Attachment A - VALB RTLS SOW.docx

STATEMENT OF WORK

1. BACKGROUND

VA Long Beach Healthcare System (VALBHS) is requested services for the implementation of an RTLS/RFID Asset Tracking solution to support the needs of the healthcare system. The Department of Veterans Affairs’ Real Time Location System (RTLS) Program affects areas of clinical and administrative workflows by providing process improvement and automation efficiency. Significant potential uses and benefits of this technology throughout VA are numerous and include improved quality of patient care and satisfaction, reduced health care asset management costs, improved capacity/resource planning, improved employee, and patient safety, and improved general asset management and inventory. The RTLS solution is comprised of multiple applications impacting the logistics supply chain, inventory accountability, Biomedical Engineering, Office of Information and Technology (OIT), Sterile Processing, Dental and Surgical Services, Cardiac Catheterization Labs, and a host of other clinical departments. RTLS applications are deployed to more than 225 VA medical centers. Current installations use proprietary CenTrak and Infor Location-Based Intelligence (LBI) software for tagging, tracking, and integration into a single database. CenTrak® proprietary active Radio Frequency Identification (RFID) hardware and software provide zonal, room-level, and within-room level accuracy regarding asset location, staff location, patient location, as well as environmental variables.

2. SCOPE

This Statement of Work establishes the requirements for Information Technology (IT) services, hardware, and software to implement CenTrak and Infor LBI-based Asset Tracking (AT) at the VA Long Beach Healthcare System. The Contractor shall provide RTLS hardware, software, documentation, and services to authorized users in VHA. Services include installation, end user acceptance testing, training, warranty services, engineering, and professional services. The scope of this order shall include completion of implementation already started and expansion of current inactive system at VA Long Beach Healthcare System.

3. GENERAL REQUIREMENT

The Contractor shall provide all necessary labor, materials, supplies, parts, batteries, software (needed for the general operation of the system), tools, equipment, testing equipment, travel, transportation expenses and other related costs to provide the completion of implementation of the current inactive system at VA Long Beach Healthcare System.

The contractor will provide the additional necessary hardware that will work with the currently installed RTLS equipment in all buildings within the main campus and update any necessary outdated hardware to enable functional asset tracking. Any parts before being replaced must be approved by Biomedical Engineering.

Throughout this process the vendor will ensure communication with Biomedical Engineering. This will include but not limited to working with Biomedical Engineering to schedule the installation, confirm installation is complete and have it inspected and provide proper documentation of installation in a timely manner when requested.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The period of performance will be 12 months from date of award.

This is for a full-service contract to include all necessary scheduled service during normal working hours five (5) days per week, Monday through Friday 7:30AM-4PM unless otherwise stated and approved ahead of time by Biomedical Engineering. This excludes any national holidays. There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows. Under current definitions, five (5) are set by dates:

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 (6) are set by a day of the week and month:

4.2 PLACE OF PERFORMANCE

Facility implementation shall be limited to all buildings within the VA Long Beach Healthcare System main campus at 5901 E 7th St. Long Beach, CA 90822. Tasks under this PWS shall be performed at the VA facility listed above (primarily for hardware installation, tagging, and system administration). Project management tasks can be performed remotely.

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associate with the effort, as well as to attend program-related meetings and conferences throughout the Period of Performance. All travel costs shall be the responsibility of the vendor and included in the firm-fixed price line items. These costs will not be directly reimbursed by the Government.

5.0 CONTRACTOR DETAILS

5.1 CONTRACTOR QUALIFICATIONS

Personnel performing installation and other services for this requirement must be fully qualified Field Service Engineer (FSE) who has been trained on the specific equipment in accordance with the original manufacturer’s installation, maintenance, and repair procedures. The personnel shall be fully certified by the Original Equipment Manufacturers (OEMs) Centrak and Infor LBI before performing work at VA Long Beach Healthcare System. “Fully certified” is defined as factory-trained or equivalent and experienced to work on the equipment assigned. The contractor shall provide a narrative that describes its specialized experience providing installation and maintenance on Centrak and Infor LBI hardware and software.

