VA-25-00025829 VISN 9 RFID RTLS DRAFT PWS_040825 RFI.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration (VHA) Veteran Integrated Service Network 09 (VISN 09)

VISN 09 Radio Frequency Identification

Date: April 2, 2025

VA-25-00025829

PWS Version Number: 1.2

Contents

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 REPORTING REQUIREMENTS

5.2 <ADDITIONAL TASK(S)>

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

6.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT

(FICAM)

6.1.3 INTERNET PROTOCOL VERSION 6 (IPV6)

6.1.4 TRUSTED INTERNET CONNECTION (TIC)

6.1.5 STANDARD COMPUTER CONFIGURATION

6.1.6 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT

LINE MANAGEMENT (PLM)

6.1.7 PROCESS ASSET LIBRARY (PAL)

6.1.8 AUTHORITATIVE DATA SOURCES

6.1.9 SOCIAL SECURITY NUMBER (SSN) REDUCTION

6.1.10 SOFTWARE AND LICENSING REQUIREMENTS

6.2 SECURITY AND PRIVACY REQUIREMENTS

6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

6.4 PERFORMANCE METRICS

6.5 FACILITY/RESOURCE PROVISIONS

6.5 GOVERNMENT FURNISHED PROPERTY ....... Error! Bookmark not defined.

6.6 SHIPMENT OF HARDWARE OR EQUIPMENT

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM

SECURITY/PRIVACY LANGUAGE ................................. Error! Bookmark not defined.

1.0 BACKGROUND

The Department of Veterans Affairs (VA), Veterans Health Administration (VHA), Veterans Integrated Service Network (VISN) 9’s mission is to provide benefits and services to Veterans of the United States. In meeting these goals, VISN 9 strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

VISN 9 VA Medical Centers (VAMC) require a passive Radiofrequency Identification (RFID) solution in locating non-expendable equipment. Non- expendable (NX) equipment has certain criteria, (a) normally has, but is not limited to, an acquisition cost of $300 or more (an item classified as nonexpendable may cost less than $300, i.e.

refrigerators, microwave ovens, toasters, some typewriters, printers). (b) Has a life expectancy of two years or more. (c) Is of a sensitive nature which requires accountability/control regardless of cost, life expectancy, or maintenance requirements.

(d) NOTE: Sensitive property is defined as property, regardless of acquisition cost, that by its nature, is subject to theft, loss, conversion to personal use, or for some other reason, must be subjected to more stringent controls than other property. VHA Directives 1761 and 7002 require the annual inventory of all VHA distributed equipment.

Facilities within VISN 9 must conduct annual inventories per the directives mentioned.

This is completed by an intensive manual room to room search matching designated EE numbers. VISN 9 requires a RFID system which provides tags to the equipment with an RFID that can be recorded by a passive mobile scanner or a fixed scanner system. This allows a real-time inventory of equipment and real time tracking abilities. The RFID system must be approved by VHA to connect with the equipment inventory list software package in VA Automated Engineering Management System/Medical Equipment Reporting System (AEMS/MERS). Also, any peripheral equipment must conform to and be approved in the Technical Reference Manual so a Budget Tracking Tool (BTT) / Federal Information Technology Acquisition Reform Act (FITARA) can be approved.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. 44 U.S.C. § 3541-3549, “Federal Information Security Management Act (FISMA) of 2002”

2. “Federal Information Security Modernization Act of 2014”

3. Federal Information Processing Standards (FIPS) Publication 140-2, “Security

Requirements for Cryptographic Modules”

4. FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004

5. FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006

6. FIPS Pub 201-2, “Personal Identity Verification of Federal Employees and Contractors,” August 2013

7. 10 U.S.C. § 2224, "Defense Information Assurance Program"

8. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

9. Public Law 109-461, Veterans Benefits, Health Care, and Information

Technology Act of 2006, Title IX, Information Security Matters

10. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”

11. VA Directive 0710, “Personnel Security and Suitability Program,” June 4, 2010, https://www.va.gov/vapubs/index.cfm

12. VA Handbook 0710, “Personnel Security and Suitability Program,” May 2, 2016, https://www.va.gov/vapubs/index.cfm

13. VA Directive and Handbook 6102, “Internet/Intranet Services,” August 5, 2019

14. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and Guidelines,” January 18, 2017

15. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

16. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”

