P01 Chalmers P Wylie VAACC WiFi SOW 02132024 DRAFT SS.docx

Chalmers P. Wylie Ambulatory Care Center Patient Internet Services Connectivity

Statement of Work

1. GENERAL:

This solicitation shall result in a firm fixed-price contract for the installation and operation of the system for a base period of 1year with four options that may be exercised at the government’s discretion, for a total performance period of 5 years.

This solicitation requests the contractor to provide and maintain Internet service and access for patients and family members of patients at the Chalmers P. Wylie Veterans Affairs Ambulatory Care Center (VA ACC).

2. BACKGROUND:

The Chalmers P. Wylie VAACC is an outpatient facility in Columbus, OH. Public Internet access while in a hospital setting is quickly becoming essential for our sick and wounded Veterans to aid in their transition from the battlefield to the bedside. The Veteran’s relational-based care plan has rapidly grown to include technology sets to provide real-time communication with family and friends as well as a modern day appliance for personal growth and high-quality of life.

Today’s Veteran has been raised on technology and will require this public venue to help transition to a new way of life. From a therapeutic perspective the Internet can be used as a form of rehabilitation, mental welfare, therapy and an aid to enhance the Veterans quality of life. The VA recognizes that its patient population and family members use the internet as a means of both researching information as well as remaining in communication with friends and family members on a near-constant basis. As a result, it is our desire to provide these patients and their family members’ access to the internet to allow them to continue their communication.

With that being said technology guidelines have provided the following generalized criteria for decision making when deciding on a public internet access solution:

1. Separation of Veterans patient Internet network (air-gap) from VA patient care (employee) network to interface and maintain outside contact while hospitalized.

1. Enable the provision of public internet services in VA facilities in a standardized and secure fashion.

1. Minimize reliance on VA technology personnel and resources for installation, operation and maintenance of public internet services.

The Columbus VAACC recognizes that the proper operation and functioning of a health care facility requires its staff to have constant patient care network and internet access. It is the intent of this initiative is to provide our patients and their families’ public internet access without impinging on the efficient and effective operation of the hospital and its clinics (CBOCs).

3. PERIOD OF PERFORMANCE:

The Period of Performance (POP) is for a one-year base period with four one-year option periods:

1. PLACE OF PERFORMANCE:

Chalmers P. Wylie Ambulatory Care Center 420 N. James Rd.

Columbus, OH 43219

Grove City CBOC 1955-1957 Ohio Drive Grove City, OH 43123

Newark CBOC 1855 W. Main Street Newark, OH 43055

Marion CBOC 1203 Delaware Avenue Marion, OH 43302

Zanesville CBOC 2800 Maple Avenue, Suites A-F Zanesville, OH 43701

Behavioral Health CBOC 2720 Airport Drive Columbus, OH 43219

5. OBJECTIVE:

The Chalmers P. Wylie VAACC is seeking a solution to continue to provide our patients and guests wireless access to the internet while they are using our facility in Columbus, OH.

The objectives of this proposal are to continue to cover outpatient public Internet access to help Veterans and their families stay connected with their life beyond the hospital setting.

The Chalmers P. Wylie VAACC has requested public Internet access circuits will be placed at 420 N. James Rd. Columbus, OH 43219.

The bandwidth requirements will be based on the number of users that will be anticipated at the site. The site will host approximately 750 to 1000 users a day via this Internet connection. The facility currently has Wi-Fi provided by Spectrum internet and owns all 135 access points. Contractor shall either use existing access points or provide new under the contract. Contractor responsible for ensuring adequate coverage for the facility and shall provide any and all access points as required.

The Chalmers P. Wylie VAACC has requested public Internet for the main building as well as the engineering building and CBOCs. These public Internet access areas include but are not limited to the following:

NOTE: Hospital diagrams will be provided upon request.

6. PERFORMANCE ASSUMPTIONS:

There are assumptions that will be taken into consideration for implementing public Internet access at the VA facility. The following assumptions will be made:

1. Chalmers P. Wylie Ambulatory Care Center will be the funding source for selected technology solution.

1. Infrastructure provided must be separate and distinct from the current networks that are used to provide official business functions, applications and data necessary for the operation of the clinic. It also must not interfere with current wireless infrastructure in-place in the facility which is currently used for both business functions and medical devices.

1. Chalmers P. Wylie VAACC point of contact, proxy or working sponsor for the Patient Internet Access infrastructure will be responsible to work with Information Security Officer and Chief Information Officer to develop business agreements, memorandums of understanding and/or infrastructure security agreements regarding design and rite of passage for patient internet access appliances and network infrastructure.

