SPS Monitoring SOW v4 3.docx

STERILE PROCESSING SERVICE (SPS) ENVIRONMENTAL MONITORING SYSTEM

EXECUTIVE SUMMARY

The Department of Veterans Affairs requires automated continuous environmental monitoring for Sterile Processing Service (SPS) areas and primary/secondary Reusable Medical Device (RMD) storage rooms to ensure compliance with VHA Directive 1116(2). This Statement of Work (SOW) covers site survey, procurement, deployment, system activation and acceptance testing, training, warranty, and maintenance of a standalone monitoring, alarming, and reporting platform serving all locations in Appendix A. The system shall operate standalone now and be BAS-ready for future integration at VA-owned facilities. The networking approach is performance-based and shall be proposed by Offerors per §4.2.5. Scope includes all rooms listed in Appendix A (total: 76 locations).

SECTION 1 – GENERAL

1.1 Title

SPS Environmental Monitoring System – Atlanta VA Health Care System

1.2 Scope Overview

The Contractor shall furnish all labor, supervision, supplies, and services to provide a turnkey environmental monitoring system for Appendix A locations, including: (a) comprehensive site survey and pre-deployment planning, (b) equipment and software, (c) deployment using non-invasive methods per §2, (d) system activation, functional testing, and calibration, (e) training and documentation, and (f) warranty and maintenance support. The system shall monitor, at each location as specified in Appendix A, temperature, relative humidity, differential pressure (as applicable), door position (as applicable), and ACH capability for future integration (see §4.2.6). The system shall generate alarms, provide dashboards and reporting, and retain data per §7.7.

This procurement does not include BAS/BMS integration or HVAC control. Equipment shall be BAS-ready per §4.2.6 for future integration under a separate procurement.

1.3 Period of Performance

Base period for deployment and acceptance testing shall not exceed 210 calendar days from Notice to Proceed (NTP) to Final Acceptance. The system shall be functionally complete (all sensors installed, calibrated, alarming, and operational) no later than 180 calendar days from NTP, with the remaining 30 days reserved for burn-in monitoring, punch-list resolution, and final documentation. Badging/PIV processing time is included in the 210 days; the Contractor shall submit PIV sponsorship packages within 5 days of NTP to minimize schedule impact. One base year plus four (4) one-year option periods are included for warranty/maintenance.

1.4 Nature of Work and Methods

Work performed under this contract consists of furnishing supplies and services to deploy automated environmental monitoring using non-invasive methods and portable power where applicable. Work shall follow the methods and installation constraints in Section 2 and shall not include activities requiring permanent modification of facility systems or structure.

1.5 Contract Type

Firm-Fixed-Price (FFP) for deployment and acceptance testing; FFP for annual maintenance (option years).

1.6 Place of Performance

Work shall be performed on-site at the following VA facilities:

1. Joseph Maxwell Cleland VA Medical Center (Main Campus) - 1670 Clairmont Road, Decatur, GA 30033

1. Trinka Davis Veterans Village (TDVV) - 180 Martin Dr, Carrollton, GA 30117

1. VA Fort McPherson Campus (FTM) - 1701 Hardee Ave, Atlanta, GA 30310

1. Atlanta VA Clinic (AVC) - 250 N Arcadia Ave, Decatur, GA 30030

1. Cobb County VA Multispecialty Clinic - 1263 Cobb Parkway North, Marietta, GA 30062

1. Oakwood CBOC - 4175 Tanners Creek Dr, Flowery Branch, GA 30542

1.7 Points of Contact

Government POCs (CO/COR/Engineering/SPS) to be provided at award.

1.8 Regulatory Framework

Subject to FAR/VAAR; facility policies; and standards in §2.

