Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Campus & BLDG GIS for Space Visualization, Management/Wayfinding

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 85723

SOLICITATION NUMBER* 36C26226Q1007

RESPONSE DATE/TIME/ZONE 08-12-2026 17:00 PACIFIC TIME, LOS ANGELES, USA

ARCHIVE 30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* DA10

NAICS CODE* 541360

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

NCO 22 - Network Contracting

3601 S. 6th Avenue Tucson AZ 85723

POINT OF CONTACT*

Contracting Officer Daniel Kneizeh daniel.kneizeh@va.gov

PLACE OF PERFORMANCE

ADDRESS Department of Veterans Affairs Long Beach VA Healthcare System-LBVAHCS

5901 E. 7th Street Long Beach CA

POSTAL CODE 90822

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a combined synopsis/solicitation for commercial products and commercial services prepared in accordance with the format Revolutionary FAR Overhaul (RFO) in Federal Acquisition Regulation (FAR) subpart 12.202, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services,” as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06, effective 8/26/2025.

This solicitation is set-aside for 100% total Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

The associated North American Industrial Classification System (NAICS) code for this procurement is 541360, with a small business size standard of $19M.

The FSC/PSC is DA10.

The award will be made to the quote most advantageous to the Government and best meets the requirement described in the statement of work.

The Long Beach Veterans Affairs Healthcare System (LBVAHCS) is seeking to purchase Campus and Building GIS for Space Visualization, Management, and Wayfinding Services.

All interested companies shall provide quotations for the following:

PRICE/COST SCHEDULE – SERVICES

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 YR ____________

Core Indoor Experience Augmentation Tasks Services in accordance with the Statement of Work.

Contract Period: Base

1.00 YR _____________

Data Foundation And System Maintenance Tasks Services in accordance with the Statement of Work.

Contract Period: Option Period One

Facilities Operations And Maintenance Capabilities Tasks Services in accordance with the Statement of Work.

Contract Period: Option Period Two https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202 https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-12#FAR_12_202

Dashboards And Decision Support Tasks Services in accordance with the Statement of Work.

Contract Period: Option Period Three

4001 1.00 YR _____________ _____________

Planning, BLM And Reality Mapping Tasks Services in accordance with the Statement of Work.

Contract Period: Option Period Four

GRAND TOTAL _____________

STATEMENT OF WORK:

1. CONTRACT TITLE: Campus and Building GIS for Space Visualization, Management, and Wayfinding

2. BACKGROUND AND OBJECTIVES: The Department of Veterans Affairs (VA) Long Beach Medical Center (VALBMC) maintains an ArcGIS Online environment supporting enterprise geospatial data and workflows. VALBMC intends to migrate its legacy Space Viewer system to ArcGIS Indoors to establish an authoritative indoor geographic information system (GIS) for buildings and interior spaces, with enhanced space management capabilities.

2.1 Project Objectives

a) Acquire ArcGIS Indoors licensing and establish a fully functional, customized ArcGIS Indoors platform tailored to VALBMC specifications.

b) Migrate existing Space Viewer data and functionality to ArcGIS Indoors Maps and ArcGIS

Indoors Spaces, ensuring continuity of operations.

c) Implement Contractor-led facility surveys, data analysis, and system buildout in alignment with

Esri's Indoors information model and best practices.

d) Create accurate, floor-aware indoor maps for priority VALBMC facilities with validated data.

e) Enable space management, occupancy visualization, space assignment, and space-planning capabilities for Engineering and Capital Asset Management.

f) Deploy integrated Survey123 tools for data collection and maintenance workflows.

g) Establish and deploy Kiosk wayfinding system simultaneously with core platform, providing patient-friendly navigation and operational support.

h) Provide intuitive indoor maps and wayfinding tools (web, kiosk) supporting staff, visitors, and emergency operations, with blue-dot IPS capabilities contingent on IT security clearance.

i) Define a repeatable, governed process for data verification, field validation, ongoing maintenance, and stakeholder approvals.

j) Ensure integration with VA operations, work order systems, safety workflows, and IT infrastructure in compliance with all VA security, privacy, and information governance requirements.

k) Maintain system reliability, performance, and security throughout the contract period with ongoing technical support and system optimization.

3. SCOPE OF WORK—BASE YEAR

3.1 The Base Year shall focus on comprehensive system acquisition, implementation, deployment, and initial knowledge transfer. All core platform development, data migration, configuration, testing, and training activities shall be completed during the Base Year. Base Year implementation shall prioritize Building 126 as the initial operating capability and include phased completion of LiDAR scanning scheduling, complete LiDAR scanning of Building 126, floor plan conversion, indoor mapping, routing, kiosk deployment, space planning configuration, acceptance testing, training, and turnover documentation, to the extent required to deliver the Base Year initial operating capability and associated approved deliverables.

