SOW Wander Management System.pdf

Statement of Work

The contractor shall provide necessary software to replace the Wander Management System and its intended functionality. The solution must meet VA baseline requirements including Technical Reference Model (TRM) approval and information security standards for data storage and protection of Protected Health Information and Personally Identifiable Information (PHI/PII). The Contractor shall provide, install, and train staff on the software system. The contractor will be required to coordinate with the Community Living Center (CLC) Clinical staff and Facility Management Services (FMS) engineering staff on setup, data and application transfer, system configuration, and necessary training for post-install uptime guarantee. The contractor shall include all labor, software, shipping, and training to deploy the system specified herein.

The solution provided should include technologies that will gather, store, and protect information.

1. Compatibility

• Compatible with VMware, Microsoft Windows Server, and Windows SQL Server

• Must meet minimum data encryption capabilities:

o Full disk encryption with FIPS 140-2 to facilitate compliance and enables the protection of data at rest. Authentication key must also be available.

o The solution procured must be used within the specified TRM decision constraints referenced: Code Alert (va.gov)

2. Specifications

All software will be hosted within an on-premises environment. Software must not be pieced together from different vendors.

General Features:

Large capacity, Data Access, Data Transfer, Centralized Management System, Data Administration, Hardware Maintenance, Data Organization, Readily Accessible for Authorized Users, Categorization for Identification and Tagging of PHI/PII, Audit Tracking for Users with Access to the System, Adaptability for Changing VA and OI&T Requirements and Future Departmental Growth, Access to All Patches and Remedial Software Upgrades

Software

• Availability uptime must meet 99.9999% or better

• Planned downtime for software and firmware updates

• Data protection, security, and scalability:

o Multifactor authentication (MFA) o Controlled access for prevention of unauthorized access especially under administrator accounts where system-critical information could be changed/deleted https://trm.oit.va.gov/ToolPage.aspx?tid=13978

• Functions:

o Adjust, Admit, Archive Viewer, Change Messaging shift, clear, close software, configure clients, configure database, configure messaging, configure system configure users, discharge, escort, maintenance, monitor help, protect by login, send message, silence, staff drill, transfer o Continuous availability of patient location information o View Dashboard Analytics of Real-Time data which shows a snapshot of devices, transmitters, clients, and events

• Technical Specifications:

o Drives per storage: 80 GB o Processors= 2 o Memory= 4G o Backups required for VMS: 108MB o Non-obsolete, supported OS version or latest version o System Configuration:

▪ Addition or removal of rooms, units, and locations

▪ Naming conventions

▪ Device removal or addition for transmitters o Ability to provision storage and workloads, including at a minimum the following:

▪ SQL Server

▪ Virtual desktops and servers

3. Installation Requirements

Deployment services are included within this contract for the specified software.

Upon contract award, the contractor must provide a project manager point of contact to the Program Manager (PM). The contractor will work with FMS staff to provide any additional documentation required and coordinate the necessary tasks for deployment of the new software. Engineers providing labor required for on-site installation shall be included under the terms and conditions of this contract and must be trained. The contractor must coordinate the installation of the upgraded software, flash outdated devices, reprogram all existing devices, test, and recertify the system.

4. Training:

Must provide Clinical training to the CLC nursing staff. Clinical training and user guides must be provided for all staff on the usage of the equipment. Training must be conducted on-site and during standard business hours. Any additional service manuals, training and/or user guides shall be included in the cost.

5. Warranty

The contractor shall ensure items installed are free from defect for at least 1 year post acceptance. Any items that experience defects during the warranty period shall be replaced or repaired by the vendor at no cost to the government. Parts replacement and maintenance support for up to 12 months should be included in this requirement under a 1-year warranty period. Contractor may provide optional add-ons for extended coverage as desired.

Support Availability:

- Technical phone support center available 24/7, 365 days with a single point of contact for software support

- Servicing available for software or storage during regular business hours (8AM-

5PM)

6. Delivery Location

Attn: FMS VA Philadelphia Medical Center 3900 Woodland Ave Philadelphia, PA 19104

Prior to delivery, Program Manager shall receive shipping information from Contractor and forward to Logistics and FMS using the emails listed above.