SECTION 2 – APPLICABLE DOCUMENTS AND STANDARDS

2.1 Codes and Standards

The Contractor shall comply with the most current editions of the following (including any interim or subsequent revisions):

1. VAAR 852.204-71

1. VHA Directive 1116(2) – “Sterile Processing Services” (July 17, 2023)

1. ANSI/AAMI ST79 – Comprehensive Guide to Steam Sterilization and Sterility Assurance

1. ANSI/AAMI ST58 – Chemical Sterilization and High-Level Disinfection in Health Care Facilities

1. NIST SP 800-53 – Security and Privacy Controls for Federal Information Systems

1. NFPA 99 – Health Care Facilities Code (most current edition adopted by VA)

1. Joint Commission Environment of Care Standards

1. ASHRAE Standard 170 – Ventilation of Health Care Facilities

1. VA Handbook 6500.6 – Information Security Program

1. VA National Rules of Behavior

1. Applicable OSHA safety requirements and regulations

1. IEEE 802.11 standards for wireless communications. Connectivity methods (wired, wireless, or cellular) are permitted where approved by VA OIT and consistent with local facility security and infection control requirements. The Offeror shall propose the connectivity architecture and obtain required VA approvals as part of the site survey and planning phase. See §4.2.5 for network architecture requirements.

Software and Technology Requirements

1. Software and platform components shall meet VA OIT requirements applicable to the proposed architecture (e.g., TRM where applicable; FedRAMP Moderate or higher for cloud-hosted components). The Contractor shall coordinate required approvals during the site survey and planning phase.

1. All cloud services, if used, must be FedRAMP Authorized at the Moderate level or higher.

1. IoT devices must follow VA Zero-Trust Architecture approval pathways.

1. All data at rest and in transit must be protected with FIPS 140-3 validated encryption modules when available; FIPS 140-2 modules are acceptable until NIST validates 140-3 modules for the specific product line.

2.2 References

In the event of any conflict among the referenced standards, the more stringent requirement shall prevail. VHA Directive 1116(2) takes precedence over all other standards for SPS-specific requirements.

2.3 Coordination Boundaries

1. VA Information Technology (IT) will provide any new network drops or infrastructure changes if required. The Contractor shall identify such needs during the site survey.

1. For Community-Based Outpatient Clinics (CBOCs) in leased space, the Contractor shall coordinate with the Government for landlord communication and shall propose non-invasive approaches consistent with lease restrictions.

2.4 Accessibility and Removability

All installed components shall be accessible for service and removable without damage beyond minor finish touch-up. The Contractor shall restore surfaces to original condition where temporary fastening is removed.

SECTION 3 – CONTRACT ADMINISTRATION

3.1 Kickoff / NTP Requirements

Contractor shall not begin work until the CO conducts a kickoff or provides written waiver. At kickoff or prior to onsite work, the Contractor shall present schedule, architecture overview, deployment methods, personnel/certifications, QA/test plan, training plan, cyber/ATO plan (if applicable), and communication protocols.

3.2 Invoicing

The Contractor shall submit invoices electronically in accordance with VAAR 852.232-72. Each invoice shall include:

1. Contract Line Item Number (CLIN)

1. Period of performance covered

1. References to accepted deliverables (with COR acceptance dates)

1. Detailed description of work performed or services provided

3.3 Milestones & Payment Schedule

1. Phase 1 – Site Survey & Installation Planning approved; PIV packages submitted (within 5 days of NTP): 20%

1. Phase 2 – Equipment delivered; bench configuration complete: 25%

1. Phase 3 – Deployment & Functional Acceptance Testing complete (sensors calibrated; alarms operational; docs delivered): 45%

1. Phase 4 – Final Acceptance after 30-day burn-in (no material defects; within 210 calendar days of NTP): 10% Option Years – Maintenance: monthly in arrears upon COR acceptance.

3.4 Proposal Submission Requirements (Technical Volume)

Proposal submission requirements are specified in Section L of the solicitation.

SECTION 4 – TECHNICAL REQUIREMENTS

4.1 Sensor Performance Requirements

The monitoring system shall meet the following performance specifications for each monitored location:

Temperature Sensors:

1. Accuracy: ±0.5°F

1. Range: 32°F to 140°F

1. Resolution: 0.1°F

1. Calibration: NIST-traceable Relative Humidity Sensors:

1. Accuracy: ±3.5% RH

1. Range: 0% to 100% RH

1. Resolution: 0.1% RH

1. Calibration: NIST-traceable Differential Pressure Sensors:

1. Accuracy: ±0.003 in. w.c.

1. Range: -0.10 to +0.10 in. w.c.

1. Resolution: 0.001 in. w.c.

Differential Pressure Sensor Placement. Each monitored space shall receive a differential pressure sensor at every pressure boundary of that space. Where a monitored space has more than one pressure boundary, each boundary shall be served by its own DP sensor referenced to the appropriate adjacent space. All DP sensors shall meet the accuracy, range, and resolution specifications above, shall be delivered with individual NIST-traceable calibration certificates per §4.3, and shall be deployed, calibrated, and functionally tested per §5.5. The Contractor shall identify and document all DP sensor locations and boundary references during the site survey; final quantities shall be reconciled in the site survey documentation package prior to equipment procurement.

