DRAFT - Performance Work Statement - San Juan WMS.docx

San Juan - Warehouse Management System (WMS)

VA-26-00058119

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

VA Caribbean Healthcare System (VACHCS) Logistics Service

San Juan - Warehouse Management System (WMS) Veterans Affairs Medical Center (VAMC)

Date: June 24, 2026

VA-26-00058119

PWS Version Number: 1.0

Contents

BACKGROUND

The Department of Veterans Affairs Caribbean Healthcare System (VACHCS) requires contractor support to modernize and optimize its warehouse operations. The objective of this requirement is to enhance operational efficiency, inventory accuracy, and material accountability by implementing a paperless Warehouse Management System (WMS).

VACHCS is responsible for the effective and efficient receipt, storage, and issuance of medical supplies, medical equipment, furniture, and information technology (IT) equipment to the main VA facility. The current paper-based inventory process limits visibility, timeliness, and workforce efficiency. The contractor shall provide a solution that enables real-time data entry for receipts and issues, enhances visibility of material inventory and demand trends, and improves coordination of material movements and physical counts.

The VACHCS recognizes the growing need to enhance accuracy, efficiency, and cost-effectiveness in material inventory management—an imperative that will intensify as the facility transitions to meet the demands of a high-volume medical center.

APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. “Federal Information Security Modernization Act of 2014”

2. Federal Information Processing Standards (FIPS) Publication 140-3, “Security Requirements for Cryptographic Modules”, March 22, 2019

3. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

4. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

5. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and Contractors,” January 2022

6. 10 U.S.C. § 2224, "Defense Information Assurance Program", as amended

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461 (P.L. 109-461), Veterans Benefits, Health Care, and Information Technology Act of 2006, as amended, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”, as amended

10. VA Directive 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

12. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” as amended

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

15. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services (CHAMPUS)”, as amended

16. NIST SP 800-66 Rev. 2, “Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide,” February 2024

17. 45 C.F.R Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 C.F.R. Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); as amended

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended

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

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021 (see VA NOTICE 24-18, dated September 27, 2024, “Update to VA Directive 6500 Cybersecurity Program”, and VA Notice 25-07, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 (see VA Notice 25-01, dated October 15, 2024, “Update to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program”, and VA Notice 25-06, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”, VA Notice 25-16, dated September 15, 2025, “Amending VA Handbook 6500 to Replace Enterprise Mission Assurance Support Services Tool With Office of Information Technology Governance Risk Compliance Tool, and VA Notice 25-17, dated September 22, 2025, “Rescission Of Office Of Information Security (OIS) Deputy Assistant Secretary (DAS) Memorandum – Requirements of Proper Plan of Action and Milestones (POA&M) Completion)

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (see VA Notice 24-12, dated April 22, 2024, “Update to VA Handbook 6500.6, Contract Security, Appendix C VA Information and Information System Security/Privacy Language For Inclusion Into Contracts, As Appropriate”)

24. VA Handbook 6500.8, “Information System Contingency Planning,” March 25, 2025

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018 (see VA NOTICE 25-10, dated June 9, 2025, “Use of Personally Owned Mobile Devices Policy Amendment of Department of Veterans Affairs Handbook 6500.10”, and VA Notice 25-15, dated August 22, 2025, “Update to VA Handbook 6500.10 Mobile Device Security Policy”)

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), OIT Process Asset Library.