3.2 Task 1: Project Management and Governance

Responsibilities: Develop detailed project management plan with schedule, milestones, resource plan, and risk register. Coordinate with National VA Office to establish a clear migration timeline and integration plan for transition to VA-provided platform. Convene kickoff meeting with stakeholders (Engineering, Capital Asset Management, Facilities, Police/Security, Safety, Fire/Life Safety, IT/OI&T, Clinical Services). Define governance structure, decision-making processes, escalation paths, and approval workflows. Establish project steering committee. Provide biweekly status reports, action item logs, and risk logs.

Deliverables: Project Management Plan; Governance Structure document; Stakeholder List and Communication Plan; National Office Coordination and Migration Plan; Biweekly Status Reports and Risk Logs.

3.2 Task 2: Requirements, Design, and Data Assessment

Responsibilities: Conduct requirements workshops documenting use cases (wayfinding, emergency response, space utilization, capital planning, maintenance routing). Inventory existing systems (CMMS, security, access control, emergency management). Interview stakeholders from each department. Secure and configure ArcGIS Indoors licensing (Indoors Maps, Indoors Spaces, and optional ArcGIS IPS pending IT security clearance). Design high-level solution architecture (ArcGIS Pro with Indoors extension, Indoors geodatabase, ArcGIS Online organization, Indoors apps, Survey123 integration, optional IPS configuration, field data collection, integration points). Define prioritized facilities/buildings list. Compile comprehensive inventory of existing floor plan sources (CAD, BIM/Revit, PDFs, legacy GIS layers, Life Safety drawings, wayfinding databases). Assess completeness and quality of each source. Design standard naming and coding conventions for facilities, levels, units, space-use types, departments aligned with VALBMC organizational structure.

Define attribute standards and data dictionaries (department/service, function, occupancy type, square footage, access restrictions, security clearances, life safety designations). Develop data migration and transformation plan detailing conversion, standardization, validation, and loading into Indoors geodatabase. Design quality assurance checklist and validation criteria.

Deliverables: Requirements and Solution Design document with architecture diagrams; High-Level System Architecture diagram; Integration Requirements Matrix; ArcGIS Indoors Environment Access and Configuration Report; LiDAR Scanning Schedule; Data Inventory Report;

Data Quality Assessment Report; Data Standards and Naming Conventions document; Data Migration and Transformation Plan; Quality Assurance Checklist and Validation Criteria.

3.3 Task 3: Space Surveying and Field Verification

Responsibilities: Define comprehensive field verification strategy to confirm room configurations, numbers, labels, occupancy, usage types, access restrictions, and actual conditions. Develop and maintain the LiDAR scanning schedule and perform complete LiDAR scanning of Building 126 in coordination with field verification activities. Configure and deploy mobile data collection tools (ArcGIS Survey123 and/or ArcGIS Field Maps) with standardized templates. Train VALBMC staff, contractor survey teams, and facilities personnel on data collection standards including documentation of missing spaces, combined/subdivided rooms, sealed areas, restricted zones, emergency evacuation routes, and Life Safety elements. Perform comprehensive field surveys of all in-scope buildings and levels. Reconcile findings with source plans, document discrepancies and corrections. Update Indoors data model with verified information. Produce Data Verification and Field Survey report with resolution summary and stakeholder attestations.

Deliverables: Field Data Collection Plan and Survey123 templates; LiDAR Scanning Schedule;

Complete LiDAR scanning of Building 126; Mobile data collection configuration and deployment documentation; Training materials for survey staff; Field Survey data and discrepancy records; Data Verification and Field Survey Report with stakeholder attestations.

3.4 Task 4: Indoors Data Model Implementation and Geodatabase Creation

Responsibilities: Create Indoors workspace and geodatabase using Esri's Indoors data creation tools and templates, complying with Esri Indoors information model specifications. Georeference floor plan data (CAD/BIM/PDF) to existing VALBMC campus basemap. Import or digitize floor plan features to create Indoors feature classes (Sites, Facilities, Levels, Units, Details, Occupants, Events) and related tables. Populate occupant and organization tables with department, service, cost center, and organizational hierarchy information. Implement data validation rules and attribute rules.

Configure relationship classes. Test geodatabase integrity and Indoors information model compliance. Document geodatabase schema, data dictionaries, and maintenance procedures.

Database Maintenance Responsibility: The contractor shall perform regular database backups, maintain backup integrity, and ensure rapid recovery procedures. The contractor shall monitor system performance, optimize database queries, and maintain appropriate access logs and audit trails. All database maintenance activities shall be performed in compliance with VA data security and privacy requirements. However, all intellectual property rights, data ownership, server information, and system specifications shall remain the exclusive property of the VA.

Deliverables: Indoors geodatabase with validated Sites, Facilities, Levels, Units, Details, Occupants, Events, and related tables; Geodatabase documentation including schema diagrams, data dictionaries, and relationship diagrams; Attribute rules and validation rule configurations; Georeference documentation; Geodatabase integrity and validation test results; Database maintenance procedures and backup documentation.

3.5 Task 5: Life Safety Drawing and A/E CAD File Update Integration (THIS SHALL BE AN

ONGOING TASK DURING THE BASE YEAR AND ALL OPTION YEARS)

Responsibilities: Compile existing Life Safety (L/S) drawings and associated CAD files for all facilities, including CAD files provided to the medical center by Architect/Engineer (A/E) firms upon completion of construction projects and archived in the medical center’s A/E library. Assess L/S drawing and CAD file completeness, accuracy, current condition, and ArcGIS Indoors compatibility.

