Background - Veterans Affairs



MEDICAL CENTER A (SAMPLE) TOACQUISITION AND DEPLOYMENT OF REAL TIME LOCATION SYSTEMS (RTLS)DEPARTMENT OF VETERANS AFFAIRSHealth Care Efficiency - Facility Automation WorkgroupDate: 1/6/2012Contents TOC \o "1-2" \h \z \t "Heading 3,3" 1.0Background PAGEREF _Toc309123677 \h 52.0Acronyms and Applicable Documents PAGEREF _Toc309123678 \h 52.1Acronyms PAGEREF _Toc309123679 \h 52.2Applicable Documents PAGEREF _Toc309123680 \h 53.0Scope of Work PAGEREF _Toc309123681 \h 53.1Applicability PAGEREF _Toc309123682 \h 63.2Order Type PAGEREF _Toc309123683 \h 64.0Perfomance Details PAGEREF _Toc309123684 \h 74.1Performance Period PAGEREF _Toc309123685 \h 74.2Place of Performance PAGEREF _Toc309123686 \h 74.3Travel or Special Requirements PAGEREF _Toc309123687 \h 74.4Contract Management PAGEREF _Toc309123688 \h 74.4.1Government Support PAGEREF _Toc309123689 \h 74.4.2Contractor Support PAGEREF _Toc309123690 \h 84.5Government Furnished Property PAGEREF _Toc309123691 \h 94.5.1Government Furnished Staging Area PAGEREF _Toc309123692 \h 94.5.2Materials, Equipment, and Facilities PAGEREF _Toc309123693 \h 94.5.3Contractor Provided Materials, Equipment, and Facilities PAGEREF _Toc309123694 \h 104.6Information Security PAGEREF _Toc309123695 \h 104.6.1Information Security Checklist PAGEREF _Toc309123696 \h 104.6.2System Certification PAGEREF _Toc309123697 \h 114.6.3Position Sensitivity PAGEREF _Toc309123698 \h 115.0Specific Tasks and Deliverables PAGEREF _Toc309123699 \h 135.1Project Management PAGEREF _Toc309123700 \h 135.1.1Implementation Manager PAGEREF _Toc309123701 \h 135.1.2Site Visit PAGEREF _Toc309123702 \h 135.1.3Project Management Plan PAGEREF _Toc309123703 \h 145.1.4Meeting and Report Requirements PAGEREF _Toc309123704 \h 155.1.5RTLS Use Case(s) Development PAGEREF _Toc309123705 \h 165.1.6Use Case Documentation PAGEREF _Toc309123706 \h 175.1.7Use Case Acceptance Testing PAGEREF _Toc309123707 \h 175.1.8Use Case Training Materials PAGEREF _Toc309123708 \h 185.2RTLS Hardware and Software Acquisition and Implementation PAGEREF _Toc309123709 \h 195.2.1Singular RTLS Database Requirement PAGEREF _Toc309123710 \h 195.2.2Local RTLS Database Server PAGEREF _Toc309123711 \h 195.2.3Asset Management Use Case PAGEREF _Toc309123712 \h 195.2.4Temperature/Humidity Monitoring Use Case PAGEREF _Toc309123713 \h 235.2.5Sterilization, Processing, and Decontamination (SPD) Workflow Use Case PAGEREF _Toc309123714 \h 255.2.6Cardiac Catheterization Lab Supplies Use Case PAGEREF _Toc309123715 \h 295.2.7Hand Hygiene Use Case PAGEREF _Toc309123716 \h 305.2.8Emergency Department Flow Use Case PAGEREF _Toc309123717 \h 315.2.9Surgical Flow Use Case PAGEREF _Toc309123718 \h 335.2.10Staff Tracking Use Case PAGEREF _Toc309123719 \h 355.2.11Patient Tracking Use Case PAGEREF _Toc309123720 \h 365.2.12Patient Elopement Use Case PAGEREF _Toc309123721 \h 375.3RTLS Requirements General to all use cases PAGEREF _Toc309123722 \h 385.3.1VHA WiFi Performance Specification PAGEREF _Toc309123723 \h 385.3.2Systems Interfaces PAGEREF _Toc309123724 \h 385.3.3RTLS Expansion Capability PAGEREF _Toc309123725 \h 405.3.4Use Case Business Process Re-engineering PAGEREF _Toc309123726 \h 405.3.5Business Improvement Tools PAGEREF _Toc309123727 \h 405.3.6User Access Requirements PAGEREF _Toc309123728 \h 405.3.7Passive Tag Printers PAGEREF _Toc309123729 \h 415.3.8RTLS Staff Tracking Tag (Badge) PAGEREF _Toc309123730 \h 415.3.9Contractor Provided Tag Installation Service PAGEREF _Toc309123731 \h 415.3.10System Administration PAGEREF _Toc309123732 \h 425.3.11Training PAGEREF _Toc309123733 \h 425.3.12System Maintenance PAGEREF _Toc309123734 \h 425.3.13Continuity of Operations (COOP) and Disaster Recovery Plain (DRP) PAGEREF _Toc309123735 \h 435.3.14Engineering Change Proposals PAGEREF _Toc309123736 \h 435.4Performance Metrics PAGEREF _Toc309123737 \h 465.5Saftey and Environmental PAGEREF _Toc309123738 \h 475.6Organization Conflicts of Interest PAGEREF _Toc309123739 \h 476.0Contract Management Documents PAGEREF _Toc309123740 \h 48ATTACHMENT B: Engineering Change Proposals (ECP) PAGEREF _Toc309123741 \h 63BackgroundThis Task Order (TO) is being provided as a sample TO for a hospital (Medical Center A) RTLS implementation. Health care facilities face numerous clinical and business challenges, including managing and tracking assets, monitoring and distributing sterilized equipment, ensuring a stable climate for select specimens, and maintaining an efficient flow of employees and patients.? Some VA assets are currently tracked with barcode stickers, but this solution is limited to identification capabilities.? RTLS solutions are able to address many of the more complex challenges referenced above by providing additional capabilities beyond bar coding, such as the ability to track the location and flow of assets and people, as well as monitoring environmental factors, such as temperature.? These capabilities can result in improvements such as the design of processes to improve the efficiency and effectiveness of patient care, reductions in staff hours spent searching for equipment, and the ability to maintain more efficient (less expensive) inventory levels. The proposed acquisition is referred to as Veterans Health Administration (VHA) Integrated RTLS.? In support of VA Transformation Initiative Health Care Efficiency (HCE), VHA RTLS solutions shall support the objectives of focused healthcare efficiency and total asset visibility.? The VHA RTLS acquisition shall leverage the 802.11 infrastructure to provide an integrated solution for locating assets, monitoring temperature, tracking instrument and supply workflows, surgical flow, emergency department flow, hand hygiene compliance, staff tracking, and patient tracking (including elopement). Alternate technologies will need to be quoted for areas where WiFi is not available or will not provide required resolution. Incidental services include training, warranty, maintenance services and technical engineering services (TES).? Acronyms and Applicable DocumentsAcronymsFor the list of acronyms please refer to Base IDIQ PWS Section 4.1.Applicable DocumentsFor the list of applicable documents please refer to Base IDIQ PWS Section 4.2.Scope of WorkThis TO establishes the requirements for Contractor provided solutions in support of a RTLS implementation at Medical Center A. The Contractor shall propose a totally integrated RTLS solution encompassing hardware, software, and incidental services for Medical Center A. Incidental services include installation, configuration, user training, system administration, warranty service, maintenance training, on-going contracted services, and all associated documentation.?The Contractor shall utilize the existing 802.11 WiFi as the core active tag ranging and distance measurement (communication between tag and reader) RTLS solution at Medical Center A.?The Contractor shall add supplemental technologies as required to achieve specified location resolution.? In addition to active tags, passive tags incorporating Radio Frequency Identification (RFID) and other technologies shall be integrated with the RTLS as required to satisfy specific use cases. For the purposes of this TO, RTLS is defined as all systems providing real-time locating services as well as related technologies for the purpose of identifying, locating, and monitoring assets, supplies, workflows, and people within Medical Center A. The RTLS shall track unique items and individuals. The scope of this effort does not include any enhancements to the VA wireless or network infrastructure.ApplicabilityThis effort is within the scope of the basic RTLS contract. Requirements specific to the implementation of RTLS for Medical Center A are contained herein.Order TypeThe TO shall be Firm Fixed Price (FFP). Perfomance DetailsPerformance PeriodThe period of performance shall be 20 months. Place of PerformanceEfforts under this TO shall be performed at the following VA facilities: Health Care System Station # Campus Medical Center AIncludes one Community Based Outpatient Clinic (CBOC)XXXWork may be performed at remote locations, such as Contractor facilities with prior approval of the Contracting Officer Technical Representative (COTR).Travel or Special RequirementsThe Government anticipates travel under this effort to attend program-related meetings or conferences through the period of performance.? Include estimated travel costs in your firm-fixed price line items. These costs will not be directly reimbursed by the Government.Contract ManagementGovernment SupportContracting Officer’s Technical RepresentativeFor this TO, a COTR (RTLS Program Manager) will be designated. The COTR will be appointed by the Contracting Officer and duties will be delegated in an appointment letter. Contract surveillance duties will be defined and be in accordance with the Quality Assurance Surveillance Plan (QASP). The COTR designated for this TO will provide the Contractor access to all available Government furnished information, facilities, material, equipment, and services required to accomplish this TO.There will be a site-specific VHA point of contact (POC) assigned for all of the site installations. The site-specific POC shall coordinate all local activities between the Contractor and VHA clinical, Facilities Management, IT, and facility Security stake-holders. Contractor Support Contractor Program ManagementThe contractor shall provide a Program Manager who shall serve as the manager of the contract and shall be the Contractor’s single point of contact for the VA COR. The Program Manager shall be responsible for formulating and enforcing work standards, assigning schedules, and reviewing work discrepancies, communicating policies, purposes, and goals of the organization to the assigned Contractor personnel for all projects. The Program Manager shall manage all TO performance. The Contractor shall be available to meet with the Government at the Government facilities within 24 hours notice, without added cost to the Government. This Contractor function shall handle RTLS programmatic issues, facilitate information exchange, and enhance management coordination.The Contractor shall provide the following Program Management activities and services.Timely and sustained response to program issues and problems that occur during the execution of the contract as identified by the VA RTLS PMOConduct Project Progress Reviews (PPR)Provide Monthly Contract Status ReportProvide a Monthly Warranty Status ReportsProvide Monthly Equipment and Service Reports (MESR)Perform risk management activitiesPoints of ContactThe Contractor shall provide a list of Contractor points-of-contact to the COTR no later than ten calendar days after the TO award. The list shall include names, telephone number, facsimile numbers, and areas of responsibility for the Contract, addresses, and e-mail addresses. When a key point-of-contact is replaced, the Contractor shall notify the COTR no later than five workdays afterward.Work ControlAll program requirements to include deliverables, contract actions and data interchange shall be conducted in a digital environment using electronic and web-based applications. At minimum, such data shall be compatible with the Microsoft Office 2003? family of products, and Microsoft Windows XP? network protocols. The Government will designate a standard naming convention for all electronic submissions within 60 days after contract award. Electronic methods for the interchange of data/documents (to include deliverables and invoices) shall be required for the duration this ernment RightsThe Government will have full and unrestricted rights, in accordance with copyright laws and regulations, to use and reproduce for its own use, all documentation provided under this contract. The Contractor shall provide the VA RTLS user community with online access to, including the rights to download, all user manuals and software reference documentation for any piece of equipment that interfaces with a host computer system. User manuals and software documentation shall be submitted using Portable Document Format (PDF).Government Furnished PropertyVA will provide office space, telephone service and system access when authorized contractor staff work at a Government location as required in order to accomplish the tasks associated with this TO. