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V19 RTLS Asset Tracking Expansion


Texas, United States
Government : Federal
RFP
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This is a Sources Sought Notice Only. The Department of Veterans Affairs has a potential requirement to expand existing Real Time Location System (RTLS) Installation at seven medical centers in Veteran Integrated Service Networks (VISN) 19. The purpose of this procurement is to extend coverage areas, configure existing hardware that is not yet configured, and re-configure system software to meet facility needs.VA intends to issue a Request for Proposal on an Other Than Full and Open Competition basis in accordance with Federal Acquisition Regulation (FAR) Subpart 6.302-1 entitled, Only One Responsible Source and No Other Supplies or Services Will Satisfy Agency Requirements. VA s existing Asset Tracking solution uses Active Tags. AT is one of three RTLS business use cases deployed by VA, and one of eight that VA has identified. At those VISN facilities currently operating AT, AT data is collected and transferred from the CenTrak system to the Intelligent InSites system. InSites for AT, is a RTLS specific Business Intelligent platform that leverages location-based data to provide users with the following information: 1. A real-time GUI display of location status for individual assets. 2. A set of statistically based reports and dashboards that present the state of the RTLS inventory, as well as the employment of individual assets. RTLS users may access and use individual application functionality directly from CenTrak or from InSites. The InSites implementation can also be interfaced to VA s Veterans Information Systems and Technology Architecture (VISTA) Automated Engineering Management System /Medical Equipment Reporting System (AEMS/MERS). AEMS-MERS is a VISTA legacy package that supports IT Equipment management, transfer and tracking. Currently, MuleSoft Enterprise Service Bus (ESB) is deployed as part of the interface solution to VISTA. The use of Intelligent Insites and Centrak is essential to the Government s requirements, thereby precluding consideration of a product manufactured by another company.

This notice is issued solely for information and planning purposes it does not constitute a Request for Quote (RFQ)/Invitation for Bid (IFB)/Request for Proposal (RFP) or a promise to issue an RFQ, IFB or RFP in the future. This notice does not commit the VA to contract for any supply or service. Further, the VA is not seeking quotes, bids or proposals at this time and will not accept unsolicited proposals in response to this sources sought notice. The VA will not pay for any information or administrative costs incurred in response to this notice. Submittals will not be returned to the responder. Not responding to this notice does not preclude participation in any future RFQ or IFB or RFP, if any is issued. If a solicitation is released, it will be synopsized on the Governmentwide Point of Entry. It is the responsibility of potential offerors to monitor the Governmentwide Point of Entry for additional information pertaining to this requirement.

Provide a summary of your technical capability to meet the requirements outlined in the performance work statement (PWS), including any specific experience with similar requirements. Please include a brief explanation of how you would approach this requirement, including work sizing/process (to include proposed labor categories and estimated number of monthly hours required) and a Rough Order of Magnitude or unofficial pricing. This should be limited to no more than 10 pages.
Some of our requirements are software configuration only (separate building 150 from building 154 in FHM, configure installed monitors in MUS and OKC).B Is further information required for these items?B If so, provide the information required.B
Is there enough information in Attachment D to provide a proposal?
If no, what additional information would be helpful?B Do you have a suggested format for the information (i.e. spreadsheet format to which we can translate this information and additional information)
For non clinical grade areas, please provide recommended solutions and options for 1) wifi, fingerprinting, and Clinical Grade Location (CGL) remediation hardware 2) wifi and CGL remediation hardware 3) CGL remediation hardware only
VA intends to have required hardware listed as separately priced optional line items. Modifications to add exact quantities will be done after site assessments have been completed. Are separate site assessments required in order to provide a FFP proposal? Or should site assessments be a separate requirement/contract? Is the proposed CLIN structure acceptable, or do you recommend something different?

Proposed CLIN Structure Per Site. All CLINs will be firm fixed price:
CLIN 0001: Site Assessment
CLIN 0002: Installation and all other services
CLIN 0003-000X: Optional Hardware

Could all sites be done simultaneously? What is the proposed schedule for completion?

Please provide an estimated percentage breakdown of cost of services vs cost of new hardware/software?


In response to this sources sought, please provide: Name of the firm, point of contact, phone number, email address, DUNS number, CAGE code, a statement regarding small business status (including small business type (s)/certifications(s) such as SDB, 8(a), HUBZone, SDVOSB, WOSB, etc.) and the corresponding NAICS code.

Small businesses should also include information as to:

The intent and ability to meet set-aside requirements for performance of this effort, if applicable.

Information as to propose teaming arrangements, the percentage of work each is to perform and which PWS requirements are planned to be subcontracted, if applicable.

Whether at least 50% of the cost of labor is planned to be expended for prime employees or employees of other eligible small business firms. This should also include the prime planned percentage and if under 50%, the names of the potential team members that may be used to fulfill the 50% requirement.