Upon request by the Government, retrieve, revise, adjust, align, and update archived CAD files and corresponding Life Safety Drawings for any building as needed to support accurate ArcGIS Indoors floor plan conversion, georeferencing, and maintenance of current building conditions. Integrate revised L/S drawings and CAD data by creating or updating L/S Details feature classes, or by integrating L/S elements into the Details layer, including walls, exits, fire extinguishers, emergency equipment, and egress routes, and linking those elements to corresponding Indoors Units and Levels.

Fully incorporate all approved CAD and Life Safety Drawing changes into the ArcGIS Indoors geodatabase and related maps, apps, and data layers so that the ArcGIS database remains current with requested updates. Validate updated data and drawing revisions with Safety, Fire/Life Safety, Emergency Management, Engineering, and other designated stakeholders, as applicable. Update Indoors Viewer, Kiosk, and other configured Indoors applications, as applicable, to display current L/S elements and emergency route visualizations.

Deliverables: L/S Drawing and CAD File Inventory and Assessment Report; Georeferenced and updated L/S CAD data integrated into the Indoors geodatabase; Updated and aligned CAD files supporting ArcGIS Indoors floor plan conversion; Updated Life Safety Drawings for all buildings as requested by the Government; Updated L/S Details feature class or integrated layer documentation;

Updated L/S Attributes and Coding documentation; ArcGIS database updates fully reflecting approved CAD and Life Safety Drawing revisions; Updated Indoors maps and apps displaying current L/S elements and emergency routes; L/S and CAD update validation reports with stakeholder approval, as applicable; Ongoing change log documenting requested revisions, CAD alignment activities, ArcGIS database integration, and published updates completed during the Base Year and each Option Year.

3.6 Task 6: Indoor Network, Wayfinding, and App Configuration Responsibilities: Create Indoors Network dataset accounting for barriers (walls, doors, secure corridors). Define accessible routes and constraints (restricted zones, staff-only circulation, public corridors, ADA-compliant paths, emergency evacuation routes). Configure routing rules for vertical circulation (stairs, elevators) and inter-building connections (tunnels, bridges, walkways). Test wayfinding scenarios (patient transport, emergency response, visitor routing, staff routing, maintenance/delivery routing). Validate network connectivity with Engineering, Safety, and Emergency Management stakeholders. Configure ArcGIS Online organization with Indoors extensions (Indoors Maps, Indoors Spaces). Establish appropriate user roles, privileges, and group sharing settings. Prepare and publish floor-aware web maps and scenes. Create and configure Indoors Viewer web app (search, floor filtering, occupancy visualization, basic routing, operational workflow integration). Create and configure Indoors Kiosk app as priority deliverable (simplified patient-friendly interface, public wayfinding, "You Are Here" visualization, restricted access to sensitive information, mobile-responsive design). Create and configure Indoors Mobile app (mobile-optimized wayfinding, offline map support, floor-aware search, occupancy and space information access). If in scope and IT security clearance obtained, configure ArcGIS IPS for bluedot positioning and real-time wayfinding. If in scope, create and configure Indoors Space Planner (space assignment, organizational allocation, workspace reservations, capacity planning, vacancy tracking). Configure app access controls based on user roles and organization groups. Ensure all apps are fully tested, documented, and ready for user acceptance testing.

Deliverables: Indoor Network dataset with validated connectivity and routing rules; Routing rules and constraint documentation; Wayfinding test scenarios and results; Network performance testing and optimization report; Stakeholder validation sign-offs; Configured ArcGIS Online organization with Indoors extensions; Published floor-aware web maps and scenes; Configured and deployed

Indoors Viewer, Kiosk, Mobile, and Space Planner apps; App access controls and user role documentation; App configuration documentation and settings reference; IPS deployment plan.

3.7 Task 7: Integration, Testing, Training, and Knowledge Transfer Responsibilities: Configure error handling, data validation, and audit logging. Develop and execute comprehensive test plan covering data quality, map performance, routing accuracy, search behavior, app usability, Survey123 integration, security/access controls, mobile/kiosk performance, and IPS accuracy (if applicable). Conduct internal QA testing and facilitate user acceptance testing (UAT) with representatives from Engineering, Space Management, Safety, Emergency Management, IT, and Clinical Services. Document all testing activities, defects, resolutions, and validation signoffs.

Develop comprehensive user guides and quick-reference materials for different roles (Indoors Administrators, Space Planners, General Staff Users, Emergency Responders, Surveyors/Data

Collection Staff). Create video tutorials and visual guides. Deliver training sessions for VALBMC GIS administrators and key business users covering data model, data maintenance, publishing updates, app management, user administration, troubleshooting, governance processes, and future migration to National VA Office platform. Provide comprehensive knowledge transfer session summarizing system architecture, data model, configuration parameters, maintenance procedures, backup/disaster recovery, integration points, and support resources. Deliver training materials in multiple formats (written guides, videos, quick-reference cards, FAQs).

