S02 - Final PD - RCV Records System Vault v2.0_26Jan23.pdf

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Office of Management Financial Services Center

Brand Name or Equal Total Recall Records Storage and Records Retrieval

System Solution and

Technical Support 01/26/2023

VA-22-00009396

Version Number: 2.0

Record Storage and Retrieval System FORCE Number: VA-22-00009396

Contents

1.0 Requirement

2.0 Summary characteristics of legacy system

2.1 Records Retrieval System (RRS)

2.2 Records Management System (RMS)

3.0 Solution Requirements

3.1 Master data

3.2 User administration

3.3 Functional Requirements

3.4 Non-functional requirements

4.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION

AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508)

4.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

STANDARDS

4.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

4.3 ACCEPTANCE AND ACCEPTANCE TESTING

5.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS ... 29

6.0 SHIPMENT OF HARDWARE OR EQUIPMENT

6.1 SPECIAL SHIPPING INSTRUCTIONS

7.0 GENERAL REQUIREMENTS

7.1 VA TECHNICAL REFERENCE MODEL

7.2 POSITION/TASK RISK DESIGNATION LEVEL(S)

1.0 REQUIREMENT

All parties hereby acknowledge and understand that the Government’s Schedule of Supplies/Services is comprised of the following documents, without exception: Attachment 1, Product Description, Brand Name or Equal Total Recall Records Storage and Records Retrieval System, dated January 26, 2023. Accordingly, regardless of their placement during the negotiation phase of this action (e.g., as an attachment or addenda), and if there are any inconsistencies in the Solicitation or Final Contract, the parties hereby agree that the aforementioned documents are incorporated into the Government’s Schedule of Supplies/Services and therefore, deemed first in the order of precedence as defined by the applicable Federal Acquisition Regulation.

US Department of Veterans Affairs (VA) Financial Services Center (FSC) requires an automated solution to support the Records Center and Vault (RCV) operation in Neosho, Missouri. The solution shall provide the ability to request the retrieval, storage, and destruction of records. The solution shall provide the ability to use the existing accession numbering management processes to provide the management of new shipment receipts, record retrieval and refile, storage, and destruction capability.

The solution shall utilize space management and life-cycle storage operations for the following:

1.1. 400,000 square foot in-ground warehouse.

1.2. Up to 15-high stacked shelves. (Note - Shelf height and total shelving units per row vary.)

1.3. Records:

1.3.1. 1.9 million boxes.

1.3.2. Three box sizes.

1.3.2.1. One square foot.

1.3.2.2. Two square feet.

1.3.2.3. Three square feet.

1.3.3. Folders in boxes.

1.3.4. Documents in folders.

1.3.4.1. Paper.

1.3.4.2. Film.

1.1. Records from approximately 347 VA stations (VA service locations).

1.2. Approximately 53,000 active accessions.

1.3. Approximately 10 RCV users.

1.4. Approximately 573 station users.

1.5. Approximately 150 monthly storage requests.

1.6. Approximately 150 daily retrieval/refile/drop file requests.

Contractor shall provide a DHS WORLDWIDE Total Recall brand name solution and technical support or equal solution and support to continue ongoing management of VA RCV records warehouse and inventory.

There is no wireless network in the RCV warehouse. As a result, the solution shall integrate with commercial quality hand-held bar code scanning devices without a wireless network connection.

Contractor shall provide a DHS WORLDWIDE Total Recall brand name solution and technical support or equal solution that has the lowest impact on the existing operational workflow and warehouse management processes within the RCV. The solution shall provide the ability to use accession numbers to request records to be stored or retrieved from the VA stations outside the RCV and manage the record locations within the RCV.

The Records Center Vault manages the location of physical boxes. This RCV is NOT planning to digitize the physical documents inside the boxes and folders. This solution is for the physical location management. Hand-held barcode scanning hardware shall also be replaced with contract.

2.0 SUMMARY CHARACTERISTICS OF LEGACY SYSTEM

Currently, the RCV uses the following two applications:

2.1 RECORDS RETRIEVAL SYSTEM (RRS)

2.1.1 Internally developed PHP application for the paper VA 0244, VA 0244a and VA 0245 forms used by RCV to authorize storage and retrieval operations.

2.1.1.1 VA 0244 and VA 0244a forms are used to request records storage (an accession) and destroy records (boxes).

2.1.1.2 VA 0245 form is used to request retrieval and refile of boxes and folders, and drop-file of new folders, and/or documents).

2.1.2 SQL Database, as of March 2022:

2.1.2.1 Size: 4.6 GB.

2.1.2.2 Contents:

2.1.2.2.1 53,000 VA 0244 accession requests.

2.1.2.2.2 2.6 million VA 0245 retrieval, refile, and drop-file requests.

