36C10A19R0011-006.docx

VISN 19 RTLS Asset Tracking Expansion TAC Number: TAC-19-55806

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veteran’s Health Administration (VHA)

VISN 19 Real Time Location System (RTLS) Asset Tracking Expansion

Date: August 19, 2019

TAC-19-55806

PWS Version Number: 1.8

Contents

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, VHA strives to provide high quality, effective, and efficient 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.

Real Time Location System (RTLS) Asset Tracking (AT) capability is currently provided by CenTrak RTLS Technology and Intelligent InSites Middleware in the VA Medical Centers and by OATSystems in the VA Consolidated Mail Order Pharmacies (CMOPs). Both are supplemented via the Intelligent InSites Asset Management Business Intelligent (BI) Solution. RTLS technology combines a variety of signaling and wireless communication methods to determine the location of tagged assets. Knowing the location of tagged assets can be used to speed up annual inventory, locate equipment, reduce theft/loss, track patients and track staff to improve workflow.

Active RTLS technology uses tags that transmit a Radio Frequency Identification (RFID) through Wi-Fi at a regular interval. The same tags may also listen for and report the receipt of other signaling technologies like Infrared (IR) or Low Frequency (LF) emitters. These technologies are designed for room level accuracy.

VA’s Asset Tracking solution uses Active Tags. At those Veteran Integrated Service Network (VISN) facilities currently operating AT, AT data is collected and transferred from the CenTrak system to the Intelligent InSites system. InSites for AT is an RTLS specific Business Intelligent platform that leverages location-based data to provide users with the following information:

1. A real-time Graphical User Interface (GUI) display of location status for individual assets

2. A set of statistically based reports and dashboards that present the state of the RTLS inventory, as well as the employment of individual assets.

RTLS users may access and use individual application functionality directly from CenTrak or from InSites. The InSites implementation can also be interfaced to VA’s Veterans Information Systems and Technology Architecture (VISTA) Automated Engineering Management System /Medical Equipment Reporting System (AEMS/MERS).

AEMS-MERS is a VISTA legacy package that supports IT Equipment management, transfer and tracking. Currently, MuleSoft Enterprise Service Bus (ESB) is deployed as part of the interface solution to VISTA.

Two peripheral, but important components of the RTLS infrastructure not previously noted is their use of Storage Area Network (SAN) subsystems and F5 load balancers. The VISN RTLS Server Infrastructure SAN has 21 Terabytes (TBs) of space, while the VA Medical Center (VAMC) SANs have 7 TBs. Also, a pair of F5 Load Balancers are deployed in the server rack of each VISN, VISN Disaster Recovery (DR) and CMOP configuration. The Muskogee and Oklahoma City locations utilize the VISN 16 infrastructure on the Austin Information Technology Center (AITC).

WORK ALREADY COMPLETED UNDER NATIONAL RTLS CONTRACT

The work completed by Centrak and Intelligent Insite included

1. For V19 sites listed as ‘Implementation complete’ in Table 1, initial deployment of the RTLS system is complete and sites are currently utilizing the system. Initial deployment of the system covered targeted areas of the medical center. The purpose of this procurement is to extend coverage areas, configure existing hardware that is not yet configured, and re-configure system software to meet facility needs.

2. Sites listed as ‘Implementation in progress’ in Table 1

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

b. All Data Center and site level VAMC software solutions are installed at sites

c. Preliminary work to support configuration of the facility space file

d. Centrak Clinical Grade Location hardware installed per the VAMC RTLS Hardware Deployment Design Document (See Section 6.6 Government Furnished Information).

e. Insites performed configuration work such as Map Regioning and Map Rendering. (See Attachment V - Facility Rendered Maps)

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

Sites at which ‘No Implementation’ has occurred thus far include 3 expected sites but are subject to change based on VA needs.

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, January 18, 2017

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, 2011

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, 2016

34. VA Directive 6300, Records and Information Management, February 26, 2009

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

36. NIST SP 800-37 Rev 1, Guide for Applying the Risk Management Framework to Federal Information Systems: a Security Life Cycle Approach, June 5, 2014

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, 2011

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 Rev 1, Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access, June 2018

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)

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 2.2, Federal Interagency Technical Reference Architectures, Department of Homeland Security, June 19, 2017, https://www.dhs.gov/sites/default/files/publications/TIC_Ref_Arch_v2.2_2017.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 13834, “Efficient Federal Operations”, dated May 17, 2018

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 3.2”, December 2018, 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 1.9, March 2017, 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

SCOPE OF WORK

The Contractor shall provide and/or acquire the services, hardware, and software required by individual Task Orders to enable VHA to procure solutions and technical expertise across the suite of RFID/RTLS enabling technologies to support the needs at individual VA medical facilities within VISN 19.

