Updated PWS RTLS Remediation.pdf

RTLS Remediation

Michael E. DeBakey VA Medical Center

Performance Work Statement (PWS)

I. GENERAL REQUIREMENT

The Michael E. DeBakey VA Medical Center requires the contractor to perform full restoration, installation, and configuration of all missing or damaged Centrak RTLS infrastructure devices necessary across the main hospital campus. This project shall ensure that all infrastructure components including structured cabling, are replaced, installed, configured, and validated in accordance with OEM specifications and VA technical standards. The work completed by the contractor shall deliver fully operational, standard compliant system capable of supporting required availability, performance, and interoperability across the MEDVAMC.

II. DESCRIPTION OF WORK

The Contractor shall provide all labor, materials, equipment, tools, cabling, transportation, software, professional services, technical support, testing instruments, on-site and remote support, and travel necessary to install, configure, validate, and place into operation all infrastructure devices required to restore full functionality. The Contractor shall comply with all OEM hardware/software requirements and maintain authorized access to OEM tools, documentation, and configuration utilities. Completion shall be defined as full replacement, configuration, validation, documentation, and acceptance of all restored infrastructure systems.

A. Existing Infrastructure

The Contractor shall evaluate the current infrastructure condition; identify all missing, damaged, nonfunctional, or technically noncompliant devices; and implement the following actions:

1. Hardware Replacement and Restoration

a. Install replacement devices following OEM spacing, airflow, grounding, and mounting requirements.

b. Verify compatibility with existing topology, addressing, VLANs, routes, security policies, wireless architecture, and VA enterprise standards.

c. Install patch cords and cabling necessary for full restoration of network paths. Vendor shall use hospital approved cabling (eg Cat6)

2. Configuration and Software Alignment:

a. Load OEM-supported firmware.

b. Apply VA-provided configurations or templates, including VLANs, routing, wireless profiles, and security baselines.

c. Validate wireless signal performance.

3. Structured Cabling Restoration

a. Identify damaged cables, improperly terminated connections, and mislabeled ports.

b. Replace damaged copper or fiber cabling with new Cat6 or OM4 cabling meeting TIA standards.

c. Re-terminate, test, and label cable connections to TIA-568 and TIA-606-B standards.

d. Produce cable certification reports for all replaced cable runs.

4. Testing and Acceptance

The Contractor shall develop a Validation Test Plan (VTP) covering connectivity, throughput and wireless coverage, The following minimum acceptance criteria apply:

a. Network device operational status: 100% of replaced hardware fully online and reachable

b. Wireless testing: ≥ 95% coverage success in validated areas

c. Cable compliance: 100% pass rate on certification tests for replaced cable

d. Device uptime baseline: ≥ 99% infrastructure availability after 30-day stabilization

f. Documentation accuracy: 100% of devices labeled, mapped, and included in as-built package

The contractor shall submit full as-built documentation, port maps, test results, network diagrams, and configuration backups.

B. Areas of Expansion

The Contractor shall expand infrastructure capacity where required to ensure operational reliability.

At minimum:

• Improve coverage and device availability at nurse stations, reception/waiting rooms, inpatient units, and additional patient-facing areas identified by the COR.

• Restore and reinforce infrastructure serving high-dependency departments, including the Inpatient

Mental Health (6th floor) and Emergency Department (1st floor).

• Confirm wireless saturation in all restored areas.

• Perform site-specific validation and provide location-specific as-builts for each closet and department.

C. Centrak Asset Management, Centrak EM, Centrak PEW, Information, Juniper MIST

The Contractor shall:

• Provide an integration plan detailing technical steps and dependencies

• Validate policy enforcement, authentication, and event logging

• Confirm failover behavior and redundancy

III. DESIGN/LINE ITEMS

The following line items are required to execute this scope:

Preliminary line items expected to complete this scope (final quantities to be confirmed via the

Contractor’s detailed design and site surveys). Any changes post-award require coordination among the

Contractor, Contracting Officer (CO), and the contractor Officer’s Representative (COR).