2.1.3 Veteran’s full Social Security Number (SSN) is used to identify records.

2.1.4 Records contain Personal Identifiable Information (PII).

2.1.5 Records contain Personal Health Information (PHI).

2.1.6 Webpages display 50 rows of details and status for VA 0244 and VA 0245 requests per page.

2.1.7 VA 0244 query function searches all requests.

2.1.7.1 VA 0245 query function searches requests up to three years old unless radio button to search all forms is activated.

2.1.8 Because the warehouse has no wireless connectivity, all forms and query results are printed and/or exported.

2.2 RECORDS MANAGEMENT SYSTEM (RMS)

2.2.1 Assigns and prints barcodes, monitors vacancy, and tracks the location, ownership, type, and disposition of boxes.

2.2.1.1 Creates three of nine barcode stickers.

2.2.2 Commercial off-the-shelf [software] (COTS) product.

2.2.2.1 Developed and supported by DHS Worldwide.

2.2.2.2 Also known as Total Recall.

2.2.2.3 Version 8.8.

2.2.2.4 Current size as of March 2022 is 21.2 GB.

3.0 SOLUTION REQUIREMENTS

The solution is to manage the requests to retrieve/refile physical records and to store/destroy physical records. There is no requirement to digitize documents.

The DHS WORLDWIDE Total Recall brand name or equal application, solution, or approach shall:

3.1 MASTER DATA

3.1.1 Warehouse

3.1.1.1 Shelf locations.

3.1.1.1.1 Administer warehouse shelf locations.

3.1.1.1.2 Generate warehouse shelf labels.

3.1.1.1.3 Schema format: [Warehouse (aka Bay)]–[Row]–[Unit]–[Shelf].

3.1.1.2 Box locations

3.1.1.2.1 Text file generator - Create/import a text file to produce custom box barcode labels for an accession of records (Illustrations D-1, 2, and 3.)

3.1.1.2.2 Assign a sequential barcode number to each line of the text file.

3.1.1.2.3 Print 4”x3” Barcode Labels.

3.1.1.2.4 Associate scanned box barcode with scanned warehouse shelf barcode.

3.1.2 Roles. (See attached Roles and System Status and RCV Roles Description documents.)

3.1.3 User Profiles

3.1.4 Station Profile.

3.2 USER ADMINISTRATION

3.2.1 Deep level of administrative control for user access to individual functions.

3.2.2 Control access of station’s ability to search and request records by including security protocols.

3.2.3 Provide station-level segregation of access to specific records.

3.2.4 Limit access to functions and data based on the user’s department and work group.

https://dvagov.sharepoint.com/sites/OITFSCPMO/Projects/fmbtipps/Shared%20Documents/RCV-RRS%20Roles%20and%20System%20Status.xlsx https://dvagov.sharepoint.com/sites/OITFSCPMO/Projects/fmbtipps/Shared%20Documents/RCV%20Roles%20Descriptions.docx

3.3 FUNCTIONAL REQUIREMENTS

3.3.1 Accession

3.3.1.1 The solution shall provide record request capability for the retrieval/refile, storage, and destruction utilizing existing accession number management process. See section 3.3.1.6.

3.3.1.2 Provide electronic means for stations to complete, validate, and submit Records Transmittal and Receipt requests using the VA 0244/VA 0244a forms to the RCV for approval. (See Illustrations A-1 and A-2.)

3.3.1.3 RCV Admin enters freeform text to input the agency and fiscal year identifier, and the application provides the four-digit sequential shipment number.

(Examples of valid numbers are: VHA-22-0001, VBA-22-0002, VAOIG- 2022-0005, NCA-22A-0008, etc.).

3.3.1.4 Capture data from VA 0244 fields one through 14 (See Illustration A) and the Notice of Eligibility to Destroy Records (See Illustration C) including the following:

3.3.1.4.1 Agency.

3.3.1.4.2 Station ID.

3.3.1.4.3 Accession (Shipment) Number. Legacy system stores the accession number of each box with the 4-digit box sequence number attached (e.g., VHA-22-0001-0239, VHA-22-0001-0240 represent box 239 and 240 of the accession.)

Note: Box label consists of - Agency/Fiscal Year identifier/shipment number/box sequence number.

3.3.1.4.4 Office box number.

3.3.1.4.5 Record Series Code (Disposition).

3.3.1.4.6 Record Series Description.

3.3.1.4.7 Record Expiration Date.

3.3.1.4.8 Security Classification Code.

3.3.1.4.9 Box Size (1, 2, or 3 Cubic Ft.).

3.3.1.4.10 Non-Text Code.

3.3.1.4.11 Destruction Type Code.

3.3.1.4.12 Damage Code.

3.3.1.4.13 Beginning Box Sequence #.

3.3.1.4.14 Ending Box Sequence #.

3.3.1.4.15 Miscellaneous comments regarding record physical condition, process utilized for destruction, etc.

3.3.1.5 Provide workflow for RCV station user to create/submit request and RCV ADMIN user to accept, return (reject), process, and complete accession requests.