17. NIST SP 800-66 Rev. 1, “An Introductory Resource Guide for Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule,” October 2008

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended, January 18, 2017

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021

21. VA Handbook 6500, “Risk Management Framework for VA Information

Systems VA Information Security Program,” February 24, 2021

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” March 12, 2019

23. VA Handbook 6500.5, “Incorporating Security and Privacy into the System Development Lifecycle,” March 22, 2010

24. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (Appendix C updated April 22, 2024, VA Notice 24-12)

25. VA Handbook 6500.8, “Information System Contingency Planning,” April 6,

26. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018

27. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

28. OIT Process Asset Library (PAL), https://www.va.gov/process/ . Reference

Process Maps at https://www.va.gov/process/maps.asp and Artifact templates at https://www.va.gov/process/artifacts.asp https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs http://www.va.gov/vapubs https://www.va.gov/process/ https://www.va.gov/process/maps.asp https://www.va.gov/process/artifacts.asp

29. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

30. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy Impact Assessment,” October 15, 2014

31. VA Handbook 6508.1, “Procedures for Privacy Threshold Analysis and Privacy Impact Assessment,” July 30, 2015

32. VA Handbook 6510, “VA Identity and Access Management,” January 15,

33. VA Directive and Handbook 6513, “Secure External Connections,” October 12, 2017

34. VA Directive 6300, “Records and Information Management,” September 21,

35. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

36. NIST SP 800-37 Rev 2, “Risk Management Framework for Information

Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

37. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

38. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

39. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

40. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

41. OMB Memorandum M-19-17, “Enabling Mission Delivery Through IWPRoved Identity, Credential, and Access Management,” May 21, 2019

42. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

43. Federal Identity, Credential, and Access Management (FICAM) Roadmap and Implementation Guidance, December 2, 2011, (NOTE: Part A of the FICAM Roadmap and Implementation Guidance, v2.0, was replaced in 2015 with an updated Architecture (https://arch.idmanagement.gov/#what-is-the-ficam-architecture)

44. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

45. NIST SP 800-63-3, 800-63A, 800-63B, 800-63C, “Digital Identity Guidelines,” updated March 02, 2020

46. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

47. NIST SP 800-164, “Guidelines on Hardware-Rooted Security in Mobile

Devices (Draft),” October 2012

48. Draft National Institute of Standards and Technology Interagency Report

(NISTIR) 7981, “Mobile, PIV, and Authentication,” March 2014 https://www.va.gov/trm/TRMHomePage.aspx https://arch.idmanagement.gov/#what-is-the-ficam-architecture https://arch.idmanagement.gov/#what-is-the-ficam-architecture

49. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

50. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

51. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

52. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

53. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

54. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

55. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (Public Law 110–140), December 19, 2007

56. Section 104 of the Energy Policy Act of 2005, (Public Law 109–58), August 8,

57. Executive Order 13834, “Efficient Federal Operations,” dated May 17, 2018

58. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2,

59. VA Directive 0058, “VA Green Purchasing Program,” July 19, 2013

60. VA Handbook 0058, “VA Green Purchasing Program,” July 19, 2013

61. Office of Information Security (OIS) VAIQ #7424808 Memorandum, “Remote

Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

62. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

63. “Veteran Focused Integration Process (VIP) Guide 4.0,” January 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

64. VA Memorandum “Proper Use of Email and Other Messaging Services,”

January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

65. “DevSecOps Product Line Management Playbook” version 2.0, May 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

66. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

67. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol

Version 6 (IPv6),” November 19, 2020

68. Social Security Number (SSN) Fraud Prevention Act of 2017

69. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

3.0 SCOPE OF WORK

The Contractor shall provide the professional services, hardware, and software required for the implementation of a passive radiofrequency-based asset tagging system at the Robley Rex VA Medical Center, Louisville, KY. In addition, there may be future requirements to implement this system into additional VAMCs within VISN 9 to ensure compatibility across the VISN. These additional sites may be activated via the exercise of the Optional Task details in PWS Section 5.11. Software connectivity must have proven scalability and flexibility and be approved to integrate with the VA and established AEMS/MERS and Maximo interfaces.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The PoP shall be one 12 month base period with two option years and one optional task. The overall period of performance shall not exceed 48 months. The equipment deployment and software integration for the base requirement located at the Robley Rex Veterans Affairs Medical Center 4906 Brownsboro Road, Louisville, KY 40222 shall be within 10 months of the award, all other locations exercised under the optional task shall be within 12 months of the award.

