Performance Work Statement RTLS Maximo Interface Support FY24 4.16.24.pdf

TRANSFORMATION TWENTY-ONE TOTAL TECHNOLOGY

NEXT GENERATION (T4NG)

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration Office of Healthcare Technology Management

Real Time Location System (RTLS) Program Office

Sustainment of the RTLS to Maximo Interface

Date: April 16, 2024

VA-24-00032946

Task Order PWS Version Number 1.2

TAC Number: VA-24-00032946

Contents

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

3.1 APPLICABILITY

3.2 ORDER TYPE

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL OR SPECIAL REQUIREMENTS

4.4 CONTRACT MANAGEMENT

4.5 GOVERNMENT FURNISHED PROPERTY

4.6 SECURITY AND PRIVACY

4.6.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 TECHNICAL KICKOFF MEETING (BASE PERIOD ONLY)

5.2 MAINTENANCE AND SUPPORT (BASE AND OPTION PERIODS)

5.3 HELP DESK (BASE AND OPTION PERIODS)

6.0 GENERAL REQUIREMENTS

6.1 PERFORMANCE METRICS

6.2 SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT)

STANDARDS

6.2.1 COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

6.2.2 ACCEPTANCE AND ACCEPTANCE TESTING

6.3 ENTERPRISE AND IT FRAMEWORK

1.0 BACKGROUND

The Real Time Location System (RTLS) Project Management Office (PMO) in the Veterans Health Administration (VHA) is charged to identify areas where VA currently uses manual processes (or lacks processes) for tracking and monitoring, and then establishes requirements to automate those areas using RTLS.

RTLS is an umbrella term that includes multiple technologies for locating and tracking items. It includes Wireless Fidelity (Wi-Fi) based location finding, active and passive Radio Frequency Identification (RFID), and a number of other location technologies, including ultrasound and infrared. The potential uses and benefits of this technology throughout VA are significant, and include improvement of quality of patient care, improved patient satisfaction, reduction of health care asset management costs, improvement of capacity/resource planning, improvement of employee and patient safety, as well as improvement of general asset management and inventory.

VA has contracted for and implemented an integrated, enterprise-wide solution for RTLS to support the VHA. VA has a virtualized software configuration that consolidates the number of virtual servers required to run the backend (non-facility level) RTLS servers. In addition, VA has implemented numerous interfaces from the RTLS to various VA databases to share information.

Accurate asset management data is necessary in VA facilities to reduce operation costs, create a more streamlined operation, enhance efficiency, and increase patient safety. Workflow capabilities include, but are not limited to, activity and tag monitoring, reporting, analysis, and tracking. The RTLS and Maximo interface improves workflow through the analysis of data provided by RTLS.

RTLS is a suite of technologies to support location-based information of items in VHA.

The main RTLS software is a commercial off-the-shelf (COTS) product called Intelligent Insites and the Maximo solution is an asset management system developed by International Business Machines (IBM). The RTLS and Maximo interface was designed and developed for the RTLS solution to integrate with VA’s Maximo (IBM) solution for Asset Management. This interface is currently only being used in eight Veterans Integrated Service Networks (VISN). The main component of the Maximo interface is Mule Enterprise Service Bus (ESB). Mule ESB runs on Red Hat Enterprise Linux (RHEL). The interface moves location, and asset demographic information back and forth between the two solutions providing for a real time (near time) status based upon a pre-set frequency. The Interface runs on two sets of servers, Pre-Production and Production where the Mule ESB exists.

The RTLS PMO requires a contract to support the RTLS and Maximo interface for any required updates, defects, or testing that might be required to remain fully operational between the two systems. It also includes any necessary updates or testing to remain compliant with VA’s Technical Reference Model (TRM).

The RTLS and Maximo interface suite is comprised of several interface processes for synchronizing the equipment tracking data and location updates between Maximo and RTLS. The high-level interface processes include:

1. Equipment Details Synchronization

2. Inventory Updates

3. Space (Location) Management

Figure 1: The RTLS and Maximo interface suite

2.0 APPLICABLE DOCUMENTS

The Contractor shall comply with the following documents, in addition to the documents in Paragraph 2.0 in the T4NG Basic Performance Work Statement (PWS), in the performance of this effort:

1. Attachment A – RTLS and Maximo Interface User Guide v 1.07

2. Attachment B – Maximo Intelligent InSites RTLS Interface Control Document

(ICD) v. 1.9

3. Attachment C - RTLS National Enterprise Data Architecture v.12.0

4. Attachment D - Intelligent InSites RTLS Maximo Interface Production Operations

Manual v. 1.10

3.0 SCOPE OF WORK

The Contractor shall support and provide maintenance of the interface between RTLS and Maximo software solutions. This support includes help desk support and any required updates, defect corrections, testing, and deployment required to remain fully operational between the two systems. It also includes any necessary updates or testing to remain compliant with VA’s TRM.

3.1 APPLICABILITY

This Task Order (TO) effort PWS is within the scope of the following T4NG Basic PWS paragraphs:

4.8.2 Application Support

4.8.4 Security Management

4.8.7 Service/Help Desk/Call Center Support

3.2 ORDER TYPE

The effort shall be proposed on a Firm Fixed Price (FFP) basis.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Period of Performance shall be 12 months from the date of award plus four 12 month option periods.

