S02 - 36C10B26R0020 - Patient Elopement Prevention.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10B26R0020 06-11-2026

Juan C Perez 512-981-4467 07-13-2026

14:00 EDT

Department of Veterans Affairs Technology Acquisition Center Procurement Services G 23 Christopher Way Eatontown NJ 07724

X 100

X

541519

150 Employee

N/A

X

See Delivery Schedule

Procurement Services G

Financial Services Center PO Box 149971 Austin TX 78714-8971

Patient Elopement Prevention

See Continuation Page

X X

Edgar Alonso-Bernal

Contract Number: TBD

Request for Proposal: 36C10B26R0020

B.1 Schedule of Supplies/Services

Item # Description/Part Number Unit Quantity Price Total

1. Specific requirements are detailed in Section B.4, Performance Work Statement (PWS) titled “Patient Elopement Prevention Systems”, dated April 27, 2026.

2. ARM Number: TBD

3. Inspection/Acceptance/FOB: Destination.

4. Address/Point of Contact: See B.4 Product Description.

5. Ordering shall be conducted through the process described in B.6, “Ordering

Procedures” and payment shall be made in accordance with Section B.3, Paragraph “Accounting and Appropriation Data.”

6. Pricing shall be placed in accordance with Attachment A.

Total Contract Ceiling $5,000,000

Governing Law Clause

Federal law and regulations, including the Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto. If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated RFO clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C. § 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), Source Code Harmonization and Reuse in Information Technology Act “SHARE IT Act” (P.L. 118-187), and RFO clauses 52.212-4, 52.227-

14 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by RFO 52.227-14, this includes any custom code developed for the purpose of performing under this contract. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 28 U.S.C. § 516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

SOFTWARE LICENSE, SOFTWARE MAINTENANCE AND SOFTWARE TECHNICAL

SUPPORT:

(1). Definitions.

a) Licensee. The term “licensee” shall mean the U.S. Department of Veterans Affairs (“VA”) and is synonymous with “Government.”

b) Licensor. The term “licensor” shall mean the Contractor having the necessary license or ownership rights to deliver license, software maintenance and support of the computer software being acquired. The term “Contractor” is the party identified in Block 17a on the SF1449. If the Contractor is a reseller and not the Licensor, the Contractor remains responsible for performance under this Contract/Order.

c) Software. The term “software” shall mean the licensed computer software product(s) cited in the Schedule of Supplies/Services.

d) Maintenance. The term “maintenance” is the process of enhancing and optimizing software, as well as remedying defects. It shall include all new fixes, patches, releases, updates, versions and upgrades, as further defined below.

e) Technical Support. The term “technical support” refers to the range of services providing assistance for the software via the telephone, email, a website or otherwise.

f) Release or Update. The term “release” or “update” are terms that refer to a revision of software that contains defect corrections, minor enhancements, or improvements of the software’s functionality. This is usually designated by a change in the number to the right of the decimal point (e.g., from Version 5.3 to 5.4). An example of an update is the addition of new hardware.

g) Version or Upgrade. The term “version” or “upgrade” are terms that refer to a revision of software that contains new or improved functionality. This is usually designated by a change in the number to the left of the decimal point (e.g., from Version 5.4 to 6).

(2). Software License.

a) Unless otherwise stated in the Schedule of Supplies/Services, the Performance Work Statement, or Product Description, the software license provided to the Government is a perpetual, nonexclusive license to use the software.

b) The Government may use the software in a networked environment.

c) All limitations of software usage are expressly stated in the Schedule of

Supplies/Services and the Performance Work Statement/Product Description.

d) The commercial computer software delivered under this contract may not be used, reproduced, or disclosed by the Government except as provided below or as expressly stated otherwise in this contract. The commercial computer software may be-

i. Used or copied for use with the computer(s) for which it was acquired, including use at any Government installation or agency to which the computer(s) may be transferred;

ii. Used or copied for use with a backup computer if any computer for which it was acquired is inoperative;

iii. Reproduced for safekeeping (archives) or backup purposes;

iv. Modified, adapted, or combined with other computer software;

v. Disclosed to and reproduced for use by support service Contractors or their subcontractors, subject to the same restrictions set forth in this contract; and

vi. Used or copied for use with a replacement computer.

e) Unauthorized Obligations.

i. Except as stated in paragraph (ii), when any supply or service acquired under this contract is subject to any commercial supplier agreement (as defined in 502.101) that includes any language, provision, or clause requiring the Government to pay any future fees, penalties, interest, legal costs or to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti- Deficiency Act violation ( 31 U.S.C. 1341), the following shall govern:

1) Any such language, provision, or clause is unenforceable against the Government.

2) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the commercial supplier agreement. If the commercial supplier agreement is invoked through an “I agree” click box or other comparable mechanism (e.g., “click-wrap” or “browse-wrap” agreements), execution does not bind the Government or any Government authorized end user to such clause.

3) Any such language, provision, or clause is deemed to be stricken from the commercial supplier agreement.

ii. Paragraph (u)(1) of this clause does not apply to indemnification or any other payment by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

f) Commercial supplier agreements unenforceable clauses.

i. This agreement is a part of a contract between the commercial supplier https://www.acquisition.gov/gsam/part-502#GSAM_502_101 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 and the U.S. Government for the acquisition of the supply or service that necessitates a license or other similar legal instrument (including all contracts, task orders, and delivery orders under RFO 12).

ii. End user. This agreement shall bind the ordering activity as end user but shall not operate to bind a Government employee or person acting on behalf of the Government in his or her personal capacity.

iii. Law and disputes. This agreement is governed by Federal law. Any language purporting to subject the U.S. Government to the laws of a U.S.

state, U.S. territory, district, or municipality, or a foreign nation, except where Federal law expressly provides for the application of such laws, is hereby deleted.

1) Any language requiring dispute resolution in a specific forum or venue that is different from that prescribed by applicable Federal law is hereby deleted. Any dispute regarding the license grant or usage limitations shall be resolved in accordance with the Disputes Clause incorporated in RFO 52.212-4(e).

2) Any language prescribing a different time period for bringing an action than that prescribed by applicable Federal law in relation to a dispute is hereby deleted.

3) Continued performance. The supplier or licensor shall not unilaterally revoke, terminate or suspend any rights granted to the Government except as allowed by this contract. If the supplier or licensor believes the ordering activity to be in breach of the agreement, it shall pursue its rights under the Contract Disputes Act or other applicable Federal statute while continuing.

4) Arbitration; equitable or injunctive relief. In the event of a claim or dispute arising under or relating to this agreement, a binding arbitration shall not be used unless specifically authorized by agency guidance, and equitable or injunctive relief, including the award of attorney fees, costs or interest, may be awarded against the U.S.

Government only when explicitly provided by statute (e.g., Prompt Payment Act or Equal Access to Justice Act).

iv. Updating terms. After award, the contractor may unilaterally revise commercial supplier agreement terms if they are not material. A material change is defined as:

1) Terms that change Government rights or obligations;

2) Terms that increase Government prices;

3) Terms that decrease overall level of service; or

4) Terms that limit any other Government right addressed elsewhere in this contract.

5) For revisions that will materially change the terms of the contract, the revised commercial supplier agreement must be incorporated into the contract using a bilateral modification.

6) Any agreement license terms or conditions unilaterally revised subsequent to award that are inconsistent with any material term or provision of this contract shall not be enforceable against the

Government, and the Government shall not be deemed to have consented to them.

v. No automatic renewals. If any license or service tied to periodic payment is provided under this agreement (e.g., annual software maintenance or annual lease term), such license or service shall not renew automatically upon expiration of its current term without prior express consent by an authorized Government representative.

vi. Indemnification. Any clause of this agreement requiring the commercial supplier or licensor to defend or indemnify the end user is hereby amended to provide that the U.S. Department of Justice has the sole right to represent the United States in any such action, in accordance with 28 U.S.C. 516.

vii. Audits. Any clause of this agreement permitting the commercial supplier or licensor to audit the end user's compliance with this agreement is hereby amended as follows:

1) Discrepancies found in an audit may result in a charge by the commercial supplier or licensor to the ordering activity. Any resulting invoice must comply with the proper invoicing requirements specified in the underlying Government contract or order.