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

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

Under current definitions, four are set by date:

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

If any of the above falls on a Saturday, then Friday shall be observed as a holiday.

Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

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

4.2 PLACE OF PERFORMANCE

The base task under this PWS shall be performed in the VAMC facility located at the Robley Rex Veterans Affairs Medical Center 4906 Brownsboro Road, Louisville, KY 40222 (New facility being built). Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR). Additional tasks may be performance at the following sites upon execution of the optional task under PWS 5.11.

• Alvin C York, 3400 Lebanon Pike, Murfreesboro, Tennessee 37129

• Tennessee Valley Healthcare System 1310 24th Ave South, Nashville, TN 37212

• Lexington VA Medical Center - Troy Bowling Campus 1101 Veterans Dr, Lexington, KY 40502

• Lexington VA Medical Center – Sousley Campus 2250 Leestown Road Lexington, KY 40511

• Lt. Col. Luke Weathers, JR VA Medical Center 1030 Jefferson Ave, Memphis, TN 38104

• James H. Quillen Department of Veterans Affairs Lamont Street & Veterans Way, Johnson City, TN 37684

4.3 TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The total estimated number of trips in support of the program related meetings for this effort is five. Additional travel for the locations listed below are possible. Anticipated locations include the following, estimated at three days in duration:

1. Robley Rex Veterans Affairs Medical Center 4906 Brownsboro Road, Louisville, KY 40222

2. Lexington Veterans Affairs Medical Center-Troy Bowling Campus 1101 Veterans

Dr. Lexington, KY 40206

3. Lexington Veterans Affairs Medical Center-Sousley Campus 2250 Leestown Rd

Lexington, KY 40511

4. Lt. Col. Luke Weathers, JR Veterans Affairs Medical Center 1030 Jefferson Ave

Memphis, TN 38104

5. Tennessee Valley Healthcare System 1310 24th Ave. Nashville, TN 37212

6. Alvin C. York Veterans Affairs Medical Center 3400 Lebanon Pike Murfreesboro, TN 37129

7. James H. Quillen Veterans Affairs Medical center Lamont Street & Veterans Way Johnson City, TN 37684

Travel shall be in accordance with the Federal Travel Regulations (FTR) and requires advanced concurrence by the COR. Contractor travel within the local commuting area will not be reimbursed.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA PM approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan

5.1.2 REPORTING REQUIREMENTS

The Contractor shall provide the COR with Weekly Progress Reports (WPR) in electronic form in Microsoft Work and Project formats. The WPR shall include detailed instructions/explanations for each required data element to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding month.

The WPR shall cover the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

A. Weekly Progress Report

5.2 SITE ASSESSMENT

The Contractor shall perform a detailed site assessment to provide a full scope of requirements for each site’s needs. A Community Based Outpatient Clinic (CBOC) in a different city shall be considered a different site for site assessment purposes. The Contractor shall coordinate with the COR and site POCs to schedule site assessments.

The Contractor shall conduct a pre-assessment conference call at least two weeks in advance of the site assessment. The Contractor shall coordinate the call with the COR to ensure attendance by facility stake holders and the Contractor’s subcontractor(s).

The Contractor shall provide a Site Assessment Report that outlines all requirements and line items per site to include hardware, software and services. Line items shall be listed in the format of the price schedule with the description of the item, quantity, price per unit, and Contract Line Item Number (CLIN). The Assessment Report shall include narrative and diagrams where appropriate to demonstrate understanding of the project goals. The assessment shall include a timeline for the entire project lifecycle with the following milestones defined as a minimum:

The Contractor shall ensure that hardware installed and configured do not interfere with other wireless technologies in the same environment. In the event of interference, the Contractor shall propose a plan for resolution of interference to the Government.

1. Equipment installation schedule

2. Limited installation capability demonstration

3. Equipment installation completion

4. User acceptance testing

5. User training

A. Site Assessment Report B. Wireless technology Interference Check

5.3 DESIGN

The Contractor shall provide a facility design of the line item type and location of the proposed RFID system.

5.3.1 TIME STAMP

The Contractor shall ensure all applications synchronize with internal VA site time standard. The synchronization of time on this network is critical in every aspect of managing, securing, planning, and debugging as it involves determining when an event occurred. The contractor proposal will outline the steps of the synchronization of the VA site time standard.