1. Network infrastructure will require using common radio frequency 2.4 GHz in order to accommodate customer device access. A spectrum analysis may be required before design, placement and implementation of Internet access can begin.

1. Blended solutions for both wire and wireless solutions will be required to the initial design. Patient Internet Network design must be centered on reliability, availability and scalability.

1. Provide a network filtering service and a network filtering device that prevents users from visiting inappropriate sites. The device must allow additional blocking as determined by VA policies and procedures. A filter list will be provided on a regular basis to the offeror as the need arises since websites may change addresses or new sites may appear from time to time.

1. Provide a toll-free telephone support function for users to report problems with the service and resolve those problems in a timely manner.

1. Although this concept provides a service to our customers, it is expected that it will be provided without a requirement to provide full time, redundant, fault-tolerant service. The Chalmers P. Wylie VAACC desires this service be available 24 hours a day, 7 days per week (24X7); however, we are neither requiring nor expecting the supplier to provide total fault tolerance.

1. The Veteran & their families will primarily be responsible for providing their own personal computer equipment; any proposals by Veteran organizations or vendors for any type of gift/loaner/lease whether wired or wireless devices is out of scope of this initiative.

1. Implement advisory banners, security solutions, and logging for all VA provided, public internet access.

1. Utilize a content filtering solution for monitoring all VA-provided public internet access.

1. Log files must be maintained for a one year period.

1. Facility can implement these services through their existing internet service provider and the service provider must be able to provide log file as requested for investigation.

1. Implementation of these requirements would be documented in the required MOU for an air gapped network.

7. PERFORMANCE REQUIREMENTS:

1. Installation of Internet circuits to Chalmers P. Wylie VAACC pre-determined locations.

0. Determine availability of Internet services at each location.

0. Determine bandwidth needs based on estimated number of users.

0. Provide circuit provisioning equipment at each location to provide Internet services.

0. Provide wireless access points with Internet service to locations identified in Section 5.

0. Provide testing results of circuits to ensure integrity of Internet service.

1. Perform spectrum analysis of the campus (as needed/required)

0. Validate documentation of existing patient internet devices and infrastructure.

0. Determine locations for legacy wireless access points.

0. Measure spectrum signals for employees wireless access points.

0. Measure spectrum signals for patient wireless access points.

0. Annotate spectrum findings on current facility architecture as builds.

1. Develop an installation and process plan for required equipment (as needed/required)

0. Survey current physical infrastructure.

0. Validate locations and placement for wireless access points.

0. Determine power requirements for wired infrastructure.

0. Determine equipment and communication closet requirements.

0. Outline and test process for client access and enrollment including time limited and/or token access.

0. Develop security controls to monitor and provide intrusion detection as well as intrusion protection from rogue, alien and malware/spyware protocols.

1. Develop pilot program (as needed/required)

3. Select sample population to work through process and technology controls (e.g. canteen, main atrium and surgery waiting).

3. Based on requirements # 4, 5 with successful results proceed with facility wide implementation.

3. Provide educational/training materials for client access and rules of behavior.

1. Install required equipment

4. Develop a schedule to install equipment in a manner that minimizes possible disruptions in patient areas.

4. Install equipment and test for functionality.

4. Contractor will be responsible for installation and testing of all components, fiber and cabling outlined in this document, in accordance with normal industry standards and practices.

1. Test system functionality

5. Provide process controls, documentation, education and support for use.

1. Publicize system availability

6. Ensure that system provides access at all installed points and provides complete coverage of desired areas.

6. Establish communication, education and marketing plan for VA Patient Wireless Internet Network Service (VA Patient WINS).

1. Maintain the system

7. Provide a 24 hour/toll free telephone number that provides users a capability to report problems and have problems resolved quickly and efficient.