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The COTR shall be the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.VA will provide access to VA specific systems/network, as required, for execution of the task via a site-to-site VPN or other technology, including access to VA specific software such as Veterans Health Information System and Technology Architecture (VistA). The Contractor shall utilize Government-provided software development and test accounts, document and requirements repositories, etc., as required, for the development, storage, maintenance and delivery of products within the scope of this TO. The Contractor shall transmit, store or otherwise maintain sensitive data or products within VA firewall in accordance with VA Handbook 6500.6 dated March 12, 2010. Government Furnished Staging AreaVA will identify an adequate and secure area(s) for the storage and staging of delivered RTLS tags and all other components at each facility. This area will have adequate AC power outlets and LAN connections as required to assemble and configure RTLS components. The staging area shall have adequate space for the affixation of RTLS tags to all appropriate items. The Contractor shall be responsible for maintaining the security of this staging area through consistent use of locking and area access permit standards.Materials, Equipment, and FacilitiesGovernment Furnished Property (GFP) which includes Government Furnished Material (GFM), Government Furnished Information (GFI), and Government Furnished Equipment (GFE) may be provided as identified in this TO. The Contractor shall be responsible for conducting all necessary examinations, inspections, maintenance, and tests upon receipt. The Contractor shall be responsible for reporting all inspection results, maintenance actions, losses, and damage to the Government through the VA Technology Acquisition Center (TAC) website. The VA may provide VA-specific software, as appropriate and required. The Contractor shall utilize VA provided software development and test accounts, document and requirements repositories and others as required for the development, storage, maintenance and delivery of products. Contractors shall comply with VA security policies and procedures with respect to protecting sensitive data.Contractor Provided Materials, Equipment, and FacilitiesHardware and SoftwareThe Contractor shall acquire and/or provide any hardware and/or software that is not provided as GFP, required to accomplish this TO (TO). The hardware and software required to accomplish this TO shall be maintainable for the life of the contract. Software integrity shall be maintained by the Contractor within the licensing agreement of the producer until such software is delivered to the Government, or otherwise disposed of in accordance with Government direction. Non-Developmental Items and Commercial ProcessesNon-Developmental Items (NDI), Commercial-Off-The-Shelf (COTS) and Government-Off-The-Shelf (GOTS) products shall be used to the maximum extent possible. The Contractor shall apply commercially available and industry best processes, standards and technologies to the maximum extent possible. A non-proprietary interface shall be the basis of system query language, configuration, and RTLS compatibility to existing VHA systems and databases.ConnectivityVA will allow the Contractor use of site-to-site Virtual Private Network (VPN) as appropriate. The VA may install equipment at the Contractor’s site to ensure security requirements are in place. The Contractor will bear the cost to provide external connectivity to the VA from a non-Government work site through VPN, and VA will provide the required account access accordingly. Other connectivity to VA systems may be authorized as appropriate to address the Use Case requirements of this TO. Information SecurityAll requirements in Section 9.0 and Addendum A of the Base IDIQ PWS apply to this rmation Security Checklist The Government will appoint an Information Security Officer (ISO) to review and assess the personal and other data risks introduced by Contractor access to VA data systems necessary to complete this TO. The ISO will apply the requirements of VA Handbook 6500.6 to this assessment. The RTLS Program Manager will complete 6500.6 Appendix A checklist for review and approval by the ISO. The security requirements of 6500.6 Appendices B and C will be attached to the procurement documents as directed per the ISO assessment.System CertificationThe Contractor shall develop a system security certification and accreditation plan in accordance to the agency’s security policies, procedures and regulations (see Deliverable A - paragraph 5.1.4.3). The VA 6500 Handbook, the agency’s Information Security Program, should be the primary source for certification and accreditation compliance.? This shall be done with cooperation and approval from an assigned agency Information Security Officer (ISO) and an agency Service, Delivery, and Engineering (SD&E) representative.? The Contractor shall also execute and provide all necessary data, files, documents to the agency with the goal of attaining both a security and an operational system certification as well as meeting all operational readiness requirements.? The Contractor shall ensure that all hardware and software meets all VA certification requirements needed to deploy them within the VA network.? Final documentation from VA certifying that the project has authority to operate shall be the major output of this task.? A Certificate of Authority to Operate is issued by the VA.Position SensitivityThe position sensitivity for system access by the Contractor’s Program Management, Engineering, Installation, and other Technical staff shall be assessed nationally and implemented by the VISN 23 Information Security Officer (ISO). Background checks of said personnel shall be performed as defined by the Position Sensitivity score of Moderate assigned to this TO (see chart on following page):Position SensitivityBackground Investigation (in accordance with Department of Veterans Affairs 0710 Handbook, “”Personnel Security Suitability Program,” Appendix A)LowNational Agency Check with Written Inquiries (NACI) A NACI is conducted by OPM and covers a 5-year period. It consists of a review of records contained in the OPM Security Investigations Index (SII) and the DOD Defense Central Investigations Index (DCII), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. In VA it is used for Non-sensitive or Low Risk positions.ModerateMinimum Background Investigation (MBI) A MBI is conducted by OPM and covers a 5-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check], a credit report covering a period of 5 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, law enforcement check; and a verification of the educational degree.High Background Investigation (BI) A BI is conducted by OPM and covers a 10-year period. It consists of a review of National Agency Check (NAC) records [OPM Security Investigations Index (SII), DOD Defense Central Investigations Index (DCII), FBI name check, and a FBI fingerprint check report], a credit report covering a period of 10 years, written inquiries to previous employers and references listed on the application for employment; an interview with the subject, spouse, neighbors, supervisor, co-workers; court records, law enforcement check, and a verification of the educational degree.Specific Tasks and Deliverables Project ManagementImplementation ManagerThe Contractor shall provide a dedicated, experienced single point of contact (implementation manager) to be responsible for the overall RTLS implementation for the VISN. The Contractor implementation manager shall be responsible for working with the VISN RTLS Program Manager and the COTR to:Develop the Project Management Plan (see 5.1.3, below)Define project deliverables and milestonesEffectively communicate the project schedule and milestones to VHA and Contractor team membersEnsure proper documentation is delivered to VHACoordinate, escalate and resolve Contractor-related project issuesRepresent the Contractor in status meetings and provide status reportsBe on-site during the implementation for a portion of the time during normal working hours to coordinate and manage Contractor personnelDevelop a change management plan to facilitate acceptance of business Process Workflow changes in conjunction with the VISN RTLS Program Manager. (add project milestones, payment schedules, task borders, etc)Site VisitPost-award Site VisitThe Contractor shall perform a Post-Award site assessment visit(s) in order to develop a project plan. At minimum, the site assessment should include a complete diagram of the entire area that shows the entire deployment of the RTLS system. The area diagrams shall be in AutoCAD format. Site assessment scheduling shall be coordinated with the TO COTR. The Contractor may update facility drawings and Engineering Space Files as required by individual clinical site assessment.When this TO is awarded, the VA facility will provide the Contractor with floor plan drawings, designating distinct areas on each of the floors where RTLS coverage is required. Each area will