The Contractor must comply and provide all necessary information to CMCVAMC.

Otherwise, the delivery may be refused and require redelivery at no additional cost to the government.

7. Delivery Coordination

Normal business hours for acceptance of deliveries are 8:00am-3:30pm, Monday thru Friday excluding Federal Holidays. Deliveries must be coordinated in advance with PM once a ship date is established. The PM, FMS Engineering and/or Logistics Representative shall be the only VA entity signing for freight received on this requirement. The VA-issued purchase order number must be included in the packing slip. All items included in the requirement shall be shipped and delivered to site at same time. If deliveries must be broken into several shipments due to size, this must be coordinated in advance with the PM. Failure the coordinate shipment with PM, may result in failure to deliver on site and cause re-scheduling of delivery/freight at no charge to the government. The packing slip must include the VA-issued purchase order number.

8. Schedule for Deliverables

Draft copies of deliverables shall be provided to FMS Engineering staff at CMCVAMC before the contractor leaves the facility at each visit. If a final copy can be provided at that time, then a draft copy is not necessary, final copies must be provided within 5 business days of the time of each deliverable.

9. Additional Charges

There will be no additional charge for time spent at the site during, or after the normal hours of coverage awaiting the arrival of additional FSE and/or delivery of parts or installation.

10. Packaging Waste management

Contractor shall remove packaging materials and all shipping debris from site and dispose of at appropriate recycling facilities. Contractor shall collect and separate for disposal all paper, plastic, polystyrene, corrugated cardboard, and packaging material in appropriate bins for recycling on site if available. Contract shall fold metal and plastic banding, flatten and place in designated areas for trash.

11. Service Manuals/Tools/Equipment

1. CMCVAMC shall not provide service manuals or service diagnostic software to the contractor for use in providing services under this contract. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation, (such as: operational and service manuals, schematics, and parts list), which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name, and/or the manuals themselves shall be provided to the CO upon request.

2. Prior to commencement of work on this contract, the contractor shall make available if requested a copy of the current certification of all test equipment that is to be used by the contractor in performing work under the contract. This certification shall also be provided on a periodic basis when requested by CMCVAMC. Test equipment calibration shall be traceable to a national standard.

12. Condition of Equipment and or Software:

1. The contractor accepts responsibility for the equipment and or software described in this scope of work, in "as is" condition. Failure to inspect the equipment and or software prior to contract award will not relieve the contractor from performance of the requirements of this contract.

2. User Acceptance Testing and Deployment checklist documentation

13. Contractor Experience Requirements

1. Each respondent must have an established business, with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup.

2. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) shall have successfully completed a formalized training program, for the equipment or similar equipment. For field experience, the FSE(s) shall have a minimum of two years of experience, with respect to scheduled and unscheduled preventive and remedial maintenance on equipment.

3. The FSE(s) shall be authorized by the contractor to perform the maintenance services as required. All work shall be performed by "Fully Qualified" competent FSEs. The contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the contractor services at CMCVAMC. The CO may authenticate the training requirements, request copies of training certificates or credentials from the contractor at any time for any personnel who are servicing or installing any CMCVAMC equipment or software. The CO and/or the PM specifically reserve the right to reject any of the contractor's personnel and refuse them permission to work on the CMCVAMC equipment or software.

14. Influenza Prevention Program

1. VHA Directive 1192 requires all health care personnel (HCP) to participate in the seasonal influenza prevention program and outlines the key implementation steps. Healthcare personnel is defined in VHA Directive 1192 as all VA licensed and unlicensed, clinical, and administrative, paid, and unpaid, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, students, researchers, volunteers, and trainees who work in VHA locations. HCP covered by the policy are expected to receive annual influenza vaccination.

Those HCP unable or unwilling to be vaccinated are required to wear a face mask throughout the influenza season. Masks are available at entrances throughout the medical center.