2) This charge, if disputed by the ordering activity, will be resolved in accordance with RFO 52.212-4(e); no payment obligation shall arise on the part of the ordering activity until the conclusion of the dispute process.

3) Any audit requested by the contractor will be performed at the contractor's expense, without reimbursement by the Government.

(3). Software Maintenance and/or Technical Support.

a) If the Government desires to continue software maintenance and support beyond the period of performance identified in this Contract/Order, the Government will issue a separate contract or order for maintenance and support. Conversely, if a contract or order for continuing software maintenance and technical support is not received, the Contractor is neither authorized nor permitted to renew any of the previously furnished services.

b) The Contractor shall provide software support services, which includes periodic updates, enhancements and corrections to the software, and reasonable technical support, all of which are customarily provided by the Contractor to its commercial customers to cause the software to perform according to its specifications, documentation or demonstrated claims.

c) Any telephone support provided by Contractor shall be at no additional cost.

d) The Contractor shall provide all maintenance services in a timely manner in accordance with the Contractor’s customary practice or as defined in the Performance Work Statement or Product Description. However, prolonged delay (exceeding two business days) in resolving software problems will be noted in the Government’s various past performance records on the Contractor (e.g., www.cpars.gov).

e) If the Government allows the maintenance and support to lapse and http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://uscode.house.gov/browse.xhtml;jsessionid=114A3287C7B3359E597506A31FC855B3 http://www.cpars.gov/ subsequently wishes to reinstate it, any reinstatement fee charged shall not exceed the amounts that would have been charged if the Government had not allowed the subscription to lapse.

(4). Disabling Software Code.

The Government requires delivery of computer software that does not contain any code that will, upon the occurrence or the nonoccurrence of any event, disable the software. Such code includes but is not limited to a computer virus, restrictive key, node lock, time-out, or other function, whether implemented by electronic, mechanical, or other means, which limits or hinders the use or access to any computer software based on residency on a specific hardware configuration, frequency of duration of use, or other limiting criteria. If any such disabling code is present, the Contractor agrees to indemnify the Government for all damages suffered as a result of a disabling caused by such code, and the contractor agrees to remove such code upon the Government’s request at no extra cost to the Government. Inability of the Contractor to remove the disabling software code will be considered an inexcusable delay and a material breach of contract, and the Government may exercise its right to terminate for cause. In addition, the Government is permitted to remove the code as it deems appropriate and charge the Contractor for consideration for the time and effort expended in removing the code.

(5). Manuals and Publications.

Upon Government request, the Contractor shall furnish the most current version of the user manual and publications for all products/services provided under this Contract/Order at no cost.

USE OF ARTIFICIAL INTELLIGENCE

The Contractor (or subcontractor at any tier, including affiliates) shall not use, sell, monetize, or otherwise release or misuse any VA data, models, training/testing data, patterns, documentation, implementation artifacts, runtime artifacts, and/or any other digital artifacts, partially or in whole, derived from AI or machine learning without the express written consent and approval from the VA Contracting Officer.

The Contractor shall indemnify VA and its officers, employees, and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of VA use of any AI products and/or services under the contract.

The Contractor shall maintain commercially reasonable and industry standard conforming security safeguards and controls, including proper access controls for the AI. The Contractor agrees the VA Contracting Officer has the unilateral right to require deactivation of any AI for any reason without notice.

Any development and/or creation of AI, or AI derivatives and/or data, is subject to all applicable intellectual property and data rights clauses under the contract.

Non-compliance with any of the above terms, or an accidental or purposeful loss of sensitive VA medical records information resulting from AI use, may result in liability to VA for any and all rights and remedies provided by law, including but not limited to contract termination, liquidated damages, and referral to VA’s Suspension and Debarment Committee. The Contractor shall include the substance of this clause in in all subcontracts, including subcontractors at any tier and affiliates.