indicate the floor number, coverage area, number of rooms, type of unit, as well as the desired RTLS spatial resolution. The Contractor shall provide a preliminary plan defining technology and process to be applied at each Medical Center to satisfy the requirements of the Use Cases (5.2).The Contractor shall submit a preliminary hardware deployment design illustrating how the facility’s desired RTLS spatial resolution in each given location will be achieved. The preliminary design shall also include the quantity of readers recommended for each area and the scheme for reader connectivity with the RTLS database. All deliverables associated with this section shall be subject to review and acceptance by the COTR. Deliverables:Preliminary Facility Level Use Case DefinitionPreliminary Hardware Deployment DesignRadiofrequency Site SurveyThe Contractor shall review the VA supplied documentation of WiFi signal strength at the Medical Center and if desired shall conduct a site survey in order to confirm the Received Signal Strength (RSS), Access Point placement and configuration. Airmagnet Surveyor is the preferred VHA tool for WiFi systems design and survey. See the WiFi addendum to the Base IDIQ PWS for detail information regarding VA WiFi testing performance parameters, technical specifications, and other requirements.Utilizing Radio Frequency (RF) Spectrum analyzers, the Contractor shall analyze the RF activity in the desired frequency range that the RTLS solution will operate in order to assess the current activity and potential interference. The Contractor shall analyze RF and electromagnetic interference to the suspect active tag(s) caused by RF and electromagnet energy from non-intended sources e.g. power supplies, and from current wireless RF LAN and WAN infrastructure (i.e. Wi-Fi networks, Walkie-Talkies & other types of radio transceivers, Microwave communications, satellite, etc.).Deliverable: Contractor Review and Confirmation of WiFi Signal Strength Heat MapProject Management Plan The Contractor shall draft a Project Management Plan (PMP) which includes the approach, timeline and tools to be used in execution of the contract.? The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, tasks, and resource support.? The PMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the Base IDIQ PWS.? The initial baseline PMP shall be subject to approval by the COTR. Upon COTR approval, the PMP shall be assessed monthly and amended as required.? The Contractor shall update and maintain the COTR approved PMP throughout the period of performance.?In addition the PMP shall contain:Work Breakdown Structure describing the Contractor and medical center staff tasks and their interrelationships Risk Management Plan Quality Management PlanCommunications Management PlanProduct Support Plan – including methodology for supporting RTLS devices no longer available in the marketplaceHelpdesk Support ApproachChange Management ApproachTraining Development and Support Management and Reporting Methodology for Gathering, Validating and Generating ReportsLife-cycle Management PlanEnd of Contract Transition PlanRTLS Configuration Management Plan - The Contractor shall provide a schedule to sequence the completion of Use Case workflow configurations (e.g. proposed implementation date of SPD Dental workflow, proposed completion date of SPD Surgical workflow, etc)Deliverable: Project Management PlanMeeting and Report RequirementsKick-Off Meeting The Contractor shall conduct a project kick-off meeting within fourteen (14) work days after TO award to introduce the Government team to the Contractor’s overall operating plans and approach to this TO. The kick-off meeting shall be coordinated to meet the timing and location requirements of the COTR. This meeting shall include a presentation of staffing and quality plans, overall work plans, and integrated schedules. This meeting shall be held face to face at a Government designated facility, and shall address each of the Use Cases.Deliverable:? Kick-Off Meeting AgendaKick-Off Meeting MinutesOn-going Progress MeetingsThe Contractor shall also conduct weekly in-process review meetings to discuss development status, schedule, risks and any issues encountered. These weekly meetings shall be conducted rmation Security Plan (see 4.6)The Contractor shall submit a written response detailing all plans and measures to be taken to satisfy the VHA information security requirements as stated in the VA 6500 Information Security Handbook. Deliverable:System Security Certification and Accreditation PlanMonthly Progress ReportsThe Contractor shall track all performance against requirements that have been developed under the TO. The Contractor shall submit a monthly progress report of the degree to which RTLS has been implemented, including expected completion dates and related timelines. The monthly progress reports shall cover all work completed during 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. The Contractor shall monitor performance against the PMP and report any deviations. It is expected that the Contractor will keep in communication with the VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.The Contractor shall deliver these reports to the COTR in electronic form in Microsoft Word and Project formats.?Deliverable:Monthly Progress ReportRTLS Use Case(s) DevelopmentMedical Center A will establish workgroups per use case for the purpose of clarifying the facility and VISN specific use cases. The VA will furnish any existing Use Case information for each use case defined in this TO. The Contractor shall analyze the Use Case information provided by the VA. The Contractor shall work with Medical Center A workgroups to implement each use case, looking for both the commonalities and differences between facilities for each use case. The Contractor shall define the Workflows and Business Rules associated with each Use Case. The Contractor shall define default queries and reports for the different levels of the hierarchy (local facility / VISN / regional / national). Based on use case(s) development, the Contractor shall make updates to the common data model (as developed under the Enterprise System Engineering TO). The Contractor shall build the workflows, business rules, queries, and reports for the Use Case into the RTLS.Use Case DocumentationThe Contractor shall document the workflows, business rules, queries and reports in the Use Case Usage Document. The Use Case Usage Document shall contain detailed instructions on how to modify or add workflows and business rules for this use case in RTLS. The Contractor shall review the Use Case Usage Document with the workgroups and the COTR. The Contractor shall update the Use Case Usage Document and the design based on feedback provided by the workgroups and the COTR.Deliverables:SPD Usage DocumentTemperature Monitoring Usage DocumentHand Hygiene Usage DocumentEmergency Department Work Flow Use Case Usage DocumentSurgical Work Flow Use Case Usage DocumentStaff Tracking Usage DocumentPatient Tracking Use Case Usage DocumentPatient Elopement Usage DocumentUse Case Acceptance TestingThe Contractor shall create a Use Case Test Plan for the evaluation and acceptance of each of the specific Use Case solutions (see Section 5.2). The Contractor shall submit the Test Plan to the COTR for approval. The Test Plan shall apply Outcome-Based Test Metrics to assess RTLS performance.The Test Plan shall include a Use Case Acceptance Test with procedures and documentation necessary to assess the performance of the Use Case implementation in relation to the Outcome-Based Test Metrics. The Contractor shall execute the Use Case Acceptance Test upon installation of the specific Use Case solution at Medical Center A.? The Contractor shall demonstrate the results of the Acceptance Test to designated Medical Center A staff for approval. Upon completion and approval of the all Use Case Acceptance Tests at Medical Center A, the Contractor shall aggregate the results of said Acceptance Tests and prepare an Acceptance Test Report.? The Test Report shall include the outcome of the user functionality test to include: overall performance of the Use Case Acceptance Test, assessment of issues encountered, and lessons learned. Deliverables:Temperature Monitoring Test Plan Temperature Monitoring Outcome-Based Test MetricsSPD Test Plan SPD Outcome-Based Test MetricsHand Hygiene Test Plan Hand Hygiene Outcome-Based Test MetricsEmergency Department Work Flow Test Plan Emergency Department Work Flow Outcome-Based Test MetricsSurgical Work Flow Test Plan Surgical Work Flow Outcome-Based Test MetricsStaff Tracking Test PlanStaff Tracking Outcome-Based Test MetricsPatient Tracking Test PlanPatient Tracking Outcome-Based Test MetricsPatient Elopement Test Plan Patient Elopement Outcome-Based Test MetricsTemperature Monitoring Use Case Test ReportSPD Workflow Use Case Test ReportHand Hygiene Use Case Test ReportEmergency Department Work Flow Use Case Test ReportSurgical Work Flow Use Case Test ReportStaff Tracking Use Case Test ReportPatient Tracking Use Case Test ReportPatient Elopement Test ReportUse Case Training MaterialsAfter clarification of each use case, the Contractor shall create electronic (web based, structured and indexed for subsequent online self taught training courses) use case-specific training materials. The training materials shall also be facility specific as necessary, though it is expected that 95% of training materials are template from the National Training Material. Training materials shall be delivered in a format that will allow VA to host the training and enable VA to produce hard copy as desired. The training materials shall cover all aspects of applying the Use Cases within each facility and the VISN. Deliverables:Temperature Monitoring Training MaterialsSPD Training MaterialsHand Hygiene Training MaterialsEmergency Department Work Flow Training MaterialsSurgical Work Flow Training MaterialsStaff Tracking Training MaterialsPatient Tracking Training MaterialsPatient Elopement Training MaterialsRTLS Hardware and Software Acquisition and ImplementationThe Contractor shall provide an RTLS solution to Medical Center A in the form of hardware and software that can satisfy the functional requirements of the following Use Cases. Attachment A provides details of facility size and Use Case requirements in order to provide an overview of the size of this effort.Singular RTLS Database RequirementAll RTLS data from a given facility shall be integrated into a single database, and be accessible via a single user interface.? (A “dashboard” application that merely serves to launch several independent RTLS applications does not satisfy this requirement. The goal is to have all RTLS data from a given facility be viewable in a single application that allows all RTLS data from that facility to interact with all other RTLS data from that facility.)Local RTLS Database ServerFor purpose of this TO, “Local” can refer to any of the following situations based on the RTLS Technology selected via the Base IDIQ PWS:Facility-centric database located at the facility in question. Facility-centric database located at a remote facility, including a Regional, or National VA data center, or “cloud” data center.VISN-wide database located in a Regional, National VA data center, or “cloud” data center.? User InterfaceThe RTLS solution shall present a seamless unified user interface for queries and reports of any RTLS tag data (active, passive, barcode, etc.) without requiring the user to move from one subsystem to another.RTLS Infrastructure ComponentsProvide fixed and hand-held Sensors, Readers, Interrogators, Exciters, and Chokepoints to support the functions of active and passive RTLS tags, as required by the specific application. 