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

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

30. VA Directive 6510, “VA Identity, Credential and Access Management,” September 3, 2024

31. VA Handbook 6510, “VA Identity, Credential and Access Management,” September 27, 2024

32. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

33. VA Directive 6300, “Records and Information Management,” September 21, 2018

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

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

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

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

39. 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

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

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

42. Federal Identity, Credential, and Access Management (FICAM) Architecture, June 30, 2023 (FICAM Architecture (idmanagement.gov))

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

44. NIST SP 800-63 Rev 4, 800-63A-4, 800-63B-4, 800-63C-4, “Digital Identity Guidelines,” August 1, 2025

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. 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)

47. 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)

48. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

49. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

50. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

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

52. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (P.L. 110–140), December 19, 2007

53. Section 104 of the Energy Policy Act of 2005, (P.L. 109–58), August 8, 2005

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

55. Executive Order 14148, “Initial Rescissions of Harmful Executive Orders and Actions,” dated January 20, 2025

56. VA Directive 0057, “VA Environmental Management Program,” October 25, 2022

57. OIS VAIQ #7424808 Memorandum, “Remote Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

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

59. “Veteran Focused Integration Process (VIP) Guide 4.0,” March 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

60. VA Memorandum “Proper Use of Email and Other Messaging Services,” January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

61. “Product Line Management Transformation Playbook” version 3.1, August 2023, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

62. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

63. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol Version 6 (IPv6),” November 19, 2020

64. Social Security Number (SSN) Fraud Prevention Act of 2017

65. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

66. C.F.R Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, as amended

67. Executive Order 14028, “Executive Order on Improving the Nation's Cybersecurity,” May 12, 2021, https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/

68. OMB Memorandum M-22-09, “Moving the U.S. Government Toward Zero Trust Cybersecurity Principles”, January 26, 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf.

69. NIST SP 800-52 Revision 2, “Guidelines for the Selection, Configuration, and Use of Transport Layer Security (TLS) Implementations

70. OMB M-26-05, “Adopting a Risk-based Approach to Software and Hardware Security,” January 23, 2026

71. OMB M-21-31, “Improving the Federal Government’s Investigative and Remediation Capabilities Related to Cybersecurity Incidents,” August 27, 2021

72. NIST SP 800-88 Revision 1 “Guidelines for Media Sanitization,” December 2014

73. CISA Binding Operational Directive (BOD) 19-02: “Vulnerability Remediation Requirements of Internet-Accessible Systems,” April 29, 2019, BOD 19-02: Vulnerability Remediation Requirements for Internet-Accessible Systems | CISA

74. CISA BOD 22-01: “Reducing the Significant Risk of Known Exploited Vulnerabilities,” November 3, 2021, BOD 22-01: Reducing the Significant Risk of Known Exploited Vulnerabilities | CISA

75. CISA BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks.” Cybersecurity & Infrastructure Security Agency (CISA), BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks | CISA

76. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, June 03, 2019

77. VA Memorandum, “VA Security Controls,” January 17, 2025, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010

78. E.O. 13960, “Promoting the Use of Trustworthy Artificial Intelligence in the Federal Government,” December 3, 2020

79. E.O. 14319, “Preventing Woke AI in the Federal Government,” July 23, 2025

80. OMB Memorandum M-25-21, “Accelerating Federal Use of AI through Innovation, Governance, and Public Trust,” April 3, 2025

81. OMB Memorandum M-25-22, “Driving Efficient Acquisition of Artificial Intelligence in Government,” April 3, 2025

82. OMB Memorandum M-26-04, “Increasing Public Trust in Artificial Intelligence (AI) Through Unbiased AI Principles,” December 11, 2025

83. San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan

84. San Juan - Warehouse Management System - Contractor Rules of Behavior

SCOPE OF WORK

The Contractor shall implement a commercial off-the-shelf (COTS) Warehouse Management System (WMS) to optimize warehouse operations, processes, and distribution efficiency at the VACHCS facility in Carolina, Puerto Rico, in support of the San Juan VAMC. This shall include the installation and configuration of all hardware and software necessary to meet the system’s requirements as specified in PWS. The overall WMS implementation shall leverage the use of and fully integrate material handling equipment, ordering management system, warehouse controls, and other possible third-party warehouse systems to include barcoding, radio frequency identification (RFID) scanners, and all associated printers to assist in shipping, receiving, storage, managing, tracking, picking, ordering, and some distribution of VACHCS medical supplies, medical equipment, furniture and IT equipment to the main VAMC Facility in San Juan, Puerto Rico. The Contractor shall provide all necessary equipment through a lease agreement to maintain the Inventory System’s investment up to date with the latest technology available. The system shall be able to rely on a secure closed communications network to automate the transfer of data, update the WMS in real-time, and provide cataloguing and ordering capability for the VAMC in San Juan to leverage the WMS for its needs.