System Support and Maintenance Transition: At the conclusion of the Base Year, the Contractor shall provide comprehensive documentation and training to enable VALBMC to understand and manage the contractor-hosted system. The contractor shall be responsible for all performance optimization and proactive system monitoring. All intellectual property, data, and system ownership shall remain with the VA.

Deliverables: Integration requirements and design documentation; Survey123 form configurations;

Comprehensive Test Plan with test cases and acceptance criteria; QA Testing Report and defect log with resolutions; User Acceptance Testing (UAT) report and stakeholder sign-offs; User guides for all roles; Video tutorial library; Training presentation materials and handouts; Final Knowledge Transfer summary document; Quick-reference cards and FAQs; IPS deployment plan and blue-dot navigation validation (if IT clearance obtained); Support procedures and escalation documentation;

Post-implementation monitoring reports (60-90 day support period); National Office Migration Readiness documentation; System maintenance documentation and infrastructure specifications.

3.8 Task 8: Stakeholder Approvals and Data Governance

Responsibilities: Lead structured approval process ensuring indoor GIS data reflects current conditions and is endorsed by appropriate stakeholders. Identify all services and stakeholders requiring review and approval (Engineering, Facilities, Capital Asset Management, Police/Security, Safety, Fire/Life Safety, Emergency Management, Clinical Services, IT/OI&T).

Develop approval matrix identifying data ownership, review responsibilities, and sign-off authorities.

Facilitate review sessions validating room configurations, labels, occupancy, space usage types, access designations, security restrictions, and Life Safety elements. Establish feedback mechanisms and change request processes. Manage change requests and obtain stakeholder consensus on resolutions. Document all approvals and maintain audit trail.

Data Governance During Base Year and Option Years: The contractor shall maintain robust data governance processes including version control, change logs, access restriction enforcement, audit trails, and stakeholder review procedures. The contractor shall support all data review, approval, and change management activities coordinated by VALBMC stakeholders. Produce final Approvals and Data Governance report summarizing stakeholder approvals by facility/level, exceptions, outstanding issues, and recommended ongoing governance processes. Develop governance framework that supports ongoing maintenance and updates.

Deliverables: Stakeholder Approval Matrix; Data Review and Approval Documentation; Change

Request Log and Resolution Tracking; Final Approvals and Data Governance Report; Recommended Governance Framework for ongoing maintenance and updates; Data governance implementation documentation; Change management procedures and version control documentation.

4. SCOPE DETAILS—OPTION YEARS: The four (4) Option Years shall focus on licensing maintenance, technical support, system optimization, and ongoing administration support. Option Years extend the Contractor's responsibilities for system hosting, maintenance, optimization, and support.

4.1 Option Year Objectives

Optional task ordering framework: Optional tasks may be ordered in any quantity during Option Years 1 through 4 at the sole discretion of the Government. Such optional tasks are outside the firm-fixed-price scope unless separately exercised. For optional task descriptions and associated ordering references, see Attachment-A.

For Option Year 1, complete all Base Year implementation tasks for Buildings 1, 2, 5, 5A, 5B, 5C, 6, 7, 8, 126OP, 136, 138, 149, 150, 160, 161, 164, 165, 166, 167T, 46, 50, 600, 800, CC, and FH, including LiDAR scanning scheduling, complete LiDAR scanning, floor plan conversion, indoor mapping, routing, kiosk deployment, space planning configuration, acceptance testing, training, and turnover documentation; and for subsequent Option Years, support continued use and configuration of the ArcGIS Indoors environment throughout the Option Years in coordination with VA-furnished licensing, software access, and enterprise support provisions.

Provide ongoing technical support and solution administration for the ArcGIS Indoors environment and geodatabase operating within the National VA Office-provided enterprise environment.

Perform regular system updates, patches, and software maintenance to keep the platform running optimally with newest available versions.

Monitor system performance, optimize network and database operations, and proactively address performance issues.

Support VALBMC staff in data maintenance, updates, publishing workflows, and system administration.

Provide augmented training, refresher sessions, and knowledge transfer to new VALBMC staff members.

Support continuous operational availability and data integrity of the implemented Indoors solution throughout the Option Years in coordination with the National VA Office-provided environment.

4.2 Option Years (1 – 4) Tasks and Responsibilities

4.2.1 Licensing Maintenance and Support Responsibilities:

Coordinate with VALBMC and the National VA Office regarding continued use of enterprise agreement licensing, hosting, subscriptions, and support applicable to the Indoors environment throughout all Option Years.

Document any contractor dependencies, configuration prerequisites, and software compatibility considerations associated with VA-furnished ArcGIS licensing and enterprise support.

Monitor platform utilization, user access needs, and configuration impacts relevant to the VA furnished software environment.

Coordinate with VALBMC and applicable enterprise software support stakeholders regarding software availability, version compatibility, and support dependencies.

Provide quarterly software environment status updates documenting usage considerations, hosting and compatibility observations, and optimization recommendations.