Door Position Sensors (where specified in Appendix A):

1. Sensor type: magnetic contact or optical door position sensor (wireless/battery permitted).

1. Status: open/closed with time-in-state logging.

1. Door alarm: configurable; default alarm for door open > 2 minutes unless VA approves different threshold per room.

Air Changes Per Hour (ACH) (where specified in Appendix A): The system shall be capable of calculating and/or displaying ACH when provided a real-time airflow value (e.g., supply/exhaust CFM) from a future BAS/BMS integration. Real-time ACH monitoring is not required under this contract. Provide an exportable points list and documentation identifying the required input(s) and calculation method.

Data Logging and Storage:

1. Logging interval: 1 minute (user-configurable)

1. Local data storage: minimum 1 year

1. Battery backup or ride-through capability: minimum 4 hours at gateway/data concentrator locations to maintain alarm continuity and data buffering during short-duration power interruptions. Extended backup is not required at facilities served by generator-backed emergency power systems.

4.2 Software, Alarms, Data & Security

4.2.1 User Interface & Reporting

1. Secure web-based user interface accessible to authorized VA users via an OIT-approved access method. The Offeror may propose access via (a) an isolated/segmented network (e.g., dedicated VLAN), (b) a dedicated gateway architecture, and/or (c) cellular/backhaul to a FedRAMP-authorized platform, provided all cybersecurity and data protection requirements in §4.2.4 are met. Access shall not require connection to the VA enterprise network unless explicitly proposed by the Offeror and approved by VA OIT. Mobile-responsive layout for tablet and smartphone access. Color-coded status indicators (normal, warning, alarm). Dashboard views shall support filtering by facility, building, and room, and shall display real-time status and active alarms. Graphical floor-plan or facility diagram mapping is desirable but not required. Modern browsers; Section 508 compliant. English required.

1. Role-based access: Admin / Operator / Viewer; audit log of user actions.

1. Real-time dashboard with status by room; active alarms; trend charts.

1. Automated reporting (daily/weekly/monthly/annual) with email distribution; export to PDF/CSV/XLSX.

1. Historical retention ≥5 years online; bulk export on request (no vendor middleware).

4.2.2 Alarm & Notification

1. Thresholds per parameter; multi-level (informational/warning/critical).

1. Multi-channel notifications: on-screen, email, SMS, optional voice; re-notify until acknowledged.

1. Escalation chains with timed steps; acknowledgement & resolution tracking with timestamps/user ID.

1. 24/7 operation; no single point of failure for alarm path.

1. Alarm delivery target: <2 minutes from threshold excursion. Alarm functionality shall be tested at initial system activation (100% of monitored points) and verified annually in conjunction with calibration visits.

4.2.3 Data Ownership & Export

All system data is VA property. Contractor shall provide full export in non-proprietary formats and migration assistance without additional license constraints.

4.2.4 Cybersecurity & Compliance

The Contractor shall implement cybersecurity controls appropriate to the proposed architecture and commensurate with VA data/system categorization and any connectivity to VA networks. If cloud services are proposed, the platform shall be FedRAMP Moderate (or higher) and evidence of authorization shall be provided. If on-premises/VA-hosted components are proposed that require VA authorization, the Contractor shall support required RMF artifacts and approvals.