3.3.1.6 Assign new accession numbers:

3.3.1.6.1 Accession number is: [agency abbreviation]-[fiscal year identifier]-[ system-generated four-digit sequential shipment number].

3.3.1.6.2 RCV users assign the agency and fiscal year identifier, and the application provides the four-digit sequential shipment number.

(Examples: VHA-22-0001; NCA-22A-0002; and VBA-2022-0003, etc.).

3.3.1.6.3 Reset shipment number to 0001 on demand at the start of each fiscal year which will start on October 1st).

3.3.1.7 Pre-fill station name, address, phone, and station number from station user’s profile maintained in the system. Do not pre-fill fields when RCV Admin user enters requests in lieu of stations.

3.3.1.8 Provide means for RCV Admin users to complete and submit VA 0244 with pre-assigned accession number for records previously stored at sites other than RCV. (Examples: Q015-73A-0008, A015-20-0783, and PT015-2022- 0912, etc.). Solution does not trigger the shipment number counter referenced in paragraph 3.3.1.6.3.

3.3.1.9 Track workflow status of disposition of accession requests in the following states: submitted, approved, canceled, active, retained, destruction pending, and destroyed.

3.3.1.10 Print hard copies of completed VA 0244 forms as needed.

3.3.1.11 Provide user ID and datetime stamp on VA 0244 records when updated by

RCV users.

3.3.1.12 Maintain transaction history or log for actions performed by users who are no longer in the system.

3.3.1.13 Manually assign warehouse location.

3.3.1.14 Generate custom Code 39, 4”x1” shelf barcode labels that include the shelf name. (See Illustration D-1.)

3.3.1.15 Provide Text File Generator to import accession data found on VA 0244 for each box. For example, if 10 boxes were imported data entry is required once and only for the first box in the accession and a text file will be used to capture information the 9 remaining boxes. (See Illustrations D2 and D3)

3.3.1.16 Create and print custom Code 39, 4”x3” box barcode labels that display minimum of 6 lines of identifiers regarding station ownership and disposition. (See Illustration D-1.)

3.3.1.17 Label is placed on the corresponding box.

3.3.1.18 If boxes are being returned, they are scanned out to the customer and scanned back in.

3.3.1.19 Accept results from barcode scanner of scanned box and shelf location associations.

3.3.2 Boxes

3.3.2.1 Capture box data during or after accession is accepted.

3.3.2.1.1 Assign box number: [accession number ([agency abbreviation]- [fiscal year identifier]-[system-generated four-digit sequential shipment number])-[system-generated four-digit box sequence].

3.3.2.1.2 Provide means to update fixed data fields by accession via global replace feature.

3.3.2.1.3 Provide means to update variable data fields by accession (i.e., accession number, warehouse location, station id) via match file feature.

3.3.2.1.4 Picture of box.

3.3.2.1.5 Store handwritten inventories of accessions saved in pdf format to corresponding accession number folder (see 3.3.6.5).

3.3.2.1.6 Barcode label #.

3.3.2.1.7 Retrieval code (0=In, 1=Retrieved).

3.3.2.1.8 Current warehouse location.

3.3.2.1.9 Previous warehouse location.

3.3.2.1.10 Record creation date.

3.3.2.1.11 Last record update date.

3.3.2.1.12 Last record update user ID.

3.3.2.1.13 Destroyed Code (0=Active, 1=Removed).

3.3.2.1.14 Destroyed Date.

3.3.2.1.15 Text description of inventory (contents of box).

3.3.3 Inventory

3.3.3.1 Provide means to search and maintain searchable inventory of folders in all boxes without barcoding folders. (See Illustration G.)

3.3.3.1.1 Station ID.

3.3.3.1.2 Accession and box sequence numbers.

3.3.3.1.3 Folder description.

3.3.3.1.4 Folder (Veteran) name.

3.3.3.1.5 Folder (Veteran) number.

3.3.3.2 Allow manual update of folder descriptions as files are permanently removed from each box.

3.3.3.3 Accept inventory data from stations.

3.3.3.3.1 Ability to import and export spreadsheet of inventory data for all boxes within an accession. (See Illustration G.)

3.3.3.3.2 Ability to allow RCV Administrators to disable functionality which allows external user stations to remotely enter inventory data after it was included in the initial accession submission but allow deletion only after accession is accepted.

3.3.4 Retrievals

3.3.4.1 Provide electronic means for station users to complete, validate, and submit requests for retrieval services (VA 0245 equivalent) to the RCV for approval.