Provide planning input regarding future software dependencies, optional capabilities, and implementation considerations as requested by VALBMC.

Support transition documentation for software dependencies and configuration requirements as part of eventual national platform migration.

Deliverables (Annual): Licensing Maintenance Agreement; Current software environment and dependency documentation; Usage reports and optimization recommendations; Quarterly Status Reports; Budget projections for future licensing needs; Software coordination documentation.

4.2.2 Technical Support and System Administration Responsibilities:

Provide technical support for all ArcGIS Indoors platform components, configured geodatabase content, and integrated apps within the Government-provided environment.

Monitor system health, performance metrics, and security posture continuously.

Respond to critical system issues within 4 business hours and resolve within 2 business days.

Respond to non-critical issues within 1 business day and resolve within 5 business days.

Maintain comprehensive system logs, audit trails, and documentation of all maintenance activities.

Provide VALBMC technical staff with regular system status updates and issue reports.

Support VALBMC's GIS administrator and key users with technical troubleshooting and configuration assistance.

Coordinate authorized access, support procedures, and security protocols required for VA oversight of the implemented solution within the Government-provided environment.

Coordinate with Government environment owners regarding applicable security monitoring, incident response, and operational support requirements affecting the implemented solution.

Database Maintenance and Data Integrity (All Option Years):

Perform scheduled database backups at minimum weekly intervals with documented backup verification.

Maintain backup archives with demonstrated rapid recovery capabilities (Recovery Time Objective: 4 hours; Recovery Point Objective: 24 hours).

Monitor database integrity and implement automated integrity checks.

Optimize database performance through query optimization, index management, and resource allocation.

Implement change control procedures documenting all database modifications.

Maintain access controls and role-based security for database access.

Generate quarterly database integrity reports and optimization recommendations.

Ensure all database operations comply with VA data security and privacy requirements.

Deliverables (Quarterly): Technical Support Summary Report; System Performance Metrics and Uptime Report; Database Maintenance and Integrity Report; Security Audit Summary; Issue Log and Resolution Tracking; System Status Updates; Infrastructure and Backup Verification Reports.

4.2.3 Software Updates and Patches Responsibilities:

Monitor Esri releases for new versions of ArcGIS Pro, ArcGIS Online, Indoors components, and related software.

Evaluate each software update for compatibility, security benefits, and operational improvements.

Plan and schedule updates in coordination with VALBMC to minimize operational disruption.

Test updates in development environment before production deployment.

Deploy approved configuration changes, content updates, and application updates within the production Government-provided environment as authorized.

Document all updates with version information, deployment date, and functionality changes.

Provide VALBMC staff with training and documentation on new features and capabilities.

Maintain vendor support relationships and stay current with Esri best practices.

Deliverables (Quarterly): Software Update Summary Report; Update Deployment Plan and Schedule; Testing Results; Update Release Notes; User Training Materials for new features; Version Control and Change Log documentation.

4.2.4 System Optimization and Performance Enhancement Responsibilities:

Conduct quarterly system performance reviews analyzing response times, network bandwidth usage, database performance, and app load times.

Identify optimization opportunities and implement improvements.

Monitor user feedback and operational metrics to identify and address performance bottlenecks.

Optimize database queries, indexes, and resource allocation for improved performance.

Implement caching and network optimization strategies where appropriate.

Monitor Esri releases for new performance enhancements and recommend adoption.

Provide VALBMC with optimization recommendations and implementation plans.

Document all optimization activities and performance improvements achieved.

Deliverables (Quarterly): System Performance Review Report; Optimization Recommendations and Implementation Plans; Performance Metrics and Improvement Summary; Quarterly Optimization Report.

4.2.5 Data Maintenance and Support Responsibilities:

Support VALBMC GIS administrators and designated staff in ongoing data maintenance activities.

Provide technical guidance for data updates, corrections, and additions to the Indoors geodatabase.

Maintain data quality standards and validation processes.

Support Survey123 data collection and integration with Indoors database.

Assist with publishing maps and app updates to ArcGIS Online.

Coordinate with VALBMC stakeholders on data review, approval, and change management processes.

Maintain data documentation and schema as operational changes occur.

Support facility data updates as VALBMC facilities change or expand.

Provide VALBMC with data maintenance best practices and recommendations.

Deliverables (Quarterly): Data Maintenance Summary Report; Data Quality Metrics; Change Log and Data Update Documentation; Support Activity Report.

4.2.6 Training and Knowledge Transfer Support Responsibilities:

Provide refresher training sessions for VALBMC staff on an annual basis.

Deliver training for new GIS administrators and staff as they join the program.

Create and maintain training materials including user guides, video tutorials, and quick reference cards.

Provide on-demand training support for new features or system changes.

Conduct training sessions on data governance, data maintenance, and change management processes.

Support VALBMC in establishing internal training programs for staff.

Maintain training documentation and track training completions.

Deliverables (Annual): Training Schedule and Plans; Training Materials (updated and refreshed);

Training Completion Reports; New staff onboarding documentation.