The Contractor shall determine the best WMS software application available, warehousing equipment, and provide COTS technology with minimal customization to design, develop, integrate, train, and deploy a fully functioning WMS and maximize efficient overall warehouse operations.

VACHCS requires the services of a Contractor who shall design, develop, install, configure, provide support/maintenance, and training for a WMS, in accordance with the concepts and requirements set forth in the PWS and following documents:

1. San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan (ATTACHMENT 1)

2. San Juan - Warehouse Management System - Contractor Rules of Behavior (ATTACHMENT 2)

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The period of performance (PoP) shall be a 12-months base period from date of contract award with four (4) 12-month option periods, at the Government’s discretion.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

PLACE OF PERFORMANCE

The Tasks under this PWS will be performed at Department of Veterans Affairs (VA) facilities, including the Carolina Warehouse, 35 Avenida José A. Tony Santana, Carolina, PR 00979, and the Caribbean Healthcare System, 10 Calle Casia, San Juan, PR 00921-3201. Work may also be performed at approved remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

Tasks under this PWS shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in their proposal submission.

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 program related meetings for this effort is approximately three (3) number of trips. Anticipated locations include the following, estimated at minimum of one (1) day to a maximum of two (2) days in duration days in duration:

1. Carolina Warehouse at 35 Avenida José A. Tony Santana, Carolina, PR 00979

2. Caribbean Healthcare System at 10 Calle Casia, San Juan, PR 00921-3201

Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR. Contractor travel within the local commuting area will not be reimbursed.

SPECIFIC TASKS AND DELIVERABLES

The WMS shall be developed and implemented by the Contractor under the supervision of VACHCS. VACHCS will use a deliverable approach to implementing the WMS. Work will be performed in deliverables with each delivery reviewed and accepted. The Contractor shall develop a WMS Implementation Plan to implement the Warehouse Management System.

The Contractor shall perform the following:

1. Support warehouse organization with input to improve inventory storage and make best use of available warehouse space and reduce waste.

2. Optimize warehouse processes and daily scheduling of current inventory and staff available to support all warehouse operations to include scheduling shipping and receiving times and location. Reduce human error.

3. Manage and track inventory by obtaining information from all devices and warehouse equipment of inventory movement when items are received, stored, picked, packed, and shipped while adjusting levels of inventory in real-time.

4. Addresses any order fulfillment to ship needed inventory to the VAMC.

5. Monitoring and reporting warehouse operations to detect proper procedures are followed and identify problems with warehouse performance to help support process improvement and track progress.

6. Ability for the system to increase flexibility in adapting to changes in demand of warehouse operations and possible future expansion of Enterprise Resource Planning (ERP) integration and cloud implementation.

Deliverable:

A. Contractor Project Management Plan

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP.

The scope/responsibility for the Contractor shall include the following tasks:

1. Contractor Project Management Plan shall include the following:

a. WMS and Warehouse Operations Implementation approach

Deliverable:

B. Contractor Project Management Plan

CONTRACTING OFFICER REPRESENTATIVE (COR)

After award, VACHCS will designate one or more people as the COR. The COR may be changed at any time by VACHCS without prior notice to the Contractor by unilateral modification to the contract.

The responsibilities and limitations of the COR are as follows:

1. The COR is responsible for the technical aspects of the project and serves as technical liaison with the Contractor. The COR is also responsible for the final inspection and acceptance of all plans, equipment, services, reports, and such other responsibilities as may be specified in this contract.