5.2.3.3.1The RTLS shall be capable of identifying if and when any infrastructure components (readers, exciters, etc.) have malfunctioned, or gone offline. 5.2.3.3.2Infrastructure components shall be installed so as to blend in, (or not be visible at all), with the general surface treatments of the facility.5.2.3.3.3The hand-held exciters/reader shall have the following salient characteristics:Able to read RFID and Bar Code Tags1D and 2D Linear and Auto-focusableWiFi 802.11 a/b/g connectivity5.2.3.3.4The readers shall be able to be dynamically monitored by the RTLS to ensure that all reader components are working properly. If the readers experience any loss in performance or connectivity, the RTLS shall be alerted.RTLS User Interface CapabilitiesThe Contractor shall provide a RTLS display solution showing graphical and tabular data indicating the current asset locations. The graphical displays shall include floor plans. The tabular displays shall include device description (including EE number) and their current location and usage states. At a minimum, the tabular display shall be searchable by, but not limited to: location, equipment type, EE number, asset make/model/manufacturer, serial number, usage, and PM status.5.2.3.5.1The system latency of the proposed RTLS Latency, defined as the time interval from the RTLS server acknowledgment of the physical location of the tagged device to the graphical and tabular display representation of that location, shall be no more than 15 seconds after beacon pulse.5.2.3.5.2The solution shall have query capability. For example, the user shall be able to search all tagged devices in a defined area, and the user shall be able to search the location(s) of all items of a defined device category. This solution shall provide automatic or one/two click access to identify availability of high priority assets at any given time, specific to that staff member or specific service area.5.2.3.5.3The display solution shall be programmable to indicate devices which are due (or overdue) for PM, other scheduled service, or under recall notification. The preventive maintenance solution shall have a user query capability to search all devices in a defined area or room that are due for PM. 5.2.3.5.4For active RTLS tags with push buttons, the system shall be capable of alerting specified users when the asset tag has been manually triggered for user-definable attention, as configured in the rules engine.5.2.3.5.5The display solution will be capable of measuring and reporting static/dwell time of selected assets in one location; for example, the amount of time that an infusion pump has been in a clean utility room without moving elsewhere.5.2.3.5.6The display solution shall provide users the ability to set par levels in defined rooms or areas (clean equipment, soiled equipment, etc.), based on configurable rules. The display solution shall be able to alert users when a par level threshold has been passed. 5.2.3.5.7The display solution shall alert users when an active asset tag has not been detected in the RTLS over a user defined threshold time period (indicating tag failure or asset elopement).5.2.3.5.8The RTLS shall be configured so that an asset can be moved from one facility to another within V23.RTLS Reporting CapabilitiesProvide RTLS reporting capabilities at both the facility and VISN level including asset movement history, as well as other user definable reports of data to be used to improve asset utilization, identify common theft exit points, and otherwise improve asset management workflow. The RTLS Reports shall be generated from the Local RTLS Server database.5.2.3.6.1Provide asset reporting capability to make asset location, par level, and usage decisions. For example, a report that determines hospital locations where an asset classification is underutilized in contrast to locations with a shortage of that same asset classification.5.2.3.6.2Provide the capability to pre-define asset location flows, and generate an alert in the event that the pre-defined flow is being violated. For example, the RTLS shall detect motion of an infusion pump from a patient room directly to the clean utility room. The RTLS shall alert the user that this is incorrect flow, per the rules engine.5.2.3.6.3Provide a report of tagged assets that are overdue for scheduled maintenance for a given zone or department.Temperature/Humidity Monitoring Use CaseProvide a RTLS solution to remotely monitor environmental conditions (defined as “temperature and, where applicable, humidity”) of refrigerators, freezers, refrigerated transport devices, selected temperature dependent assets, supply closets, and selected room locations in order to ensure compliance with various clinical laboratory, pathology, blood bank, and pharmaceutical regulatory agencies. Equipment control rooms, server farms, and other temperature sensitive areas shall also be monitored.Tags shall be provided for the following device types:Reason to Tag: TypeItemTemperature?AssetsIncubators – Lab?Incubators – SPD?Warming Cabinets - Pharm / Supplies / Solutions?Water Bath / Heat Blocks - Lab SpecimenFreezerBlood?General?Lab Reagents / Specimen?Medication?Nourishment Patient?Nourishment Staff?Walk inFridgeBlood?General?Lab Reagents / Specimen?Medication?Morgue?Nourishment Patient?Nourishment Staff?Walk inTemperature and HumidityRoom LevelMedication Rooms - Lab Reagent Storage?Pharmacy Cache?Supply Closets - SPD Primary and Secondary Storage?Supply Closets – WardsTemperature Sensing Tag RequirementsThe Contractor shall provide active temperature sensor tags and monitoring solutions. The temperature monitoring solution shall include tags with the ability to be mounted in the interior of assets that have a closed container (fridge and freezers, example) without the use of an external probe and wire penetrating the insulation. 5.2.4.2.1Where appropriate, the solution shall provide mountable tags with external temperature probe and wire; in this application, the probe shall be NIST traceable and able to be calibrated.5.2.4.2.2The temperature monitoring solution shall produce an alarm in the event of the following tag issues: a) High Temperature; b) Low Temperature, c) low battery capacity, b) tag failure, c) probe failure (for externally mounted tags), and d) tampering with, or removal of, tag.Temperature Monitoring Display SolutionProvide a temperature monitoring display solution that provides graphical and tabular displays of current temperature and trends for every tag in the system. The system shall have the capability of recording discrete “real time” temperatures, mean temperatures, trending, and logging of significant events such as refrigerator temperature measurements out of acceptable range. Data collection events (frequency of record) shall be set by the user for each sensor with the collected data updated in the RTLS database at user defined times. Data will be required to be able to be maintained and accessed for a period not less than three (3) calendar years.Temperature AlarmsProvide an audible and visual temperature alarm capability at the Temperature Monitoring Display that employs alarm threshold settings programmable per the requirements of the responsible clinical entity. The temperature RTLS solution shall produce an alarm in the event of temperature readings out of range for a user definable period of time, nominally 15 minutes. The temperature RTLS solution shall produce alerts escalating to alarms as the refrigerator (or other device) temperature trend nears the alarm threshold over a user-defined time frame. (See 5.2.2.2.2, above). Alerts that receive an insufficient response or are otherwise not mitigated will receive additional alerts at user selectable intervals, nominally 30 minutes.Temperature Alert and Alarm Communications InterfaceProvide an RTLS alert and alarm data interface to the medical centers’ paging, cellular communication, and e-mail systems. This interface is to automatically alert the responsible individuals in order to resolve the temperature issue in as short of period as possible. The solution shall be programmable to alert unique response groups, as well as multiple respondents within a group, as required by the nature and criticality of the item being monitored. Alerts that receive an insufficient response or are otherwise not mitigated will receive additional alerts at user selectable intervals, nominally 30 minutes. For example, temperature alarm response for a VISN level server room would be different than that for a specific refrigerator within a medical center’s blood bank.Temperature Reports Temperature (and humidity, where applicable) monitoring reports shall be generated from the Local RTLS Server database. These reports shall be user selectable and configurable temperature status, trend, and history reports including, but not limited to: 5.2.4.6.1Daily Reading Report - to include a daily reading of defined tags over a set period of time and displaying the following data elements: Tag ID, Device Name, equipment entry (EE) number, Location, Temperature Reading, Time of Reading.5.2.4.6.2Alarm Report - to include all alarms and alerts, by monitored item group, over a specified time period and displaying the following data elements Tag ID, Device Name, EE Number, Location, Reason for Alert, Corrective Action, Time of Alert, Time Corrected, Responding Individual, Respondent’s Comment (if any). 