3.3.4.2 The ability to request records both from within the RCV and externally at the station level.

3.3.4.3 Provide ability that following a submission, station users may only change type of retrieval from temporary to permanent.

3.3.4.4 Non-indexed file/records requests and retrieval where individual folders are not labeled.

3.3.4.5 The ability to temporarily attach digital files to the retrieval requests for records

3.3.4.6 Scan retrievals for electronic delivery

3.3.4.6.1 The ability to generate electronic notification to station requestor with a notification that a record is ready for pickup.

3.3.4.6.2 Hold electronic files for 14 days in corresponding “Station Upload Folder”, then auto purge after 14 days.

3.3.4.7 The use of accession/box sequence numbers and station id to identify warehouse location of correct box for retrieval and refile/drop-file purposes.

3.3.4.8 Prefill VA 0245 requests with station user’s name, station mailing address, phone, station id, and VA email (Illustration E, #7). Do not prefill fields where RCV Admin enters requests for station.

3.3.4.9 Limit the ability to distribute document retrievals up to 50 pages to requester electronically.

3.3.4.10 Retrievals are for either boxes, folders from boxes, or individual documents from folders.

3.3.4.11 Provide electronic means for RCV users to complete, validate, and submit requests for retrieval services (VA0245 equivalent).

3.3.4.12 Capture and persist data from the VA 0245:

3.3.4.12.1 Sections 1 through 7 to request retrieval, refile, drop-file services.

3.3.4.12.2 Section 8 to capture warehouse processing results.

3.3.4.12.3 Text description of what to look for within each box.

3.3.4.13 Request Types are Retrieval, Refile, or Drop-File.

3.3.4.14 The ability for station to add text to VA 0245 submission and describing what to look for within each box.

3.3.4.15 Provide look-up feature to validate station requester’s accession and box sequence number entries before request is accepted for processing.

Application pre-fills VA0245 request with box warehouse location. (Illustration E)

3.3.4.16 Provide workflow process for RCV ADMIN user to accept, return (reject), process, and complete retrieval request.

3.3.4.17 Status of VA 0245 request types are: submitted, printed, canceled, completed, and returned.

3.3.4.18 Optionally consolidate associated requests into a single work order.

3.3.4.19 Option to provide a single pick list from multiple boxes for a single Veteran.

3.3.4.20 Option to print work orders for single picking process when records are in multiple storage locations.

3.3.4.21 Option to create picking work orders for individual Veterans across accessions and boxes by name or SSN.

3.3.4.22 Batch print VA 0245 retrieval requests (original plus two copies) in ascending warehouse location order. Used as picking, shipment routing, and folder check-out cards.

3.3.4.23 Allow entries to be retroactively added to the retrieval during picking when additional related items are found.

3.3.4.24 Provide for electronic delivery of scanned image of document retrievals.

3.3.4.24.1 Place digital image in secure station “upload” folder, accessible only by station requestor (and system administrator).

3.3.4.24.2 Generate electronic notification to station requester that document is ready for secure transmission.

3.3.4.24.3 Automatically purge digital images that are not accessed by station requestor within user-defined number of days (currently 14-days).

3.3.5 Refile and Drop-File

3.3.5.1 Provide an electronic means for station users to complete, validate, and submit requests for refile and drop-file services (VA 0245 equivalent) to the RCV for approval.

3.3.5.2 Refile replaces returned boxes and/or folders into boxes into their original locations that were previously acceded.

3.3.5.3 Drop-files are documents added into folders located in boxes that were previously acceded.

3.3.5.4 Provide workflow process for RCV Admin user to accept, return (i.e., reject), process, and complete refile and drop-file requests.

3.3.5.5 Capture station’s package tracking numbers.

3.3.5.6 Batch print and/or print individual hard copies of VA 0245 refile/drop-file forms in warehouse location order as needed for refiling and drop-filing.

3.3.5.7 Provide a method to re-step refile and drop-file picks to assist in finding mis-files.

3.3.6 Destruction

3.3.6.1 Notify station Record Managers of expired accessions of records. Capture station approver name, destruction action type (retain/destroy), and action date in VA 0244 data table (Illustrations C and B).

3.3.6.2 Batch print and print individual hard copies of VA 0244 and destruction notice approvals as needed for warehouse identification/audit purposes.

3.3.6.3 Provide report that identifies electronic accession number folders meeting their retention date 90-days prior to expiration.

3.3.6.4 All correspondence between RCV and station is saved to corresponding accession number in a digital folder. (Example: Saves all email correspondence, pdf inventories, VA 0244 forms, etc.)