1. VA TRM compliance; NIST SP 800-53 Moderate controls; VA Handbook 6500.6; Zero-Trust principles as applicable.

1. FIPS 140-3 validated crypto (140-2 acceptable until 140-3 availability); TLS 1.2+ in transit; AES-256 at rest.

1. Security Documentation: Provide documentation commensurate with the proposed architecture and VA OIT requirements. At minimum, provide for all architectures: system architecture and data flow diagram, encryption configuration evidence, account and access control model, patch management approach, SBOM (if software-based), and incident response contact information. If cloud services are proposed, provide current FedRAMP Moderate (or higher) authorization evidence. VA OIT will make the final determination on whether RMF artifacts (SSP, Risk Assessment, POA&M) and/or ATO support are required based on system categorization and connectivity; the Contractor shall support that process and provide required artifacts upon direction.

1. Ongoing: patch compliance and vulnerability remediation reporting as required by VA OIT for the approved architecture; incident notification per VA policy.

4.2.5 Network Connectivity and Data Communication (Performance-Based) Performance Requirements. Provide reliable connectivity for real-time data and automated alarms; ≥99.9% communication reliability; <2-minute alarm delivery; ≥72-hour local buffering with auto re-sync; secure remote access for authorized VA users.

For clarity: The system may be implemented as a standalone architecture that does not traverse the VA enterprise network (e.g., dedicated gateways and/or cellular backhaul). If an Offeror proposes use of VA network infrastructure, it shall be limited to existing drops as described below and is subject to VA OIT approval.

Constraints. Comply with §4.2.4 across all Appendix A facilities; support future BAS integration capability at VA-owned sites per §4.2.6; minimize VA IT coordination where practicable.

Offeror Proposal Requirements. Network architecture and cybersecurity proposal requirements are specified in Section L of the solicitation (Factor 2 - Network Architecture and Cybersecurity).

Government Guidance (Non-binding Examples). Cellular-gateway environmental monitoring to FedRAMP-authorized cloud platforms has been successfully deployed in VA environments with minimal VA IT coordination using non-invasive installation methods. Offerors may propose similar or alternative architectures meeting the above requirements and constraints. If proposing connection to VA network infrastructure, use existing drops only (no new cabling/conduit/pathways) and limit patch cords to ≤25 ft via accessible pathways (no in-wall/above-ceiling routing); include all VA IT actions/timelines.

4.2.6 Future BAS Integration Capability (BAS-Ready)

For VA-owned facilities (Main, TDVV, FTM) only, equipment shall support future BAS integration via open protocols including BACnet/IP and/or Modbus TCP (and/or a documented API, if available). No BAS integration shall be performed under this contract; the Contractor shall not perform BAS/BMS point mapping, trending within BAS/BMS, alarm forwarding to BAS/BMS, or any control actions. Provide the following future integration readiness deliverables: (a) a complete, exportable point list including tags, descriptions, units, ranges, and alarm setpoints; (b) documented data schema and interface documentation; (c) a conceptual recommended integration approach document (no implementation); and (d) written confirmation that the installed system can be integrated with a future BAS without replacement of installed sensors or devices, subject to future VA OIT approvals and a separate contract. BAS-ready deliverables shall be provided regardless of whether the monitoring system uses cloud, cellular, or isolated gateway architecture. System must fully function standalone now regardless of network architecture.

4.3 Calibration & Metrology

Each Temp, RH, and differential pressure sensor shall be delivered with a NIST-traceable calibration certificate that: (a) identifies the specific device by manufacturer serial number, (b) states the calibration date (no more than 12 months prior to delivery), (c) states calibration method, measurement uncertainty at 95% confidence (k=2), and the reference standard used, and (d) is issued by either an ISO/IEC 17025-accredited calibration lab or the manufacturer’s internal calibration lab with documented NIST traceability. Generic batch or “lot” calibration certificates are not acceptable. During initial system activation and acceptance testing, the Contractor shall perform field verification using a NIST-traceable reference instrument (with its own current calibration certificate) and document “as-found” and “as-left” values for 100% of installed Temp, RH, and differential pressure sensors. Any sensor whose as-found reading exceeds the accuracy specification in §4.1 shall be replaced at no cost to the Government and recertified before acceptance. Door position sensors do not require metrology-grade calibration; however, 100% of installed door sensors shall undergo functional testing prior to final acceptance confirming open/close state detection, time-in-state logging, and alarm trigger per the configured threshold.