2. The COR is not authorized to make any commitments or otherwise obligate VACHCS or authorize any changes which affect the contract price, terms or conditions. Any Contractor request for changes shall be referred to the Contracting Officer directly or through the COR. No such changes shall be made without the expressed prior authorization of the Contracting Officer. If the Contractor performs a service that alters the current cost, quantity, or scope without prior written approval from the Contracting Officer, the Contractor does so at their own risk. The COR may designate assistant COR(s) to act for the COR by naming such assistant(s) in writing and transmitting a copy of such designation through the Contracting Officer to the Contractor.

REPORTING REQUIREMENTS

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

The Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

The Contractor shall deliver a Monthly Progress Report that details the status towards key performance indicators for each phase of work, milestones met during the reporting periods, risk tracking, and impediment tracking. The Contractor shall deliver this MSR by the last business day of each month and shall support a meeting with management if requested.

Deliverables:

A. Monthly Progress Report

MEETING FACILITATION

The Contractor shall support the communication and notification of meetings supporting VA Authoritative and personnel Data System to include the preparation and distribution of agendas, meeting minutes and action items; facilitation of meetings, workgroups, and Integrated Product Teams (IPTs); and set up documentation required. The Contractor shall provide meeting materials 3 business days prior to the meetings and Meeting Notes and Action Items within 2 business days after the meetings.

TECHNICAL KICK-OFF MEETING

Within one (1) business day of contract award, the Contractor shall contact the COR to request a kick-off meeting. The kick-off meeting shall be held virtually or in person (COR will inform the Contractor) no later than ten (10) business days after contract (DAC) award. The Contractor’s Project Manager (Contractor PM), the key personnel, and core team shall attend the meeting. The Contractor must be prepared to discuss the following:

1. A high-level management approach that addresses the scope, resources, project assumptions, constraints, task objectives, key milestones, Contractor’s project organization and Contract administration, delivery schedule, and deliverables

2. A high-level work plan for all activities that are addressed on, and off-site personnel support expected by month

3. Contractor’s high-level approach, schedule, and methodology to implementing planned software upgrades during the task order period of performance

4. Contractor’s high-level approach and methodology to any new development and implementation efforts

5. Contractor’s high-level approach and methodology to address risks, security, staffing/ resource issues including any sub-contractors

6. Contractor’s high-level approach and methodology to identify and address changes to include application/software, hosting, upgrades and database communications, and Configuration Management issues

7. Identification of Key Personnel, Responsible, Accountable, Consulted and Informed (RACI), and discuss Staffing/Resource Planning.

Deliverables:

A. Meeting Agenda B. Briefing Slides C. Meeting Minutes

WAREHOUSE MANAGEMENT SYSTEM TASKS

The Contractor shall design, configure, integrate, test, deploy, train, and support a fully operational WMS in accordance with the requirements detailed in this PWS.

While some customization to the software may be required, VACHCS plans for the WMS system to leverage commercial-off-the-shelf (COTS) software to meet system requirements as stated in this PWS.

Tasks shall be performed in the following sequence found in the Task Sequence Table below. No task shall begin until all prerequisite tasks or approvals are complete unless the Contractor obtains advance Government approval.

Task Sequence Table:

TASK 1: SITE VISIT AND SITE SURVEY

The Contractor shall conduct a post-award site visit to validate conditions at the Carolina Warehouse at 35 Avenida José A. Tony Santana, Carolina, PR 00979 and to gather all information required to develop the SDD, WMS Implementation Plan, WMS Operations Plan, and System Security Plan under Task 2 System Design and Planning Documentation.

The Contractor shall contact the COR to schedule the site visit within five (5) business days of contract award. The site visit shall be conducted no later than fifteen (15) business days after contract award.