4.2.7 Ongoing Administration Support Responsibilities:

Provide general administration support including technical documentation updates and maintenance.

Support user access management and role administration.

Monitor system security and compliance with VA requirements.

Provide monthly administration summary reports.

Coordinate with VALBMC on operational policies and procedures.

Support stakeholder engagement and governance processes.

Deliverables (Monthly): Administration Summary Report; User Access and Security Reports;

System Compliance Documentation; Governance Meeting Support.

5. PERSONNEL QUALIFICATIONS: The Contractor must be part of the ESRI Partner Network

(EPN) with specialty in indoor GIS, Or a partner with an EPN-certified subcontractor, OR partner with an ESRI Professional Services consultant. The contractor must provide proof of certification.

5.1 Required Key Personnel:

5.1.1 Project Lead/Indoors Specialist (Base Year): Minimum 3 years implementing ArcGIS Indoors or equivalent indoor GIS platforms, including data modeling, geodatabase design, and app configuration.

5.1.2 GIS Technical Lead (Base Year and Option Years): Minimum 5 years in ArcGIS Pro, geodatabase management, data modeling, and field data collection workflows.

5.1.3 Field Verification Lead (Base Year): Experience coordinating field surveys, data collection standardization, and quality assurance in complex facilities.

5.1.4 ArcGIS Online Administrator (Base Year and Option Years): Experience configuring ArcGIS Online organizations, managing user roles/privileges, publishing web maps/apps, and security administration.

5.1.5 Data Analyst (Base Year): Experience in data assessment, quality assurance, ETL processes, and migration planning.

5.1.6 Training and Documentation Specialist (Base Year): Experience developing technical documentation, user guides, training materials, and conducting user training.

5.1.7 Technical Support and System Administration Lead (Option Years): Minimum 3 years providing technical support, system administration, and maintenance of enterprise GIS systems.

Responsible for database maintenance, backup/recovery, security monitoring, and system optimization.

5.1.8 Database Administrator (Option Years): Minimum 3 years managing geospatial databases, performance optimization, backup procedures, and disaster recovery planning.

5.1.9 All personnel must comply with VA background check requirements and security clearance procedures.

6. ASSUMPTIONS, CONSTRAINTS, & PERFORMANCE STANDARDS

6.1 Assumptions

• VALBMC will provide timely access to existing data, systems, buildings, and spaces necessary for implementation.

• VALBMC will designate a GIS/Indoors administrator to participate throughout the project and assume ongoing operational ownership.

• Key stakeholders will participate in requirements, design, and approval activities on a timely basis.

• All work will comply with applicable federal, VA, and local policies, including information security, privacy (HIPAA), and records management requirements.

• National VA Office will provide reference implementations and coordination support.

• VA will provide oversight and approval authority for implementation activities, data management, and use of the National VA Office-provided hosting environment.

• Government-provided hosting environment and contractor implementation activities shall meet all applicable VA security and data protection requirements.

6.2 Constraints

• Implementation scope limited to in-scope facilities and levels as documented in Prioritized Building List.

• Field surveys and data verification must not interfere with patient care or emergency operations.

• CMMS/work order integration depends on OI&T approval, API availability, and system compatibility.

• ArcGIS IPS deployment is contingent on IT security clearance, infrastructure requirements, and funding.

• Security-sensitive areas may have limitations on detailed mapping, occupancy visualization, or external system integration.

• Contractor has no authority to approve, direct, or modify VA policies, security procedures, or operational workflows. All changes require appropriate department and VA policy authority approval.

6.3 Government-Provided Environment Constraints:

• All Contractor implementation activities within the Government-provided environment must comply with VA security standards and data protection requirements.

• Contractor must maintain detailed documentation of all system specifications and configurations in formats suitable for VA audit.

• VA retains all intellectual property rights and data ownership.

• Contractor must provide documented implementation controls, change records, and audit support for VA oversight.

• Contractor must maintain adequate insurance and liability coverage applicable to its services under this contract.

• Contract termination provisions must address data transition and system decommissioning procedures.

6.4 Performance Standards

Base Year Performance Standards:

• All Base Year tasks and deliverables completed per project plan and agreed upon timelines.

• All documentation clear, comprehensive, and suitable for technical and non-technical audiences.

• Indoors geodatabase data accurate, complete, and compliant with Esri Indoors information model specifications.

• All converted and transformed data pass QA validation with acceptable error rate (<1% for critical attributes).

• Indoor routing network supports rapid pathfinding (<2 seconds response time) across all in scope buildings.

• All apps load and display maps in <5 seconds on standard business network connections.

• Mobile apps function offline for priority buildings/levels without loss of core functionality.

• Kiosk wayfinding system is fully operational and tested at Base Year contract completion.

• IPS positioning accuracy: ±10 meters in open areas, ±5 meters in corridors (if IT clearance obtained and implemented).

• All apps functional, user-friendly, and fully integrated with Indoors geodatabase and converted data.

• Security and access controls properly configured and tested.

• Data governance and approval workflows documented and stakeholder approved.

• All stakeholders formally approve in-scope data with documented signoffs.