5.2 CONTRACTOR BADGING

Compliance with VA Handbook 0735 – HSPD-12 Program

· To comply with Department of Veterans Affairs (VA) Handbook 0735, Homeland Security Presidential Directive 12 (HSPD-12) requirements, the Prime Contractor shall coordinate with the Point of Contact (POC) regarding all site visits to the VA Long Beach Healthcare System. Badges are mandatory for all contractors and subcontractors entering the facility.

· The Prime Contractor is responsible for ensuring that all required information and documentation are submitted to the POC with sufficient lead time to allow for proper processing of badge requests. No contractor or subcontractor may begin work onsite without an approved badge, except under emergency conditions as outlined below.

· Processing Time

· Badge issuance may take up to 30 calendar days due to required background checks. The Prime Contractor must begin coordination with the POC immediately upon contract award to avoid repair, service, or project delays.

· Onsite Visits for Badging

· Contractors should anticipate at least two separate onsite visits:

· One visit for fingerprinting.

· One visit to pick up the issued badge.

· Mandatory Training

· All contractors and subcontractors must complete mandatory training assigned through the VA’s electronic Training Management System (TMS) before badges are issued. This training typically requires approximately two (2) hours to complete. Badge issuance and retention are contingent upon successful completion of this training.

5.3 CONTRACTOR ONSITE REPORTING PROCEDURES

The Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook. In addition to signing-in, the Contractor personnel shall wear their VA issued badge and identify him/herself to the Using Service before proceeding to the job site.

For services to be performed outside normal working hours, the Contractor must obtain approval from the Biomedical Engineering POC prior to performing any after-hour work. If the afterhours request is approved, the Contractor must report to the Biomedical Engineering Department (Building 5, Room 138) to sign the visitor logbook and pick up a visitor badge. In addition to signing-in, the Contractor personnel shall identify him/herself to the Using Service before proceeding to the job site.

Prior to leaving the facility, the Contractor shall communicate status of equipment to the Using Service and sign out of the logbook in the Biomedical Engineering Department

6.0 PROJECT MANAGEMENT

6.1 STAFFING REQUIREMENTS

The Contractor shall provide a single Contract Implementation Manager, and one standby Backup Manager, as the sole points of contact to coordinate and manage all interactions, engagement, and services provided to the Government under this contract. The Contract Implementation Manager and Backup Managers shall be separate from the System Administrator.

6.2 REPORTING REQUIREMENTS

The Contractor shall provide the POC with Monthly Progress Reports in electronic form in Microsoft (MS) Word, MS PowerPoint, or MS Project formats for this contract. The report shall include detailed instructions/explanations for each required data element to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month.

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report should 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 a plan and timeframe for resolving the issue. The Contractor shall maintain communication with VA, so issues that arise are quickly identified and visible to both parties to prevent unnecessary escalation of outstanding issues.

The Contractor shall hold a monthly status meeting with the POC and other technical Point of Contacts (POC), as specified by the primary POC, to discuss all items identified in the Monthly Progress Reports and other issues as identified by the primary POC.

Deliverable:

· Monthly Progress Reports

6.3 TECHNICAL KICK OFF MEETING

A technical kickoff meeting shall be held within 10 days after contract award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), the VA lead(s), the Contract Specialist (CS), and the POC. The Contractor shall provide a draft agenda to the CO and VA lead(s) at least five calendar days before the meeting. Upon Government approval of the final agenda, the Contractor shall distribute to all meeting attendees.

During the kickoff-meeting, 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 via a Microsoft Office PowerPoint presentation.

The Contractor shall submit the final updated Final Technical Kickoff Meeting Presentation to the CO for review and signature within three calendar days after the meeting. The Contractor shall also work with the CO, the Government’s designated notetaker, to prepare, finalize, and distribute CO-approved meeting minutes of the kickoff meeting to the CO, POC, and all attendees within three calendar days after the meeting. The Contractor shall obtain concurrence from the CO on the content of the meeting minutes prior to distribution of the document and distribute the Technical Kickoff Meeting Minutes to all attendees.