7. Provide a maintenance team that has the capability to troubleshoot and repair system outages within 24 hours. Issues that cannot be resolved within this time frame will be handled on a case-by-case basis with the Contracting Officer’s Representative (COR)

1. System Performance

9.1 Network devices should be compatible with industry standard wireless protocols (i.e. 802.11b, 802.11g, and 802.11n)

1. Training

9. Vendor shall complete all required training and complete all applicable clearance documentation prior to commencement of work

8. ADDITIONAL REQUIREMENTS:

The major concern with this option is duality of wireless access points between the public and VA patient care network. As shown in the diagram (right) there will be competing wireless access point from two different networks using various channels and frequencies. As confirmed and recommended by CISCO networks there should be a division of 802.11 standards use as well as distance*, frequency and wireless channels. The channels for devices are in the low range of channel one (1) to the higher range channel eleven (11). The objective with this solution will be to “carve out” two channels for the Public Internet Access and leave the remaining channels for the VA network. The VA network has newer access points and will be in greater numbers throughout the Chalmers P. Wylie Ambulatory Care Center. CISCO states these newer wireless access points have the ability to boost their power and drown most of the interference from devices (e.g. Laptops, PCs) that are trying to contact the public Internet on 802.11a within those two dedicated (1) and (7) channels. CISCO also places a performance disclaimer on this solution which states that using the same standard and frequency with different channels could still drag down performance on the VA patient care network.

· - Heat mapping and spectrum analysis is mandatory to place controls on preventing attenuation and diffusion of competing wireless Wi-Fi networks.

The table below outlines the connectivity speeds paralleled to each of the standards. The 802.11a will afford enough network throughputs for the patients to the latest Internet-based applications (web portals, iPod, YouTube, Facebook, etc.)

Table 1 The coexistence and collaboration of dual networks will require coordination along with the compatibility of security controls, management tools and supportability. Ideally using the higher 5.0 GHz frequency band would avoid conflicts. The 802.11n could be a targeted standard to implement. However, realistically the 802.11b and 802.11g are the primary venue for access that is currently used today with a majority and wide variety of devices that Veterans and family members and guests will be utilizing.

The following Security Services should be considered and provided by the Internet Service Provider or the vendor installing the public Internet access; Managed Firewall / Intrusion Detection and Prevention, Managed E-Authentication, Vulnerability Scanning /Anti-Virus Management , Incident Response / Event Management Processing, Managed Tiered Security, Metrics and Operations Reporting.

In each of the locations the contractor will provide commercial minimum 802.11 b/g wireless Internet connectivity to the following areas and wired Internet network connection in areas specified:

The connectivity will be provided from the nearest external contractor connection point via fiber runs to the respective division locations utilizing existing conduit on the respective location grounds. Internet access will be a minimum of three (3) synchronous Mbps at each location.

All medical center fiber terminations will use SC/ST connections as appropriate. Contractor is to provide all required labor and material. Contractor will be responsible for installation and maintenance of router, switches, wireless access points, and Category 6 wiring with connections (as required) to provide these capabilities. Installation will be coordinated with Department of Veteran Affairs V10 COL OIT support staff to ensure an air-gapped connectivity separate from the medical center’s network. All material used shall be UL approved and code compliant (NEC) as required for application. Installation shall be in accordance with NFPA and VA requirements. Existing cable trays and/or raceways shall be used to distribution. Locations where cable trays are not available, the distribution cable shall be run along the contour of the wall, being fastened with appropriate fasteners to ensure a secure and neat installation. Where cable penetrates fire and smoke walls that do not have existing cable trays metal sleeves shall be installed in accordance with VA requirements using approved fire stop material to seal ALL penetrations. Installation work will be performed during hours to meet facility requirements, which may include outside of normal non-duty hours to meet infection control and patient service requirements. A site visit and floor plans will be provided for interested proposers.

Proposals must include the annual ongoing cost for the provision of Internet Services and maintenance of supporting infrastructure to the respective locations. On-site response time required is 24 hours on next business day from notification. Service will be performed during normal business hours of 8 AM – 4:30 PM. Vendor will provide all parts and labor necessary to keep equipment operating in accordance with manufacturer specifications.

The contractor shall provide, in space below, the name, location and telephone number of the office where service calls are to be placed:

This contract will be a single vendor award; however, the awarded contractor may sub-contract to other providers for portions of this work. All contractors and sub-contractors must be identified and complete/pass security requirements for working in a VHA Medical Center. Installation and full operational capability is to be completed within 120 days of award.

TIMETABLE OF DELIVERABLES

Deliverable Definitions: The following deliverable definitions serve as a starting point for any questions or conversations concerning the products of this project.

1. Detailed system architecture: Proposed system architecture for answering the requirements of the Request for Proposal (RFP).

1. Detailed description of equipment locations and requirements: This deliverable will produce a detailed documentation of where offertory equipment will be located, wiring requirements, and power requirements for this project and detail expected throughput and capacity for both numbers of users and their level of use.