4. Please identify any contract vehicles you currently have for which this requirement may be within scope (eg GSA FSS, NASA SEWP, VETS GWAC, T4NG, etc)

5. Please provide any questions, recommendations, or other feedback you may have in regards to this requirement.



Below is an excerpt of the draft PWS:
Background: Real Time Location System (RTLS) Asset Tracking (AT) capability is currently provided by CenTrak RTLS Technology and Intelligent InSites Middleware in the VA Medical Centers and by OAT Systems in the VA Consolidated Mail Order Pharmacies (CMOPs). Both are supplemented via the Intelligent InSites Asset Management Business Intelligent (BI) Solution. RTLS technology combines a variety of signaling and wireless communication methods to determine the location of tagged assets. Knowing the location of tagged assets can be used to speed up annual inventory, locate equipment, reduce theft/loss, track patients and track staff to improve workflow.

Active RTLS technology uses tags that transmit a Radio Frequency ID (RFID) through Wi-Fi at a regular interval. The same tags may also listen for and report the receipt of other signaling technologies like infrared (IR) or low frequency (LF) emitters. These technologies are designed for room level accuracy.



SCOPE OF WORK

Initial deployment of the system covered targeted areas of the medical center. The purpose of this procurement is to extend coverage areas, configure existing hardware that is not yet configured, and re-configure system software to meet facility needs. The Contractor shall provide project management, hardware installation, hardware configuration, software configuration and system testing.

VA s Asset Tracking solution uses Active Tags. AT is one of three RTLS business use cases deployed by VA, and one of eight that VA has identified. At those VISN facilities currently operating AT, AT data is collected and transferred from the CenTrak system to the Intelligent InSites system. InSites for AT, is a RTLS specific Business Intelligent platform that leverages location-based data to provide users with the following information:
A real-time GUI display of location status for individual assets
A set of statistically based reports and dashboards that present the state of the RTLS inventory, as well as the employment of individual assets.
RTLS users may access and use individual application functionality directly from CenTrak or from InSites. The InSites implementation can also be interfaced to VA s Veterans Information Systems and Technology Architecture (VISTA) Automated Engineering Management System /Medical Equipment Reporting System (AEMS/MERS).

AEMS-MERS is a VISTA legacy package that supports IT Equipment management, transfer and tracking. Currently, MuleSoft Enterprise Service Bus (ESB) is deployed as part of the interface solution to VISTA

Two peripheral, but important components of the RTLS infrastructure not previously noted is their use of storage area network (SAN) subsystems and F5 load balancers. The VISN RTLS Server Infrastructure SAN has 21 Terabytes (TBs) of space, while the VAMC SANs have 7 TBs. Also, a pair of F5 Load Balancers are deployed in the server rack of each VISN, VISN DR (Disaster Recovery) and CMOP configuration. The Muskogee and Oklahoma City locations utilize the VISN 16 infrastructure on AITC.


PERFORMANCE PERIOD

The Period of Performance for this contract is To Be Determined. (VA anticipates this work to be completed in 6-12 months. However, at this time, it has not been determined if work at each site should be completed simultaneously or separate.

Place of Performance
Facility ID
Facility Name
Address
436-FHM
Montana HCS
3687 Veterans Drive Fort Harrison, MT 59636
575-GRJ
Grand Junction VAMC
2121 North Avenue Grand Junction, CO 81501
623-MUS
Eastern Oklahoma VAMC
1011 Honor Heights Dr.B Muskogee, OK 74401
635-OKC
Oklahoma City VAMC
921 NE 13th Street Oklahoma City, OK 73104
666-SHE
Sheridan VAMC
1898 Fort Road Sheridan, WY 82801
660-SLC
Salt Lake City HCS
500 Foothill Drive Salt Lake City, UT 84148
442-CHY
Cheyenne VAMC
2360 East Pershing Blvd Cheyenne, WY 82001

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.B Include all estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.

The following are VA s estimates for amount of time required:
Fort Harrison, MT
Site Assessment 3 days
Hardware installation 10 days
Facility acceptance testing 3 days
Grand Junction, CO
Site Assessment 3 days
Hardware installation 20 days
Facility acceptance testing 5 days
Muskogee, OK
Site Assessment 3 days
Hardware installation 10 days
Facility acceptance testing 3 days
Oklahoma City, OK
Site Assessment 3 days
Hardware installation 20 days
Facility acceptance testing 5 days
Sheridan, WY
Site Assessment 3 days
Hardware installation 20 days
Facility acceptance testing 5 days
Salt Lake City, UT
Site Assessment ONLY 3 days
Cheyenne, WY
Site Assessment ONLY 3 days


SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

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. B The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support.B B 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 Contractor shall submit a high-level schedule including milestones as part of the Proposal.

In addition to the above, the CPMP shall contain an MS Project Schedule that

1. Contains Milestones and deliverable dates at each VISN Facility.

2. Contains Government dependencies (e.g., document acceptance) and be broken out by facility.

3. 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.

REPORTING REQUIREMENTS
The Contractor shall provide the COR with Monthly Status Reports in electronic form in Microsoft Office and Project formats.B The report 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 Monthly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period.B The report shall also identify any problems that arose and a description of how the problems were resolved.B 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 Electronic and Information Technology (EIT) 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.