NIST-traceable calibration by manufacturer or certified provider:

1. Temperature: annually

1. Humidity: annually

1. Differential Pressure: annually. If the OEM manufacturer's instructions for use (MIFU) specifies a shorter calibration interval, the OEM requirement governs.

Follow OEM shorter intervals if specified; maintain certificates and schedules.

SECTION 5 – SCOPE OF WORK

5.1 General

Provide turnkey deployment for all Appendix A locations; coordinate access, infection control, and work windows to avoid SPS disruption.

5.2 Locations

All rooms in Appendix A are included. Shared spaces listed under multiple departments shall be counted once and furnished with one sensor set unless Appendix A specifies otherwise. The Contractor shall verify room conditions and final device counts during the site survey. Any discrepancy affecting quantities, schedule, or installation approach shall be documented and submitted to the CO in writing for direction.

Pressure Boundary Coverage. The Appendix A location count represents monitored spaces. DP sensor quantities are determined by the number of pressure boundaries in each space, not by the number of spaces. The Contractor shall install a DP sensor at every pressure boundary of each monitored space per §4.1. Where a space has more than one pressure boundary, each boundary shall be documented in the site survey documentation package with the adjacent reference space and the pressure relationship being monitored. Any DP sensor quantities beyond those included in the per-location packages shall be priced via the unit-price CLIN as part of the site survey scope reconciliation prior to equipment procurement.

5.3 Site Survey and Installation Planning

The Contractor shall conduct comprehensive site surveys in coordination with VA Engineering and Sterile Processing Service staff. Site survey activities shall include:

1. Documentation of existing conditions, including mounting locations, power availability, and network connectivity options

1. Validation of sensor placement for adequate coverage

1. Network architecture feasibility assessment (coverage, latency, connectivity)

1. Room-level placement documentation: point list, placement sketches and/or annotated photographs identifying sensor and gateway locations, power source, and reference space for each DP sensor

1. Identification of any required VA IT actions or approvals

1. Identification of any site conditions that prevent installation in accordance with Section 2, with recommended alternatives for CO consideration The Contractor shall submit a comprehensive site survey documentation package for VA approval prior to equipment procurement or installation.

5.4 Equipment Procurement and Delivery

The Contractor shall provide all required equipment and services including:

1. Environmental sensors (temperature, humidity, differential pressure)

1. Network infrastructure (gateways, if applicable)

1. Server/workstation hardware or cloud service subscription

1. Software licenses and maintenance subscriptions

1. Installation accessories and tools

1. Spare sensors and components (minimum 10% of deployed quantity) All equipment shall be:

1. Staged securely at the VA facility in a designated area

1. Bench-configured and quality-tested prior to field deployment

1. Documented with serial numbers and configuration records

5.5 Deployment, Functional Testing, and Acceptance

The Contractor shall deploy the monitoring system in accordance with the installation constraints in Section 2 using only non-invasive methods. Deployment activities shall include:

Installation and Configuration:

1. Sensor mounting using approved non-invasive methods. Sensors shall be placed to ensure accurate measurements; avoid locations subject to direct sunlight, HVAC discharge, or door drafts.

1. Network connectivity establishment per approved architecture. All installed equipment, sensors, and network connections shall be labeled.

1. System configuration including alarm thresholds and notification settings. Temporary monitoring shall be provided in critical SPS areas during installation if required to maintain compliance continuity. All installation activities shall be documented with photographs and field reports.

1. Enrollment, configuration, and validation of all monitoring points per Appendix A, to include: temperature, RH, differential pressure (as specified by location), and door status (as specified by location). For each location designated “ACH” in Appendix A, configure the ACH input register and confirm the system can accept a future airflow (CFM) input and calculate/display ACH upon receipt of that data. No real-time ACH display is required under this contract unless a live airflow source is available at the time of system activation. Document the point address and calculation method for each ACH-capable location in the BAS-ready points list (§4.2.6).

Testing and Verification:

1. Input/output (I/O) verification for all sensors

1. Site Acceptance Testing (SAT) per approved test plan

1. Demonstration of dashboards, alarm notifications, and reporting functionality

1. 72-hour continuous uninterrupted logging test prior to final acceptance Acceptance Testing Documentation:

1. As-built drawings reflecting actual installation

1. Calibration certificates for all sensors

1. Configuration backup and documentation

1. Acceptance test results and sign-off

5.6 Training

The Contractor shall provide comprehensive training for VA personnel in three areas:

Administrative Training (approximately 4 hours): User roles and permissions, web interface navigation, report generation and scheduling, alarm threshold configuration, and notification management.