3.3.6.5 Store handwritten inventories of accessions saved in pdf format to corresponding accession number folder.

3.3.6.6 Accession number folder retention dates set/modified/maintained by RCV Admin. Auto notification 90-days prior to expiration. Manual purge of folders and all associated VA 0244/VA0245 requests once retention is no longer required by the agency.

3.3.6.7 Accession status is appropriately changed to Retained or Destruction Pending based on Station RM signed notice. RCV Admin updates status to Destroyed following record physical destruction.

3.3.7 Storage Cycle

3.3.7.1 Store comments entered by RCV staff during any storage cycle operation.

3.3.7.2 Provide means to electronically associate digital documents, images, email and other correspondence to each storage operation record.

3.3.7.3 The ability to assign priority to each storage operation.

3.3.7.4 Provide email notifications to station users triggered by change in request status.

3.3.7.5 Provide admin user control of email notification events and message contents of each notification type.

3.3.7.6 Provide user ID and datetime stamp to each VA 0245 update transaction.

3.3.8 Reports, Queries, Exports

3.3.8.1 Create and save custom reports.

3.3.8.2 Provide ability for advanced and saved reporting queries.

3.3.8.3 List of processed accession number requests that met/did not meet performance metrics during selected business date timeframes where no processing delays or exceptions occurred.

3.3.8.4 List of processed emergency and routine retrievals that met/did not meet performance metrics during selected business date/hour timeframes where no processing days or exceptions occurred.

3.3.8.5 Billing status report by Station ID and date range that includes Box Volume Ending Previous Month, Boxes Received Current Month, Boxes Removed Current Month, Ending Inventory Current Month.

3.3.8.6 Count/location of empty shelf spaces by bay.

3.3.8.7 Count/location of all filled shelf spaces by bay.

3.3.8.8 Cubic foot box count by agency and station.

3.3.8.9 Accession location report of active holdings that provides the station id, accession number, box count, item number, records description, expires date, and the warehouse shelf location for the first and last box of each accession by agency and/or station id.

3.3.8.10 Boxes in retrieved status (recalled).

3.3.8.11 Boxes destroyed by date range.

3.3.8.12 List of accessions meeting retention by Station ID for expiration date range.

3.3.8.13 List of accessions of records meeting retention for expiration date range.

3.3.8.14 All boxes in an accession become eligible to destroy at the same time.

3.3.8.15 Show Station ID list in numerical order by station number or alphabetical order by city and state.

3.3.8.16 History of storage operations by accession.

3.3.8.17 Data table with searchable filters to monitor VA 0244 accession and destruction processing status. Display includes the following captured data fields. Filter, search, view, and export accession records using the following user-supplied search arguments and filters (see Illustration B-2):

3.3.8.17.1 Form Status

3.3.8.17.2 Submit Date Range

3.3.8.17.3 Approve Date Range

3.3.8.17.4 Station ID

3.3.8.17.5 Author

3.3.8.17.6 Accession Number

3.3.8.17.7 Ship Date

3.3.8.17.8 Received Date Range

3.3.8.17.9 Expires Date Range

3.3.8.17.10 Volume

3.3.8.17.11 Media Type

3.3.8.17.12 Item Number

3.3.8.17.13 (Warehouse) Location

3.3.8.17.14 Destruction notice issued date range

3.3.8.17.15 Destruction approval date range

3.3.8.17.16 Destruction approver

3.3.8.17.17 Destruction completed date range

3.3.8.17.18 Retain approver

3.3.8.17.19 Retain approver date range

3.3.8.17.20 Delayed Processing Comments (Y/N)

3.3.8.17.21 General Comments (Y/N)

3.3.8.17.22 Last updated date range

3.3.8.17.23 Last Updated by

3.3.8.18 Data table with search filters to monitor retrievals/re-file/drop file processing status. Filter, search, view, and export records using the following user-supplied search arguments and filters (see Illustration F-2):