The Contractor shall survey all warehouse areas identified in the “San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan (Attachment 1)” and document the following in a Site Survey Report:

1. Physical dimensions and layout of all warehouse areas, including storage zones, receiving docks, shipping areas, and office spaces

2. Existing electrical, network, and wireless infrastructure, including the location of network access points, conduit, and power outlets relevant to hardware placement

3. Current inventory management processes, workflows, and pain points as described by VACHCS

4. Existing equipment, including material handling equipment and any legacy inventory systems

5. Environmental conditions that may affect hardware placement or system performance, including temperature, humidity, and physical obstructions

6. Proposed locations for all hardware components, including servers, workstations, RF scanners, RF antennas, barcode label printers, and mobile tablets, referenced to the San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan (Attachment 1)

7. Any site conditions that differ materially from the San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan (Attachment 1) The Contractor shall also meet with VACHCS personnel during the site visit to review current warehouse processes, staffing, operational schedules, and requirements.

The Site Survey Report shall include, at a minimum: survey findings organized by warehouse zone, infrastructure assessment, information from VACHCS personnel meeting, annotated photographs, a list of discrepancies from the San Juan - Veterans Affairs Medical Center (VAMC) Warehouse Floor Plan (Attachment 1), and a list of outstanding questions requiring VACHCS resolution before SDD development can begin.

Deliverable:

A. Site Survey Report

TASK 2: SYSTEM DESIGN AND PLANNING DOCUMENTATION

The Contractor shall develop all design and planning documentation required to govern WMS implementation. These documents shall be developed collaboratively with VACHCS for the WMS system that meets all concepts and requirements set forth in this PWS and shall reflect all site conditions identified in the Site Survey Report. No implementation activities (Tasks 3-7) shall begin until the Government has reviewed and approved all Task 2 deliverables.

SYSTEM DESIGN DOCUMENT (SDD)

The SDD is the technical design specification for the WMS. It defines what the system will consist of and how it will function. The SDD shall include high-level documentation of the system architecture, along with documentation of each system component design. Any computer software components and units will be appropriately detailed in their design or configuration to enable the WMS to operate seamlessly. The Contractor shall provide design documentation for all sections listed in the PWS. The SDD is the reference for all implementation decisions made in Tasks 3 through 5.

The SDD will define the architecture, components, interfaces, and configuration of the WMS to be implemented. The SDD shall define what the system will consist of and how it will function. The SDD must be flexible enough to allow for future expansion of the WMS. The SDD must be approved by the Government before any implementation activities under Tasks 3 through 7 may begin.

The SDD shall include, at a minimum, the following sections:

1. System Architecture The Contractor shall provide a high-level description of the system to be installed and how the system shall meet the Government requirements. A high-level description of the physical and logical architecture of the WMS shall include:

1. Network topology diagram showing connectivity among the WMS server, workstations, RF antenna network, RF scanners, barcode label printers, mobile tablets, and web-based and cloud interfaces

2. Data flow diagrams illustrating data movement between system components and external systems, including real-time RF communications

a. System Overview and Major Components A complete description of all hardware, software, user roles, and warehouse equipment comprising the proposed WMS. Contractor shall detail the system infrastructure needed to meet the requirements and provide detailed information on the web base/cloud interface. The description shall include:

1. Identification of all system components, including the most current software version, effective operational date, and operational life expectancy of all hardware and warehouse equipment for material handling and maximizing floor space for storage needed to ensure an optimal and streamlined WMS implementation.

a. Definition of all user roles, access privilege levels, and the WMS functions accessible to each role.

b. A description of how all components integrate to form a complete, operational system, including a system-level block diagram.

b. User Interface Design Screenshots of a fully configured WMS demonstrating the following functions as they appear on both a personal computer and an RF scanner:

1. Material setup

2. Receiving

3. Storing

4. Picking

5. Issuing

6. Physical inventory

7. Cycle counting Screenshots of a fully configured WMS demonstrating the dashboards and report views as they appear on a personal computer.

c. COTS Software Configuration Description A description of the configuration of all contractor-supplied and third-party software, including:

1. All software components, their intended functions within the WMS, and the specific configuration settings to be applied

2. Any limitations on COTS software use and how those limitations will be managed

3. Documentation confirming authorized use and licensing terms for all third-party software

4. Software maintenance approach for all COTS components throughout the period of performance

d. Database Design The Contractor shall develop documentation of the database architecture, including the description of the database design, development, and maintenance shall be created for the implementation of the WMS. This includes importing and exporting database elements supporting current and new supplies, users, and equipment. The Contractor shall provide detailed information on all data flows and interfaces integrated into a stream and how the database correlates data in the system hierarchy. System flowcharts can be used to demonstrate the data flows along the processes developed for the WMS.

e. Future Expansion Capability The Contractor shall develop a description of how the WMS architecture supports future expansion, including:

1. Addition of new warehouse locations

2. Addition of new material categories and equipment types

3. Integration with additional third-party systems and warehouse technology platforms

f. System Documentation Package The Contractor shall produce a System Documentation Package containing all documentation required for ongoing system operation, maintenance, and support. The System Documentation Package shall include:

1. Database Design, Development and Implementation Plan: Database schema, entity-relationship diagrams, data dictionary, and data import/export procedures

2. Workflow and Relationship Diagrams: System and process flowcharts for all WMS workflows documented in the WMS Operations Plan (Section 5.2.2.3)

3. Application Specifications: Technical specifications for all COTs and custom developed components.

4. User Manuals:

A. Training Manuals B. Quick-Start Guides C. Troubleshooting Guides D. Maintenance Guides

5. External Interface Documentation: Ordering processes from San Juan VAMC

6. Applicable software required documentation

7. Contractor shall provide documentation on all the following aspects of the WMS if not stated previously in the document.

i. System Architecture

1. Data Dictionary

2. Indexes

3. Stored Procedures

ii. Relationship Diagrams

iii. Application Specifications

iv. Language Development

v. Development Platform

vi. Server Requirements

vii. 3rd party modules (if any)

viii. Interface Applications for each instrument, manual entry or piece of equipment

ix. Calculations and formulas used

x. External interfaces (if any)

xi. All COTS applications/frameworks/controls/etc.

xii. Backup and recovery procedures Deliverable:

A. System Design Document (SDD)

WMS IMPLEMENTATION PLAN

The WMS Implementation Plan is the technical execution plan for deploying the WMS. It defines how and in what sequence the approved SDD design will be physically implemented at the VACHCS facility.

The WMS Implementation Plan is derived from the approved SDD, defining the sequence, method, and site-specific approach for installing, configuring, integrating, and deploying the WMS. The WMS Implementation Plan defines how the system will be built and deployed. Its milestone dates shall be incorporated into and governed by the CPMP master schedule.

The WMS Implementation Plan shall include, at a minimum, the following sections:

1. Implementation Phases and Activity Sequence A description of all implementation activities from hardware delivery through system go-live, organized into logical phases. Each phase shall identify:

1. Activities to be performed, with reference to the SDD sections governing each activity

2. Dependencies on preceding activities or Government approvals

3. Required VACHCS participation or facility access

4. Estimated duration and responsible party

2. Go-Live Plan The approach for transitioning from legacy paper-based processes to the fully operational WMS, including:

1. Cutover sequence and timing

2. Parallel operations approach during the transition period, if applicable

3. Rollback procedures and decision criteria if go-live is unsuccessful

3. Implementation Timeline A detailed timeline and milestones for all implementation activities in Tasks 3 through 6, with planned start and completion dates for:

1. Hardware and software delivery (Task 3)

2. Installation completion (Task 4)

3. Integration and testing completion (Task 5)

4. SAT execution and completion

5. Training completion (Task 6)

6. System go-live This timeline shall be cross-referenced to and consistent with the CPMP master schedule. Any subsequent updates to the implementation timeline shall be reflected in both the WMS Implementation Plan and the CPMP within five (5) business days of the change.