B.2 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: See Block 17a

b. GOVERNMENT: Contracting Officer - See Block 31b

Department of Veterans Affairs Technology Acquisition Center-Austin

Eatontown, NJ 07724

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award

Management, or [] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X – Upon acceptance]

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

See website at: http://www.fsc.va.gov/einvoice.asp

B.3 ACCOUNTING AND APPROPRIATION DATA

Funding will be identified on the individual task orders executed against this contract.

http://www.fsc.va.gov/einvoice.asp

B.4 PRODUCT DESCRIPTION

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veteran Health Administration

Patient Elopement Prevention Systems

Date: April 27, 2026

TAC- VA-26-00049526

PWS Version Number: 2

Purchaser Order Number: TBD Request for Proposal: 36C10B26R0017

1.0 BACKGROUND:

The mission of the Department of Veterans Affairs (VA) is to deliver benefits and services to United States Veterans. In fulfilling this mission, VA is committed to providing high-quality, effective, and efficient operational support to those responsible for caring for Veterans—both at the point of care and across every stage of their healthcare journey — in a timely, compassionate, and impactful manner.

A critical component of this mission is patient safety, particularly for vulnerable populations such as those in Community Living Centers (CLCs), Emergency Departments (ED), inpatient units, and Behavioral Health settings. These patients may be at risk of elopement, wandering, or unauthorized exit, which can lead to disruption of care and severe harm. Preventing such incidents is a Joint Commission priority and an essential part of VA’s commitment to zero harm.

To achieve this, VA Health Care Systems (HCS) currently utilize proprietary patient elopement and wandering (PEW) prevention technologies from two manufacturers:

CenTrak® and Securitas Healthcare®. These systems enable continuous electronic supervision, real-time alerts, and workflow integration to reduce adverse events and improve staff response times.

The goal of this requirement is to maintain, expand, and standardize PEW prevention technology across seven healthcare systems. VA aims to deliver a consistent, interoperable, and scalable patient safety solution that meets clinical, operational, and regulatory requirements across these diverse facilities.

2.0 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 https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs

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,

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 https://digital.va.gov/process-asset-library/ https://www.va.gov/trm/TRMHomePage.aspx

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 https://www.idmanagement.gov/arch/#:%7E:text=FICAM%20is%20the%20federal%20government%E2%80%99s%20enterprise%20approach%20to,identity%20processes%2C%20practices%2C%20policies%2C%20and%20information%20security%20disciplines.

https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 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

3.0 SCOPE OF WORK:

https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946 https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010 https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-21-Accelerating-Federal-Use-of-AI-through-Innovation-Governance-and-Public-Trust.pdf https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-22-Driving-Efficient-Acquisition-of-Artificial-Intelligence-in-Government.pdf https://www.whitehouse.gov/wp-content/uploads/2025/12/M-26-04-Increasing-Public-Trust-in-Artificial-Intelligence-Through-Unbiased-AI-Principles-1.pdf?_bhlid=c0113a16495d987bc33f63e3dccf35c28d6bfd15

The Contractor shall provide the professional services, hardware, and software required for the maintenance, expansion, and integration of patient elopement and wandering (PEW) prevention systems across our HCS(s). The scope includes the following:

• Technology and Project Management: The Contractor shall develop and maintain a master project plan, coordinate stakeholder engagement, provide reporting, and track key performance indicators (KPIs) such as location accuracy, alarm response times, and system uptime.

• Requirements and System Design: The Contractor shall conduct workflow discovery and produce architecture for the PEW prevention systems, including coverage maps, geofencing zones, and per-patient security profiles.

• Delivery and Staging: The Contractor shall manage hardware/software staging, perform pre-configuration, and validate interoperability among components.

• Installation and Deployment: The Contractor shall ensure site readiness and perform hardware installation (e.g., readers, gateways, LF chokepoints, Wi-Fi tags, BLE beacons), patient tagging, and zone configuration.

• Integration with Enterprise Systems: The Contractor shall configure integrations with enterprise platforms such as nurse call systems, fire alarm systems, and access control systems to enable event-driven alerts and secure workflows.

• BLE Enablement: The Contractor shall implement beacon placement strategies, calibrate for accuracy, integrate gateways, and enable mobile app functionality (if applicable) for real-time notifications.

• Data Governance and Cybersecurity: The Contractor shall ensure HIPAA compliance, encryption, adherence to VA security standards, and support VA Enterprise Risk Analysis (ERA) processes.

• Testing and Validation: The Contractor shall perform factory and site acceptance tests, verify accuracy and alarm detection, conduct performance and failover testing, and validate data integrity.