3.3.8.18.1 Request Type

3.3.8.18.2 Form Status

3.3.8.18.3 Printed By

3.3.8.18.4 Print Date Range

3.3.8.18.5 Station ID

3.3.8.18.6 Author

3.3.8.18.7 Author City

3.3.8.18.8 Accession and Box Sequence Number

3.3.8.18.9 File Title

3.3.8.18.10 File Number

3.3.8.18.11 Submit Date Range

3.3.8.18.12 Print Date Range

3.3.8.18.13 Pick Date Range

3.3.8.18.14 Service Requested

3.3.8.18.15 Service Performed

3.3.8.18.16 Search Results

3.3.8.18.17 Picker Initials

3.3.8.18.18 Date Shipped Range

3.3.8.18.19 Items Shipped

3.3.8.18.20 Shipper Initials

3.3.8.18.21 Location

3.3.8.18.22 Date received Range

3.3.8.18.23 Items received

3.3.8.18.24 Re-filer initials

3.3.8.18.25 Date/time filed range

3.3.8.18.26 Shipping tracking #

3.3.8.18.27 Receipt tracking #

3.3.8.18.28 Return tracking #

3.3.8.18.29 Items returned

3.3.8.18.30 Delayed Processing Comments (Y/N)

3.3.8.18.31 General Processing Comments (Y/N)

3.3.8.18.32 Last Update Date Range

3.3.8.18.33 Last Updated By

3.3.8.19 Pick List report.

3.3.8.20 File out report.

3.3.8.21 Destruction status report by accession and date range that includes Station

ID, Accession Number, Item Number, Records Description, Non-Text Code, Disposition (expires) Date, Accession Box Volume at Inception, Date/Station Employee Name Destruction Notification Sent, Date/Station Employee Name Notification Approved or Retained, Count of Existing Boxes Frozen by Accession, Count of Existing Boxes to be Destroyed by Accession, Date Destruction Completed, Type of Destruction Performed.

3.3.8.22 Print individual hard copy VA 0245 as needed for audit purposes.

3.3.8.23 Display package delivery status (hyperlink desired) by selecting tracking numbers captured from Section 8 of the VA 0245 (see Illustration F – Tracking #).

3.3.9 System Administration

3.3.9.1 Administrative control to configure fields for use in records search for the following:

3.3.9.1.1 Governance control.

3.3.9.1.2 Formatting.

3.3.9.1.3 Enforcement.

3.3.9.1.4 Required fields and character size.

3.3.9.1.5 Turn values off and on as needed.

3.3.9.2 Limit station user access to read (view) only once the 0244, 0244a, and 0245 request is submitted for processing.

3.3.9.3 Control permissions that allow individual station users to create, import, and/or modify box inventory lists.

3.3.9.4 Automated notification to new users when login is activated.

3.3.9.5 Disable station ability to request new accession numbers when no shelf storage space is available to accept new shipments.

3.3.9.6 Disable user accounts that have not signed on in the last 90-days.

3.3.10 Barcode Scanning Equipment

3.3.10.1 Deliver four, commercial-grade, mobile, hand-held barcode scanners with licenses.

3.3.10.2 Compatible/pre-programmed to interface with new software.

3.3.10.3 Hand-held is updated with the database (DB).

3.3.10.4 Capture user login and date/time of scan.

3.3.10.5 Uploads without Wi-Fi/Bluetooth connection.

3.3.10.6 Fitted with pistol grips, protective cases for drop hazards.

3.3.10.7 Scan box to shelf barcodes.

3.4 NON-FUNCTIONAL REQUIREMENTS

3.4.1 All components and support are acquired by a single contract.

3.4.2 Maintain business functionality of the existing legacy system.

3.4.3 Performance is equivalent to or more rapid than the legacy system.

3.4.4 Capability to migrate all historical records into new system.

3.4.5 Lowest technical and process impact to users.

3.4.6 Provide solution that eases integration with existing system and processes.

3.4.7 Provide Application Programable Interfaces (APIs) to load and extract data.

3.4.8 Provide 99.9% availability.

3.4.9 Provide one-hour response to support calls.

3.4.10 Participate in VA’s Kerberos Single Sign-on capability.

3.4.11 Validate users via VA Global Address List (GAL).

3.4.12 Synchronize portable commercial handheld scanning devices without Wi-Fi.

3.4.13 Integrate with durable commercial quality barcode scanners that can synchronize with the solution without Wi-Fi.

3.4.14 Hosted on Federal Risk and Authorization Management Program (FedRAMP) compliant servers. See https://www.fedramp.gov/ for details.

3.4.15 Data security, access, and privacy conform with federal guidelines specified in the following sections of this document.

3.4.16 Printers, barcode scanners, and other networking, communications, and required hardware conform with federal requirements as specified in the following sections of this document.

3.4.17 Improvements to the business processes, capabilities, and services provided by the legacy system are encouraged.

3.4.18 Ability to build master inventory for records within warehouse

3.4.19 Ability to share RCV training materials and facility contact information and operational status electronically with RCV customers (currently accomplished via posting messages and links on the home page of RRS).

