DRAFT - STATEMENT OF WORK.docx

Central Arkansas Veterans Health Care System 23-Jun-26 I. Scope The purpose of this Statement of Work (SOW) is to define the requirements, responsibilities, and deliverables for procuring, installing, and implementing an RFID-enabled inventory management cabinet system for the Dental Service at the Central Arkansas Veterans Health Care System (CAVHS).

The RFID Cabinet System will support secure storage, automated tracking, issue/return documentation, and real‑time visibility of dental instruments, consumables, and high‑value items. The system must integrate seamlessly with existing VAMC supply chain workflows and meet all VA regulatory, cybersecurity, and facility standards.

This project covers system procurement, installation, configuration, staff training, documentation, warranty, and ongoing maintenance support.

II. System Requirements Functional Requirements The RFID cabinet system must:

Automatically identify, log, and track items placed into or removed from cabinets using passive or active RFID tags.

Provide real‑time inventory levels accessible to authorized users.

Record user interactions via badge access, PIN, PIV, or other VA‑approved authentication.

Generate automated alerts for low stock, expired items, unauthorized access, or discrepancies.

Support customizable reporting for usage, consumption trends, and audit history.

Allow integration with VistA/IFCAP, DMLSS/LogiCole, or other VA systems where applicable (interface capability at minimum).

Hardware Requirements The system must include:

RFID-enabled storage cabinets sized appropriately for dental service workflow.

Integrated RFID readers and antennas capable of accurate read‑rates for small dental items.

Secure locking mechanisms compliant with VA facility standards.

Network‑ready hardware that supports VA network requirements (wired preferred; wireless optional pending IT approval).

UPS or battery backup to ensure continuous operation.

Software Requirements

VA‑approved and compliant software platform.

Dashboard for inventory management, user access logs, tracking events, and reporting.

Configurable notifications (email, dashboard alerts).

Cybersecurity compliance with VA directives (e.g., VA Handbook 6500).

Capability for remote technical support and updates.

Compliance Requirements Contractor must ensure the system meets:

VA Cybersecurity and Privacy Requirements Section 508 Accessibility Standards (where applicable) CAVHS Safety and Facility policies Infection Control protocols for equipment placement and cleaning

III. Specifications

Physical Specification

Cabinets must be constructed with durable, medical-grade materials suitable for clinical environments.

System must accommodate both consumable items (e.g., burs, composite materials) and instruments requiring secure tracking.

RFID tags must be compatible with small metallic and non-metallic items commonly used in dental services.

Performance Specifications

Tag read accuracy: ≥ 97% under standard operating conditions.

System uptime: ≥ 99% excluding scheduled maintenance.

User authentication time: ≤ 3 seconds.

Data synchronization interval: real-time or ≤ 60 seconds.

Environmental Specifications

Must operate effectively within clinical temperature and humidity ranges.

Equipment must meet VA electrical and facility safety requirements.

IV. Maintenance The contractor shall provide:

Full warranty for hardware and software for a minimum of 12 months after acceptance.

Help desk support during normal business hours, with emergency support options.

Preventive maintenance schedule with clear service intervals.

Replacement of faulty components at no additional cost during warranty period.

Software updates, security patches, and feature rollouts are included in maintenance plan.

The contractor must respond to service issues within:

24 hours for non-critical issues.

4 hours for critical issues impacting system operation.

V. Training

The contractor shall provide comprehensive training that includes:

On‑site training for Dental Service users, Supply/Logistics staff, and Biomedical Engineering as applicable.

Training modules covering system operation, item tagging, reporting, troubleshooting, and administrative functions.

A minimum of two (2) training sessions per user group, with refresher sessions available.

Digital user manuals, quick reference guides, and video training materials.

Training must be completed before system go‑live and documented with sign‑in sheets or digital verification.

VI. Delivery & Installation The contractor will:

Deliver equipment to the designated CAVHS Dental Service location.

Coordinate all installation work with Facilities Management, Biomedical Engineering, and IT.

Complete physical installation including cabinet placement, wiring, and network configuration.

Conduct on‑site testing to verify read accuracy, software functionality, and security compliance.

Provide a written installation report and system validation documentation.

System acceptance occurs only after successful completion of testing, training, and final inspection by the VA project lead.

RFID cabinets and required accessories RFID tags (starter quantity) Software system with licenses System configuration and setup Training materials and documented sessions Installation and validation report Warranty and maintenance agreement

Estimated period: 90–120 days from award to final acceptance, subject to VA scheduling and approvals.

Deliveries:

Installation Coordination:

Tyler Jacobs, Surgery Business Manager, 501-257-6816

Michael Lenser, Administrative Officer, 501-257-2204

Once the delivery has been made it should be installed within a 30-day time frame.

Engineering for the VA will be installing the equipment once it has been cleared by BioMed

1. Privacy Officer, Info Security Officer and Records Manager’s statements:

Information Systems Officer, Information Protection:

The contractor will not have access to VA Desktop computers, nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody.

Privacy Officer:

The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified.

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Records Manager:

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes [Agency] records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. [Agency] and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of [Agency] or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to [Agency] control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [Agency] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with [Agency] policy.

8. The Contractor shall not create or maintain any records containing any non-public [Agency] information that are not specifically tied to or authorized by the contract.

9. The 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 from public disclosure by an exemption to the Freedom of Information Act.

10. The [Agency] owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [Agency] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.