5.3.2 WIRELESS TECHNOLOGY

The Contractor shall utilize the existing Wi-Fi infrastructure at each facility for the implementation of the technology. The Contractor shall verify Wi-Fi compatibility in the site assessment and presented in the site assessment report.

5.3.3 HARDWARE AND SERVER DESIGN DOCUMENT

The Contractor shall ensure there is a Hardware and Server Design Document (HSDD) for each site. The Contractor shall update the HSDD throughout the period of performance so that it remains current with the existing design. The HSDD shall include:

1. Proposed changes, corrections and/or updates to the site assessment maps required with the site assessment report.

2. Proposed location for installation of hardware.

3. The Contractor shall provide a HSDD of the server configuration and architecture that shall be configured and optimized to meet the needs of the facility. This draft documentation shall include a diagram that lays out the server requirements at each location along with expected bandwidth utilization for the WAN links, expected application latency requirements, server specification (including power, BTUs, and network connections).

4. The Contractor shall provide the specification for the number of tags that can be supported per server

5.4 HARDWARE PROVISIONING AND CONFIGURATION

The Contractor shall provide all necessary hardware components delivered to sites as specified in the HSDD. The hardware provided shall be compatible with VISN 9’s existing software and additional proposed interface software. Hardware components shall include, but are not limited to, handheld RFID scanners, passive RFID tags, infrastructure components. Wireless hardware proposed shall be Federal Information Processing System (FIPS) compliant.

The Contractor shall coordinate with the COR and site POCs to schedule delivery and shall receive written or e-mail COR concurrence to ship hardware. The Contractor shall provide a copy of the signed Facility Receiving Report to the COR once components are delivered. The Contractor shall submit a copy of the signed Facility Receiving Reports for each site. The Facility Receiving Report shall contain:

1. Confirmation of the order and delivery of the components

2. Reconciliation (if any) of what was planned to be delivered versus what was delivered. Details of where items were delivered, what time they were delivered, and who from the Government received them.

A. Facility Receiving Report

5.4.1 INSTALLATION AND CONFIGURATION

The Contractor shall install all hardware components delivered to sites. The Contractor shall coordinate with the COR and site POCs to schedule installation.

The Contractor shall install supporting hardware and components to blend in (or not be visible at all) with the general surface treatments of the facility. The Contractor shall install components to have minimal impact on the business operations of the facility and meet applicable infection control and health and safety requirements such as Joint Commission and local Infection Control Risk Assessment (ICRA) findings and standards. Hardware installation shall occur during normal business hours. This may include use of containment units for any above the ceiling work.

When installation of an infrastructure device requires a data connection, the Contractor shall use existing data connections whenever possible. If a new data connection and cabling is required, the Contractor shall provide the cabling and the cabling services.

The Contractor shall provide rendered maps of installed infrastructure device locations (i.e., “as-built drawings”).

A. Rendered Map of Installed Infrastructure Device Locations

5.5 SOFTWARE PROVISIONING AND CONFIGURATION

5.5.1 HARDWARE-SPECIFIC SOFTWARE

The Contractor shall provide and install all necessary software compatible with the proposed hardware (i.e., middleware). The Government will provide virtual servers. If a virtual server platform is not feasible, the Contractor shall provision compatible physical servers for software installation. The Contractor shall provide a Software Installation Report. This Report shall include:

1) A list of all servers configured

2) Software and licenses that are installed on each server if required

3) Software validations

4) Server data architecture diagram

5) Deficiencies found and solutions

A. Software Installation Report

5.5.2 USER INTERFACE PROVISIONING AND CONFIGURATION

The User Interface (UI) shall be a web-based UI and include at minimum the following capabilities:

1. Web-based UI

2. Display individual item information to allow users to uniquely identify individual assets

3. Displays facility assets in a list view; assets may be searched by asset number (identifier), asset type, asset model, asset manufacturer, or tag ID

4. Display facility assets in a map view; asset location shall be displayed on a facility floorplan in a pictographic method

5. Equipment reports to include Information Technology and non-information technology equipment

6. Asset information may be exported from the system in an excel format

7. Fully customizable business rules

8. Asset egress alerts (capability may be developed as designated by VA)

9. Equipment Report generation and integration with Microsoft® Power Bi

The UI shall be capable of interfacing with the following automated inventory management system / computerized inventory and maintenance management systems

(CMMS):

1. VA Automated Engineering Management System/Medical Equipment Reporting System (AEMS-MERS)

2. IBM Maximo® Enterprise Asset Management System (Maximo EAM)

3. Nuvolo©

The interface for data exchange between the UI and VA AEMS- MERS/Maximo®/Nuvolo© shall at least be bidirectional and have at least the following capabilities:

1. Provide the UI and VA-AEMS/MERS and Maximo AEM the ability to identify a unique asset using a combination of unique asset ID and facility number.