4. Progress Reporting The contractor shall report all progress and risk management items in the bi-weekly and monthly status reports per Section 5.1.3.

Deliverable:

A. WMS Implementation Plan

WMS OPERATIONS PLAN

The WMS Operations Plan documents standard operating procedures for VACHCS warehouse personnel using the WMS on a daily basis. It integrates WMS use into all warehouse operational workflows. The WMS Operations Plan is a standalone document; it shall not repeat technical system design content from the SDD and shall reference the SDD by section where technical background is needed.

The WMS Operations Plan shall include, at a minimum, the following sections:

a. Warehouse Process Workflows Step-by-step workflows for all WMS-supported warehouse processes, including:

1. Receiving shipments and recording receipts in the WMS

2. Storing materials in barcoded storage locations

3. Picking, issuing, and shipping materials

4. Conducting physical inventory counts

5. Conducting cycle counts

6. Order fulfillment processing

7. Reconciling inventory discrepancies

8. Error handling and recovery for common WMS errors

b. Facility Space and Storage Management Recommendations for warehouse storage organization, including:

1. Optimal storage location layout based on the WMS Floor Plan (Attachment 1) and site survey findings

2. Slotting strategy for material storage, including high-velocity and low-velocity items

3. Scheduling approach for receiving, storing, and shipping activities to maximize floor space utilization and minimize operational conflicts

c. Daily Scheduling and Workforce Coordination A description of how the WMS supports daily scheduling of warehouse staff, including task assignment through RF scanners, workload balancing, and management oversight of workforce utilization.

d. Monitoring and Reporting A description of the standard reports and dashboards available in the WMS to support monitoring of warehouse operations performance, including:

1. Inventory accuracy tracking

2. Receiving and issuing transaction volumes

3. Order fulfillment performance metrics

4. Cycle count results and discrepancy rates

5. Custom report generation and database query procedures Deliverable:

A. WMS Operations Plan

SYSTEM TEST AND EVALUATION PLAN

The approach for all testing to be conducted under Task 5, including:

1. Unit testing approach and scope for all system components and the final system

2. Integration testing approach and scope for all interfaces and connected systems

3. Site Acceptance Test (SAT) plan, including test cases, expected results, pass/fail criteria, and roles and responsibilities of both Contractor and Government personnel during SAT execution

4. Procedures for logging, tracking, and resolving test defects prior to SAT Deliverable:

A. System Test and Evaluation Plan

SYSTEM SECURITY PLAN

The SSP documents the security and privacy controls implemented within the WMS to ensure compliance with all applicable VA and Federal requirements.

The Contractor shall develop and maintain the SSP in accordance with relevant NIST standards and VA Handbook guidance, comprehensively addressing all aspects necessary to achieve and sustain an optimal cybersecurity posture.

Deliverable:

A. WMS System Security Plan

TASK 3: PROVISION OF COTS SOFTWARE AND HARDWARE

The Contractor shall procure and deliver all hardware and software necessary to implement the approved SDD. All delivered items must align with the components specified in the approved SDD. Any substitution requires prior written approval from the COR.

The software and hardware shall be inclusive of all components described in the approved WMS Implementation Plan. The hardware and software shall:

1. Include a user interface that allows users to interact with the system in a systematic and seamless manner.

2. It is organized in a logical fashion that allows users to easily navigate sub-systems of the WMS.

3. Seamlessly integrate with existing (and future) software and hardware in the warehouse.

4. Be able to allow users to easily set up materials and attributes, print bar code labels, receive shipments, store shipments in bar-coded locations, issue materials from storage locations to delivery areas, enter inventory quantity of material in storage locations, conduct physical inventory or cycle counts.

5. Be able to assign a series of receiving/storing/issuing tasks to end users through RF scanners.

6. Be able to reconcile inventory discrepancies when incorrect quantity and/or misplacement of production material is found.