1. Detailed list of installation locations, dates, times, and required access: This deliverable will provide a complete description of installation steps, timelines, requirements for closet access, and proposed locations of offeror’s equipment.

1. Equipment installed and fully functional: This step will involve the offeror demonstrating to the government’s satisfaction that the equipment installed functions as required.

1. Detailed list of results including coverage areas and wireless capability: The offeror will provide detailed reports showing the performance characteristics of the offeror’s equipment and that wireless coverage for required areas encompasses the area as required.

1. Maintain the system: The offeror will provide the government monthly reports that detail system usage, system up-time, number and types of customer problem calls and response times to those calls, both initial and at problem resolution.

Deliverable Acceptance Criteria: All deliverables, except number 4, are documents. The contractor will provide an electronic copy with all deliverables. The COR will notify the contractor in writing that the required documents are sufficient to meet the requirements above for the SOW. In order to avoid problems with expectations of products, the contractor is encouraged to submit a draft document to the COR at reasonable time prior to final delivery to ensure acceptance criteria of products are met.

Deliverables and acceptance of deliverables such as reports, and diagrams will be given to the COR.

9. Evaluation Factors: Proposal shall be evaluated on the LOWEST PRICE TECHNICALLY ACCEPTABLE.

1. System Design: Proposal shall be evaluated on the offeror’s proposed architecture.

1. Past Performance: In order to be considered for award, the offeror must provide information regarding a minimum of three past performance references previous experience installing, maintaining equipment and providing internet access to multiple users at a single location. Offeror’s examples of previous efforts should be of similar size and scope. Information should include agency name, location, description, and point of contact with phone number, contract or delivery order number, a brief scope of contract, and contract value, so that the government can evaluate past performance. Preference will be given to companies who can show that services of a similar scope and size were provided at government facilities.

1. Personnel Qualifications: In order to be considered for award, the offeror must be able to provide the personnel needed to complete all phases of the work stated in the Statement of Work, present a management plan that indicates the availability of the program management personnel. At a minimum, Offerors will include personnel with three years’ experience in equipment installation and maintenance. The offeror will submit with his proposal documentation to supervisory, lead and managerial personnel qualifications.

1. Management Approach: At a minimum, the offeror should develop a plan showing an understanding of the tasks to be covered and the schedule for the required services. The plan should at a minimum:

a. Include milestones for completion of the job along with PMI (Program Management Institute) standard documents such as a WBS (work breakdown structure).

b. Provide a management organization plan that among other items shows how the work will be managed to ensure the success of the contract from a professional, cost and time perspective.

c. Provide a staffing plan that shows availability of staff and subcontractors to complete the installation, and help desk functions.

10. Contract Performance Monitoring

Monitoring of contractor’s performance shall be done by the COR.

1. Contract noncompliance: Incidents of contractor noncompliance as evidenced by the monitoring procedures shall be forwarded immediately to the Contracting Officer. A Quality Assurance Surveillance Plan is attached (Attachment No. 5) and will be signed by the Contractor Program Manager and COR, outlining the evaluation criteria to ensure the contractor is aware of the management and quality criteria required to meet the terms of the contract.

1. Frequency of Measurement: During contract performance, the COR will periodically analyze whether the negotiated frequency of surveillance is appropriate for the work being performed. Semi-annual (or quarterly if warranted) reports are prepared by the COR.

1. Frequency of Performance Assessment Meetings: The COR shall visit with the contractor either on an as-needed basis or, at a minimum, twice during the contract period: (1) middle of contract period and (2) end of contract period to assess performance and shall provide a written assessment. This written assessment will be forwarded to the Contracting Officer as documentation of contractor’s performance and/or for a request to exercise option period, renewal of a contract or termination of a contract.

1. Contractor reviews: Contractor will review semi-annual (or quarterly) performance measure reports and acknowledge receipt of report by returning a signed copy, along with any comments, to the Contracting Officer within 30 days of receipt of the report.

The government reserves the right to monitor services in accordance with Performance Based Matrix.

TASK

performance

performance

11. INVOICES:

Payment will be made upon receipt of a properly prepared detailed invoice, prepared by the Contractor, validated by the Contracting Officer’s Representative (COR), and submitted to VA FSC, P. O. BOX 149971, AUSTIN, TX 78714.

A properly prepared invoice will contain:

· Invoice Number and Date

· Contractor’s Name and Address

· Accurate Purchase Order Number

· Monthly service and/or supply/service call(s) provided

· Total amount due image1.jpeg image2.jpeg