SITE ASSESSMENT
The Contractor shall perform a site assessment at sites listed in Table 8 to provide a full scope of requirements for site needs. The Contractor shall coordinate with the COR and site POCs to schedule and perform the site assessments within (45) days of the contract award date.
Anticipated expansion requirements are listed in Attachment D RTLS expansion requirements.

The Contractor shall provide the COR an AT Site Assessment Report that outlines all requirements per site to include hardware and service. Line items should be listed in an excel format with the description of the item, quantity, cost per unit, and total cost.

Deliverables:
Assessment Report for each site
WIRELESS TECHNOLOGY
In addition to clinical grade location (CGL) infrastructure, the Contractor may utilize the existing Wi-Fi infrastructure at each facility as the core active tag ranging and distance measurement (communication between tag and reader). The Contractor shall notify the Government via email when known existing Wi-Fi infrastructure at each facility is not available or is insufficient and supplemental technologies will be required where Wi-Fi is not available or insufficient to achieve the resolution objectives of the applications.

FINGERPRINTING
The Contractor may implement RTLS Fingerprinting Technology. The Contractor shall work with VA staff to gain access to all rooms and minimize disruption of patient care. Fingerprinting Technology is utilized to determine location in Wi-Fi covered areas. Fingerprinting technology captures signal strength from multiple RTLS Active tags received by the Access Points. Data is collected throughout the facility and utilized by Centrak to determine the location of an asset.

HARDWARE INSTALLATION
The Contractor shall provide and install all necessary RTLS hardware components delivered to sites. The Contractor shall coordinate with the COR and site POCs to schedule installation.
The Contractor shall install RTLS supporting hardware and components so as to blend in (or not be visible at all), with the general surface treatments of the facility. The Contractor shall install RTLS components so as 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. This installation shall occur during normal business hours. This may include use of containment units for any above the ceiling work.

The Contractor shall ensure that a copy of the signed Receiving Report is furnished to the COR once components are delivered. The Contractor shall submit a copy of the final signed Receiving Reports for each Facility.
Confirmation of the order and delivery of the components
Reconciliation (if any) of what was planned to be delivered versus what was actually delivered. Details of where items were delivered, what time they were delivered, and who from the Government received them

AT APPLICATION SOFTWARE CONFIGURATION
Per hardware design changes, the Contractor shall update rendering and regioning maps in CenTrak GMS and Intelligent InSites applications. Naming shall conform to data standards as outlined in the RTLS Enterprise Data Architecture (EDA) Standards Workbook. Further, the Contractor shall provide configuration updates for existing hardware as defined in Attachment D.

FACILITY 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 system enhancements shall be tested to certify Proof of Performance to include Clinical Grade Location Accuracy of 100%. Active tags in non-clinical grade location areas shall accurately report the vertical (floor) location 100% of the time and horizontal location within 10 meters with an accuracy of 97%. 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 test results.

Deliverables:
Montana HCS AT Facility Acceptance Test Report
Grand Junction VAMC AT Facility Acceptance Test Report
Eastern Oklahoma VAMC AT Facility Acceptance Test Report
Oklahoma City VAMC AT Facility Acceptance Test Report
Sheridan VAMC AT Facility Acceptance Test Report

FINAL HARDWARE DESIGN DOCUMENTS
The Contractor shall update the Facility RTLS Hardware Deployment Design Document with the final hardware configuration for each facility. The Final Hardware Design Document (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 also in a table excel spreadsheet format. This document shall include:
Final quantity and location of hardware identified in the Preliminary Hardware Design Document that was installed to meet the goals of the RTLS applications being deployed at each Facility. The information provided shall include the Centrak Hardware Type, Hardware Unique Identification Device #, Hardware Serial Number, and Bldg, Floor, and Room number where it was installed.

Deliverables:
Montana HCS AT Final Hardware Deployment Design Document
Grand Junction VAMC AT Final Hardware Deployment Design Document
Eastern Oklahoma VAMC AT Final Hardware Deployment Design Document
Oklahoma City VAMC AT Final Hardware Deployment Design Document
Sheridan VAMC AT Final Hardware Deployment Design Document

SYSTEM ACCEPTANCE
VA Facility acceptance of system updates shall be based on Government approval of the following:
VA Approved Facility Acceptance Test Results
VA Approved Facility Final Hardware Design Document

WARRANTY SERVICES
All new RTLS equipment, hardware, and services performed under this optional expansion task shall be covered under the manufacturer s warranty and shall include all parts and labor and technical support for a minimum of one (1) year following acceptance by VA. The warranty shall be included in the system price and not priced separately. The Contractor shall either perform or manage all maintenance during the system warranty period. The Contractor shall oversee all sub-Contractor support, maintenance and warranties. The Contractor shall order and install all of the necessary RTLS hardware components delivered to the VISN facility locations.

Luke Makenzie
luke.mnakenzie@va.gov

Luke.Makenzie@va.gov

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