2. Update the UI at least once every 24 hours.

3. Allow the UI shall display individual asset information from VA-AEMS/MERS and Maximo AEM to allow user to unique identify individual assets.

4. Provide designated users the capability to adjust the periodicity of bidirectional updates.

5. Post inventory date and time to VA-AEMS/MERS and Maximo AEM

6. Have the option to be run on demand

7. Update the UI with space creation from VA-AEMS/MERS and Maximo AEM

8. Update the UI when an asset has been decommissioned in VA-AEMS/MERS and Maximo AEM

9. Stop sending location/inventory date updates to VA-AEMS/MERS and

Maximo AEM when assets are marked as decommissioned in the UI.

5.6 PROFESSIONAL SERVICES

5.6.1 ASSET TAGGING

The Contractor shall provision all hardware and software required for tagging and commissioning of assets, for locations identified in Paragraph 4.2 including passive RFID tags. The Contractor shall create and provide a Tagging and Commissioning Plan prior to beginning the tagging process for review and approval by the Government.

Once approved, this plan shall be integrated into the CPMP. This Plan shall include:

1. Identification of Assets to be tagged.

2. A schedule during normal business hours (not to interrupt business operations) to tag all assets.

3. Guidance and instructions on tag placement (unless provided by the

Government).

4. Method for quality control of tag placement and commissioned data.

5. Method for taking corrective actions on misplaced tags, defective tags, assets that cannot be located, incorrect information in the database, and other errors that can occur during the tagging and commissioning process.

6. Documentation to allow the Government to perform the tagging and commissioning process.

Upon COR approval of the Tagging and Commissioning Plan, the Contractor shall execute and report on tagging and commissioning operations weekly with the COR either through email or status calls, and in the Monthly Progress Reports.

Deliverable:

A. Tagging and Commissioning Plan B. Tagging and Commissioning Instruction

5.6.2 SYSTEM ADMISTRATION

The Contractor shall provide Database and System Administration services during the implementation and warranty period. The System Administration Services shall include:

1. Performing monthly periodic system health checks on servers and databases, including monitoring application logs

2. Security compliance and remediation of application related vulnerabilities

3. Applying Monthly OS security patches provided by VA OIT

4. Troubleshooting connectivity issues

5. Troubleshooting startup/shutdown server and application issues

6. Implementing software updates and upgrades

5.6.3 PROFESSIONAL SERVICES HOURS

The Contractor shall provide service hours as requested by the Government for all tasks associated with:

1. System and software configuration and administration

2. Software and hardware compliance with VA standards

3. Workflow solutions and implementation

4. Project planning and management

5. Analytics and business intelligence

5.7 ACCEPTANCE TESTING

The Contractor shall create and provide an Acceptance Test Plan. A single Acceptance Test Plan is required to define testing methodology. The testing shall, but not be limited to, network integration, asset tagging and scanning of designated areas, The Contractor shall not execute testing until the Government approves the Acceptance Test Plan.

A. Acceptance Test Plan

5.7.1 PHASE 1: PERFORMANCE PLAN TESTING

The Contractor shall perform testing on the system and/or system enhancements to certify Proof of Performance to include room-level location accuracy of 95%. The Contractor shall test and verify that all system functions and specification requirements are met and operational, and no unwanted effects, such as signal distortion or interference with other facility devices are present. The Contractor shall provide VA with a copy of the performance test plan methodology and test results.

If the system does not meet requirements and additional remediation hardware is required, the Contractor shall provide a list that outlines additional requirements per site to include hardware, software, and service in the Facility Remediation Hardware Report.

The Contractor will expedite the remediation of the issues that have caused the acceptance failure and perform another testing within a two week period.