Technical Training (approximately 8 hours): System architecture and components, sensor calibration procedures, troubleshooting and diagnostics, network connectivity verification, and system maintenance procedures.

Regulatory Compliance Training (approximately 2 hours): VHA Directive 1116(2) requirements, documentation and record-keeping procedures, compliance reporting requirements, Joint Commission standards and inspection preparation, and manual logging procedures for use as backup to the automated system.

Training shall include hands-on exercises, sign-in sheets documenting attendance, and written competency assessments with a minimum passing score of 80%. Personnel not meeting the passing score shall receive remedial training before being considered competent. The Contractor shall provide competency documentation for each trained individual and retain training records for a minimum of three (3) years. Annual refresher training is recommended for key personnel and shall be offered at no additional cost during option years.

5.7 Maintenance (Option Years)

The Contractor shall provide comprehensive maintenance services during option years including preventive and corrective maintenance.

Preventive Maintenance:

1. Sensor calibration per Section 4.3 requirements - all Temperature, RH, and Differential Pressure sensors calibrated annually using NIST-traceable reference instruments, with serialized calibration certificates delivered within 10 business days of each calibration event. If OEM MIFU specifies a shorter interval, OEM requirement governs.

1. System health and performance monitoring via the remote platform on a continuous basis; on-site performance verification conducted in conjunction with scheduled calibration visits (see calibration schedule above)

1. Battery backup status monitoring via remote platform on a continuous basis; on-site battery functional testing conducted in conjunction with annual calibration visits

1. Security updates and patches (critical CVEs within 14 days unless VA OIT directs otherwise)

1. Annual comprehensive system review Corrective Maintenance:

1. Critical issues (system down/alarms not functioning): 24/7 availability

1. Non-critical issues: normal business hours (Monday–Friday 08:00–17:00)

1. Remote diagnostics and troubleshooting as first response

1. Replacement parts shipped next-business-day to VA receiving dock

1. Loaner equipment provided as needed during repairs

1. Service reports documenting all maintenance activities All maintenance activities shall be coordinated with the VA COR and scheduled to minimize disruption to SPS operations.

SECTION 6 – SCHEDULING & COORDINATION

Standard Work Hours: Monday through Friday, 07:00–15:30, unless otherwise coordinated with the COR. After-hours work may be required in active patient care areas to minimize disruption.

Work Plan Submission: The Contractor shall submit work plans at least fifteen (15) business days in advance for work in critical SPS areas. Work plans shall address:

1. Infection control requirements and ICRA (Infection Control Risk Assessment) compliance

1. Safety protocols and required Personal Protective Equipment (PPE)

1. Access requirements and badging Coordination and Reporting:

1. Weekly progress meetings with VA project team

1. Monthly written status reports documenting progress, issues, and upcoming milestones

1. Immediate notification of any delays or problems affecting schedule

SECTION 7 – DELIVERABLES & DOCUMENTATION

The Contractor shall provide the following deliverables:

Site Survey and Planning Documents:

1. Site survey documentation package including sensor placement diagrams, equipment configuration requirements, and equipment cut sheets

1. Equipment cut sheets and technical data sheets

1. Network architecture diagram and documentation Functional Testing and Validation:

1. Site Acceptance Test (SAT) results and acceptance testing reports

1. Calibration certificates for all sensors (NIST-traceable)

1. Acceptance Validation Package: completed Site Acceptance Test (SAT) protocols with pass/fail results for each monitoring point; functional test results demonstrating alarm delivery within the §4.2.2 response time; 72-hour continuous logging report; and a Validation Summary signed by the Contractor’s Technical Lead and accepted by the COR. If VA requests a formal IQ/OQ/PQ package, this shall be identified at kickoff and reflected in the project schedule.

