36C10G19R0013-0001003.docx

36C10G19R0013

PAGE 1 OF

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NUMBER

6. SOLICITATION ISSUE DATE

a. NAME

b. TELEPHONE NO. (No Collect Calls)

8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY

CODE

10. THIS ACQUISITION IS

UNRESTRICTED OR

SET ASIDE:

% FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ

IFB

RFP

15. DELIVER TO

CODE

16. ADMINISTERED BY

CODE

17a. CONTRACTOR/OFFEROR

CODE

FACILITY CODE

18a. PAYMENT WILL BE MADE BY

CODE

TELEPHONE NO.

DUNS:

DUNS+4:

PHONE:

FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19.

20.

21.

22.

23.

24.

ITEM NO.

SCHEDULE OF SUPPLIES/SERVICES

QUANTITY

UNIT

UNIT PRICE

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only) 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

ARE

ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________

29. AWARD OF CONTRACT: REF. ___________________________________ OFFER

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DATED ________________________________. YOUR OFFER ON SOLICITATION

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER) 30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

(REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

36C10G19R0013 1/29/2019 Maurice Christian maurice.christian@va.gov

2/12/2019 2:00pm 36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

X

334515 750 Employees

N/A

See Continuation Page per Order

36C10G U.S. Department of Veterans Affairs OPAL | Strategic Acquisition Center

10300 Spotsylvania Ave | STE 400 Fredericksburg VA 22408-2697

ALL PROPOSERS

VAFSC

U.S. Department of Veterans Affairs Financial Services Center

PO BOX 149971

(see Section B.1 invoicing/payment) Austin TX 78714-8917 1 (877) 489-6135

See CONTINUATION Page The Strategic Acquisition Center (SAC) is requesting proposals for Contractor support for the Temperature/ Environmental Monitoring System requirement for VISN 1. See the attached Statement of Work (SOW), Section B.2. This is This will be a Firm Fixed-Price (FFP) Indefinite Delivery, Indefinite Quantity(ID/IQ) Contract under a Service-Disabled Veteran-Owned Small-Business (SDVOSB) Set-Aside (SA). Award will be made on a Best-Value with Tradeoffs basis. Proposals shall be submitted electronically by 2:00 PM Eastern, February 12, 2019. Quotes shall be e-mailed to maurice.christian@va.gov and zachary.wilcox@va.gov.

Questions shall be submitted via email to maurice.christian@va.gov and zachary.wilcox@va.gov no later than 12:00pm Eastern, February 5, 2019.

See CONTINUATION Page

Zachary Wilcox

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

(continuation from Standard Form 1449, block 18A.)

1. Contract Administration: All contract administration matters will be handled by the following individuals:

U.S. Department of Veterans Affairs (VA) Strategic Acquisition Center (SAC) 36C10G 10300 Spotsylvania Ave, Suite 400 Fredericksburg VA 22408

c. Program Manager: TBD

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

5. ANTICIPATED AWARD. The Government will award an Indefinite Delivery, Indefinite Quantity (ID/IQ) Contract, with one-year base and four (4) 12-month option periods. Firm-Fixed-Price (FFP) Orders will be placed against this contract in writing and will provide the exact delivery locations, delivery dates and exact quantities.

6. TUNGSTEN (fka OB10) ELECTRONIC INVOICE SUBMISSION FSC e-INVOICE PROGRAM THRU AUSTIN PORTAL

FSC MANDATORY ELECTRONIC INVOICE SUBMISSION FOR AUSTIN PAYMENTS

Contracting POC: TBD COR (Contracting Officers Representative): TBD Contract/Task Order Number: TBD Purchase Order Number: TBD

Vendor Electronic Invoice Submission Methods:

Fax, email and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted data transmissions below.

• VA’s Electronic Invoice Presentment and Payment System – The Financial Services Center (FSC) in Austin, TX uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:

http://www.tungsten-network.com/US/en/veterans-affairs/ to begin submitting electronic invoices, free of charge.

• A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI). The X12 EDI Web site is http://www.x12.org.

Vendor e-invoice Set-up information:

Please contact Tungsten at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center in Austin, TX for payment processing. If you have questions about the payment status of a properly submitted invoice, the e-invoicing program, or Tungsten, please contact the FSC at the phone number or email address listed below.

