36C26119Q0592-004.pdf

Statement of Work (SOW)

Wayfinding, Guest WIFI for VASNHS Hospital

1. Scope:

The Contractor will provide all labor, material and equipment to install hardware, software, configure and testing to deliver a turn-key pervasive covered wired Virtual Bluetooth Low Energy (vBLE) cloud managed solution meeting VA technical requirements.

Offerors will use this SOW and Request for Quote (RFQ), along with information gained during any scheduled facility visit, architectural drawings, electrical plans and documents as the basis for preparing their quote.

Under this task order, the contractor, as an independent entity and not an agent or employee of the

Government, will furnish to the Government all necessary labor, services, equipment, and materials

(except as specified by the Government) required to design, develop, procure, install, program/test, and maintain the LVMC’s Interactive Wayfinding/Guest WIFI Notifications System.

2. Specific Tasks:

Technical:

A. The Contractor will provide a turn-key wired distributed access system that must use vBLE technology (MIST Access points and Zivelo Kiosks or exact equal) and should be designed to replace the existing air-gapped patient guest Wi-Fi network to leverage the current public Wi-Fi infrastructure to deliver pervasive coverage for the purposes of indoor wayfinding, Guest WIFI, and room scheduler applications and capabilities to a mobile device in the main hospital facility and community living center (CLC). Guest WIFI capabilities will also be installed in 5 remote clinic locations identified on the maps. This will be an indoor solution only with no external support outside.

B. The centralized interactive WayFinding/notifications system will use digital Zivelo (Or exact equal)

Kiosks (“WayFinding stations”) that will allow the user to “blue dot” directions to their destination.

This solution will centralize communications through a GFE central infrastructure that will be administrated and monitored by facility staff.

C. The locations of the WayFinding/Guest WIFI Access Points (AP) and Wayfinding Kiosks will be detailed by the offeror and listed in on GFE maps when submitting the PWS. Contractor will run all required CAT-6 or above cabling from the AP locations to the nearest Facilities closet.

No run will exceed the 100M data limit. At the offeror’s request, the LVMC will, to the best of its ability, supply additional documentation which could assist the offeror with a better design concept. This package will be reviewed, and architectural drawings and SWP must be supplied addressing all aspects of this SOW, the Technical Requirements document, and the

RFP questionnaire document supplied by the Government.

D. The Wayfinding stations will provide patients with the opportunity to receive Wayfinding maps/routes (Via downloaded Wayfinding Application using a QR code scanning on their smartphone or using an independent web-based App. and/or texting to their phone number inputted at the Kiosk). The ability to also find accessible amenities, restaurant/food amenities, messages and warnings that improve navigating the facility. This will also support visually impaired patrons as needed.

E. The Guest WIFI system shall provide guests/staff with WIFI internet access using a verification

(splash page) provided by the vendor through working with the VA infomatics personnel activation and will have a customizable filtering capability. For ongoing measurement of the system, a reporting portal will track system usage and advanced analytics tools.

F. All systems, equipment, peripherals, and components will meet the standards delineated by applicable laws and regulations, such as Section 508 Amendment to the Rehabilitation Act of

1973 and others. In recognition and support of the “Electronic and Information Accessibility

Standards” defined by Section 508 of the Rehabilitation Act, the offeror should include published accessibility self-assessments of proposed products using Voluntary Product Accessibility

Templates (VPAT) and/or Government Product Accessibility Templates (GPAT) when available.

G. The Contractor shall submit proposal based on predictive survey using known vBLE technology recommendations for pervasive building coverage and detailed building plans and public Wi-Fi network infrastructure provided with this salutation. This may include the analysis of building floor plans and inspection of the facility.

H. Vendor shall use the technical requirements document supplied by the VA for the basic list of equipment needed (exact match) and operational characteristics.

I. The Contractor shall perform a site visit after award to test for Radio Frequency (RF) interference and to identify optimum installation locations for access points and installation of cable runs.

3. Project Management:

Installation Requirements & Hours

A. Working Hours will be from 6:00 am – 4:00 pm – Monday through Saturday except holidays, unless negotiated and approved in advance by the contracting officer (CO). The contractor will ensure that installer, whether that is the contractor or sub-contractor, check in with the VA POC every day during this project. After completion of the project, the COR, Technical Experts, and

Vendor shall review the installation and operation of the system to assure the work is satisfactory before turning over the project to operations and maintenance phase and signing a letter of acceptance.

B. The contractor will provide a designated individual or group to come on site once a week for the first year of operations (determined once system is fully accepted by the VA) to work closely with the site technical expert and/or the COR and/or Project Manager to coordinate and or help with updates, training, operations, and/or technical issues for any peripherals, and associated components and devices.

C. The contractor must inform the Contracting Officer Representative (COR), or Contracting Officer when any personnel is removed from contract within 2 workdays of receiving notice unsatisfactory performance of contract employee. All Contractor employees are subject to immediate removal from performance of this contract when they are involved in a violation of the law, VA security, confidentiality requirements and/or other disciplinary reasons.

D. Offerors shall submit a Quality Assurance Surveillance Plan (QASP) covering all tasks required for the task order as part of their Performance Work Statement (PWS).