The Contractor shall provide the Final Hardware Deployment Document (FHDD). The FHDD shall include complete hardware configuration, including any additional hardware purchased under this contract. This document shall be in the format of a .pdf floor map layout and in a table excel spreadsheet format. This document shall include the final quantity and location of hardware identified in the Hardware Design Document that was installed to meet the goals of the applications being deployed at each facility. The information provided shall include the Hardware Unique Identification Device #, Hardware Serial Number, and Building, Floor, and Room number where it was installed.

A. Performance Plan B. Facility Remediation Hardware Report

Final Hardware Deployment Document

5.7.2 PHASE 2: USER ACCEPTANCE TESTING

The Contractor shall schedule an acceptance test date and provide VA 30 days written notice prior to the date the acceptance test is expected to begin. The notification of the acceptance test shall include the expected length (in time) of the test(s). The Contractor shall provide certified/qualified personnel to assist VA with performing this testing. The Contractor shall provide VA with a copy of the acceptance test plan methodology and test results no later than five days after testing. At the Government’s discretion, the test results may be accepted without meeting the above location accuracy requirements.

At a minimum, the Acceptance Test Report shall provide a rating of location accuracy for each of the locations within scope to the smallest division requested (e.g., bay accuracy – room accuracy – area accuracy – floor accuracy – building accuracy). The report shall be in an excel format and provide the tag ID, location, division, and accuracy rating (does or does not meet defined requirements). The overall location accuracies shall be calculated and displayed respectively in the report. The proposed format of the Acceptance Test Report shall be included in the Acceptance Test Plan.

Period of performance starts after user acceptance.

A. User Acceptance Test Plan B. Facility Acceptance Test Report

5.8 TRANSITION PLANNING

The Contractor shall develop a Transition Plan for sites after implementation. The Transition Plans shall include a detailed procedure to transition all duties to Government staff by the end of the contract in the form of a Responsible, Accountable, Consulted and Informed (RACI) matrix. The Contractor shall submit a Transition Plan that addresses transitioning daily operational oversight of the system of at each facility including all hardware and software as well as maintenance, repair and configuration management procedures. Once the Transition Plans are approved by the Government, the Contractor shall execute those plans.

The Contractor shall provide User and Technical Manuals that shall include all components of the system.

1. Two Hard Copies of operator's instruction manuals per facility

2. Two Hard Copies of complete technical service manuals including detailed troubleshooting guides, necessary diagnostic software, service keys, schematic diagrams, and parts lists per facility

A. Transition Plan B. User and Technical Manuals

5.9 TRAINING REQUIREMENTS

The Contractor shall develop and provide a Training Plan and deliver onsite or remote training, workshop, and consulting services as designated by VA. The Contractor shall provide multiple offerings for each user interface and software to be used. The Contractor shall provide training at the request of the COR. The Contractor shall provide certified/qualified personnel and conduct both on-site and remote training sessions for:

1. Biomedical Engineering technical trainings for asset tracking

2. Application training for inventory managers

3. Inventory management training for asset tracking

4. Non-technical user and administrator training for asset tracking

The Contractor shall perform a full 8-hours of training within a 24-hour period. The contractor can break-up training events in blocks during each workday to accommodate different shifts.

The Contractor shall submit a Training Plan for each training for review and approval by the COR. The Training Plan shall include, at a minimum:

1. Training locations, training dates, and training times

2. Format, method and / or delivery of training (e.g. onsite, web based)

3. Training audience (e.g. technical repair, system user, system administrator)

4. Instructor profile and content information

The Contractor shall also provide Training Material, manuals and or quick reference guides, and Schedules for each training event and complete those events in accordance with the approved Training Plan. The Government will provide an attendee list prior to event to allow for Contractor planning and preparation. Once each Training Event is completed, the Contractor shall provide the following:

1. Facility-specific list of the attendees for each training session

2. The Contractor staff that conducted the training

A. Hard Copies Training Plan B. Hard Copies Training Material and Schedules

5.10 WARRANTY SERVICES

All new equipment, hardware, and services performed under this Contract shall be covered under the manufacturer’s warranty and shall include all parts and labor and technical support for one year following acceptance by VA. The Contractor shall perform all maintenance during the system warranty period. The Contractor shall oversee all sub-Contractor support, maintenance, and warranties. Service Maintenance Agreements (SMA) for hardware and software provided under this Contract shall be included respectively during the warranty period. The Contractor shall provide Database and System Administration services during the warranty period. The Contractor shall provide additional provision warranty and SMA as required by the Government beyond the 1-year warranty period. The Contractor shall provide a Warranty Status Report, detailing hardware and software specifications and warranty end dates, in accordance with the start of each warranty period.