Deliverable:

· Final Technical Kickoff Meeting Presentation

· Technical Kickoff Meeting Minutes

7.0 RTLS DESIGN

7.1 RTLS TIME STAMP

The Contractor shall ensure all applications synchronize with internal VA site time standard. The synchronization of time on this network is critical to every aspect of managing, securing, planning, and debugging as it identifies when an event occurred.

7.2 WIRELESS TECHNOLOGY

The Contractor shall utilize the existing Wi-Fi infrastructure at each facility, where possible, to meet standards of location accuracy or shall implement clinical grade location hardware where requirements cannot be met using the existing Wi-Fi.

7.3 JUNIPER MIST

The Contractor shall work with the VA to align existing maps with Juniper Mist including, but not limited to Mist Map exports and Metadata.

7.4 HARDWARE DESIGN DOCUMENT

7.4.1 PRELIMINARY HARDWARE DESIGN DOCUMENT

The Contractor shall ensure there is a valid and updated Hardware Deployment Design Document (HDDD) for the facility throughout the implementation period. The Contractor shall review the existing HDDD and provide a preliminary HDDD with its proposal. The preliminary HDDD shall indicate the planned design for asset tracking at VA Long Beach Healthcare System.

1. The preliminary design to include the proposed quantity and location of supplemental Wi-Fi infrastructure to include hardware locations and type, as well as a survey of network closets, the availability/need of closets, POE switches for providing power to hardware, existing and additional hardware including replacement of existing hardware, and wiring plan for hardware to achieve the goals of the RTLS applications and room coverage requirements.

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

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

4. RTLS Database Infrastructure: as part of the HDDD, the Contractor shall provide documentation of the server configuration and architecture configured and optimized to meet the needs of the facility. The HDDD shall include a diagram that lays out the server requirements at each location along with expected bandwidth utilization for the WAN links, expected application latency, server specification (including power, BTUs, and network connections). In addition, the Contractor shall specify the number of tags each server will support.

Deliverable:

· Preliminary HDDD

7.4.2 FINAL HARDWARE DESIGN DOCUMENT

At the conclusion of installation services and testing and validation, but prior to acceptance of the system the Contractor shall provide a valid and updated the Final Hardware Deployment Design Document (FHDDD). The FHDDD shall include complete hardware configuration, including any remedial or supplemental hardware provided. This document shall be in the format of a .pdf floor map layout and in an MS Excel spreadsheet format.

1. This document shall include the 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

2. The Contractor shall provide information for each piece of hardware to include the Hardware Type, Hardware Unique Identification Device number, Hardware Serial Number, Building, Floor, and Room number of its installation.

3. The final and validated design to include the final quantity and location of all Wi-Fi infrastructure to include hardware locations and type, as well as a survey of network closets, POE switches for providing power to hardware

4. Tools and templates that help to define the design (e.g., configuration, components, business rules, etc.) and aid in making design decisions to achieve the goals of the proposed RTLS applications.

5. RTLS Database Infrastructure: as part of the HDDD, the Contractor shall provide documentation of the server configuration and architecture configured and optimized to meet the needs of the facility. The HDDD shall include a diagram that lays out the server requirements at each location along with expected bandwidth utilization for the WAN links, expected application latency, server specification (including power, BTUs, and network connections). In addition, the Contractor shall specify the number of tags each server supports.

Deliverable:

· Final HDDD

8.0 RTLS HARDWARE

8.1 HARDWARE PROVISIONING

The Contractor shall provide all necessary hardware components specified in the HDDD delivered to the applicable site. Should any adjustments, whether reduction or increase, be needed the Contractor shall coordinate with VA POC and site POCs. Hardware components shall include all infrastructure components, tags, and batteries necessary for asset tracking. The Contractor shall coordinate with the POCs and site POCs to schedule delivery and secure required written POC concurrence prior to shipping hardware.