5.2.4.6.3Temperature Graph by Item - to include a graphical display of all detected temperatures over a period of time for a select tag(s) including a display of any alerts that occurred.5.2.4.6.4Tag Status Report – Current operational readiness of tags, particularly recognizing tags with batteries that will expire (fail) within 48-96 hours.Sterilization, Processing, and Decontamination (SPD) Workflow Use CaseThe Contractor shall provide a RTLS solution to track assets, instruments, flexible scopes, and staff through the reprocessing stages of the SPD, and other SPD Areas (e.g. GI Lab). Workflow analysis shall ensure the safety of staff and patients by providing a reasonable assurance that all SPD processes are followed for Critical and Semi-Critical reusable medical equipment (RME) according to the manufacturer’s instructions for use (IFUs) for each individual instrument. For the purposes of this solicitation, workflow should begin with exit from the clinical point of use (e.g. Operating Room) through SPD Decontamination and include receipt, cleaning, QA, sterilization, automation of records, storage, and deliver to point of use. Solution shall provide inventory management and tracking capabilities for implantable items from receipt, cleaning, QA, sterilization, quarantine, through storage, implantation, and reordering.?? Location Resolution RequirementThe RTLS solution shall have the ability to provide sub-room level location resolution in order to locate critical items that could be at any of several workspaces within a room.Sterilizable Tag RequirementProvide a water-tight, hermetically sealed, autoclavable RTLS tag solution for instrument trays, and other items. The RTLS tag shall also be resistant to ETO, H2O2, PA, and other sterilization methods in place at Medical Center A. The RTLS shall associate the bar code information of instruments and implantable devices with the RTLS tag of the instrument tray to which they are assigned. Both active and passive COTS tags should provide VA with the best integrated solution to meet its specific needs.RTLS Sensor, Exciter, and Reader RequirementsThe RTLS solution shall include technology that detects the instruments, implantable devices, and other tagged devices or equipment location in, and flow through, the decontamination area, the sterilization area, the clean utility area, dirty utility area, and other areas significant to the particular SPD workflow as outlined in 5.2.5.5, below (also, see RTLS IDIQ PWS 5.4.2: “RTLS Readers/ Interrogators Reader and Device Management”). SPD Workflow Configuration RequirementsThe RTLS solution shall have capabilities to track and measure SPD departmental workflows.? Solution shall also provide tray count sheets with identification of instruments required before a tray can be closed for processing, sterilization, and disposition to clinical use.? At a minimum, the RTLS shall detect and time stamp significant process elements as detailed in the following workflows:5.2.5.5.1Critical SPD Work FlowEntry of instrument at SPD Decontamination RoomArrival of instrument at Disinfector StationArrival of instrument at Hand Wash and Rinse StationArrival of instrument at Ultrasonic Cleaner StationArrival of instrument at Quality Assurance Check StationArrival of instrument at SterilizerArrival of instrument at Labeling StationArrival of instrument at Quarantine Quality Assurance Check StationArrival of instrument at Visual Sterilization Physical QA Check StationArrival of instrument at Dust Cover Application SiteArrival of instrument at Storage Site???????????5.2.5.5.2Semi-Critical SPD Work FlowEntry of instrument at SPD Decontamination RoomArrival of instrument at Functional Test StationArrival of instrument at Hand Wash and Rinse StationArrival of instrument at Bio-Burden Check StationArrival of instrument at Disinfectant Quality Assurance Check StationArrival of instrument at Disinfection and Hand Rinse StationArrival of instrument at Quality Assurance Check StationArrival of instrument at Packaging StationArrival of instrument at Storage Site5.2.5.5.3???????Non-Critical SPD Work FlowEntry of scope at SPD Decontamination Room Arrival of instrument at Hand Wash and Rinse StationArrival of instrument at Quality Assurance (QA) Safety Check StationArrival of instrument at Low Level Disinfectant StationArrival of instrument at QA Functional Check StationArrival of instrument at Packaging/Bagging StationArrival of instrument at Storage SiteSPD Display and Monitoring CapabilitiesProvide a monitoring solution with graphic and tabular displays of instrument location and cleaning state, throughout the workflow process. The solution shall be user friendly and support incorporation of video clips, pictures, diagrams, sketches, and/or other media presentation of individual instruments for ease of identification of components that must be disassembled for cleaning/maintenance and reassembled prior to sterilization. The display shall provide time intervals to indicate the length of time instruments sit waiting to be cleaned, providing alerts when the instruments have surpassed a user programmable dwell time threshold.SPD Alert and Alarming Capabilities5.2.5.7.1The monitoring solution shall maintain user programmable par levels inventory for each supply item, instrument type, RME type, and tray procedure description, producing an alert when the inventory has fallen below /or significantly surpassed the par threshold. 5.2.5.7.2Provide an alert/alarm capability when the RTLS detects an instrument process flow and/or cleaning/sterilization disposition that is outside of the SPD or manufacturer of established parameters, using a rules based algorithm.5.2.5.7.3Provide an alert in the event an item has departed the sterilization area before an instrument specific 48 hour quarantine period has elapsed.5.2.5.7.4Provide an alert in the event if a processed flexible scope has exceeded the 12 day maximum hang time interval.5.2.5.7.5Provide an alert/alarm capability for items with maximum reprocessing cycle counts. An alert will be generated when the tracked item is approaching the maximum number of manufacturer-recommended cycles. The alert threshold point for number of cycles shall be user programmable. The solution shall alarm when the tracked item has surpassed the maximum numbers of cycles. 5.2.5.7.6Solution shall be able to track expiration date of implantables and similar items to ensure they are not used on a patient after items have expired. The solution shall provide an alert to notify SPD personnel, prosthetics staff, or user to remove the item from inventory and discard.5.2.5.7.7Solution shall identify date the item has completed SPD process and track the time in storage following that process, providing an alert if the item has been in storage for a time period beyond a user-defined threshold (e.g. “Sterilization Expiration Date”). Reusable Medical Equipment Maintenance ReminderThe RTLS shall have the capability to remind SPD staff that scheduled maintenance is due for Reusable Medical Equipment RME that are not managed in the VHA AEMS/MERS database. The reminder shall be configurable inform the user as the device approaches, meets, and/or passes the maintenance due date.SPD Reporting CapabilitiesProvide a reporting solution that will enable determination SPD department productivity, as well as utilization rate, and Return on Investment (ROI) for all RME, instrument sets, and individual instruments based upon generally accepted industry standard calculations. Provide a reporting solution to measure and analyze average time period that devices of a selected classification spend at each stage of the SPD workflow as well as total SPD cycle time. SPD reports shall be generated from the Local RTLS Server database.Hand Hygiene Use CaseVA Database Interfaces RequiredEmployee FilePatient FileTechnology ConsiderationsActive tagging System FunctionalityBay level coverage – at the hand washing stationValidation based on activity at station, not proximityUse case goal is to validate staff hand sanitizing rates.? VA deploys hand washing stations at all sinks and also at stationary locations throughout the facility via a sanitizing dispensing station or a sink.? It is expected that hand washing rates can be monitored as a staff member approaches a sanitizing station and activates a dispensing container. The system would have the capability to monitor the sanitizing compliance, i.e., hand hygiene sensing device detects the dispensing of the sanitizing product and would communicate via employee badge to record the event. System would monitor the hand sanitizing after rest room use and after scheduled breaks.?? The system should detect if the employee sanitized their hands and for how long.The system should detect and report if the employee had not sanitizing their hands sufficiently. The system shall allow users the capability to run reports that show contact between patients and staff by means of room/bed-level proximity. This shall allow for better management and prevention of the spread of contagious diseases.The system shall allow users the capability to run reports that show caregiver hand-hygiene compliance.Please see Attachment A for the number of areas where hand hygiene compliance will need to be monitored. Emergency Department Flow Use CaseVA Database Interfaces RequiredVistA CPRSEDIS – Emergency Department Information SystemTechnology ConsiderationsPatient tags - activeStaff tags - activeER Department Wall Display monitorsSystem FunctionalityBay level coverage – near field resolutionCapability to track patient flow in ED supporting department, such as X-ray.The Emergency Department (ED) Work-Flow Use Case is to define the effective application of RTLS technologies to ED functions.? The RTLS will track patients, necessary equipment, instruments, and (potentially) caregivers.? The RTLS will facilitate continuous process improvement of ED patient treatment services.? This is achieved not only by locating the patient at the appropriate ED bedside and diagnostic test station (such as X-ray Department or Clinical Lab), but also by associating the patient with the appropriate ED staff, medical equipment, supplies, and other necessities.? The RTLS and associated software package will reduce time and the risk of mistakes by replacing many of the tasks performed manually.? Process steps performed automatically through RTLS will reduce the time necessary to provide emergency care.? As a result, patient throughput and utilization increases and the cost of ED services can be contained or reduced.? There is a consequent potential to reduce the number of cases that must be referred to outside hospitals with their related costs and management issues.? Achieve sub-room (near-field) level location resolution in order associate the patient with the waiting room, a distinct bedside in the ED, the X-ray department, Clinical Laboratory, or other diagnostic location.? The transmitter (“tag”) will be associated with a patient upon registration at the ED reception desk.? In areas requiring near-field