3.4.20 Provide access to online resources.

3.4.20.1 Best practices for record keeping.

3.4.20.2 Online training.

https://www.fedramp.gov/

Illustration A-1: VA0244 (PAGE 1)

ILLUSTRATION A-2: VA0244a (CONTINUATION PAGE)

ILLUSTRATION B-1: RRS Legacy System

ILLUSTRATION B-2: REVISED LEGACY TABLE ADDS NEW FORM STATUS AND

DATA FIELDS/SEARCH FILTERS FOR DESTRUCTION

ILLUSTRATION C: Destruction Notice

ILLUSTRATION D-1: RMS Legacy System - Example of customized 4 x 3 box label and 4 x 1 shelf label

ILLUSTRATION D-2: LEGACY SYSTEM BOX LABEL BARCODE GENERATOR

ILLUSTRATION D-3: LEGACY SYSTEM BARCODE GENERATED TEXT FILE

IMPORTED INTO RMS LEGACY SYSTEM TO CREATE CUSTOM BOX BARCODE

LABELS

Illustration E

ILLUSTRATION F-1: RRS Legacy System

ILLUSTRATION F-2: REVISED VA 0245 TABLE ADDING REFILES/DROP FILES

ILLUSTRATION G: SAMPLE BOX INVENTORY LISTING

Base Period:

CLIN

Number Part Number Product Description Quantity

0001 Zebra TC52 Barcode Scanner 4 0002 Zebra TC52 Cradle Kit, with AC Line Cord and USB

Cable 4

0003 Zebra TC52 Spare Battery 4 0004 Zebra TC52 Trigger handle Case and Screen Protector 4 0005 Zebra TC52 Zebra 5-year Equipment Warranty 4 0006 Zebra TC52 Total Recall Envision Mobile Scanner

Licenses for Zebra TC52 4

Upgrade to Total Recall Core Envision, Unlimited Containers/Users Include eNotification Module includes ability to attach electronic files

Total Recall Envision Core Metadata Update Utility with instructions for VA to run in test environment.

0009 Training LIVE online virtual Training & access to DHS online resource Center 1

0010 Client Web Request Portal- Unlimited Users 1 0011 Training Client Web Training 1

Warehouse Module to Support Android

Scanning 1

Historical Data Conversion from existing Software (RRS) 1

0014 Implementation Services Installation and Configuration Support 1

0015 Annual Support Annual Support – Base Year 1

Option Year 1:

CLIN

Number

Part Number Product Description Quantity

1001 Annual Support Annual Support – OY1 1

Option Year 2:

Number

Part Number Product Description Quantity

2001 Annual Support Annual Support – OY2 1

Option Year 3:

CLIN

Number Part Number Product Description Quantity

3001 Annual Support Annual Support – OY3 1

Option Year 4:

Number

Part Number Product Description Quantity

4001 Annual Support Annual Support – OY4 1

4.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

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.

4.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

STANDARDS

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 Documentation and Services Requirements

4.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

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

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

4.3 ACCEPTANCE AND ACCEPTANCE TESTING

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

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

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.

4.4 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy- Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

The Contractor shall ensure that information technology products are procured and/or services are performed with products that meet and/or exceed ENERGY STAR, FEMP designated, low standby power, and EPEAT guidelines. The Contractor shall provide/use products that earn the ENERGY STAR label and meet the ENERGY STAR specifications for energy efficiency. Specifically, the Contractor shall:

1. Provide/use ENERGY STAR products, as specified at www.energystar.gov/products (contains complete product specifications and updated lists of qualifying products).

2. Provide/use the purchasing specifications listed for FEMP designated products at https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star _and_femp_designated_products_procurement_requirements . The Contractor shall use the low standby power products specified at http://energy.gov/eere/femp/low-standby-power-products.

Provide/use EPEAT registered products as specified at www.epeat.net. At a minimum, the Contractor shall acquire EPEAT® Bronze registered products. EPEAT registered products are required to meet the technical specifications of ENERGY STAR but are not automatically on the ENERGY STAR qualified product lists. The Contractor shall ensure that applicable products are on both the EPEAT Registry and ENERGY STAR Qualified Product Lists.

3. The Contractor shall use these products to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

http://www.energystar.gov/products https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements https://www4.eere.energy.gov/femp/requirements/laws_and_requirements/energy_star_and_femp_designated_products_procurement_requirements http://energy.gov/eere/femp/low-standby-power-products http://energy.gov/eere/femp/low-standby-power-products http://www.epeat.net/

The following is a list of information technology products for which ENERGY STAR, FEMP designated, low standby power, and EPEAT registered products are available:

1. Computer Desktops, Laptops, Notebooks, Displays, Monitors, Integrated Desktop Computers, Workstation Desktops, Thin Clients, Disk Drives

2. Imaging Equipment (Printers, Copiers, Multi-Function Devices, Barcode Scanners, Fax Machines, Digital Duplicators, Mailing Machines)

3. Televisions, Multimedia Projectors

This list is continually evolving, and as a result is not all-inclusive.

5.0 SHIPMENT OF HARDWARE OR EQUIPMENT

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary Alternate Name: Kim Tuggle Name: Karmen Richmond Address: 11693 Lime Kiln Drive

Neosho, MO 64850 Address: 11693 Lime Kiln Drive

Neosho, MO 64850 Voice: 417-451-6192 Voice: 417-451-6192 Email: Kim.tuggle@va.gov Email: Karmen.richmond@va.gov

5.1 SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of all hardware products to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g., “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3) mailto:Kim.tuggle@va.gov mailto:Karmen.richmond@va.gov

6.0 GENERAL REQUIREMENTS

6.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM).