The Contractor shall submit to the COR a copy of the signed Facility Receiving Report confirming delivery of components at each site. The Facility Receiving Report shall contain:

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

2. Reconciliation (if any) of planned versus actual delivery items. Details shall include location of delivered items, time of delivery, and from whom the Government received them.

Deliverable:

· Signed Facility Receiving Report

8.2 INSTALLATION AND CONFIGURATION

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

The Contractor shall install RTLS supporting hardware and components to blend in (or not be visible) with the general surface treatments of the facility. The Contractor shall install RTLS components to have minimal impact on the business operations of the facility and meet applicable infection control and health and safety requirements such as: The Joint Commission (TJC), local Occupation Safety and Emergency Management (OSEMS) and Infection Control Risk Assessment (ICRA) findings and standards. Hardware installation shall occur during normal business hours. The Contractor shall use containment units for any above the ceiling work in required areas.

Where CenTrak hardware is already installed, the Contractor shall be responsible for identifying any deficiencies and installing replacements for currently installed equipment. The Contractor shall provide replacement hardware. The Contractor shall evaluate batteries in existing infrastructure devices. If the Contractor determines that batteries need to be changed or added (not new purchases, as any new devices will be accompanied by batteries and warranties) the Contractor will provide and replace batteries in the existing infrastructure devices. Contractor shall report status of batteries upon completion of evaluation as needed replacements. Further, the Contractor shall provide configuration updates for existing hardware. The Contractor shall determine needed configuration changes during the site assessment at each facility. If the Contractor determines that previously installed hardware is not necessary or requires replacement, the Contractor shall be responsible for removal of existing hardware.

Per hardware design changes or VA reconfiguration requirements, the Contractor shall update rendered maps in the software. Where applicable, naming shall conform to data standards as outlined in the RTLS Asset Tracking Enterprise Data Architecture (EDA) Standards Workbook.

The Contractor shall provide current rendered maps of installed infrastructure device locations (i.e., “as-built drawings”). The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care.

The Contractor shall provide RTLS Fingerprinting to enable location accuracy to within 10 meters 90% of the time (as noted in Section 6.4, Performance Metrics). In Wi-Fi-only locations, location accuracy shall be within 10 meters 90% of the time (or specify different standard). The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care Deliverable:

· Rendered Maps of Installed Infrastructure Device Locations

8.3 CABLING

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VIII.

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8.3.1 CABLING OVERVIEW

When installation of an infrastructure device requires a data connection, the Contractor shall use existing data connections whenever possible, provided that the existing data connection is proven to be properly connected to the VA network. If a new data connection and cabling is required, the Contractor shall provide the cabling and the cabling services. The Contractor is responsible for cabling of all existing devices if the cable is proven to not be properly connected and cabling of all new devices. If no patch panels are available, the Contractor is responsible for providing them. The Contractor and the POC shall coordinate with VA Office of Information and Technology (OIT) regarding the network connections. The Contractor shall perform all cabling services and provide all proper guidance in accordance with the OIT provided Information Management Service Standard Operating Procedures (SOP) Cable Installation, Labeling, and Testing (IT-SOP 07-013).

All cabling installed by the contractor shall be accordance with EIA/TIA 568B, 569 and EIA/TIA 606 Communication System specifications, and Building Industry Consulting Service International (BICSI) Standards design manuals. The complete cable distribution system shall be labeled in accordance with the latest edition/revision level of ANSI/TIA/EIA 606, Administration Standard for the Telecommunications Infrastructure of Commercial Buildings. The cable interconnecting a network outlet to patch panel shall be one continuous length with no intermediate joins, splices or taps. No more than 24 cables shall be tied in a bunch. Un-terminated “future capacity” cables are not permitted. All installed cables shall be terminated at each end with documentation, labeling and test results provided electronically. All outside cables shall be shielded, 26 AWG maximum solid conductors, solid PIC insulation, and filled core (flexgel) (waterproof) REA LISTED PE 39 or PE 89 CODE. All data telecommunications outlets (TO) shall be a minimum Category 6A compliant eight position RJ-45 non-keyed (EIA/TIA 568 C.2-10, TSB-155) for data. Cable installed (outside plant, inside riser, and station cabling) shall adhere to the requirements of ICEA Publications S-80-576-1988 (Ref. B1.6) as to size, color code, and insulation. Backbone cables shall be marked at each endpoint and at all intermediate pull/access points or junction boxes. Label shall indicate origination and destination, TR ID, sheath ID and strand or pair range. Horizontal cables shall be marked at each end, on the sheath indicating the TR, patch panel and panel port to which the cable is wired.