Contracts awarded will be Indefinite-Delivery-Indefinite-Quantity (IDIQ) contracts that will provide RTLS hardware, software, documentation, and, incidental services to authorized users in VHA. Incidental services include end user acceptance testing, training, warranty and maintenance services, and technical engineering services. Hardware and software delivery and installation, as well as performance of associated acceptance testing, training and warranty and maintenance services, will be required at the VISN 19 sites.

The scope of this contract includes 10 sites within VISN 19, including up to three sites that have no implementation. Work can include expansion of current sites, completion of implementation already started, and new implementations (See section 1.1).

CONTRACT TYPE

This is an IDIQ contract. Individual Task Orders shall be issued on a performance-based Firm Fixed Price (FFP) basis.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The ordering period shall be 3 years from the date of award. The period of performance for any task order may go up to 12 months beyond the last day of the ordering period.

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:

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:

PLACE OF PERFORMANCE

The place of performance shall be identified in individual Task Orders. Locations will be VISN 19 medical facilities detailed below along with ancillary space such as logistics and engineering functions supporting hospital operations. - The final three locations listed below are the expected sites, but are subject to change based on VA needs.

Table 1 - VISN 19 Facilities

TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

Anticipated locations and durations include the following. All durations are estimates

1. Fort Harrison, MT

a. Site Assessment – 3 days

b. Hardware installation – 10 days

c. Facility acceptance testing – 3 days

2. Grand Junction, CO

a. Site Assessment – 3 days

b. Hardware installation – 15 days

c. Facility acceptance testing – 5 days

3. Muskogee, OK

a. Site Assessment – 3 days

b. Hardware installation – 10 days

c. Facility acceptance testing – 3 days

4. Oklahoma City, OK

a. Site Assessment – 3 days

b. Hardware installation – 15 days

c. Facility acceptance testing – 5 days

5. Sheridan, WY

a. Site Assessment – 3 days

b. Hardware installation – 15 days

c. Facility acceptance testing – 5 days

6. Salt Lake City, UT

a. Site Assessment – 5 days

b. Hardware validation, testing & installation – 20 days

c. Asset Tagging and Commissioning – 40 days

d. Facility acceptance testing – 5 days

e. Additional hardware installation – 5 days

f. Training – 5 days

7. Cheyenne, WY

a. Site Assessment – 3 days

b. Hardware validation, testing & installation – 20 days

c. Asset Tagging and Commissioning – 35 days

d. Facility acceptance testing – 5 days

e. Additional hardware installation – 5 days

f. Training – 5 days

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

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 update and maintain the VA PM approved CPMP throughout the PoP.

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

Deliverable:

A. Contractor Project Management Plan

REPORTING REQUIREMENTS

The Contractor shall provide the COR with Monthly Progress Reports in electronic form in Microsoft Word 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 Week.

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 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.

The Monthly Progress Report shall be required during active Task Orders.

Deliverable:

A. Monthly Progress Report, Due the 15th day of each month throughout the PoP of the task order

IMPLEMENTATION MANAGER

The Contractor shall provide a single point of contact, an Implementation Manager, to oversee implementation of all Task Orders. The Contractor Implementation Manager shall be responsible for:

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

1. Ensuring proper deliverables are delivered to VHA

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

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

TECHNICAL KICKOFF MEETING

The Contractor shall hold a technical kickoff meeting within 10 days after task order award, if requested by VA. The Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort. The Contractor shall specify dates, locations (can be virtual), agenda (shall be provided to all attendees at least five (5) calendar days prior to the meeting), and meeting minutes (shall be provided to all attendees within three (3) calendar days after the meeting). The Contractor shall invite the Contracting Officer (CO), Contract Specialist (CS), COR, and the VA PM.

SITE ASSESSMENT

The Contractor shall perform a detailed site assessment at the selected site from the Table in section 4.2. to provide a full scope of requirements for site needs. The Contractor shall coordinate with the COR and site POCs to schedule site assessments. The Contractor shall coordinate with the COR to conduct a pre-assessment conference call at least 2 weeks in advance of the site assessment. The call shall be attended by facility stakeholders and subcontractor(s). Coordination for at least 1 site assessment shall start by 9/30/2019.

Anticipated expansion requirements are listed in Attachment I – RTLS Expansion Requirements.