4.2 PLACE OF PERFORMANCE

Efforts under this TO shall be performed at Contractor facilities. The Contractor shall identify the Contractor’s place of performance in their Task Execution Plan submission.

4.3 TRAVEL OR SPECIAL REQUIREMENTS

The Government does not anticipate travel under this effort.

4.4 CONTRACT MANAGEMENT

All requirements of Sections 7.0 and 8.0 of the T4NG Basic PWS apply to this effort.

This TO shall be addressed in the Contractor’s Progress, Status and Management Report (CPSMR) as set forth in the T4NG Basic contract.

4.5 GOVERNMENT FURNISHED PROPERTY

The Government has multiple remote access solutions available to include Citrix Access Gateway (CAG), Site-to-Site Virtual Private Network (VPN), and RESCUE VPN.

The Government’s issuance of Government Furnished Equipment (GFE) is limited to Contractor personnel requiring direct access to the network to: development environments; install, configure and run TRM approved software and tools (e.g., Oracle, Fortify, Eclipse, SoapUI, WebLogic, LoadRunner); upload/download/ manipulate code, run scripts, and apply patches; configure and change system settings; check logs, troubleshoot/debug, and test/QA.

When necessary, the Government will furnish desktops or laptops, for use by the Contractor to access VA networks, systems, or applications to meet the requirements of this PWS. The overarching goal is to determine the most cost-effective approach to providing needed access to the VA environment coupled with the need to ensure proper Change Management principles are followed. Contractor personnel shall adhere to all VA system access requirements for on-site and remote users in accordance with VA standards, local security regulations, policies, and rules of behavior. GFE shall be approved by the COR and Program Manager on a case-by-case basis prior to issuance.

Based upon the Government assessment of remote access solutions and requirements of this TO, the Government does not anticipate a need for GFE to be provided, however, the COR will authorize up to two laptops if requested by the Contractor with an explanation of why the Contractor’s own equipment will not suffice. The Government will provide the following documents to the Contractor upon TO award as Government Furnished Information:

1. VA Licensing for Maximo, RTLS, and the Mule ESB

2. Up to two laptops

The Government will not provide IT accessories including but not limited to Mobile Wi-Fi hotspots/wireless access points, additional or specialized keyboards or mice, laptop bags, extra charging cables, extra Personal Identity Verification card readers, peripheral devices, or additional Random Access Memory (RAM). The Contractor is responsible for providing these types of IT accessories in support of the TO as necessary and any VA installation required for these IT accessories shall be coordinated with the COR.

The Status of Government Furnished Equipment Report under the T4NG Basic Contract requirements is applicable to this TO and shall be delivered to the COR/VA PM as required.

4.6 SECURITY AND PRIVACY

All requirements in Section 6.0 of the T4NG Basic PWS apply to this effort. Specific TO requirements relating to Addendum B, Section B4.0 paragraphs j and k supersede the corresponding T4NG Basic PWS paragraphs, and are as follows:

j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 10 days.

k. When the Security Fixes involve installing third party patches (such as

Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 10 days.

4.6.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Task

Task Number Tier1 / Low Risk Tier 2 / Moderate Risk

Tier 4 / High Risk

5.1 5.2 5.3

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT

5.1.1 TECHNICAL KICKOFF MEETING (BASE PERIOD ONLY)

A technical kickoff meeting shall be held within 10 days after TO award. The Contractor shall coordinate the date, time, and location (can be virtual) with the Contracting Officer (CO), as the Post-Award Conference Chairperson, the VA PM, as the Co-Chairperson, the Contract Specialist (CS), and the COR. The Contractor shall provide a draft agenda to the CO and VA PM at least five calendar days prior to the meeting. Upon Government approval of a final agenda, the Contractor shall distribute to all meeting attendees. During the kickoff-meeting, the Contractor shall present, for review and approval by the Government, the details of the intended approach, work plan, and project schedule for each effort via a Microsoft Office PowerPoint presentation. At the conclusion of the meeting, the Contractor shall update the presentation with a final slide entitled “Summary Report” which shall include notes on any major issues, agreements, or disagreements discussed during the kickoff meeting and the following statement “As the Post-Award Conference Chairperson, I have reviewed the entirety of this presentation and assert that it is an accurate representation and summary of the discussions held during the Technical Kickoff Meeting for the Sustainment of the RTLS to Maximo Interface.” The Contractor shall submit the final updated presentation to the

CO for review and signature within three calendar days after the meeting. The Contractor shall also work with the CS, the Government’s designated note taker, to prepare and distribute the meeting minutes of the kickoff meeting to the CO, COR and all attendees within three calendar days after the meeting. The Contractor shall obtain concurrence from the CS on the content of the meeting minutes prior to distribution of the document.

5.2 MAINTENANCE AND SUPPORT (BASE AND OPTION PERIODS)

The Contractor shall monitor the RTLS Maximo interface, to include routinely reviewing logs and performing manual health checks on the servers.