• Training and Change Management: The Contractor shall deliver role-based training, provide Standard Operating Procedures (SOPs) and job aids, ensure Section 508 compliance, and implement adoption strategies with OEM clinical educator support.

• Operations and Sustainment: The Contractor shall implement a tiered support model with SLAs, provide preventive and corrective maintenance, monitor system health, and conduct optimization reviews.

• Documentation and Deliverables: The Contractor shall provide design diagrams, configuration baselines, test reports, operational manuals, and disaster recovery plans.

• System Health and Analytics: The Contractor shall deploy dashboards for device uptime, tag battery status, location accuracy, alarm metrics, utilization trends, and predictive analytics for workflow optimization.

3.1 PERFORMANCE OBJECTIVES:

• Objective 1: The Contractor shall deliver a unified PEW enterprise architecture that addresses VISN-wide operational, clinical, and technical requirements. This objective includes conducting comprehensive workflow discovery, facility assessments, and technical analyses to document current-state conditions across multiple sites. In addition, the resulting architecture must incorporate standardized clinical workflows, common geofencing strategies, uniform alarm routing rules, and harmonized data models that promote consistency and interoperability across VISN 21. The enterprise architecture shall be scalable, support modern RTLS/BLE capabilities, comply with VA infrastructure standards, and provide a foundation for long-term modernization and future enhancements.

• Objective 2: The Contractor shall provide a comprehensive transition pathway from all existing PEW systems currently deployed across VISN 21 (Table 1) to the proposed solution. This shall include a detailed migration strategy, risk mitigation approach, interoperability plan, and schedule that ensures continuity of operations and prevents disruption to patient safety workflows. The Contractor must identify required technical adaptations, data migration steps, integration changes, and interim support measures needed to maintain full functionality of legacy systems throughout the transition. The pathway shall enable a controlled, phased, and fully supported migration that preserves operational readiness while achieving alignment with the proposed enterprise PEW prevention platform.

• Objective 3: Implement, configure, and validate the standardized enterprise solution once designed, ensuring installations are aligned with VISN requirements and tailored to site-specific operational environments. This includes deployment and calibration of hardware components such as readers, gateways, exciters, beacons, and controllers; configuration of software platforms, user interfaces, and alarm logic; execution of facility-specific tuning for accuracy and zone detection; and system optimization to ensure performance expectations are met. The objective also includes comprehensive acceptance testing—such as performance testing, interference checks, accuracy validation, and user acceptance testing—to confirm that the system meets clinical, operational, and technical needs across all VISN 21 facilities.

• Objective 4: Ensure that all system components comply with applicable VA cybersecurity requirements. This objective includes implementing FIPS-validated encryption for data at rest and in transit, ensuring PIV-authenticated access for system users, validating authoritative data source integration requirements, and aligning all applications and hardware with VA Technical Reference Model standards. It also encompasses compliance with VA’s identity and access management frameworks, vulnerability remediation timelines, OS and application patching requirements, and accessibility standards for all user-facing interfaces and documentation.

• Objective 5: Provide comprehensive training, documentation, and transition support to ensure VISN 21 staff are prepared to operate and maintain the standardized system long term. This includes developing and delivering role-based training for clinical, security, biomedical engineering, OIT, and administrative staff; preparing user guides, technical manuals, SOPs, and job aids; documenting all system configurations, workflows, and maintenance procedures; and executing a structured transition plan with a clearly defined Responsible, Accountable, Consulted, and Informed (RACI) model. The goal is to establish VISN-wide competency and self-sufficiency, ensuring that each facility can support routine operations, respond effectively to alarms, manage patient tagging workflows, and sustain the enterprise system after the period of performance.

3.2 TEAMING AND RESELLER REQUIREMENTS:

The Contractor shall maintain formal teaming agreements or authorized reseller/distributor status with the Original Equipment Manufacturers (OEM) for all proposed hardware, software, and professional services throughout the entire Ordering Period. Offerors must demonstrate the ability to obtain required OEM agreements prior to performance and must provide proof of OEM authorization during the contract kickoff meeting. The Contractor shall ensure that all OEM partnerships grant full rights to procure, configure, install, integrate, and support the proposed solutions, including access to OEM technical resources, firmware updates, and warranty services. Failure to maintain OEM authorization or teaming agreements during the POP may result in termination for cause.