ACKNOWLEDGMENT OF AMENDMENTS: The Offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.1.1 MINIMUM GUARANTEE: The minimum dollar amount that the Government agrees to order under the contract is $25,000. If the contractor receives total orders for less than the minimum amounts, the Government will pay the difference between the amount ordered and the minimum amount guaranteed. The Government’s obligation for the minimum amount only applies to the base period of the awarded IDIQ contract.

The guaranteed minimum applies only if the contract expires or contract is terminated for convenience of the Government. The guaranteed minimum does not apply if the contract is terminated for cause or the contractor agrees to a “no cost” termination.

B.1.2 MAXIMUM CEILING AMOUNT: The maximum ceiling amount is $5,500,000.00.

B.1.3: DELIVERY/TASK ORDER MINIMUM/MAXIMUM QUANTITY AND CLIN ORDER VALUE: There are no minimum quantity and order value for the given Delivery/Task Order issued for the given IDIQ contract. The maximum quantity and order value for the given Delivery/Task Orders issued for this IDIQ shall not exceed $5,500,000.00, the maximum contract ceiling.

B.1.4: CONTRACTING OFFICER AUTHORITY: The Contracting Officer for this contract shall be the only individual authorized to direct/redirect the efforts under the contract and delivery orders issued or in any way modify the items or terms of this contract.

B.2 PERFORMANCE WORK STATEMENT (PWS)

TEMPERATURE/ENVIRONMENTAL MONITORING SYSTEM

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 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.

Veterans Integrated Services Network (VISN) 1 is responsible for providing health care to Veterans in the New England area. The eight (8) Health Care Systems within VISN 1 are comprised of 11 different medical campuses and Community Based Outreach Clinics (CBOCs) 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 monitoring temperature/environment for sterile storage rooms, clean linen storage rooms, dirty utility rooms, and refrigerators and freezers that store items such as medication, food, and pharmacy products. Currently, staff are required to manually observe and record temperature/environmental readings several times throughout the day to ensure they meet regulatory compliance. However, there are no methods to continuously monitor and proactively alert if temperature/environment exceed allowable limits. A temperature and environmental monitoring solution allows for continuous electronic monitoring of equipment and locations where items are stored to ensure staff can respond in an efficient and safe manner. It removes the burden from staff and departments from having to perform the manual recording, provides the electronic data capture of monitoring logs for reporting, and decreases products that must be wasted as a result of timely alerts for products reaching the allowable limits.

2.0 Objective

This document highlights the requirements, technical specifications, and services being requested by the Department of Veterans Affairs (VA) medical centers listed below for consideration towards purchase of a temperature/environmental monitoring solution. The temperature/environmental monitoring system will replace, supplement or add areas for temperature/environmental monitoring at the medical centers listed below. Offerors under this proposal shall provide all labor, material, parts, tools, software, project management, services and equipment necessary to furnish, install and test a fully functional temperature/environmental monitoring solution in each of the following medical centers to operate on the VA IT Network. The contractor shall also provide system user and technical training.

· VA Maine Healthcare System (1 VA Center Augusta, ME 04330)

· White River Junction VA Medical Center (215 North Main Street White River Junction, VT 05009)

· Bedford VA Medical Center (200 Springs Road Bedford, MA 01730)

· VA Boston Healthcare System

· Jamaica Plain Campus (150 South Huntington Ave Jamaica Plain, MA 01230)

· West Roxbury Campus (1400 VFW Parkway West Roxbury, MA 02132)

· Brockton Campus (940 Belmont Street Brockton, MA 02301)

· Manchester VA Medical Center (718 Smyth Road Manchester, NH 03104)

· Providence VA Medical Center (830 Chalkstone Ave Providence, RI 02908)

· VA Connecticut Healthcare System

· West Haven Campus (950 Campbell Ave West Haven, CT 06516)

· Newington Campus (555 Willard Ave Newington, CT 06111)

· VA Central Western Massachusetts (421 North Main Street Leeds, MA 01053)

3.0 Applicable documents

In the performance of the tasks associated with this Statement of Work, 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. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

9. Public Law 109-461, Veterans Benefits, Health Care, and Information Technology Act of 2006, Title IX, Information Security Matters

10. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

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

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

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

14. 36 C.F.R. Part 1194 “Electronic and Information Technology Accessibility Standards,” July 1, 2003

15. Office of Management and Budget (OMB) Circular A-130, “Managing Federal Information as a Strategic Resource,” July 28, 2016

16. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”

17. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, October 2008

18. 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

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

20. VA Directive 6500, “Managing Information Security Risk: VA Information Security Program,” September 20, 2012

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems – Tier 3: VA Information Security Program,” March 10, 2015

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

23. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI)”, July 28, 2016

24. VA Handbook 6500.3, “Assessment, Authorization, And Continuous Monitoring Of VA Information Systems,” February 3, 2014

25. VA Handbook 6500.5, “Incorporating Security and Privacy in System Development Lifecycle”, March 22, 2010

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

27. VA Handbook 6500.8, “Information System Contingency Planning”, April 6, 2011

28. 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

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

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

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

32. VA Handbook 6510, “VA Identity and Access Management”, January 15, 2016

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

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

35. NIST SP 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems: a Security Life Cycle Approach, June 10, 2014

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

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

38. VA Directive 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, October 26, 2015

39. VA Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) Program, March 24, 2014

40. OMB Memorandum M-06-18, Acquisition of Products and Services for Implementation of HSPD-12, June 30, 2006

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

42. 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

43. 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

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

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

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

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

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

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

50. NIST SP 800-164, Guidelines on Hardware-Rooted Security in Mobile Devices (Draft), October 2012

51. Draft National Institute of Standards and Technology Interagency Report (NISTIR) 7981 Mobile, PIV, and Authentication, March 2014

52. 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)

53. 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)

54. 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

55. 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

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

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

58. 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)

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

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

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

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

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

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

65. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote Access”, January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

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

67. 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

68. 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

69. 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

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

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

72. “POLARIS User Guide”, Version 1.2, February 2016, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4412

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

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

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

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

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

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

79. An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule, March 2005

80. VA Handbook 7002, Logistics Management Procedures, July 10, 2009 (https://www1.va.gov/vapubs/index.cfm)

81. 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

82. Veterans Health Administration Records control Schedule (RCS 10-1). Nov 2017 (https://www.va.gov/vhapublications/rcs10/rcs10-1.pdf)

83. Veterans Health Administration Directive 1116 – Sterile Processing Services. https://www.va.gov/vhapublications/publications.cfm?Pub=1

84. College of American Pathologists Accreditation Program.

https://www.cap.org/laboratory-improvement/accreditation

85. Attachment A. VA DIRECTIVE 6550 PRE_PROCURMENT ASSESSMENT

86. Attachment B. Estimated Order Quantities

87. Attachment C. Facility Access Point Design Report

4.0 Performance Details

4.1 Performance Period

The Period of Performance (PoP) for this contract is 12 months + four option years.

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:

4.2 Place of Performance

Task orders under this Statement of Work can be performed in the VA facilities identified below but are not limited to only those locations:

· VA Maine Healthcare System (1 VA Center Augusta, ME 04330)

· White River Junction VA Medical Center (215 North Main Street White River Junction, VT 05009)

· Bedford VA Medical Center (200 Springs Road Bedford, MA 01730)

· VA Boston Healthcare System

· Jamaica Plain Campus (150 South Huntington Ave Jamaica Plain, MA 01230)

· West Roxbury Campus (1400 VFW Parkway West Roxbury, MA 02132)

· Brockton Campus (940 Belmont Street Brockton, MA 02301)

· Manchester VA Medical Center (718 Smyth Road Manchester, NH 03104)

· Providence VA Medical Center (830 Chalkstone Ave Providence, RI 02908)

· VA Connecticut Healthcare System

· West Haven Campus (950 Campbell Ave West Haven, CT 06516)

· Newington Campus (555 Willard Ave Newington, CT 06111)

· VA Central Western Massachusetts (421 North Main Street Leeds, MA 01053)

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 4 for each of the 10 medical centers. Anticipated locations and durations include the following:

5.0 Scope of Work

The Contractor shall provide, install, configure, and test a Temperature/Environmental Monitoring System. The Contractor shall provide hardware and software components and deliver training services. In addition, the Contractor shall conduct site assessments, develop design documentation, and provide end-of-contract transition support. The Contractor shall provide a single point of contact (Implementation Manager) to oversee the overall Temperature/Environmental System implementation for the VISN.