The Contractor shall provide the COR an AT Site Assessment Report that outlines all requirements per site to include hardware, software and service. Line items shall be listed in the format of the price cost schedule with the description of the item, quantity, cost per unit, and CLIN number. The Assessment Report shall include narrative and diagrams where appropriate to demonstrate understanding of the project goals. The assessment will include a timeline for the entire project lifecycle with the following milestones defined as a minimum. Milestones may be defined based on Task Order award date (e.x. 3 months after TO award date):

1. Equipment installation start

2. Limited installation capability demonstration

3. Equipment installation completion

4. User Acceptance Testing

5. User Training The Contractor shall provide multiple offerings for the assessment to include a site assessment with CenTrak representation and a site assessment with Centrak and Intelligent InSites representation.

Deliverable:

1. AT Site Assessment Report

WIRELESS TECHNOLOGY

The Contractor shall utilize the existing Wi-Fi infrastructure (See Attachment U - Facility AP design report) 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. Alternate solutions can be utilized/quoted if cheaper or more efficient than the use of VA wireless technology or in areas where there is not enough Wi-Fi Coverage e.g. supplemental clinical grade location hardware.

RTLS DESIGN

The Contractor shall provide and install an RTLS system that meets all the requirements detailed below.

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.

HARDWARE DESIGN

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

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. This may include use of containment units for any above the ceiling work.

HARDWARE DESIGN DOCUMENT

If a Hardware Deployment Design Document (HDDD) does not exist for a facility, the Contractor shall develop and provide the document. If a HDDD exists for a facility (work completed under the National RTLS contract), the contractor shall update the existing document. VA will provide Attachment M - Facility RTLS Hardware Deployment Design Document for each of the facilities which illustrates the approved design and hardware installation. The Contractor shall update the HDDD throughout the remaining implementation so that it remains current with the existing design. The Preliminary HDDD shall include:

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

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

1. 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.

1. RTLS Database Infrastructure – As designated by VA, as part of the Preliminary HDDD, the Contractor shall provide draft documentation of the Server configuration and architecture that will be configured and optimized to meet the needs of the facility. This draft documentation shall include:

a. A diagram that lays out the server requirements at each location along with expected bandwidth utilization for the WAN links, expected application latency requirements, server specification (including power, BTUs, and network connections), provide the specification for the number of tags that can be supported per server

b. All servers provided must operate using a fully supported operating system. For example, if the server is Microsoft Windows-based, the operating system must be Microsoft Windows Server 2012 or newer.

c. The solution shall be capable of running in a virtual server environment.

d. Contractor shall provide a server build document that details all software installed, Operating System, Computer Name, IP Address. The document shall be detailed so that a System Administrator can re-install all necessary applications and software to stand up a new server in the event of a disaster.

e. The Offeror is required to submit a complete VA Directive 6550 Pre-Procurement Assessment form. See attachment A in Section 2 Applicable Documents. The Contractor will provide network system documentation as requested by COR.

f. The RTLS Database Infrastructure was designed and installed under the previous Task Order under the National RTLS Contract. When designated by VA, 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)

Deliverables:

1. Preliminary Hardware Deployment Design Document (HDDD)

HARDWARE

The Contractor shall provide all necessary RTLS hardware components, to include infrastructure components and asset tags, delivered to sites as specified in the HDDD and ordered at the task order level. If components require batteries, batteries shall be included with components. The Contractor shall coordinate with the COR and site POCs to schedule delivery. Written or e-mail COR concurrence is required to ship hardware. VA attempted to list all required hardware. However, if hardware that is within scope of this PWS is needed, additional products may be added to the base contract via modification.

The Contractor shall provide a copy of the signed Facility Receiving Report to the COR once components are delivered. The Contractor shall submit a copy of the final signed Receiving Reports for each Facility. The Receiving Report shall also contain:

1. Confirmation of the order and delivery of the components

1. Reconciliation (if any) of what was planned to be delivered versus what was actually delivered. Details of where items were delivered, what time they were delivered, and who from the Government received them

Deliverable:

A. Facility Receiving Report

INSTALL AND TAGGING

INFRASTRUCTURE INSTALLATION

The Contractor shall install all necessary RTLS hardware components delivered to sites. The Contractor shall coordinate with the COR and site POCs to schedule installation.

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. 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. This may include use of containment units for any above the ceiling work.

Installation of stars requires a data connection. The Contractor will use available data connections whenever possible. If a new data connection and cabling is required, the Contractor will provide cabling services.

For sites with a status of ‘Implementation in progress’, the Contractor shall evaluate if batteries need to be changed in existing infrastructure devices. If batteries need to be changed, the Contractor shall provide and replace batteries in infrastructure devices.