8.3.2 ACCESS CONTROL

The Telephone Switch Room/Main Distribution Frame (MDF), the computer room and all Voice and Data Closets (IDFs) are considered major arteries in the Medical Center’s network/communication system and therefore access to this system should be treated as such. Access to these areas is controlled and all requests for access must be coordinated with OI&T, primary POC, and VA POCs.

8.3.3 LABELING

Labeling Labels shall meet the legibility, defacement, exposure and adhesion requirements of UL 969 and shall be preprinted or laser printed type. Where used for cable marking, provide vinyl substrate with a white printing area and a clear “tail” that self laminates the printed area when wrapped around the cable. If cable jacket is white, provide cable label with printing area that is any other color than white, so that labels are easily distinguishable.

Where insert type labels are used, a clear, plastic cover label shall be provided.

· Faceplates: All phone and data cable jacks shall be installed color coded; gray, blue, and white, except for wall phones which are addressed separately below. The faceplates and the ports on the patch panels shall be of the same corresponding color: gray-gray, blue-blue, and white-white. The gray jack will be on the top-left hand corner of the faceplate, followed by blue at the top, right-hand corner, with white at the bottom left-hand corner, below the gray. Each faceplate shall incorporate modular, universal RJ45 jack sockets meeting or exceeding the Category 6A specification. The label on the faceplate shall be readily visible on the top of the faceplate and must contain the building number, the floor, TC for Telecom Closet, (the building floor and TC designates the IDF of origin), the faceplate number be it A, B, C, D with the patch panel id CA, CB and the port number on the patch panel 01, 02, 03 etc. The first position is the building number, the second position is the floor, the third position is TC for Telecom Closet (if more than one closets are on a floor then the closets must be labeled as TN for North closet, TS for South closet, TE for East closet and TW for West closet). The fourth position is the panel number (CA, CB, CC…) and the fifth and sixth positions are the jack numbers (01 thru 48).

· IDF Patch Panel: The patch panels in the IDFs shall be marked using adhesive labeling indicating the range of lines installed to it. Each port shall be labeled with the origination and destination with the original strand ID. The patch panels should be labeled as follows: the first patch panel in the first rack will always start with CA; C being used simply to designate Copper and the A being the first panel on the first rack. The panels will then be alphabetized accordingly, CA, CB, CC, etc with the CB panel immediately below the CA panel. The first port will be gray, and labeled as 01 followed by blue,and white.

· The proper labeling of the fiber panels in the IDFs and MDF is crucial to understanding and troubleshooting our network and as a result, care must be taken in the proper documentation and labeling. The main purpose of the labeling is for us to have the ability to track the fiber from the originating point in the data closet, to its termination point and vice-versa. All labels on the fiber panels will be capitalized, shall be clearly visible and in black ink. There shall be two labels (2) lines of text with the first line having the near end building, room information and rack number and the second line having the far-end building/termination point, room number followed by the fiber type (SM for single mode, MM for multi-mode fiber), fiber termination shelf panel and pair count.

· Near End Identifiers:

· Near End First Line text: Building-Floor-Room Number (or Function Area)-TC- Rack Number.

· Near End Second Line text: Far-End Building-Room Number/Location-Fiber Type-Fiber Termination Shelf- Fiber Termination Shelf Panel- Fiber Termination Shelf Panel Port-Fiber Strand Count.

· Far End Identifiers: Far end information shall be identified with the second line of text.