resolution, receivers (“sensors”) shall be placed in every location that the patient will occupy as he/she progresses through the emergency treatment process.The RTLS shall include a staff RFID tag option to locate patient care staff and track patient contact time.Environmental Service staff can use RTLS system to electronically notify the ED patient care staff that bedsides and related treatment areas have been cleaned and are ready to accept a new emergency case.Detect ED patient elopement and alert ED staff of the situation.The tag will be disassociated from the patient upon discharge or transfer from the ED. The RTLS shall be able to interface with CPRS/VistA to be able to receive the daily surgical schedule and to automatically populate the RTLS patient ID fields.? The software will be designed so that it is easy for nursing and support staff to associate the unique tag with the unique patient.The RTLS system shall be operated and viewed from Clinical PC workstations within the ED as well as VA-managed office PC’s. This will enable ED staff to assess unit preparation, patient location, and other significant elements from more remote locations.The tag/sensor technology will indicate the exact location of the patient as the patient progresses from ED admission through discharge or admission to inpatient or ambulatory treatment.? The information will be viewable in an easily comprehendible format on a video monitor.? The display will also be capable of associating the patient RTLS ID tag with the ID tag of medical equipment, caregivers, and other assets currently being applied to the patient.The RTLS display software shall be configurable so that tabular and graphic displays of the ED patient and asset locations can be viewed at the earliest practicable time (frequent video display refresh).? That way, the ED staff can assign resources and coordinate activities efficiently and without delays due to miscommunication.? Upon viewing the display, managers can prioritize and make decisions to redirect or call in additional staff when necessary.The software must be flexible so as to accept and display text and color coded messages regarding the completion of X-rays, laboratory, and other diagnostic tests, and other important elements of optimal emergency care.? It should also be able to alert the users when an emergency treatment process is about to be initiated without the necessary elements are in place (for example equipment, instruments, or appropriate caregivers are not present at the patient site).The RTLS shall have network capabilities to send outgoing messages to physicians and managers cellular communications devices to alert them to significant issues and events in the real time ED operation.? The RTLS software shall be capable of quantifying the amount of patient time spent at each location of the ED treatment process, including waiting room, triage, ED treatment rooms, X-ray department, laboratory, etc.? The data will be aggregated, sorted, and analyzed to identify delays, bottlenecks, inefficiencies, risks, and other impediments to optimal ED treatment. Surgical Flow Use CaseVA Database Interfaces RequiredVistA CPRSSQWM – Surgical Quality Workflow Manager Technology ConsiderationsPatient tags - activeStaff tags - activeWall-Mounted display monitorsLarge wall mounted board for OR, Pre and Post PACU, and ASU staff (4)Smaller wall mounted board for families to track pt location (1)System control, viewing, and reporting from VA Managed WorkstationsSystem FunctionalityBay level coverage – near field resolutionThe Surgical Work-Flow Use Case is to apply RTLS technologies to facilitate continuous process improvement of Surgery services.? This is achieved not only by locating the patient at every point of the care continuum, but also by associating the patient with the appropriate (and clean) room, surgeons, anesthesiologists, nurses, instruments, supplies, pre-screening diagnostic tests, blood products, and other necessities.? The RTLS and associated software package will reduce time and the risk of mistakes by replacing many of the tasks performed manually.? Patient risk will be reduced by RTLS automatically alerting the surgical staff when a vital step has been missed.Process steps performed automatically through RTLS will reduce the time necessary to complete surgical procedures.? As a result, patient throughput and utilization increases and the cost of Surgical and Clinical services can be contained or reduced.? There is a consequent potential to reduce the number of cases that must be referred to outside hospitals with their related costs and management issues.? The RTLS will be able to improve the patient and family experience by keeping the family automatically informed as to where their loved one is in the process and allowing them personal access to the patient at the earliest feasible time.The RTLS solution shall begin with of a transmitter/receiver technology that is capable of sub-room (near-field) level location detection in order to associate the patient with a distinct room within a treatment area.? The system must accurately locate patients in pre-op holding and recovery areas that do not have an individual room for each patient bedside. ?The transmitter (“tag”) will be associated with a patient upon being admitted to the Out-patient or In-patient preoperative area.? Receivers (“sensors”) will be placed in every room and location that the patient will occupy as he/she progresses through the surgical process.? Sensors will also be located at appropriate hallway locations along the treatment path.Location Determination in clean and sterile environments, such as the OR’s, for the purpose of Environmental Service staff to electronically notify the OR patient care staff that rooms have been cleaned and are ready for the patient.The tag/sensor technology will indicate the exact room location of the patient as the patient progresses from pre-op through discharge.? The information will be viewable in an easily comprehendible format on a video monitor.? The display will also be capable of informing the caregivers that the appropriate pre-operative lab tests have been performed, the necessary volume and type of blood product available, the room is clean, and the sterile instruments and supplies are in place.? The facility is now ready for surgery, the surgeon is to be notified, and the patient can progress through the surgery.The RTLS will be able to interface with CPRS/VistA to be able to receive the daily surgical schedule and to automatically populate the RTLS patient ID fields.? The software will be designed so that it is easy for nursing staff to associate the unique tag with the unique patient.The video display will be programmed and configured so that the day’s scheduled operations, room assignments, and room status can be viewed at significant locations throughout the surgical department and at the earliest practicable time.? This enables the surgical, clinical laboratory, blood bank, support, and environmental staff can assign resources and coordinate activities efficiently and without delays due to miscommunication.? Upon viewing the display, managers can prioritize and make decisions to call in additional staff when necessary.The software must be flexible so as to accept and display text and color coded messages regarding the completion of pre-surgical lab tests, available blood products, and other important elements of a successful operation.? It should also be able to alert the users when a process step is about to be initiated, but not all of the necessary elements are in order.The RTLS information should be capable of being displayed and operated from managed office PC’s as well as dedicated workstations and monitors in the surgical environment. This will enable managers and surgeons to assess the status of the OR preparations from more remote locations.The RTLS must have network capabilities to send outgoing messages to physicians and managers cellular communications devices to inform them that everything is ready and the patient is in the correct location to proceed with the surgical procedure.? There should be capability to provide a remote display device with HIPAA masking capability so patients’ family members are kept informed of the patient’s current location in the process.The RTLS software shall be capable of quantifying the amount of patient time at each location of each unique the surgical process.? The data will be aggregated, sorted, analyzed, and otherwise acted upon to determine the time utilization in OR location within and across surgical specialties.? This will result in the most effective configurations of different surgical blocks and OR designations as well as identifications of nodes that are introducing delay or otherwise undesirable variation in process and procedure.Staff Tracking Use CaseVA Database Interfaces RequiredEmployee fileTechnology ConsiderationsActive tagging System FunctionalityRoom or bay level coverage to track staff movementAbility to associate staff with other tagged items or performed tasksAbility to be tracked throughout facilityAbility to alerting for patient/staff safetySystem shall have the ability to locate staff in real-time with the individual’s explicit knowledge.? The goal of the technology will be to identify bottlenecks in the treatment/administrative processes such that process improvements can occur.Reports generated by selected system shall also be used to improve communications, scheduling of activities/resources, and facilitation of patient flow. Time accounting for contract staff - the system shall assist in validation of contract staffing invoices by tracking when staff enter and exit facilities.? The system shall have the capability of producing “spaghetti diagrams” for time analysis studies (graphical and time series positions).During a declared emergency, the system should rapidly detect staff locations and monitor their movement to a safe location and all employees have been accounted (i.e. no employees in area of concern). System shall monitor progress of staff movement and provide an alert if specific staff location criteria are not met within a defined time period.Staff shall be able to utilize their tags for notification when they are in danger or need assistance.? Messaging to facility security systems and pagers.Patient Tracking Use CaseVA Database Interfaces RequiredVistA/CPRSiMed ConsentTechnology ConsiderationsActive tagging System FunctionalityRoom or bay level coverage to track patient movementAbility to associate patients with other tagged items, including other patients Ability to be tracked throughout facilityAbility to alerting for patient/staff safetySystem shall capture a patient’s progression from point of