Part Number/Description Qty

Low Frequency Exciter - ITDK-340 1

CenTrak 900 MHz Stars - ITK-103, to replace existing 8

Monitors, Multi-Mode IR/BLE - ITK-313L 29

138 Virtual Walls, Multi-Mode IR/BLE - ITK-323L 138

Services Qty

Survey – Design – As Built 1

Install above listed hardware devices 1

POE Cable Pulls for Stars 8

Configuration of above listed hardware devices 176

Engineer Review 1

Project Management 1

Certification and Testing of above listed hardware devices 1

User Acceptance Testing 1

IV. CONFORMANCE STANDARDS:

A. The contractor shall ensure equipment and software operate in full compliance with OEM specifications, including all updates/patches.

B. Work shall conform to applicable Federal, State, and Local requirements, including but not limited to: AAMI, The Joint Commission (JCAHO), NFPA-99, CDRH, AHA, IEEE, UL, OSHA, CAP, and VAMC SOPs.

C. System performance shall comply with the latest editions of NFPA-99, UL, OSHA, VA, and

CDRH requirement.

D. All penetrations made during the installation must be properly fire-blocked using an approved fire-stopping compound. Approved materials should be confirmed with Safety and/or

Construction prior to installation.

E. All infection control mandates must be followed. An Infection Control Risk Assessment must be performed.

V. HOURS OF COVERAGE

A. Standards hours of performance are Monday-Friday 8:00 AM – 6:00 PM CST, excluding federal holidays.

B. The Government observes Federal holidays: New Year’s Day, Martin Luther King Jr. Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, Christmas Day, and any other day designated by Federal statute, Executive Order, or Presidential proclamation.

VI. CONTRACT DISCREPANCY REPORT (CDR) AND DAMAGES

A. The Contractor shall be liable for losses in operational capability resulting from significant system downtime caused by Contractor performance issues.

B. A CDR shall be issued for performance below Acceptable Quality Levels (AQL). The Contractor shall provide a corrective action plan within five (5) business days. Continued deficiencies will be reported to the CO.

C. The Contractor shall be liable for any damage to Government property caused by its personnel.

VII. PAYMENT

Invoices shall be submitted in arrears on a monthly or quarterly basis and shall include, at minimum:

Contract Number, Purchase Order Number, item(s) covered (including serial numbers where applicable), and service period.

VIII. COMPETENCY OF PERSONNEL SERVICE EQUIPMENT:

A. The Contractor shall maintain an established business with a staffed office and full-time personnel, including a primary and backup Field Service Engineer (FSE).

B. “Fully Qualified” personnel shall be OEM-certified by Centrak and possess ≥ 2 years of RTLS experience (installation, calibration, preventive and corrective maintenance).

C. All work shall be performed by OEM-authorized, fully qualified personnel. The Contractor shall provide credentials and proof of certification upon request. The Government reserves the right to reject personnel lacking proper certification or qualifications.

D. Any subcontractor(s) must be preapproved by the COR and submitted to the CO for approval prior to use.

IX. PRIVACY/SECURITY

The Contractor will require access to VA systems for software upgrades and maintenance, which may involve exposure to PHI (e.g., screenshots, databases). All electronic storage devices (e.g., hard drives) shall be turned into the Information System Security Officer (ISSO) upon replacement or repair and shall not be removed from VA property.

The following standard items relate to records generated in executing the contract and should be included in a typical Electronic Information Systems (EIS) procurement contract:

1. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33;

Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and

Part 1228.

2. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest.

3. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records.

4. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the

Freedom of Information Act.

5. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract.

6. The Government Agency owns the rights to all data/records produced as part of this contract.

7. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data.

8. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974.

These policies include the preservation of all records created or received regardless of format

[paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.].

9. No disposition of documents will be allowed without the prior written consent of the Contracting

Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules.

10. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract.

The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information.

Source: The National Archives Records Administration (NARA). http://www.archives.gov/records-mgmt/handbook/records-mgmt-language.html

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