ASSET TAGGING

The Contractor shall create and provide a Facility Tagging and Commissioning Plan for sites with a status of ‘Implementation in progress’ and ‘No implementation’ 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)

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

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

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

1. 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

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

Upon COR 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 status calls, and in the Monthly Progress Reports (Section 5.1.2).

Deliverable:

1. Facility Tagging and Commissioning Plan

FINGERPRINTING

The Contractor shall implement RTLS Fingerprinting Technology at the facility as designated by VA. The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care. Fingerprinting Technology is utilized 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.

SOFTWARE

The Contractor shall provide and install all necessary software for the asset tracking application as designated by VA. VA shall provide a virtual server platform on which software may reside. The Contractor shall provide a Software Installation Report. This Report shall include a list of all software and licenses that are installed at the facility.

Deliverable:

A. Software Installation Report

USER INTERFACE

The Contractor solution shall provide multiple offerings to include the Intelligent InSites user platform currently in use at sites with a status of ‘Implementation complete’ and the CenTrak Asset Viewer platform. The CenTrak Asset Viewer platform shall provide the following capabilities:

1. Web based user interface

2. Displays facility assets in a list view; assets may be searched by asset number (identifier), asset type, asset model, asset manufacturer, or tag ID

3. Display facility assets in a map view; asset location shall be displayed on a facility floorplan in a pictographic method

4. Asset information may be exported from the system in an excel format

5. Access past year of asset location history (capability may be developed)

6. Asset egress alerts (capability may be developed as designated by VA)

VISTA INTERFACES

The Contractor shall develop and/or provide an interface with VA’s Inventory Management System as designated by VA.

The interface shall have the following capabilities:

1. Update last known location in the inventory management system daily.

2. Update last seen date in the inventory management system daily.

3. Pull equipment information fields from the inventory management system to the RTLS AT system daily based on equipment record number; all fields available within the RTLS AT system for which corresponding information exists in the inventory management system shall be populated.

Under a separate Enterprise System Engineering (ESE) Task Order, several Interfaces between the Intelligent InSites RTLS solution and the Department of VA VISTA were developed and implemented under the National RTLS Project. VA shall install the VISTA Package and the Contractor shall configure the interfaces (See Attachment R – RTLS ESE Interface Technical Manual). The Contractor shall develop, provide, implement and test an interface with equivalent capabilities to that of the VISTA interface with the following inventory management systems:

1. VA MAXIMO Asset Management System (MAXIMO)

If the CenTrak Asset Viewer user interface is specified, the Contractor shall develop, provide, implement and test an interface with the VA Inventory Management System. If possible, a direct integration that does not require middleware shall be developed. The system may interface with the following inventory management systems as designated by VA:

1. Department of Veterans Affairs (VA) Veterans Integrated System Architecture (VISTA)

2. VA MAXIMO Asset Management System (MAXIMO)

SOFTWARE CONFIGURATION & Maintenance

CENTRAK SOFTWARE CONFIGURATION

Per hardware design changes and/or VA reconfiguration requirements, the Contractor shall update rendering and regioning maps in CenTrak ConnectPulse and/or CenTrak Asset Viewer. When applicable, naming shall conform to data standards as outlined in the RTLS Enterprise Data Architecture (EDA) Standards Workbook. Further, the Contractor shall provide configuration updates for existing hardware. Configuration changes shall be scoped during the site assessment at each facility.

INTELLIGENT INSITES SOFTWARE CONFIGURATION

Per hardware design changes and/or VA reconfiguration requirements, the Contractor shall update rendering and regioning maps in Intelligent InSites application. Naming shall conform to data standards as outlined in the RTLS Enterprise Data Architecture (EDA) Standards Workbook. Configuration changes shall be scoped during the site assessment at each facility.

SYSTEM ADMINISTRATION

For sites with a status of ‘Implementation in progress’ or ‘No implementation’, the Contractor shall provide Database and System Administration services during the implementation and warranty period. Sites with a status of ‘Implementation complete’ have database and administration services covered under a separate sustainment contract, therefore work shall not be included in this contract. The System Administration Services shall include:

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

2. Security compliance and remediation of application related vulnerabilities.

3. Apply Monthly OS security patches provided by OIT.

4. Troubleshoot connectivity issues.

5. Troubleshoot startup/shutdown server and application issues.

6. Implement Software Upgrades.

FACILITY ACCEPTANCE TESTING

The Contractor shall create and provide an Acceptance Test Plan that includes 2 phases. A single Acceptance Test Plan is required to define testing methodology for all TOs. The Contractor shall not execute testing on any TO until the COR approves the Acceptance Test Plan. The VA shall provide test scripts; the Contractor may redact test scripts to meet the scope of the requirement.