8.3.4 TESTING

a. Cable performance: Cable performance must meet the minimum acceptable values as indicated in TIA/EIA 568B.2-1 Category 6A requirements.

b. Horizontal Copper Cabling: The contractor shall test all cables and submit all horizontal cable test results data in an electronic format, with the resulting file formatted with one test result per 8.5” x 11” page. Minimal acceptable electronic formats include Microsoft Excel spreadsheet or Microsoft Word document.

c. High pair copper cables: The contractor shall test all high-count copper cables and submit test result information in an electronic format. Minimal acceptable electronic formats include Microsoft Excel spreadsheet or Microsoft Word document.

d. Fiber cables: The contractor shall test each strand of the fiber cable according to ANSI/TIA/EIA 568-B.3 and submit test result information in an electronic format. Minimal acceptable electronic formats include Microsoft Excel spreadsheet or Microsoft Word document. The field test equipment shall meet ANSI/TIA/EIA-526-7 standard.

e. Cut sheet: The contractor shall provide a cut sheet to include all drops terminated in each IDF to include the cable ID as outlined above, IDF of origin, room of origin, faceplate #, patch panel id and date installed. This cut sheet shall remain in each IDF on 8.5” x 11” page(s) and shall be provided electronically.

f. Quality Assurance: All testing procedures shall comply with the applicable requirements of:

· ANSI/TIA/EIA 568-B.1 Commercial Building Telecommunications Cabling Standard, Part 1: General Requirements

· ANSI/TIA/EIA 606-A administration Standards

· ANSI/TIA/EIA 569-A Pathway and Spaces

· ANSI/TIA/EIA 568-B Telecommunications Cabling Standard

· ANSI/TIA/EIA 758-A Customer Owned Outside Plant Telecommunications Cabling Standard

· BICSI Telecommunications Cabling Instruction Manual

· BICSI Telecommunications Distribution Methods Manual

8.4 ASSET TRACKING IN NON-CLINICAL GRADE AREAS

The Contractor shall provide RTLS Fingerprinting to enable location accuracy to within 10 meters 90% of the time (as noted in Section 6.4, Performance Metrics). In Wi-Fi-only locations, location accuracy shall be within 10meters 90% of the time (or specify different standard). The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care.

9 SOFTWARE

9.1 SOFTWARE PROVISIONING AND INSTALLATION

The Contractor shall provide perpetual license for all software needed to support RTLS. The Contractor shall provide and install all necessary software for each RTLS application as designated by VA.

The software shall be compatible with the existing CenTrak and Infor software currently in use. VA will provide a virtual server platform on which software may reside.

The Contractor shall provide a Software Installation Report; it shall include a list of all software and licenses installed at the site.

Deliverable:

· Software Installation Report

9.2 USER INTERFACE PROVISIONING AND CONFIGURATION

The Contractor shall use VA ATO-approved or pilot approved user interfaces per hardware design changes and/or VA reconfiguration requirements. The Contractor shall provide rendered maps that are compatible with Infor LBI application. Naming shall conform to data standards as outlined in the RTLS Asset Tracking Enterprise Data Architecture (EDA) Standards Workbook. The Contractor shall determine configuration changes needed during the facility site visit(s) and include them in the proposal.

Per hardware design changes or VA reconfiguration requirements, the Contractor shall develop, or update rendered maps in Infor software. Where applicable, naming shall conform to data standards as outlined in the RTLS Enterprise Data Architecture (EDA) Standards Workbook.

Deliverable:

· Configuration Changes Document

9.3 INTERFACES WITH VA INVENTORY, MAINTENANCE MANAGEMENT, AND CLINICAL SYSTEMS

The Contractor shall provide VA ATO-approved system interfaces, to include AEMS/MERS, Maximo, PIV/SSOI, and Vocera, as well as EHRM as needed. The Contractor shall provide, implement, and test all interfaces provided. The Contractor shall be credentialed and have necessary qualifications to provide, implement, and test all interfaces listed above.

10 PLANNING AND DEPLOYING ASSET TAGS

The Contractor shall create and provide a Tagging and Commissioning Plan (TCP) to be reviewed and approval by the COR and applicable Biomedical Engineering staff prior to beginning the tagging process. This Plan shall include:

1. Identification of all Assets to be tagged (to include non-expendable equipment, environmental assets, hand hygiene assets, and staff/patient tags).