6.0 Specific Tasks and Deliverables

The Contractor shall perform the following:

6.1 Project Administration

The Contractor shall provide a single point of contact (Implementation Manager) to oversee the overall Temperature Monitoring implementation for VISN 1. The Contractor Implementation Manager shall be responsible for:

· Effectively communicating the project progress to VHA and Contractor team members

· Ensuring proper documentation is delivered to VHA

· Coordinating, escalating, and resolving Contractor-related project issues

· Representing the Contractor in status meetings and providing timely status reports

6.1.1 Contractor Project Management Plan

The Contractor shall produce a Contractor Project Management Plan (CPMP) which includes the approach, timeline and tools to be used in execution of the contract. The CPMP shall be updated and amended as outlined in the deliverables table. The Contractor shall update and maintain the COR-approved CPMP throughout the period of performance. The CPMP shall contain:

A comprehensive Project Schedule including milestones and deliverable dates for the deployment of each Application at each VISN Facility. The Project Schedule shall be broken out by facility and application

A. Deliverable: Contractor Project Management Plan

6.1.2 Kick Off Meeting

The Contractor shall conduct a project kick-off meeting within 15 days after award to introduce the Government team to the Contractor’s overall operating plans and approach to this requirement. The Contractor shall present its draft Contractor Project Management Plan (CPMP) for review with the Government. The Contractor shall update the CPMP based on the outcomes of the kick-off meeting. This meeting shall be virtual or held on-site at one site listed in section 4.2.

6.1.3 On-going Progress Meetings

The Contractor shall conduct on-going progress meetings on a weekly basis utilizing 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.

6.2 Reporting Requirements

Monthly, the Contractor shall submit a Monthly Progress Report to include:

· Completed activities for the reporting period

· Planned activities for the next reporting period

· Tracking of current issues and risks

A. Deliverable: Monthly Progress Report

6.3 General Temperature/Environmental Monitoring Requirements

6.3.1 Wireless / Networking Technology Requirements

· The system shall use existing Wi-Fi Infrastructure (See Attachment C. Facility Access Point Design Report) at each facility as the core communication between tag and reader. The Contractor shall add supplemental technologies as required where Wi-Fi is not available or insufficient to achieve the resolution (i.e. granularity) objectives of the Temperature Monitoring Application.

· 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.

· As part of the Preliminary Hardware Deployment Design Document, the Contractor shall provide draft documentation of the Server configuration and architecture that will be configured and optimized to meet the needs of VISN 1 and its Facilities. This draft documentation shall include:

· A diagram that lays out the server requirements at each location along with:

a. Expected bandwidth utilization for the WAN links

b. Expected application latency requirements

c. Server specification (including power, BTUs, and network connections)

d. Provide the specification for the number of tags that can be supported per server

· 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.

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

· 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.

· The Offeror is required to submit the following documentation along with their proposal.

· A complete VA Directive 6550 Pre-Procurement Assessment form. See attachment A in Section 2 Applicable Documents.

6.3.2 Data Backup Solution

Temperature data must be stored in accordance with the Veterans Health Administration Records Control Schedule (See Applicable Documents, #83: RCS 10-1), for up to five years. The Contractor shall provide a backup solution to include:

· Daily Differential backup

· Weekly full backup of operating system and application, configuration files, and data.

· Back up of Virtual Machine image

System shall have ability to backup and archive data for each facility listed.

6.3.3 System Administration

The Contractor shall provide Database and System Administration services during the implementation and warranty period. The 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.

7.0 Temperature/Environmental Monitoring Application Requirements

7.1 Temperature & Environmental Monitoring Use Cases

Contractor shall provide temperature and/or environmental tags that allow for continuous monitoring 24 hours per day, 7 days a week for the following use cases:

· Laboratory - Refrigerators, Freezers, Water Baths and Incubators

· Pharmacy - Medication Storage Refrigerators and Freezers

· Ward Equipment (Nursing) - Refrigerators and Freezers that store medication and Patient Nutrition, Incubators, and Blanket Warmers

· Nutrition & Food Service – Food Transport Carts, Refrigerators, Freezers, Walk-in Refrigerators and Walk-in Freezers

· Temperature & Environmental Room Level Monitoring - Sterile Storage, Operating Room Environment, Laboratory, and Linen Storage Closets.