The Contractor shall provide updates to the RTLS and Maximo interface to resolve defects that may arise in the use, installation or testing of the interface between RTLS and Maximo. In addition, the Contractor shall provide updates to the interface middleware components to stay current with VA’s TRM as required to resolve break/fix issues or security scan findings. The Contractor shall ensure that updates to the interface are first developed and tested in their own environment, prior to re-deployment in VA’s pre-production and then production environment. Whenever a new release of either IBM’s Maximo or Intelligent Insites is available (estimated at no more than two releases per product, per year), the Contractor shall provide regression testing to ensure interface functionality is not impacted. Any integration testing required shall be performed virtually in a VA pre-production environment with Maximo and Intelligent InSites instances (either located at the VISN where the RTLS exists or at Austin Information Technology Center (AITC) where the VA RTLS has pre-production environments for some facilities). VA will provide test scripts to use for regression and/or development testing (Acceptance Testing). The Contractor shall allow VA to observe/participate in any testing. The Contractor shall deliver the results of regression and development testing in an Acceptance Testing Results document. The Contractor shall re-deploy the updated software following successful testing and approval by the VA PM/COR and resume a sustainment break/fix posture. The Contractor shall deliver the Updated Software Source Code and a Version Description Document at the completion of the development and testing of the updates to the RTLS and Maximo interface. All required product documentation (including Maximo Intelligent InSites RTLS Interface Control Document (ICD), RTLS and Maximo Interface User Guide, and Intelligent InSites RTLS Maximo Interface Production Operations Manual) shall be updated and delivered to VA if modifications needed to remedy issues or remain compliant with security requirements are deemed by the PM/COR to necessitate a change to the documentation.

Deliverables:

A. Acceptance Testing Results B. Updated Software Source Code C. Version Description Document D. Maximo Intelligent InSites RTLS Interface Control Document (ICD) E. RTLS and Maximo Interface User Guide F. Intelligent InSites RTLS Maximo Interface Production Operations Manual

5.3 HELP DESK (BASE AND OPTION PERIODS)

The Contractor shall provide help desk support for the RTLS and Maximo Interface.

Issues shall be resolved by the Contractor after tickets are issued from the VA COR.

VA has had this interface deployed for two years. To date, no help desk tickets have been created against the product.

Help desk support shall be available from 7:00 AM to 5:30 PM Eastern Time. The Contractor shall provide problem support in accordance with the times listed below in Table 1 and summarize all activities in a Monthly Help Desk Status Report that includes a description and categorization of trouble tickets, volume, resolution, average resolution times, status of resolution, and recommendations for code changes of a preventive nature and to improve the customer experience.

Table 1: Event Response Time Intervals

Severity Code Customer Impact Response to Customer

Resolution Time

1 - Critical Complete work stoppage. Critical Service Request 30 minutes 4 hours

2 - Important Inability to perform a job function.

Important Service Request 1 hour 10 hours

3 - Non-critical Low/No Impact (Able to perform work functions) Non-critical Service Request 16 hours 80 hours

4 - Request New Service, Scheduled/Planned Work 24 hours As scheduled

All issues that require code changes shall be reviewed and approved by the VA PM and COR before being implemented. The approved changes shall be implemented in accordance with PWS Section 5.2.

Weekend or after-hours work may be required to support coordinated installations, patches, etc. to avoid impact on VA, historically once per month; however, all such work shall be approved in advance by the COR.

Deliverable:

A. Monthly Help Desk Status Report

6.0 GENERAL REQUIREMENTS

6.1 PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort.

Performance Objective Performance Standard Acceptable Levels of Performance

A. Technical / Quality of Product or Service

1. Shows understanding of requirements

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/products

Satisfactory or higher

B. Project Milestones and Schedule

1. Quick response capability

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems

Satisfactory or higher

C. Cost & Staffing 1. Currency of expertise and staffing levels appropriate

2. Personnel possess necessary knowledge, skills and abilities to perform tasks

Satisfactory or higher

D. Management 1. Integration and coordination of all activities to execute effort

Satisfactory or higher

The COR will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the TO to ensure that the Contractor is performing the services required by this PWS in an acceptable level of performance. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Assessment will be used by the COR in accordance with the QASP to assess Contractor performance.

6.2 SECTION 508 – ELECTRONIC AND INFORMATION TECHNOLOGY (EIT)

STANDARDS

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

The following Section 508 Requirements supersede Addendum A, Section A3 from the T4NG Basic PWS.

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT.

These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Services and Documentation Requirements

6.2.1 COMPATIBILITY WITH ASSISTIVE TECHNOLOGY

The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

6.2.2 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 Chapter 2: Scoping Requirements standards identified above..

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

The Government reserves the right to test for Section 508 Compliance before delivery.

The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

6.3 ENTERPRISE AND IT FRAMEWORK

The required Assurance Levels, in reference to the Federal Identity, Credential, and Access Management (FICAM) requirements set forth in Section 3.8.2 of the T4NG Basic PWS, do not apply since this is an interface between two PIV enabled systems.

6.3 ENTERPRISE AND IT FRAMEWORK