The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

6.2 POSITION/TASK RISK DESIGNATION LEVEL(S)

Position Sensitivity and Background Investigation Requirements by Service Task/Item Number

Service Task/ Item Number

Tier1 / Low Risk Tier 2 / Moderate Risk

Tier 4 / High Risk

3.1 3.2

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.

POINTS OF CONTACT

VA Program Manager:

Name: William Hohorst Voice: 512-386-2325 Email: Bill.Hohorst@va.gov VA Project Manager Name: Charles Fain Voice: 512-695-7886 Email: Charles.Fain@va.gov Contracting Officer’s Representative:

Name:

Address:

Voice:

Email:

Contracting Officer:

Name:

Address:

Voice:

Email:

Contract Specialist:

Name:

Address:

Voice:

Email:

ADDITIONAL ITEMS

SPECIAL INSTRUCTIONS/REMARKS

Response Instructions: Offerors shall provide with its quote/proposal a letter from the OEM for any and all proposed products certifying that the Offeror or the Offeror’s teaming partner, if acquiring the product through a teaming partner, is authorized to sell and provide the proposed product(s) as of the date of the submission of the quote/proposal. The OEM letter shall be provided on the OEM’s letterhead and signed by an authorized representative of the OEM. Additionally, the Offeror’s quote/proposal shall explicitly self-certify that that it will not provide Gray Market Goods and/or Counterfeit Electronic Parts, and that it has the level of certification/specialization, as required by the OEM(s), to support authorized product sale and pricing for the products proposed. Failure to include the requisite OEM letter(s) and Offeror self-certification may render the Offeror’s quote Unacceptable and thus, ineligible for award.

mailto:Bill.Hohorst@va.gov mailto:Charles.Fain@va.gov

INFORMATION SECURITY CONSIDERATIONS:

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSPs) and Authorities to Operate (ATOs) for all systems/LANs accessed while performing the tasks detailed in this Product Description.

A prohibition on unauthorized disclosure: “Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA.” This clause expressly limits the Contractor/Subcontractor’s rights to use data as described in Rights in Data – General, FAR 52.227-14(d).(1).

A requirement for data breach notification: Upon discovery of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the Contractor/Subcontractor has access, the Contractor/Subcontractor shall immediately notify the COR and simultaneously, the designated ISO, and Privacy Officer for the contract. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. See VA Handbook 6500.6, Appendix C, paragraph 6.a.

A requirement to pay liquidated damages in the event of a data breach: “In the event of a data breach or privacy incident involving SPI the contractor processes or maintains under this contract, the contractor shall be liable to VA for liquidated damages for a specified amount per affected individual to cover the cost of providing credit protection services to those individuals.” However, it is the policy of VA to forgo collection of liquidated damages in the event the Contractor provides payment of actual damages in an amount determined to be adequate by the agency.

Based on the determinations of the independent risk analysis, the Contractor shall be responsible for paying to VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

1) Notification.

2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

3) Data breach analysis.

4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs A requirement for annual security/privacy awareness training: “Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall complete on an annual basis either:

(i) the VA security/privacy awareness training (contains VA security/privacy requirements) within 1 week of the initiation of the contract, or (ii) security awareness training provided or arranged by the contractor that conforms to VA’s security/privacy requirements as delineated in the hard copy of the VA security awareness training provided to the Contractor. If the Contractor provides their own training that conforms to VA’s requirements, they will provide the COR or CO, a yearly report (due annually on the date of the contract initiation) stating that all applicable employees involved in VA’s contract have received their annual security/privacy training that meets VA’s requirements and the total number of employees trained. See VA Handbook 6500.6, Appendix C, paragraph 9.

A requirement to sign VA’s Rules of Behavior: “Before being granted access to VA information or information systems, all Contractor employees and Subcontractor employees requiring such access shall sign on annual basis an acknowledgement that they have read, understand, and agree to abide by VA’s Contractor Rules of Behavior which is attached to this contract.” See VA Handbook 6500.6, Appendix C, paragraph 9, and Appendix D. Note: If a medical device vendor anticipates that the services under the contract will be performed by 10 or more individuals, the Contractor Rules of Behavior may be signed by the vendor’s designated representative. The contract must reflect by signing the Rules of Behavior on behalf of the vendor that the designated representative agrees to ensure that all such individuals review and understand the Contractor Rules of Behavior when accessing VA’s information and information systems.

2.1.8 Because the warehouse has no wireless connectivity, all forms and query results are printed and/or exported.