VA staff members shall handle initial trouble calls from end users. Issues, which cannot be resolved by VA staff, shall be referred to the Contractor by VA technical support staff.

The Contractor shall provide methods for requesting technical support from the Contractor including telephone and e-mail. The Help Desk shall be staffed from 8am to 5pm MDT. The help desk shall respond to calls within two hours after receiving the initial call. The Contractor shall coordinate with the VA POC to schedule on-site service;

service shall be completed within 15 business days of the reported incident.

The Contractor will provide a monthly Help Desk Ticket report no later than 5 days after of the completion of the month.

Deliverable:

A. Warranty Status Report B. Help Desk Ticket Report

5.11 OPTIONAL TASK – ADDITIONAL VISN 9 SITES

Throughout the PoP, there may be additional requirements to implement a RFID system into the locations detailed in PWS section 4.2. These locations shall require the hardware, software, and services detailed in PWS section 5 and may be required in the base and/or each option period. The price shall be negotiated on a FFP basis prior to each exercise of the optional task. The Government will utilize the proposed FFP labor rates and equipment price list which shall be incorporated into the order at time of award and as set forth in the Price Schedule. Prior to each option exercise the Government shall provide a summary of the requirement and required services and equipment. The Contractor shall provide an Execution Plan (EP) detailed the proposed services and equipment required to resolve the problem. The EP shall include a description of the Contractor’s approach and the proposed labor hours and equipment required. The price proposal in the EP shall establish the price for each task. If the proposed approach, labor hours and equipment are approved by the VA PM, COR and Contracting Officer, they shall be executed via a modification in the amount specified.

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OIT. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

6.1.2 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT

(FICAM)

The Contractor shall ensure Commercial Off-The-Shelf (COTS) product(s), software configuration and customization, and/or new software are Personal Identity Verification (PIV) card-enabled by accepting HSPD-12 PIV credentials using VA Enterprise Technical Architecture (ETA), https://www.ea.oit.va.gov/EAOIT/VA_EA/Enterprise_Technical_Architecture.asp, and VA Identity and Access Management (IAM) approved enterprise design and integration patterns, https://www.oit.va.gov/library/recurring/edp/index.cfm. The Contractor shall ensure all Contractor delivered applications and systems comply with the VA Identity, Credential, and Access Management policies and guidelines set forth in VA Handbook 6510 VA Identity and Access Management, VA Handbook 0735 Homeland Security Presidential Directive 12 (HSPD-12) Program, and align with the Federal Identity, Credential, and Access Management Roadmap and Implementation Guidance v2.0.

The Contractor shall ensure all Contractor delivered applications and systems provide user authentication services compliant with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-63-3, VA Handbook 6500 Appendix F, “VA System Security Controls”, and VA IAM enterprise requirements for direct, assertion based authentication, and/or trust based authentication, as determined by the design and integration patterns. Direct authentication at a minimum must include Public https://www.ea.oit.va.gov/EAOIT/VA_EA/Enterprise_Technical_Architecture.asp https://www.oit.va.gov/library/recurring/edp/index.cfm

Key Infrastructure (PKI) based authentication supportive of PIV card and/or Common Access Card (CAC), as determined by the business need.

The Contractor shall ensure all Contractor delivered applications and systems conform to the specific Identity and Access Management PIV requirements set forth in the Office of Management and Budget (OMB) Memoranda M-05-24, M-19-17, and NIST Federal Information Processing Standard (FIPS) 201-2. OMB Memoranda M-05-24 and M-19- 17 can be found at:

https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2005/m05- 24.pdf, and https://www.whitehouse.gov/wp-content/uploads/2019/05/M-19-17.pdf respectively. Contractor delivered applications and systems shall be on the FIPS 201-2 Approved Product List (APL). If the Contractor delivered application and system is not on the APL, the Contractor shall be responsible for taking the application and system through the FIPS 201 Evaluation Program.

The Contractor shall ensure all Contractor delivered applications and systems support:

1. Automated provisioning and are able to use enterprise provisioning service.

2. Interfacing with VA’s Master Person Index (MPI) to provision identity attributes, if the solution relies on VA user identities. MPI is the authoritative source for VA user identity data.

3. The VA defined unique identity (Secure Identifier [SEC ID] / Integrated Control Number [ICN]).

4. Multiple authenticators for a given identity and authenticators at every Authenticator Assurance Level (AAL) appropriate for the solution.