• Training materials comprehensive and validated through user feedback during UAT.

6.5 Option Year Performance Standards:

• Critical system issues resolved within 2 business days; non-critical issues within 5 business days.

• Database backups completed weekly with demonstrated rapid recovery capabilities.

• Monthly system performance metrics report demonstrating stable or improved performance.

• All Esri software updates and security patches deployed within 30 days of release (or as scheduled with VALBMC approval).

• Quarterly system performance optimization report documenting improvements and recommendations.

• Training provided to new staff within 30 days of hire.

• Ongoing coordination with National VA Office documented monthly or as required.

• All system changes documented and maintained in comprehensive change logs.

• Data integrity maintained and validated quarterly with formal audit reports.

• Compliance with all VA security and privacy requirements maintained and documented annually.

7. ROLES AND RESPONSIBILITIES

7.1 Base Year Responsibilities:

• Provide project management, Indoors technical expertise, solution architecture, and implementation planning.

• Lead all data assessment, conversion, validation, and transformation activities.

• Execute field verification, surveying, and data quality review activities.

• Design and implement Indoors geodatabase, network dataset, and ArcGIS Online configurations.

• Develop and deploy integrated Survey123 tools for data collection and ongoing maintenance.

• Design, develop, and deploy Kiosk wayfinding system as priority deliverable.

• Develop and deliver all training, documentation, and knowledge transfer materials.

• Facilitate stakeholder engagement, approval processes, and governance framework development.

• Provide QA, testing coordination, and UAT facilitation.

• Upon Government request revise, align, and update archived A/E CAD files and corresponding Life Safety Drawings for any building; fully integrate all approved changes into the

ArcGIS Indoors geodatabase, floor plan conversion workflows, maps, layers, and related applications throughout the Base Year and all Option Years.

7.2 Option Year Responsibilities:

• Support and maintain the Indoors geodatabase and related applications within the secure National VA Office-provided environment.

• Perform regular database backups (minimum weekly) with documented backup verification and rapid recovery capabilities.

• Monitor and optimize system performance, database integrity, and network operations.

• Coordinate and implement approved application and configuration updates within the Government-provided environment as authorized.

• Provide technical support to VALBMC staff (response: 4 hours for critical issues, 1 business day for non-critical).

• Support ongoing data maintenance, updates, and Survey123 integration.

• Provide training and knowledge transfer support for new staff and refresher sessions.

• Maintain ongoing coordination with National VA Office.

• Maintain all system documentation in formats suitable for VA audit.

• Ensure continuous compliance with VA security, privacy, and data protection requirements.

• Provide quarterly status reports on enterprise environment coordination, technical support, and system performance.

• Upon Government request revise, align, and update archived A/E CAD files and corresponding Life Safety Drawings for any building; fully integrate all approved changes into the ArcGIS Indoors geodatabase, floor plan conversion workflows, maps, layers, and related applications throughout the Base Year and all Option Years.

7.3 Database and Intellectual Property Responsibilities (Base Year and Option Years):

• The ArcGIS Indoors database and system shall be hosted within the National VA Office provided environment under the enterprise agreement.

• The Contractor is responsible for approved solution support, data integrity activities within its authorized scope, configuration support, performance optimization, and proactive coordination with Government environment owners.

• The Contractor shall coordinate and implement approved configuration, content, and application updates within the Government-provided environment to keep the implemented solution running optimally.

8. CONTRACT TERMS AND SECURITY COMPLIANCE

8.1 Security and Compliance

The contractor must comply with all VA security requirements, policies, and federal regulations:

• Handle Protected Health Information (PHI), Personally Identifiable Information (PII), and VA sensitive data securely per VA security policies and HIPAA requirements.

• Comply with VA information security standards for system access, encryption, data transmission, and data storage.

• Ensure all personally identifiable information handled in strict compliance with HIPAA Privacy and Security Rules.

• Comply with VA privacy policies and federal privacy regulations (Privacy Act of 1974).

• The Contractor shall prepare OI&T approval documentation at the direction of the VA for any external system integrations, API usage, or data sharing outside the VA environment.

• Implement change control and audit processes for all modifications to Indoors data and configurations.

• All Contractor personnel requiring facility access must comply with VA background check procedures, badging requirements, and security clearance procedures.

• Provide evidence of compliance with all VA security and privacy requirements.

• Obtain written OI&T approval for any technical implementations, integrations, or security configurations before deployment.

• Maintain documentation of all compliance activities, approvals, and audit logs.

8.2 Government-Provided Environment Security Requirements:

• Comply with, and coordinate implementation activities under, Government-provided environment security controls including firewalls, encryption, access controls, and intrusion detection as applicable.

• Maintain documented implementation controls and provide audit support demonstrating compliance with VA security standards.

• Implement antivirus, threat monitoring, and security incident response procedures.

• Maintain comprehensive audit logs documenting all access, changes, and system activities.

• Provide VA with documented access and oversight capabilities for audit and verification purposes.

• Maintain security incident reporting and escalation procedures with rapid notification to VA.