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

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

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

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

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

7. CenTrak Certification of all personnel participating in the tagging of equipment at sites currently utilizing CenTrak.

The Contractor shall provide the COR with the TCP within 15 days of receiving request from the COR. Upon COR approval of the Tagging and Commissioning Plan, the COR will provide the Contractor with the number of items to be tagged. The Contractor shall execute the TCP and report on tagging and commissioning operations in both a Weekly Tagging Report and in the Monthly Progress Reports to the COR. In the progress reports, the Contractor shall certify that each piece of equipment is correctly placed, that equipment has been tested, and that readings are correct according to manufacturer specification.

Deliverable:

· Tagging and Commissioning Plan

· Weekly Tagging Report

11 SYSTEM ADMINISTRATION

The Contractor shall provide Database and System Administration services during the implementation and warranty period. The System Administrator must be a separate individual from the Project Manager. The System Administration Services shall include:

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

2. Provide security compliance and remediation of application related vulnerabilities.

3. Apply Monthly OS security patches provided by VA OIT

4. Troubleshoot connectivity issues.

5. Provide a Dashboard hosted on SharePoint or Power BI platform. Update dashboard weekly to includes status of the systems, reports, hardware battery status, tag battery status, server status, and open tickets.

6. Troubleshoot startup/shutdown server and application issues.

7. Implement software upgrades provided by OEM.

In addition to tasks listed above, the Contractor shall provide the following additional Database and System Maintenance and Administration services during the implementation and warranty period:

1. Provide daily onsite support.

2. Perform all tagging of new equipment and any re-tagging that is necessary.

3. Manage all preventative and corrective maintenance.

4. Manage and replace all hardware and tag batteries as needed.

5. Dispose of batteries in accordance with VA safety standards

6. Maintain a 5% spare battery inventory and a crash kit of spare hardware

7. Provide training to VA staff as needed.

Deliverable:

· System Administration Dashboard

12 ACCEPTANCE TESTING

The Contractor shall create and provide an Acceptance Test Plan that complies with the two phases identified below. The Acceptance Test Plan shall define testing methodology consistent with this implementation. The Contractor shall not conduct testing until the COR approves the Acceptance Test Plan.

Deliverable:

· Acceptance Test Plan

12.1 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 as defined in Section 6.2.4.2. The Contractor shall test and verify all system functions and specification requirements are met and operational, and no unwanted effects, such as signal distortion or interference with other facility devices are present. The Contractor shall provide VA with a copy of the performance test plan methodology with test results.

If the system does not meet the standards for performance testing, the Contractor will be responsible for remediation, including any hardware, software, or services required to meet system requirements.

Deliverable:

· Performance Test Plan Methodology

· Performance Test Results

12.2 PHASE 2 - USER ACCEPTANCE TESTING

The Contractor shall schedule an acceptance test date and provide VA advanced written notice 30 days prior to the expected date the acceptance test begins. 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 with test results. The government may modify test standards at its discretion. The Contractor shall provide a test environment as needed to enable performance testing and UAT.

The 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 MS Excel format and provide the tag ID, location, division, clinical grade or Wi-Fi, and accuracy rating (does or does not meet defined requirements). The overall location accuracies for clinical grade and Wi-Fi areas shall be calculated and displayed in the report. The proposed format of the Acceptance Test Report shall be included in the Acceptance Test Plan.

Deliverable:

· Acceptance Test Report

13 TRAINING

The Contractor shall identify training requirements, obtain or develop training programs and conduct training for systems, applications and products throughout the life of the contract. The training shall enable VA personnel to operate, maintain, and train new staff on the product or process in the future. The Contractor shall identify and provide training required by end-users, technicians, or any other VA staff for implementation, maintenance and use of deliverables in this contract. The Contractor shall develop and provide a Training Plan and deliver onsite or remote training, workshop, and consulting services. The Contractor shall provide training sessions for each user interface and software used as part of this implementation.