E. At a minimum, the QASP shall include Performance Management Approach, Roles and

Responsibilities, Identification of Services to be Performed, Methodologies to Monitor

Performance, Quality Assurance Reporting, Analysis of Monitoring Results, Failure to Perform and

Acceptable Quality Levels. The QASP shall imbed industry-leading quality management practices.

F. All changes to proposed work practices or test procedures shall be documented and the documentation shall be submitted by the contractor project manager and approved by the COR as soon as practicable.

G. When approved by the LVMC COR, the contractor shall operate under the QASP. The QASP shall promote excellence in all areas of the task order. The specifics of the QASP and its component plans may be set and changed periodically through negotiation to establish parameters that are fair and optimally helpful to the objectives of the task order.

H. The contractor shall provide an agreed upon number of user training classes to an unlimited staff during normal working hours and one other shift to be determined. The training will cover the proper use of the equipment and should be provided by a certified trainer for the equipment being installed. Industry best practices techniques. Copies of the operator and maintenance/service manuals shall be provided upon completion of project.

I. Maintenance services shall be performed on an on-call basis. At a minimum, during normal working hours, Monday through Friday (excluding holidays observed by the Government). The

Contractor shall respond (person on-site) to verbal or written requests for service calls within two hours for critical outages, (1) business days for non-critical outages and the repair services shall be completed within five (5) business days after the initial written or oral notification. Warranty period to begin after acceptance by the Medical Center and equipment has been placed in use by service.

J. Vendor will provide (separate line item) optional costing for 3-year extended warranty. Warranty timeline is subject to change due to actual activation date

K. Contractor shall work with the VA for scheduling and installation areas daily. The basic installation schedule listed below shall be used for presenting contracts proposal. Contractor shall present Milestone points for each floor to be used for tracking and confirming installation progeess. Contractor understands that schedule could change due to patient and/or hospital needs:

1st floor – (A, B, C, D E, F areas in that order)

2nd floor – (A, B, C, D, E, F areas in that order)

3rd floor – (A, B, C, D areas in that order)

5th floor – (5east, 5west in that order)

6th floor – (6east, 6 west in that order)

PCC – (NEPCC, NWPCC, SWPCC SEPCC)

L. Post Installation Inspection will consist of verifying proper structural component sizing and physical installation to make sure that proper structural system and size is in place and properly installed to support the equipment. Inspection of units will be conducted by Contracting Officer

Representative (COR), Electronics Shop, and any Integrated Project Team (IPT) representatives prior to release to LVMC.

M. Each phase listed above will be tested for operational capability before being accepted by the VA.

N. Contractor may store equipment (per phase) on-site only after they have accepted receiving that equipment. They will be responsible for removal of all packaging, boxes, etc. each day.

O. Contract shall provide (In PDF format) Heat maps, infrastructure layers of installed Aps, and kiosk locations.

4. Certifications and Performance:

A. The contractor shall be a certified partner and/or authorized distributor (and shall provide proof) for installation and key programming of Crestron systems, MIST Systems, Zivelo Kiosk systems, Jibstream software platform, and any supplied equipment and applications.

B. Contractor shall provide proof of prior operational situations they have performed in this arena

(Wayfinding, WIFI, Networking, VBLE technology).

C. Contractor shall supply information to VASNHS Hospital VA Police for background checks of daily

“On-site” personnel. Only VA Badged personnel shall be allowed “unescorted” access to the facility. Contractor shall have at least (2) personnel capable of being VA PIV badged.

D. Contractor shall address all aspects of the RFP questionnaire.

5. SECURITY:

A. The Contractor’s solution shall provide for Layer I air gapped isolation to provide isolation from any other network within each facility. Installation contractors must be cleared and PIV-badged.

B. The contractor shall supply the LVMC with a final wiring and equipment location map upon completion of the project.

C. contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same

Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

D. A prohibition on unauthorized disclosure: "Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA." See VA Handbook 6500.6, Appendix C, paragraph 3.a.

E. A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access, the contractor/subcontractor shall immediately and simultaneously notify the COR, the designated

ISO, and Privacy Officer for the contract. The term 'security incident' means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

F. A requirement to pay liquidated damages in the event of a data breach: "In the event of a data breach or privacy incident involving any SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals."

See VA Handbook 6500.6, Appendix C, paragraph 7.a., 7.d.

G. A requirement for annual security/privacy awareness training: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall complete on an annual basis either: (i) the VA security/privacy awareness training (contains VA's security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA's security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the contractor. If the contractor provides their own training that conforms to VA's requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA's contract have received their annual security/privacy training that meets VA's requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

H. A requirement to sign VA's Rules of Behavior: "Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access shall sign on an annual basis an acknowledgment that they have read, understand, and agree to abide by VA's Contractor Rules of Behavior which is attached to this contract." See VA

Handbook 6500.6, Appendix C, paragraph 9, Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the

Contractor Rules of Behavior may be signed by the vendor's designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor

Rules of Behavior when accessing VA's information and information systems.

I. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes." See VA Handbook 6500.6, Appendix C, paragraph 5.h., for the specific options.