• Implement data encryption for all sensitive data in transit and at rest.

• Maintain documented disaster recovery and business continuity procedures.

• Provide annual (or more frequent) security assessment reports documenting infrastructure security posture and compliance.

• Ensure contractor liability insurance covers contracted services and applicable data protection responsibilities.

• Optional task details are intentionally excluded from this Statement of Work and are incorporated only by reference to Attachment-A for potential exercise during Option Years 1 through 4.

9.1 OTHER PERTINENT INFORMATION OR SPECIAL CONSIDERATIONS

9..1.2 Hours of Work Work performed under this contract shall be conducted during the hours outlined below unless otherwise authorized by the Government.

1. Site visits and on-site work at VALBMC and outlying CBOCs shall be conducted between 8:00 a.m. and 4:30 p.m. Pacific Time.

2. Meetings, working groups, and other virtual gatherings shall be conducted between 8:00 a.m. and 4:30 p.m. Pacific Time.

10. PLACE OF PERFORMANCE

DEPARTMENT OF VETERANS AFFAIRS

LONG BEACH VETERANS AFFAIRS HEALTHCARE SYSTEM (LBVAHCS)

5901 E. 7th Street, Long Beach, CA 90822

10.1 Day-to-day work may be performed at the Contractor site. As required by the tasks in this SOW, the Contractor shall conduct site visits to VALBMC as needed. These site visits shall support working groups, specified meetings, field activities, and other required events. For meetings and working groups not attended in person, the Contractor shall collaborate with VALBMC staff using Microsoft Teams.

Task 1 shall include two site visits of up to five days. Tasks 2 and 3 may each include one site visit for up to four individuals for five days, if formally requested by VALBMC. Travel is included in the fixed price of the contract and shall not be broken out separately.

11. PERIOD OF PERFORMANCE: The contract shall include one Base Year, with the Government having the option to exercise four one-year Option Years, for a total potential period of performance of five years.

12. NATIONAL HOLIDAYS

In accordance with 5 U.S.C. 6103, Executive Order 11582, and Public Law 94-97, the following National Holidays are observed and, for the purpose of this contract, are defined as legal Federal holidays:

New Year's Day - January 1.

Martin Luther King Jr. Day - Third Monday in January.

Presidents Day - Third Monday in February.

Memorial Day - Last Monday in May.

Juneteenth - June 19.

Independence Day - July 4.

Labor Day - First Monday in September.

Columbus Day - Second Monday in October.

Veterans Day - November 11.

Thanksgiving Day - Fourth Thursday in November.

Christmas Day - December 25.

When a holiday falls on a Sunday, the following Monday will be observed as a National Holiday. When a holiday falls on a Saturday, the preceding Friday is observed as a National Holiday by U.S. Government agencies. This also includes any day specifically declared by the President of the United States as a National Holiday.

13. CONTRACTOR POINTS OF CONTACT

13.1 The Contractor shall designate one employee as the Point of Contact (POC) responsible for administrative matters in the performance of services under this contract. The POC shall have full authority to act for the Contractor on all matters relating to daily performance. An alternate POC may be designated; however, the Contractor shall notify the Contracting Officer and COR in writing when the alternate shall act as the POC.

The Contractor shall provide the following POC and alternate POC information:

Point of Contact, Name: __________________________

Telephone Number: ______________________________

Email Address: __________________________________

Alternate Point of Contact, Name: __________________________

Telephone Number: ______________________________

Email Address: __________________________________

The POC shall be available by telephone Monday through Friday, between 8:00 a.m. and 4:30 p.m.

Pacific Time, excluding National Holidays.

The parties agree that the Contractor's personnel, including the POC performing under this contract, shall not be considered VA employees for any purpose. They shall be considered employees of the Contractor.

14. CONTRACTOR PERSONNEL

The Contractor is responsible for providing fully knowledgeable, trained staff that are competent to meet the requirements and fulfill all obligations of this contract.

When on site, all Contractor personnel assigned to the performance of this contract shall be required to sign in and sign out each day services are provided. The sign-in/sign-out sheet shall be provided by the COR on a weekly basis.

Government telephones shall not be used for personal reasons.

All tasks accomplished by Contractor personnel shall be performed to preclude damage or defacement of Government-owned furnishings, fixtures, equipment, and facilities. The Contractor shall be responsible for repair or replacement of Government-owned items or facilities to their previous condition if the COR determines the Contractor to be at fault.

The Contractor shall ensure that assigned employees are cognizant of sexual harassment, drug-free workplace, and other appropriate Federal employment requirements.

15. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

Delegation of Authority letters shall be forwarded to the using service and the Contractor after the agreement has been signed, identifying the individual(s) designated as COR(s). No additional service shall be provided without approval from the Contracting Officer or authorized designee.

The Contractor shall not accept instructions issued by any person other than the Contracting Officer or a delegated representative acting within the limits of their authority.

16. AUTHORIZED SERVICES

Only the services specified in this SOW are authorized under this contract. Before permitting or performing any service of a non-contract nature, the Contractor shall advise the Contracting Officer of the reason for the additional work or service.