2. It is the responsibility of the contractor to ensure that all contract staff is compliant with the requirements outlined in VHA Directive 1192. The contractor shall maintain the following documentation:

a. Documentation of vaccination, e.g., signed record of immunization from a healthcare provider or pharmacy, or a copy of medical records documenting the vaccination.

b. Completed Healthcare Personnel Influenza Vaccination Form (Attachment B of VHA Directive 1192) if unwilling or unable to receive the vaccine.

3. The contractor is required to submit annual certification to the Program Manager that all contract staff performing services at VA facilities are in compliance with the VHA Directive 1192.

15. Tuberculosis Prevention

Standard Personnel Testing (PPD, etc.): Contractor shall provide proof of the following tests for personnel within five (5) calendar days after contract award and prior to the first duty shift to the Contracting Officer. Tests shall be current within the past year.

TUBERCULOSIS TESTING: Contractor shall provide proof of a negative reaction to PPD testing for all contract personnel. A negative chest radiographic report for active tuberculosis shall be provided in cases of positive PPD results.

The PPD test shall be repeated annually.

RUBELLA TESTING: Contractor shall provide proof of immunization for all contract personnel for measles, mumps, rubella, or a rubella titer of 1.8 or greater. If the titer is less than 1.8, a rubella immunization shall be administered with follow-up documentation to the PM.

Please provide a signed memo stating that:

(Number of assigned Key Personnel) assigned to VA Contract #___________ have tested negative for tuberculosis within the past 365 days.

(Number of assigned Key Personnel) assigned to VA Contract #___________ have been immunized for measles, mumps, rubella or a rubella titer of 1.8 or greater.

16. Confidentiality and Disclosure

It is agreed that:

1. The preliminary and final deliverables, and all associated working papers, application source code, and other material deemed relevant by VA which have been generated by the contractor in the performance of this SOW, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of this procurement.

2. The CO will be the sole authorized official to release, verbally or in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this SOW. No information shall be released by the contractor. Any request for information relating to SOW, presented to the contractor, shall be submitted to the CO for response.

3. Press releases, marketing material, or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO.

17. Identification, Parking, Smoking, Cellular Phone Use and VA Regulations

1. The contractor's FSE shall wear visible identification at all times while on the premises of CMCVAMC. Identification shall include, as a minimum, the employee’s name, position, and the contractor’s trade name.

2. It is the responsibility of the contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police-Security Service. CMCVAMC will not invalidate or make reimbursement for parking violations of the contractor under any conditions.

3. Smoking is prohibited inside any buildings and on premise at CMCVAMC. This covers all smoking and tobacco products, including but not limited to:

a. Cigarettes

b. Cigars

c. Pipes

d. Any other combustion of tobacco

e. Electronic nicotine delivery systems (ENDS), including but not limited to electronic or e-cigarettes, vape pens, or e-cigars.

f. Chewing tobacco

4. Cellular phones and two-way radios are not to be used within six feet of any medical equipment.

5. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in a citation answerable in the United States (Federal) District Court, not a local district state, or municipal court.

18. Contractor Personnel Security Requirements

Contractor may not have access to the VA network or any VA sensitive information under this contract.

Contractor owned computer equipment including laptops are not permitted to be connected to the VA network. Any removable storage device used in medical equipment must be scanned by OIT.

The following language from VA Handbook 6500.6 is required in this contract:

1. Appendix C: Paragraphs #3a, #5h, #6a, #7a, #7d, #9(all)

All Contractors must receive Privacy training annually using one of the following methods:

1. Complete “VA Privacy Training for Personnel without Access to VA Computer

Systems or Direct Access to or Use to VA Sensitive Information” training by using VA’s TMS system (https://www.tms.va.gov/). Contractors may use the TMS Managed Self Enrollment method to complete the training in TMS. The PM must ensure that all contractors are validated in the PIH domain.

2. Complete the hard copy version of “VA Privacy Training for Personnel without Access to VA Computer Systems or Direct Access to or Use to VA Sensitive Information”. Signed training documents must be submitted to the PM.