1. 72-hour logging test results Cybersecurity Documentation:

1. Risk Management Framework (RMF) artifacts (if applicable)

1. System Security Plan (SSP), Risk Assessment, security assessment results, and Authority to Operate (ATO) support documentation - required only if directed by VA OIT based on system categorization and proposed architecture. The Contractor shall support the VA OIT determination process and provide these artifacts upon direction.

Operations and Maintenance:

1. Standard Operating Procedures (SOPs)

1. Training materials and attendee records

1. Data export procedures and tools

1. Warranty documentation

1. As-built drawings reflecting final installation Service Level Agreement:

1. SLA plan with emergency contact information

1. Escalation procedures

1. Parts logistics and inventory management approach

1. Performance metrics and reporting procedures Data Management:

1. All system data is VA property

1. Historical data retention: minimum 5 years online

1. Data export capability in non-proprietary formats upon request

1. No vendor middleware required for data access

SECTION 8 – COMPLIANCE, SAFETY & ACCESS

Regulatory Compliance: The Contractor shall comply with:

1. VHA Directive 1116(2) (Environmental Monitoring)

1. Joint Commission Environment of Care (EOC) standards

1. Occupational Safety and Health Administration (OSHA) requirements

1. VA Handbook 6500.6 (IT Security)

1. Local infection control policies and procedures

1. Facility-specific security, badging, parking, and safety policies Personnel Requirements:

1. All contractor personnel must pass VA background checks and security screening

1. Obtain required Personal Identity Verification (PIV) badges

1. Complete mandatory training (infection control, safety, privacy/HIPAA)

SECTION 9 – QUALITY ASSURANCE

The Contractor shall conduct Site Acceptance Testing (SAT) per an approved test plan, demonstrating end-to-end system performance from sensor through alarm and reporting functions. Acceptance requires successful completion of a 72-hour continuous uninterrupted logging test with no material defects, and COR sign-off on calibration certificates, alarm functionality, and complete acceptance testing documentation. Any deficiency identified during acceptance testing shall be corrected at no cost to the Government prior to Final Acceptance.

SECTION 10 – WARRANTY & SERVICE LEVELS

Warranty Requirements:

1. Equipment and Installation: Minimum three (3) years from Final Acceptance. Warranty covers parts, labor, and travel for all warranty repairs.

1. Software and Platform Support: Minimum five (5) years from Final Acceptance (includes software updates/patches, vendor support, and compatibility for the monitoring platform and its internal components/gateways).

1. Advanced replacement of failed components provided during warranty period at no cost to Government Service Level Agreement (SLA) Response Times:

Emergency Priority (system down or alarms not functioning):

1. Initial Response: 2 hours

1. Remote stabilization target: 4 hours. On-site technician: same business day for Main Campus; next business day for outlying facilities (TDVV, FTM, AVC, Cobb, Oakwood) unless COR directs otherwise.

1. Resolution Target: 24 hours High Priority (degraded performance, single sensor failure):

1. Initial Response: 4 hours

1. On-site Technician: 8 hours

1. Resolution Target: 48 hours Normal Priority (non-critical issues, enhancements):

1. Initial Response: 8 hours

1. Resolution Target: 5 business days System Availability:

1. Minimum availability: 99.5% (excluding scheduled maintenance). Availability is calculated as: Availability % = [1 – (total downtime minutes ÷ total minutes in month)] × 100. Excluded from downtime calculations: pre-approved maintenance windows (not to exceed 2 hours per month, scheduled at least 72 hours in advance) and VA-wide network outages certified by VA OIT.

1. Scheduled maintenance: coordinated with VA, conducted during approved windows

1. Performance Credits: 5% of monthly maintenance fee for each 0.5% below availability target. Performance credits shall not exceed 50% of the monthly maintenance fee. Emergency Priority is defined as: complete loss of monitoring capability in any SPS central area, or greater than 50% of sensors offline at any single facility.