7. Acquire all necessary licenses for software solutions approved in the WMS Implementation Plan.

Reporting of progress during the provisioning of hardware and software shall be included in the bi-weekly and monthly status reports.

TASK 4: INSTALLATION OF HARDWARE AND SOFTWARE

The Contractor shall install, configure, and verify all hardware and software components delivered under Task 3 at the VACHCS facility, in accordance with the approved SDD and WMS Implementation Plan.

1. The Contractor shall provide onsite installation of software (when necessary) and any hardware associated with the operations of the WMS package.

2. The Contractor shall develop and implement all Web based/Cloud interface applications.

3. The Contractor shall be required to install all software using one or a combination of the methods as determined by the Government.

4. Contractor shall report all installation progress, issues, and risks in the bi-weekly and monthly reports per Section 5.1.3.

TASK 5: INTEGRATION, TESTING, AND VALIDATION

The Contractor shall integrate all installed components into a fully functional WMS, execute all testing defined in the System Test and Evaluation Plan required for Government acceptance and ongoing VACHCS operation.

a. System Integration The Contractor shall integrate all installed components per the approved SDD and WMS Implementation Plan, including:

1. Establishing secured physical connectivity among all computers, the WMS server, web-based and cloud interfaces, and the RF antenna network

2. Establishing secured wireless connectivity between RF scanners and the RF antenna network

3. Verifying bidirectional data flow between the WMS and all connected equipment and interfaces

4. Verifying data transfer accuracy and integrity for all interfaces, including the ordering interface with the San Juan VAMC

5. Configuring all user accounts, roles, and access privileges as defined in the approved SDD

b. Unit Testing The Contractor shall conduct unit testing on all individual system components prior to integration testing. Unit test results shall be documented, with pass/fail status recorded for each test case and retained for inclusion in the Test Report deliverable.

c. Integration Testing The Contractor shall conduct integration testing on all interfaces and connected systems, verifying:

1. Real-time communication between RF scanners and the RF antenna network

2. Accuracy and timeliness of data synchronization between RF scanners and the WMS

3. Correct operation of barcode label printing from all connected printers

4. Accurate data flow between the WMS server and all workstations, mobile tablets, and cloud interfaces

5. Correct processing of all WMS transaction types: receiving, storing, issuing, picking, physical inventory, and cycle counting

6. Correct operation of all dashboards and reports

d. SAT Preparation and Support The Contractor shall prepare for and support the Government-conducted Site Acceptance Test (SAT). The SAT will be conducted by the Government at the Government facility after the Contractor has completed delivery, installation, setup, and configuration of all equipment and systems. The Contractor shall have the necessary personnel on-site to demonstrate that all equipment and systems meet the requirements of the SAT. The Contractor shall be responsible for successful completion of the SAT prior to Government acceptance of equipment and systems.

The SAT shall consist of an audit, assessment, and inspection of all Contractor-delivered equipment, software, systems, computer hardware, and established interfaces to ensure compliance with all applicable contract terms, including security, privacy, and performance requirements.

1. Notify the COR in writing that the system is ready for SAT no fewer than five (5) business days prior to the requested SAT date, concurrent with submission of the Test Report deliverable

2. Confirm that all test cases defined in the System Test and Evaluation Plan have been executed and documented, with zero unresolved critical defects, before submitting the SAT readiness notification

3. Have all required Contractor personnel on-site during SAT execution to demonstrate system functions, operate equipment, and resolve any issues identified during the SAT

e. Acceptance Criteria Deliverables will be accepted when completed in accordance with the specifications, schedules, test plans, and acceptance criteria stated in this PWS and any applicable Delivery Orders, as approved by the Government. The Contractor's performance and all submitted deliveries will be evaluated for conformance with the performance requirements set forth in the applicable Delivery Orders.

1. Hardware, software, and other supplies will be accepted when all discrepancies, errors, or other deficiencies have been resolved to the Government's satisfaction.

2. Training will be accepted as complete when all specified…