staff will be referred to the Contractor by VA technical support staff during normal business hours. The Contractor shall oversee all sub-Contractor support, maintenance and warranties.

5.7 VISN AND FACILITY COMPONENT DELIVERY (OPTIONAL TASK)

The Contractor shall use existing Centrak Hardware installed in the facility. It is anticipated that additional hardware will be necessary to remediate Wi-Fi areas, as an outcome of Wi-Fi Location Accuracy Testing. The Contractor shall deliver and install necessary RTLS hardware components to the VISN facility locations (See Attachment C

– Facility Delivery Location and Staging Areas).

The Contractor shall ensure that a copy of the signed Receiving Report is furnished to the COR once components are delivered. The Contractor shall submit a copy of the final signed Receiving Reports for each Facility. The Contractor shall provide the following:

1. Confirmation of the order and delivery of the components.

2. Reconciliation (if any) of what was planned to be delivered versus what was actually delivered.

3. Details of where items were delivered, what time they were delivered, and who from the Government received them.

A. White River Junction VAMC Receiving Report B. West Roxbury VAMC Receiving Report

C. Brockton VAMC Receiving Report

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 ONE-VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (One-VA TRM). One-VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications.

One-VA TRM includes the Standards Profile and Product List that collectively serves as a VA technology roadmap. Architecture, Strategy, and Design (ASD) has overall responsibility for the One-VA TRM.

6.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM)

The Contractor shall ensure Commercial Off-The-Shelf (COTS) product(s), software configuration and customization, and/or new software are Personal Identity Verification (PIV) card-enabled by accepting HSPD-12 PIV credentials using VA Enterprise Technical Architecture (ETA), http://www.ea.oit.va.gov/VA_EA/VAEA_TechnicalArchitecture.asp, and VA Identity and Access Management (IAM) approved enterprise design and integration patterns, http://www.techstrategies.oit.va.gov/enterprise_dp.asp. The Contractor shall ensure all Contractor delivered applications and systems comply with the VA Identity, Credential, and Access Management policies and guidelines set forth in the VA Handbook 6510 and align with the Federal Identity, Credential, and Access Management Roadmap and Implementation Guidance v2.0.

The Contractor shall ensure all Contractor delivered applications and systems provide user authentication services compliant with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-63-3, VA Handbook 6500 Appendix F, “VA System Security Controls”, and VA IAM enterprise requirements for direct, assertion-based authentication, and/or trust-based authentication, as determined by the design and integration patterns. Direct authentication at a minimum must include Public Key Infrastructure (PKI) based authentication supportive of PIV card and/or Common Access Card (CAC), as determined by the business need.

The Contractor shall ensure all Contractor delivered applications and systems conform to the specific Identity and Access Management PIV requirements set…