· Research – Refrigerators and Freezers Contractor should be able to quote based off the tag amounts listed in Attachment B – Estimated Order Quantities. These are estimated amounts and may need to be modified after completion of the Hardware Deployment Design Document for each facility.

· Central Western MA is an optional facility as site currently has a temperature and environmental solution installed. A site visit should be conducted at this facility to determine if any additional hardware/tags are required.

7.2 Temperature & Environmental Tags

1. Temp Tags should provide a NIST Traceable Probe that can be calibrated.

2. Contractor shall provide a Thermometer certificate of accuracy guaranteed to meet NIST Standards for each thermometer.

3. Some assets (such as blood bank refrigerators) require monitoring on two (2) shelves. Temperature tags should be provided that support multiple thermistors.

4. Temp tags will meet AABA (American Blood Bank Association) requirements for glycol media simulation.

5. Tags should have the capability to measure temperature ranges from 100 degrees Celsius to -200 degrees Celsius.

6. Tags should have ability to be mounted in the interior of assets that have a closed container (refrigerators and freezers, for example).

7. Tags should have the ability to be mounted in rooms to measure ambient temperature, humidity, and other environmental conditions (see Section 7.2, #10)

8. Data collection must continue during network / power outages. 24-hour memory is required on temperature tags.

9. Environmental Room Monitoring may include temperature, humidity, pressure differential, airflow, steam trap, and minimum air changes.

10. VA prefers that programmable tags shall be capable of being programmed remotely over the air. For example, when applicable, the active tag beacon rate shall be programmable over the air and the beacon rate shall be able to be set to multiple time intervals (minimum 2 seconds). The tags’ beacon rate shall be adjustable based on configuration

7.3 Installation

The Contractor shall complete the Temperature/Environmental Monitoring installation in accordance with the approved preliminary hardware design document (Section 7.5).

· The Contractor shall install supporting hardware and components to blend in (or not be visible at all), with the general surface treatments of the facility. The COR shall approve all final design of hardware placement prior to installation.

· The installation plan shall support the addition of future applications and the expansion to additional areas (e.g., zones, floors, new buildings, etc.)

· The Contractor shall install components 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 Infection Control Risk Assessment (ICRA) findings and standards.

· The Contractor shall install hardware during normal business hours and coordinated with on-site VA personnel so as not to disrupt patient care.

7.4 Temperature and Environmental Application

The Temperature and Environmental Monitoring solution shall provide a temperature monitoring display that provides graphical and tabular displays of current temperature and trends for every tag in the system. The system shall have the capability of recording discrete “real time” temperatures, mean temperatures, trending, and logging of significant events such as refrigerator temperature measurements out of acceptable range. Data collection events (frequency of record) shall be set by the user for each sensor with the collected data updated in the RTLS database at user-defined times. Data will be required to be able to be maintained and accessed for a period not less than five (5) calendar years.

7.4.1 Reporting and Alerts

· The system shall create reports for the end user to verify temperatures and environmental conditions for individual tags or systems.

· The system shall communicate with the end user if the device being monitored goes out of range. This communication should have the capability to be done via text, pager, phone or email.

· If a device goes out of range, the system should be able to record what mitigation procedures were followed to correct. These mitigation processes should be able to be seen on the reports.

· The System shall report on battery status at pre-defined thresholds.

7.5 Hardware Design Document

The Contractor shall perform post-award Site Assessments of each VISN Facility deploying Temperature/Environmental Monitoring to collect the information necessary for successful implementation.

Following the Site Assessment, the Contractor shall develop a Hardware Deployment Design Document for each VISN Facility prior to beginning the hardware installation process or delivery of any items to the sites. The Preliminary Hardware Deployment Design Document shall illustrate how the Contractor will design the layout of hardware for the Temperature Monitoring product. This document should be completed based off on-site visits by the Contractor at each facility listed in this Statement of Work. The Preliminary Hardware Deployment Design Document shall be broken out by area and follow the VA review process. The contractor will be permitted 5 business days to address any comments provided by the VA.