admission to discharge. System shall have the ability to locate patients in real-time with the individual’s explicit knowledge.? Goal of the technology will be to track their progress throughout the treatment/administrative phases of care, while simultaneously alerting family of their status and location. Additionally, the requirement exists to enable real time and retrospective analysis of an infectious patient’s contacts with other patients and staff.? The system will assist in identifying cardiac telemetry patients who are not in their rooms and experience a significant cardiac arrhythmia.Please refer to Attachment A for the number of tags required for this use case. Patient Elopement Use CaseVA Database Interfaces RequiredVISTA/CPRS – employee fileTechnology ConsiderationsActive tagging Display monitors to show real time viewing of patient movementSystem FunctionalityRoom level coverage Egress coverage for elopement notificationBed/Bay level coverage for patient care activitiesActive play back modes for retracing patient movement and interactionsThe goal of the elopement system is mission critical to patient safety and should provide a fault tolerant design with minimal latency requirements.? Delays beyond 2-3 seconds for communication and alarming within the System and to external sources are maximum requirement. ?The elopement system should have the flexibility to have rules based on individual patients to freely move within the boundaries set for them. System integration with elevators, door locks, and security cameras should be patient specific and provide a fault tolerant design promoting patient safety. As patients approach doors or elevators an escalating system of alerts and security measures should prevent elopement including disabling of elevators and locking of doors; escalation should be transparent to the patient. Again the goal of the elopement system should be patient specific and provide freedom of movement within specified boundaries while maintaining a fault tolerant design and promoting the safety of the patient. In addition, the sensor shall have the capability of detecting falls.Specific capabilities and information management should include the following:The system shall allow users the capability to run reports that show events indicating frequency of patient elopement.The system shall allow users to be able run reports that identify the location prior to patient elopement.The system shall provide active play back modes for retracing patient movement and interactions.The system shall allow users the capability to run reports to identify sites prior to most frequent and least frequent patient elopement.The system shall allow hospital staff to generate reports identifying the number of eloped patients stopped because of the RTLS device outside their designated area but still in the safety of the building.? Reports shall include at a minimum, patient id, location, staff, distance from designated area, total time of elopement.The system shall allow hospital staff to generate reports identify the number of eloped patients stopped because of the RTLS device outside their designated area but still on the hospital grounds. Reports shall include at a minimum, patient id, location, staff, distance from designated are, root cause of elopement, total time of elopement, locations eloped patient entered (e.g. male patient in female patient room).The system shall allow hospital staff to generate reports identify the number of eloped patients making it outside the facility or its grounds. Reports shall include at a minimum, patient id, location staff, distance from designated are, root cause of elopement, total time of elopement.The system shall allow hospital staff to generate reports identifying the number of eloped patients injured as a result of an elopement. Reports shall include at a minimum, patient id, location staff, distance from designated are, root cause of elopement, elopement injuries, and total time of elopement.The system shall allow hospital staff to generate reports identifying the number of eloped patients dying as a result of an elopement. Reports shall include at a minimum, patient id, location, staff, distance from designated are, root cause of elopement, elopement cause of death, and total time of elopement.The system shall be capable of generating reports quantify the number alarms, warning, alerts generated by the system and categorizing them (e.g. nurse response, police called).The system shall allow hospital staff to generate reports providing a Pareto chart of the causes of elopements.RTLS Requirements General to all use casesVHA WiFi Performance SpecificationThe RTLS tag solution shall operate effectively and consistently with the standard VHA WiFi Access Point performance. The Contractor should expect each wireless device to be heard at better than -75 dBm by no fewer than three access points to achieve location based services.RTLS Time StampThe Contractor solution shall synchronize with Medical Center A time standards.RTLS Expansion CapabilityThe Contractor shall install and configure the RTLS in a manner that supports the expansion to additional clinical sites. This shall include expansion of the system data interfaces to VistA instances that serve these sites. Use Case Business Process Re-engineeringThe Contractor shall provide input on how best to revise existing business processes to maximize the benefit of RTLS technology.The VA will analyze ‘as is’ and ‘to be’ business flows for each Use Case.? The Contractor shall work with the VA to finalize the ‘to be’ processes in order to best integrate revised business processes with the RTLS system. Business Improvement ToolsThe proposed solution shall offer customizable dashboards so that the end users can gain critical business intelligence data.? These dashboards shall include facility-defined report fields for each VA Use Case. User Access RequirementsVA shall be able to assign users access to the client software, with no limit to the number of users granted access (e.g., enterprise license). The RTLS and NDR shall accommodate simultaneous access and simultaneous query for unlimited users. Active Directory RequirementsThe RTLS shall support user authentication through the existing VA Active Directory infrastructure. This shall provide a “Single Sign-On (SSO), so that the user will not have to provide a second Account/Password log-in upon launching the RTLS application.Within the Active Directory application, the Contractor shall be capable of utilizing AD “Organizational Units” (OUs) and Security Groups in order to support distinctive groups as well as individual AD users. This will assist in the assignment of RTLS-access privileges based on the user’s function and role within the RTLS application.The RTLS shall assign privileges to the user based upon the active directory log-in data provided by the user. The rule-based algorithm shall be sufficiently flexible to address system application requirements that may change over time. All valid user accounts shall have RTLS viewing access.Power-user accounts shall have access to use-case report generation and to assign staff tracking tags to the appropriate personnel. System Administrator accounts shall have access to system administration, diagnostic, maintenance, and upgrade capabilities.Other rule-based system access privileges shall be assignable based on the particular needs of the use case as determined by post-implementation experiences. The RTLS rule-based system shall provide the VHA capability to control user viewing and reporting access down to the individual data field level. Role- Based User Access Privileges The system shall provide hierarchical access for users. The access levels shall be configurable by VA through role-based group privileges. Access to information and creation of custom workflows and reports shall be limited to users with appropriate access based on their group. Roles shall be assigned by “least privileges” down to "view only" configurations. The proposed system shall lock out a user who is not approved to perform a particular process based on user group membership, and will log the incident. The system shall have the capability of sending immediate alerts for certain security incidents, as specified by VA RTLS administrators.Passive Tag PrintersThe Contractor shall be capable of supplying printers with the capability of printing human readable information and barcodes on passive tags. RTLS Staff Tracking Tag (Badge) The Contractor shall provide a Staff tracking tag (badge) capability.Manual Staff Data EntryThe RTLS shall provide the capability for super-users to assign Staff tracking tags to individual department staff members. The data shall include Staff Member’s Name, Title/Role, and Department.Contractor Provided Tag Installation ServiceThe Contractor shall install, test, and implement the initial 30%, each, of active and passive RTLS tags per facility, per Use Case at no additional cost. RTLS tag installation shall include tag programming, item entry into the RTLS, and tag affixation. The VA will observe to learn the process for the successful implementation of the remaining 70%.System Administration First Year System Administration Services Option The Contractor shall provide start-up and warranty System Administration services for the contract base period including, but not limited to a) configuration of user, super-user, and administrator privileges, b) display and report configuration, and c) configuration of system back-up and archiving procedures. System administration capabilities shall be transferable to Medical Center A personnel upon request by the VHA.VHA RTLS Administrative RightsVA system administrators shall be provided full access to the hardware, software, and programs that constitute the system, including any diagnostic software features and full administrative rights. The Contractor shall brief VA System administrators regarding all software upgrades and changes. VA system administrators must agree to each software upgrade, prior to installation. A mutually agreed upon "Change Management Process" will exist prior to system installation.TrainingProvide user training and software tools to selected VHA staff members at the following levels:5.3.10.1Clinical User5.3.10.2Super User5.3.10.3Health Care System RTLS AdministratorSystem MaintenanceWarranty Maintenance and Repair ServiceProvide at least one year of warranty maintenance, repair, and problem resolution service (commencing upon successful acceptance test), to include all time and materials. This warranty shall address and resolve all hardware and software issues. Warranty service shall cover all tags, sensor, exciters, readers, and other components necessary for the function