The Contractor shall provide certified/qualified personnel who shall then conduct both on-site and remote training sessions for:

· Technical trainings for asset tracking

· Inventory management training for asset tracking

· Non-technical user and administrator training.

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

1. Training locations, training dates, and training times.

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

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

4. Instructor profile and content information.

The Contractor shall also provide training material and schedules for each training event and complete those events in accordance with the approved Training Plan. The Contractor shall develop or procure training manuals and other training documentation or training aids. Electronic training tools such as video teleconferencing and computer-based training shall be employed to enhance the effectiveness of training materials and courses. All training materials shall be available to VA staff members for the life of the contract, at no additional cost.

The Contractor shall provide the following at the completion of each Training Event:

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

2. Names of the Contractor staff that conducted the training.

3. Recording of the training session with associated artifacts, to be placed on facility SharePoint sites to support individual training on demand.

4. Certification Checklist to be used by supervisors when validating employee skills.

Deliverable:

· Training Plan

· Training Materials and Schedules

13.1 SYSTEM USER TRAINING

The Contractor shall provide training to all users on system application and use. Initial training shall be on-site. Thereafter, VA shall have unlimited access to web or computer-based training, tailored to VA configuration, at no additional cost. System Administrator to provide training to VA staff as needed. Education curriculum must include, but is not limited to, the following:

1. Operations and set-up

2. Report and query generation

3. User maintenance

4. User troubleshooting

5. User tips

13.2 TECHNICAL MAINTENANCE AND REPAIR TRAINING

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

13.3 SYSTEM ADMINISTRATOR TRAINING

The Contractor shall train designated selected VA staff for the purposes of supporting the application as a system administrator. 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.

14 WARRANTY

All new RTLS equipment, hardware, and services performed under each contract 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. 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. The Contractor shall oversee all subcontractor support, maintenance, and warranties. Service Maintenance Agreements (SMA) for hardware and software provided under this contract shall be included during the warranty period. At the end of the warranty period, the Contractor shall ensure all equipment is fully functional. The Contractor shall provide Database and System Administration services during the warranty period. The Contractor shall provide a Warranty Status Report, detailing hardware and software status and specifications and warranty end dates, at the start of each warranty period.

During the warranty period, the Contractor shall provide real-time status of devices and ensure that inoperable devices and tags shall not exceed 1% of total infrastructure devices and tags in each site inventory.

The Contractor shall provide battery management services during the warranty period. This includes monitoring the battery levels, providing batteries, changing batteries, and proper storage and disposal of old batteries for all RTLS hardware covered under the individual task order. The Contractor shall track and provide real-time status of batteries to ensure that on any given day, the 30-day, 90-day and offline Low Battery List (LBL) shall not exceed 2% of total infrastructure devices and tags in each site inventory.

Deliverable:

· Warranty Status Report

15 TECHNICAL SUPPORT

The Contractor shall provide a process for receiving technical support requests and for providing requested technical support including telephone and e-mail. The Contractor Help Desk shall be staffed 24/7 to address Level 1 and Level 2 issues and during standard business hours for Level 3 issues. The help desk shall respond to calls in accordance with standards outlined in the table below.

Table 1: Support Response and Escalation Standards

AT

Critical: (Level 1) Business is substantially disrupted A critical incident is defined as meeting one or more of the following criteria:

· Complete loss of functionality/system.

· Functionality severely degraded.

· Loss of those features or functionality that may compromise: (i) medical decisions, (ii) delivery of patient care, (iii) disclosure of confidential information.

· Acknowledgment within 30 minutes of receipt/notification.

· Immediate action is taken to resolve reported incident.

· Onsite support shall be provided at the facility, if required.

8 hours

Medium: (Level 2) Some business disruption, but able to function

· A plan of action is put in place that defines the resolution time.

12 hours

Low: (Level 3) Inquiry or long-term request

· Appropriate resources are assigned within 48 hours.

80 hours

The Contractor shall coordinate with the VA POC to schedule on-site service; service shall be completed within 15 business days of the reported incident.