Phase 1: Performance Testing:

The Contractor shall perform testing on the system and/or system enhancements to certify Proof of Performance to include Clinical Grade Location Accuracy of 100%. Active tags in non-clinical grade location areas shall accurately report the vertical (floor) location 97% of the time and horizontal location within 10 meters with an accuracy of 90%. 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.

If the system does not meet requirements and additional remediation hardware is required, the Contractor shall provide a list that outlines additional requirements per site to include hardware, software and service in the Facility Remediation Hardware Report. Line items shall be listed in the format of the price cost schedule with the description of the item, quantity, cost per unit, and CLIN #.

Phase 2: User Acceptance Testing:

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 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. At the COR’s discretion, the test results may be accepted without meeting the above location accuracy requirements.

At a minimum, the Facility Acceptance Test Report shall provide a rating of location accuracy for each of the locations within scope to the smallest division requested e.g. bay accuracy – room accuracy – area accuracy – floor accuracy – building accuracy. The report shall be in an excel format and provide the tag ID, location, division, clinical grade or wifi, and accuracy rating (does or does not meet defined requirements). The overall location accuracies for clinical grade and wifi areas shall be calculated and displayed respectively in the report. The proposed format of the Facility Acceptance Test Report shall be included in the Facility Acceptance Test Plan.

Following acceptance of the Test Report, the Contractor shall provide the Final Hardware Deployment Design Document (HDDD). The HDDD 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:

1. 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 Building, Floor, and Room number where it was installed.

Deliverables:

1. AT Acceptance Test Plan

1. AT Facility Remediation Hardware Report

1. AT Facility Acceptance Test Report

1. AT Facility Final Hardware Deployment Design Document

TRAINING

The Contractor shall develop and provide a Facility Training Plan and deliver onsite or remote training as designated by VA. The Contractor shall provide training following the approval of the Facility Acceptance Test Report. The required training is detailed in the sections below. The Contractor shall provide certified/qualified personnel and conduct the training sessions. The VA anticipates the need for on-site training, but the Contractor shall provide a remote training option. The content of the on-site training and remote training shall be the same.

The Contractor shall submit a Training Plan for each facility for review and approval by the COR. The Training Plan shall include, at a minimum:

1. Training locations, training dates, and training times

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

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

1. Instructor profile and content information

The Contractor shall also provide Training Material and Schedules for each training event and complete those events in accordance with the approved Facility Training Plan.

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

The Contractor shall provide multiple offerings for each training to include the Intelligent InSites user platform and the CenTrak Asset Viewer platform.

Deliverables:

1. Facility Training Plan

1. Training Material and Schedules

SYSTEM USER TRAINING

The Contractor shall provide training to all users on system application and use. Initial training shall be on-site or remote. 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; Salt Lake City and Denver require overnight shift training. Education curriculum must include the following:

1. Operations and set-up

1. Report and query generation

1. User maintenance

1. User troubleshooting

1. User tips

TECHNICAL MAINTENANCE AND REPAIR TRAINING

The Contractor shall train designated VA staff on technical maintenance and repair at each Facility. 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.

SYSTEM ADMINISTRATOR TRAINING

The Contractor shall train designated selected VA staff for the purposes of supporting the application as a system administrator at the facility. The Contractor shall provide multiple offerings to be selected by VA. Offerings shall include Intelligent InSites user interface training and CenTrak asset tracking system training.

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.

TRANSITION PLANNING

The Contractor shall develop an AT Transition Plan for sites with a status of ‘Implementation in progress’ and ‘No Implementation’. 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 User and Technical Manuals that shall include all components of the system.

1. Two (2) copies of operator's instruction manuals per facility

2. Two (2) copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, and parts lists per facility

Deliverables:

A. AT Transition Plan B. User and Technical Manuals

SYSTEM ACCEPTANCE

VA Facility acceptance of the system shall be based on Government approval of the following:

1. VA Approved Facility Acceptance Test Report

1. VA Approved Facility Final Hardware Design Document

1. VA Approved Facility AT Transition Plan (when applicable)

WARRANTY SERVICES

All new RTLS equipment, hardware, and services performed under each TO shall be covered under the manufacturer’s warranty and shall include all parts and labor and technical support for a minimum of one (1) year following acceptance by VA. For sites with a status of ‘Implementation Complete’, support services are provided under a separate sustainment contract, therefore warranty services provided would cover only hardware and services obtained under this contract. 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.