4.0 PERFORMANCE DETAILS:

This is an Indefinite Delivery/Indefinite Quantity (IDIQ) contract. Individual Task Orders (TOs) shall be issued on a Firm Fixed Price (FFP) basis.

The Contractor shall provide and/or acquire the services, hardware, and software required by individual TOs, consistent with the general requirements of this PWS.

4.1 PERFORMANCE PERIOD:

The Ordering Period shall be four (4) years from the date of award. The period of performance (PoP) for any TO may go up to 12 months beyond the last day of the Ordering Period. Each TO will have its own PoP.

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

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

Under current definitions, four are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

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:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE:

The place of performance shall be identified in individual TOs within our HCS(s). The list of current Health Care Systems supported this by this requirement, and their addresses, are given in Table 1.

ID Name Address PEW System in Use

570 Central California Health Care System (CCHCS)

2615 E. Clinton Ave.

Fresno, CA 93703-2286 None

612 Northern California Health Care System (NNHCS)

10535 Hospital Way Mather, CA 95655

Securitas WanderGuard

640 Palo Alto Health Care System (PAHCS)

3801 Miranda Ave. Palo Alto, CA 94304

CenTrak Wander Management

654 Sierra Nevada Health Care System (SNHCS)

975 Kirman Avenue Reno, NV 89502

Accutech ResidentGuard

662 San Francisco Health Care System (SFHCS)

4150 Clement St. San Francisco, CA 94121

Securitas WanderGuard

593 North Las Vegas Health Care System (NLVHCS)

6900 N. Pecos Road Las Vegas, NV 89086

CenTrak Wander Management

459 Pacific Islands Health Care System (PIHCS)

459 Patterson Road Honolulu, HI 96819

Securitas WanderGuard

Table 1: Health Care Systems covered under the scope of this contract

4.2.1 TRAVEL:

The Government anticipates travel under this effort to perform the tasks associated with the effort. Travel costs are included in the 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 will be dependent on each TO.

5.0 SPECIFIC TASKS AND DELIVERABLES:

Individual TOs may cover multiple functional areas outlined below. These functional area descriptions are provided to offer greater insight into the complexity and uniqueness of potential TO requirements addressed in this Performance Work Statement (PWS). Functional areas are not mutually exclusive; a single TO may include requirements spanning several areas.

5.1 TECHNOLOGY AND PROJECT MANAGEMENT:

The Contractor shall implement comprehensive technology and project management practices across all TOs. Responsibilities include developing and maintaining a Master Project Plan (MPP) covering scope, schedule, cost, quality, resources, communications, risks, and delivery, as well as; coordinating multi-disciplinary stakeholders (Nursing, Healthcare Technology Management (HTM), Office of Information Technology (OIT), Supply Chain Management (SCM), Engineering, etc.). The Contractor shall administer formal governance routines (steering committee, change control board) and maintain artifacts (risk/issue/change logs) in a VA-approved repository. The Contractor shall assist with defining, tracking, and continuously refining KPIs aligned to VA objectives including location accuracy, system uptime, and integration success rate, with variance analysis and corrective action plans. Project controls shall include dependency tracking and critical path analysis.

Deliverables:

• Master Project Plan (MPP) – Microsoft PowerPoint or PDF, baseline within 30 days of TO award; updated monthly; includes milestones, dependencies, resource plan, and critical path; accepted when dates/logic are consistent and achievable.

• Stakeholder Engagement Plan - PDF; due within 30 days; meeting cadences, roles/RACI, communications channels, escalation paths; accepted when all VA stakeholder groups are identified and engagement commitments scheduled.

• Risk, Issue, and Change Logs - Living spreadsheet or IT service agreement

(ITSM) tool export; updated weekly; include probability/impact, owners, target dates, and mitigations; accepted when items have owners and dated actions.

• Status Reports (Monthly) - PDF, MS PowerPoint, or dashboard; schedule performance index (SPI), KPIs, accomplishments/next steps, risks/issues; accepted when variances >±10% include corrective actions.

• KPI Dashboard - Power BI; refreshed at least weekly; displays system uptime, accuracy, retrieval time, interface error rates;…