SECTION 11 – PRICING STRUCTURE

Provide FFP for deployment/acceptance testing (CLIN 0001) and FFP for annual maintenance (CLIN 0002–0005). Annual maintenance CLINs shall include, without additional cost: (a) NIST-traceable calibration of all temperature and RH sensors annually; (b) NIST-traceable calibration of all differential pressure sensors annually (per VHA Directive 1116(2); OEM MIFU governs if shorter interval required); (c) delivery of calibration certificates by serial number within 10 business days of each calibration event; and (d) corrective maintenance and SLA response per §10. Calibration is a mandatory deliverable within each option year CLIN, not a separately priced option. Include unit pricing for additional sensor points and for relocation within services scope. Monthly maintenance invoicing in arrears upon COR acceptance; Net 30 terms; 5% retention until completion of the 30-day burn-in, final documentation, and Final Acceptance within the 210-calendar-day period of performance.

SECTION 12 – CHANGE & RISK MANAGEMENT; CLOSEOUT

All scope changes shall be implemented via written contract modification with cost and schedule impact assessment; profit and overhead rates per VAAR limitations. At contract completion or non-renewal, the Contractor shall provide complete data transfer in non-proprietary formats, remove proprietary access credentials, reconcile inventory, and support a 30-day transition to a successor contractor or VA-managed system.

APPENDIX A – LOCATION SCHEDULE (AUTHORITATIVE)

Appendix A lists all covered rooms, including Room Number, Name, Area Type (Positive/Clean; Negative/Soiled; Neutral), Required Sensors (Temp, RH, Pressure (+/−/± as applicable), Door, ACH-capable), Facility, and Shared-Space notes. Total locations: 76. Shared spaces count once and receive one sensor set. The Appendix A table governs in case of discrepancy elsewhere in this SOW. Note: “ACH” entries in the table denote ACH-capable configuration as defined in the Legend - not real-time ACH monitoring unless a live airflow source is available at the time of system activation. See §4.1 and §4.2.6. The location count (76) represents monitored spaces; DP sensor quantities are determined by the number of pressure boundaries per space per §4.1 and §5.2.

SPS Monitoring Appendix A Total Locations: 76

I. JOSEPH MAXWELL CLELAND VA MEDICAL CENTER (MAIN CAMPUS)

Subtotal: 49 Locations A. Central SPS Areas (8 Locations)

B. Departmental RMD Storage - Clean Areas (16 Locations)

C. Departmental RMD Storage - Dirty/Soiled Areas (11 Locations)

D. Operating Room Areas (14 Locations)

Note: OR Instrument Prep space does not have a room number designation -- Use ORIP as the unique identifier in lieu of a room number.

II. TRINKA DAVIS VETERANS VILLAGE (TDVV) - CARROLLTON

Subtotal: 4 Locations

*ACH monitoring not required for closets <50 sq ft

III. VA FORT MCPHERSON (FTM) CAMPUS

Subtotal: 6 Locations

IV. COMMUNITY BASED OUTPATIENT CLINICS (CBOCs) Subtotal: 17 Locations Note: CBOC locations are not subject to the BAS-ready hardware requirements of §4.2.6. All other monitoring requirements (Temp, RH, Pressure, Door, ACH-capable) apply as specified by location in this table.

A. Atlanta VA Clinic (AVC) - 6 Locations

B. Cobb County VA Multispecialty Clinic - 8 Locations

C. Oakwood CBOC - 3 Locations

Note: Provide door position monitoring for each active door serving the monitored space. Final quantity of door sensors shall be determined and documented during the site survey.

Note: A differential pressure sensor is required at every pressure boundary of each monitored space. Spaces with more than one pressure boundary require more than one DP sensor. Final DP sensor quantities and boundary references are confirmed during the site survey per §4.1 and §5.2.

MONITORING REQUIREMENTS LEGEND:

· Temp = Temperature monitoring (±0.5°F accuracy)

· RH = Relative Humidity monitoring (±3.5% RH accuracy)

· Pressure (+) = Positive differential pressure monitoring (+0.01 to +0.03 in. w.c.)

· Pressure (-) = Negative differential pressure monitoring (-0.01 to -0.03 in. w.c.)

Pressure (±) = Neutral pressure monitoring (±0.005 in. w.c.)

· Door = Door position sensor (open/closed with time-in-state logging; alarm configurable per §4.1)

· ACH = ACH-capable configuration. The system shall accept a future airflow (CFM) input and calculate/display air changes per hour upon receipt. Real-time ACH display is not required at initial system activation unless a live airflow source is available. See §4.1 and §4.2.6.