5. Identity proofing for each Identity Assurance Level (IAL) appropriate for the solution.

6. Federation for each Federation Assurance Level (FAL) appropriate for the solution, if applicable.

7. Two-factor authentication (2FA) through an applicable design pattern as outlined in VA Enterprise Design Patterns.

8. A Security Assertion Markup Language (SAML) implementation if the solution relies on assertion-based authentication. Additional assertion implementations, besides the required SAML assertion, may be provided as long as they are compliant with NIST SP 800-63-3 guidelines.

9. Authentication/account binding based on trusted Hypertext Transfer Protocol (HTTP) headers if the solution relies on Trust based authentication.

10. Role Based Access Control.

11. Auditing and reporting capabilities.

12. Compliance with VIEWS 00155984, PIV Logical Access Policy Clarification https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896.

https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2005/m05-24.pdf https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/memoranda/2005/m05-24.pdf https://www.whitehouse.gov/wp-content/uploads/2019/05/M-19-17.pdf https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

The required Assurance Levels for this specific effort are Identity Assurance Level 3, Authenticator Assurance Level 3, and Federation Assurance Level 3.

6.1.3 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g.

web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

6.1.4 TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“ (https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents). Any deviations must be approved by the VA TIC 3.0 Working Group at vaoisesatic30team@va.gov.

6.1.5 STANDARD COMPUTER CONFIGURATION

The Contractor IT end user solution that is developed for use on standard VA computers shall be compatible with and be supported on the standard VA operating system, currently Windows 10 (64bit), Edge (Chromium based), and 365 Apps for enterprise. Applications delivered to VA and intended to be deployed to Windows 10 workstations shall be delivered as a signed .msi package with switches for silent and unattended installation and updates shall be delivered in signed .msp file formats for easy deployment using Microsoft Endpoint Configuration Manager (CM) VA’s current desktop application deployment tool. Signing of the software code shall be through a vendor provided certificate that is trusted by VA using a code signing authority such as https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf file://R04.med.va.gov/V03/EAS/Users/vhaeasWymbsk/TEMPLATES--NEW%20TAC%20PROCESS/PWS%20TEMPLATE%20(DO%20NOT%20TOUCH)%20-%20In%20Process%20Revisions/DO%20NOT%20TOUCH%20(next%20version/IPv6/(https:/www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1 file://R04.med.va.gov/V03/EAS/Users/vhaeasWymbsk/TEMPLATES--NEW%20TAC%20PROCESS/PWS%20TEMPLATE%20(DO%20NOT%20TOUCH)%20-%20In%20Process%20Revisions/DO%20NOT%20TOUCH%20(next%20version/IPv6/(https:/www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1 https://doi.org/10.6028/NIST.SP.500-267Br1 https://doi.org/10.6028/NIST.SP.800-119 https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf https://www.cisa.gov/publication/tic-30-core-guidance-documents mailto:vaoisesatic30team@va.gov

Verizon/Cybertrust or Symantec/VeriSign. The Contractor shall also ensure and certify that their solution functions as expected when used from a standard VA computer, with non-admin, standard user rights that have been configured using the United States Government Configuration Baseline (USGCB) and Defense Information Systems Agency (DISA) Secure Technical Implementation Guide (STIG) specific to the particular client operating system being used.

6.1.6 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT

LINE MANAGEMENT (PLM)

The Contractor shall support VA efforts IAW the updated Veteran Focused Integration Process (VIP) and Product Line Management (PLM). The major focus of the new VIP is on Governance and Reporting and is less prescriptive, with a focus on outcomes and continuous delivery of value. Product Line Management (PLM) is a framework that focuses on delivering functional products that provide the highest priority work to customers while delivering simplified, reliable, and practical solutions to the business, medical staff, and our Veterans. The VIP Guide is a companion guide to the PLM Playbook and can be found at:

https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 and the PLM Playbook can be found at https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946. The PLM Playbook pivots from project-centric to product-centric delivery and contains descriptive practices that focuses on outcomes. The PLM Playbook contains a set of “plays” that implement Development, Security, and Operations (DevSecOps) principles and processes such as automated development, continuous integration/continuous delivery, and release on demand. The PLM Playbook details how product lines implement Lean-Agile principles, methods, practices, and techniques through levels of maturity.