Draft PWS RTLS MAS.pdf

Centrak MSA

Michael E. DeBakey VA Medical Center

Performance Work Statement (PWS)

I. GENERAL REQUIREMENT

The Michael E. DeBakey VA Medical Center requires the remediation, optimization, and expansion of its existing Centrak Real-Time Location System (RTLS) to support clinical operations, staff workflows, and asset visibility across the main hospital. The project shall restore full operational health by addressing system deficiencies, ensuring room-level accuracy where required, maintaining system reliability, implementing a battery lifecycle program for tags and infrastructure, and aligning with current OEM-supported hardware, software, and cybersecurity standards.

All work shall be performed in accordance with Centrak’s Managed Services Agreement (MSA) operational practices and service expectations, including device availability targets, telemetry monitoring, battery health management, OEM-compliant configuration, and change control while remaining a project-based remediation scope.

II. DESCRIPTION OF WORK

The Contractor shall provide all labor, materials, equipment, tools, cabling, calibration, transportation, software, professional services, technical support, on-site and remote monitoring, and travel necessary to complete the installation, upgrade, optimization, and deployment of Centrak RTLS components. The

Contractor shall comply with all OEM requirements and maintain authorized access to Centrak software and tools. Completion shall be determined when all components are installed, configured, validated, documented, and fully operational.

A. Existing RTLS

The Michael E. DeBakey VA Medical Center operates Centrak RTLS consisting of:

• Tags (e.g., staff badges, patient tags, asset tags)

• Infrastructure devices (e.g., IR/visible light locators, LF chokepoint exciter/portals, BLE beacons, gateways/controllers)

• Servers/virtual appliances and client applications used by clinical and operational staff

The system supports locating, presence detection, and workflow events. The Contractor shall assess performance, accuracy, and coverage; recommend upgrades; and implement the following:

1. Software and Service Upgrades

a. Upgrade Centrak RTLS platform and software to current, OEM-supported version.

b. Upgrade/replace server or virtual appliance hardware and OS to meet current specifications.

c. Upgrade licenses, modules and client software required for operations.

d. Migrate/validate configurations, maps, zones, rules, integrations and user groups.

2. Infrastructure Optimization

a. Survey and document existing locators, exciters/portals, BLE beacons, gateways, power and cable.

b. Replace or add infrastructure devices to achieve both required and intended coverage and accuracy (unit, room, or checkpoint level as specified)

c. Ensure device placement, alignment, and calibration follow OEM guidelines

3. Battery Replacement and Health Program (Required) – The contractor shall replace all tag batteries and infrastructure batteries that are depleted, offline, or nearing end of battery life and shall establish a sustainable battery health program:

a. Scope: Applies to all Centrak tags (staff, patient, asset) and all battery-powered infrastructure devices

b. Identification: use OEM dashboards, reports, and device telemetry to identify:

i. “Low battery: or “battery warning” status

ii. Offline devices (no heartbeat/telemetry for more than 24 hours)

iii. Projected end-of-life within the next 90 days (or OEM-recommended threshold)

c. Replacement standards:

i. Replace any device immediately that has low battery or is offline due to battery condition

ii. Use OEM-approved batteries; labeled with replacement date and next due date

d. Documentation: Maintain serial numbers, device type/location, date/time of replacement, technician, battery type/lot, and post replacement-verification results.

e. Disposal: Dispose/recycle batteries per VA environmental and local regulations;

provide chain-of custody documentation upon request.

f. Verification: Confirm device heartbeat/telemetry restoration and functional participation in location accuracy tests post-replacement.

4. Testing and Acceptance

a. Develop a validation Test Plan (VTP) covering coverage maps, location accuracy, event triggers, system performance, and battery telemetry

b. Acceptance metrics (minimums unless otherwise specified by COR)

i. Room-level accuracy: ≥ 95% correct room detection in validated zones

ii. Chokepoint detection (LF portals): ≥ 99% correct crossing detection

iii. Tag availability: ≥ 98% of active tags online and reporting

iv. Infrastructure uptime: ≥ 99% uptime per device class over a rolling 30-day period

v. Battery replacement completion: 100% of identified low/near-EOL devices replaced within 10 business days of identification

c. Provide final as-built documentation, coverage/accuracy reports, and configuration backups.

A. Areas of Expansion

The contractor shall expand RTLS coverage and functionality at the main hospital and across selected

CBOCs if needed. At a minimum:

• Provide adequate room-level or chokepoint-level coverage for nurse stations, reception/waiting areas, and additional patient-facing areas as designated by the COR.