The Contractor shall submit the Preliminary Hardware Design Documents in the form of Facility Drawings and excel spreadsheet that include markups noting location, type and quantity of all equipment that need to be installed (and how it ties back to the system). The Contractor shall clearly indicate how coverage is achieved in each required area for the purposes of understanding the design and architecture for troubleshooting purposes.

The Contractor shall install the Temperature/Environmental Application in accordance with the approved Preliminary Hardware Deployment Design Document. The Contractor shall report on installation progress, including delays, risks, and future tasks during Weekly Meetings with the COR and in the Monthly Status Reports.

A. Deliverable: Facility Preliminary Hardware Deployment Design Document B. Deliverable: Final Hardware Deployment Design Document

7.6 Temperature and Environmental Tagging Plan

The contractor shall provide a tagging plan

· Guidance and instructions on tag placement

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

· A schedule (not to interrupt business operations) to tag and commission all assets

· The Contractor shall also update the CPMP schedule based on any findings from the Site Surveys.

A. Deliverable: Facility Temperature and Environmental Tagging Plan

7.7 Temperature and Environmental Monitoring System Testing

7.7.1 Test Plan

The Contractor shall create a VISN Acceptance Test Plan to define testing methodology, test scripts, and test metrics for Product Validation Testing (PVT). Product Validation Testing should occur after installation is complete and prior to training.

A. Deliverable: Temperature/Environmental Monitoring Test Plan

7.7.2 Test Report

At the completion of each Facility Acceptance Testing, a Facility Test Report should be provided to the COR within 5 days. The COR shall have 10 days to review

A. Deliverable: Facility Temperature/Humidity Test Report

7.8 Temperature and Environmental Monitoring System Training Plan and Schedule The Contractor shall provide onsite training at each Facility following the completion of acceptance testing. It is anticipated that staff from Nursing, Nutrition, Laboratory, Facilities and Management, Pharmacy, and Clinical Engineering will attend the training sessions conducted at the VA facility. The Contractor shall schedule and complete training events in accordance with the Facility Training Plan.

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 and shall cover user, Super User, and Technical training topics.

To improve system adoption and use, system user training shall also include a train the trainer approach.

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

· Training locations, training dates, and training times

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

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

· Instructor profile and content information

A. Deliverable: Facility Training Plan B. Deliverable: Training Materials and Facility Schedule

· Once training is completed, the Contractor shall include in the Monthly Progress report the following:

· Facility-specific list of the attendees for each training session

7.9 Receiving Report

The Contractor shall order and have all of the necessary hardware and software components delivered to the specific VISN facility locations. 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 and a consolidated VISN summary Receiving Report to include:

· Confirmation of the order and delivery of the components

· 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

A. Deliverable: Facility Receiving Report (see Attachment C, all Appendices)

8.0 Service

8.1 Warranty Service

The Contractor shall provide Warranty services for one year on all hardware and software following the completion of acceptance testing at each facility. A Facility Warranty Status Report will be delivered in accordance with the start of each warranty period.

A. Deliverable: Warranty Status Report

The Contractor shall provide Database and System Administration services during the warranty period as described in section 6.3.3.

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. Methods for requesting technical support from the contractor shall include telephone and e-mail. The Help Desk shall be staffed from 6am to 8pm. The help desk shall respond to calls within 2 hours after receiving the initial call. The Contractor shall arrive on-site in response to a service call within 12 hours.

8.2 Service and Operator Manuals

The vendor shall provide the following documentation for the proposed system:

A. Deliverables:

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

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

The Contractor should indicate the calibration and service requirements for the system. Long term these services should be able to be offered by the Contractor to support the system.

The Contractor shall provide Technical Documentation such as Catalog Cut sheets, Technical specifications on all hardware and parts provided.

8.3 Optional Interfaces

Optional Requirement: BACnet Capability to interface with current hard-wired solutions already installed in the VISN Facility’s listed above Optional Requirement: Ability to interface with Food Service Carts

9.0 General Requirements

9.1 Enterprise and IT Framework

9.1.1 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.

9.1.2 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 forth in the Office of Management and Budget (OMB) Memoranda M-04-04, M-05-24, M-11-11, and NIST Federal Information Processing Standard (FIPS) 201-2.