• Equip designated units (e.g., impatient Mental Health - 6th floor, Emergency Department - 1st floor) with infrastructure and tags sufficient to meet workflow and location accuracy requirements.

• Perform calibration, mapping, and validation testing at each site; deliver site-specific as-built documentation and coverage maps.

B. Integrations

Where requested and supported by OEM, the Contractor shall integrate RTLS with existing platforms

(e.g., nurse call, CMMS, clinical workflow, location dashboards) via Centrak-supported APIs or connectors. The contractor shall:

• Provide an integration plan detailing endpoints, security, use-cases, and data flows.

• Configure event rules, alerts, and dashboards as specified by the COR.

• Validate Integration Performance and failover behavior.

III. DESIGN/LINE ITEMS

As a PWS, the contractor is responsible for final engineered design and implementation to deliver a fully functional RLTS across all designated sites. Project milestones and schedule shall be established with the

Government prior to one-site work.

Preliminary line items expected to complete this scope (final quantities to be confirmed via the

Contractor’s detailed design and site surveys). Any changes post-award require coordination among the

Contractor, Contracting Officer (CO), and the contractor Officer’s Representative (COR).

Part Number/Description Qty

ITAK-356 Lithium D-Cell Battery (TAD) (10-Pack) 231

ITAK-764 Tag Battery CR-2430 (50-Pack) 1

ITAK-768 Micro Tag Battery CR-2032 (25-Pack) 13

ITAK-767 MM Asset Tag / Extended Life Asset Tag /

Temp Tag Battery ER14250E (1/2 AA) (10

Services Qty

Managed Services - Technician Services

SKU: ITM-1050

Managed Services - Travel

SKU: ITM-1016

IV. CONFORMANCE STANDARDS:

A. The contractor shall ensure equipment and software operate in full compliance with OEM specifications, including all updates/patches.

B. Work shall conform to applicable Federal, State, and Local requirements, including but not limited to: AAMI, The Joint Commission (JCAHO), NFPA-99, CDRH, AHA, IEEE, UL, OSHA, CAP, and VAMC SOPs.

C. System performance shall comply with the latest editions of NFPA-99, UL, OSHA, VA, and

CDRH requirements.

V. HOURS OF COVERAGE

A. Standards hours of performance are Monday-Friday 8:00 AM – 6:00 PM CST, excluding federal holidays.

B. The Government observes Federal holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal statute, Executive Order, or Presidential proclamation.

VI. CONTRACT DISCREPANCY REPORT (CDR) AND DAMAGES

A. The Contractor shall be liable for losses in operational capability resulting from significant system downtime caused by Contractor performance issues.

B. A CDR shall be issued for performance below Acceptable Quality Levels (AQL). The Contractor shall provide a corrective action plan within five (5) business days. Continued deficiencies will be reported to the CO.

C. The Contractor shall be liable for any damage to Government property caused by its personnel.

VII. PAYMENT

Invoices shall be submitted in arrears on a monthly or quarterly basis and shall include, at minimum:

Contract Number, Purchase Order Number, item(s) covered (including serial numbers where applicable), and service period. Each invoice shall be provided in triplicate.

VIII. COMPETENCY OF PERSONNEL SERVICE EQUIPMENT:

A. The Contractor shall maintain an established business with a staffed office and full-time personnel, including a primary and backup Field Service Engineer (FSE).

B. “Fully Qualified” personnel shall be OEM-certified by Centrak and possess ≥ 2 years of RTLS experience (installation, calibration, preventive and corrective maintenance).

C. All work shall be performed by OEM-authorized, fully qualified personnel. The Contractor shall provide credentials and proof of competency upon request. The Government reserves the right to reject personnel lacking proper certification or qualifications.

D. Any subcontractor(s) must be preapproved by the COR and submitted to the CO for approval prior to use.

IX. PRIVACY/SECURITY

The Contractor will require access to VA systems for software upgrades and maintenance, which may involve exposure to PHI (e.g., screenshots, databases). All electronic storage devices (e.g., hard drives) shall be turned into the Information System Security Officer (ISSO) upon replacement or repair and shall not be removed from VA property.

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and

Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the

Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractors must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format

[paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting

Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract.

The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Source: The National Archives Records Administration (NARA). http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

(End of Draft PWS) http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html