of RTLS. Service response shall be available on a 24 X7 basis and provided as specified in RTLS IDIQ PWS 6.10. Telephonic response must be within 2 hours of the reported problem. On-site response, if necessary, must be within 8 hours of the reported problem. The Contractor shall be capable of remotely accessing the RTLS system by a VA-approved methodology in order to monitor, diagnose, and resolve RTLS performance issues. Diagnostic ToolsThe Contractor shall provide VHA Technical Staff with diagnostic software/tools and support for all server, software, and hardware components. This shall include spectrum, or similar wireless, analysis devices to assess and diagnose the performance of wireless access points, fixed and hand-held Sensors, Readers, Interrogators, and Exciters. Maintenance and Repair Service Training for Medical Center A Technical Staff Provide Technical Service training to selected Medical Center A Technical Staff members. This training shall be of the same depth and quality as that provided to the Contractor’s field engineering and service staff. This training will be at Health Care Systems as defined by Medical Center A Leadership.Continuity of Operations (COOP) and Disaster Recovery Plain (DRP)Based on the system architecture defined, the Contractor shall develop an independent COOP and/or DRP. For architecture placed within VA regional data centers, the Contractor shall supply all needed information and assistance for the development of a COOP and/or DRP for the RTLS system and associated data for those locations.The contractor shall follow guidance from the Office of Information and Technology Continuity of Operations handbook 0320.1 dated July 22 2009.Activities associated with developing the Medical Center A RTLS continuity of operations plans include:Identification of critical tasks.Prioritization of identified tasks.Establishment of personnel requirements necessary to conduct these tasks.Identification of mission critical systems necessary to support these tasks.Deferment of tasks not deemed essential to immediate agency needs.All vital records shall be protected from damage or destruction. Federal continuity plan guidance recommends compliance with the US National Archives and Records Administration (NARA) Code of Regulations, Subchapter B – Records Management, to ensure the protection and continuous availability of vital records. Engineering Change ProposalsTechnology RefreshThe Contractor shall monitor the hardware products provided under this Contract and notify the Contracting Officer (CO) if any products are required to be refreshed.? If any of the products are approaching the end of their product lifetime (EOL) (e.g. if a Contractor will no longer be marketing, selling, or promoting a particular product and may also be limiting or ending support for said product) the Contractor shall provide notification and an Engineering Change Proposal (ECP), as defined in Attachment B (Engineering Change Proposals), to the Contracting Officer Technical Representative (COTR) and CO prior to the EOL date.? Notification can be either via email or overnight mail. The Contractor shall specify a minimum end of product lifetime (EOL) and end of product support notification (e.g. minimum EOL notification at 2 years prior to EOL; minimum end of support notification 5 years prior). In performing technology refreshing, the Contractor shall maintain the same brand name items as identified within the original Contract to the maximum extent practical.? The following conditions shall be met in performing a technology refresh:The product(s) refreshed shall be fully compatible/backwards compatible with the originally provided product.The product(s) refreshed shall meet or exceed the mandatory technical requirements as stated in the specifications.The product(s) refreshed shall be off the shelf configurations.The price of the product(s) refreshed, including support services, shall be equal to or lower than the current contract pricing for the same product.? The Contractor shall agree to all terms and conditions, equal to or more favorable to VA for the refreshed item(s).All refreshed products shall comply with the VA Acceptance testing defined in this Base IDIQ PWS.Technology InsertionAs new technologies are developed and used by the commercial industry or the Government, the VA and/or Contractor may identify these technologies, and propose necessary additions, modifications, upgrades, enhancements, and improvements to the current Contract hardware scope.? The Contractor shall translate the technology insertion recommendation into a formal ECP as directed by the CO.? All inserted products shall comply with the VA Acceptance testing defined in this Base IDIQ PWS.Change Management PlanThe Contractor shall submit a Change Management Plan that details its process to manage changes to the hardware delivered under this contract. This plan must include all changes as described in Attachment B (Engineering Change Proposals) and describe the methods by which the contractor validates that the hardware delivered to the Government meets the requirements of its detailed specifications. These methods should include but not be limited to necessary performance testing procedures performed by the contractor and/or necessary VA System Acceptance Testing described in the RTLS IDIQ PWS. The plan should also include the methods by which the contractor ensures all necessary hardware documentation is updated to adequately reflect these changes.DeliverablesChange Management Plan Cost of Ownership ImplicationsThe Contractor shall inform the VHA in advance of any known, or potential changes, in cost of ownership pursuant to technology refreshments, insertions, or other changes to the RTLS. The Cost of Ownership change shall be quantified and communicated to the VHA at the earliest possible date.User TrainingThe Contractor shall notify the VHA of any changes in the user interface resulting from the engineering change. The Contractor shall document this change in all related user manuals and provide user training as required by the clinical site. All engineering changes which occur during the warranty period shall have training provided at no additional cost. Performance MetricsThe table below defines the Performance Metrics associated with this effort. Performance ObjectivePerformance StandardAcceptable Performance LevelsSurveillance MethodA. Technical NeedsShows understanding of requirementsEfficient and effective in meeting requirements Meets technical needs and mission requirementsOffers quality services/productsSatisfactory or higherPerformance Based Service EvaluationSurveyB. Management.Personnel possess necessary knowledge, skills and abilities to perform tasks.Sufficient number of personnel to accomplish the mission.Meeting subcontracting goals.Responsiveness to customer.Satisfactory or higherPerformance Based Service EvaluationSurveyC. Project Milestones & ScheduleQuick response capability.Products completed, reviewed, delivered in timely manner.Notifies customer in advance of potential problems.Satisfactory or higherPerformance Based Service EvaluationSurveyThe Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this RTLS IDIQ PWS in an acceptable manner. The Government reserves the right to alter or change the QASP at its own discretion. A Performance Based Service Evaluation Survey will be used in combination with the QASP to assist the Government in determining acceptable performance levels. The COTR will determine if the performance of the Contractor is below a metric standard and deem it unacceptable.? The COTR will then notify the Contracting Officer.Saftey and EnvironmentalThe Contractor shall comply with the Office of Federal Procurement Policy Green Acquisition in accordance with the policies referenced at: Conflicts of InterestAll functions related to Acquisition Support shall be on an advisory basis only. Please be advised that since the awardee of this TO will provide systems engineering, technical direction, specifications, work statements, and evaluation services, some restrictions on future activities of the awardee may be required in accordance with FAR 9.5 and the clause entitled, Organizational Conflict of Interest. The Contractor and its employees, as appropriate, shall be required to sign Non-Disclosure Agreements (Appendix A) SCHEDULE OF DELIVERABLESTaskDeliverable ID Deliverable Description REF _Ref304216212 \r \h 5.1.2.1APreliminary Facility Level Use Case DefinitionDue ninety (90) days after contract (DAC) (Days after contract)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304216212 \r \h 5.1.2.1BPreliminary Hardware Deployment DesignDue ninety (90) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.2.2AContractor Review and Confirmation of WiFi Signal Strength Heat Map Due ninety (90) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.3AProject Management PlanDue ninety (90) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304221254 \r \h 5.1.4.1AKick-off Meeting AgendaDue twelve (12) days after contract (DAC) Live Meeting at site and time determined by PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304221254 \r \h 5.1.4.1AKick-off Meeting MinutesDue seventeen (17) days after contract (DAC) Live Meeting at site and time determined by PM, COTR, COInspection: destinationAcceptance: destination5.1.4.3ASystem Security Certification and Accreditation PlanDue thirty (30) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304221226 \r \h 5.1.4.4AMonthly Progress ReportsDue thirty (30) days after contract (DAC) Repeats MonthlyElectronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304221027 \r \h 5.1.6CTemperature Usage DocumentDue (234) days after contract (DAC) Follow-up Usage Plan Upon Completion of Temperature Monitoring Test Report (see Schedule for Deliverable 5.1.7- I, below) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6DSPD Usage DocumentDue (192) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6EHand Hygiene Usage DocumentDue (276) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6FEmergency Department Flow Usage DocumentDue (318) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6GSurgical Flow Usage DocumentDue (360) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6HStaff Tracking Usage DocumentDue (402) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6IPatient Tracking Usage DocumentDue (444) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.6JPatient Elopement Usage DocumentDue (486) days after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7ETemperature Monitoring Test Plan Due (234) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7FTemperature Monitoring Outcome-Based MetricsDue (234) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7GSPD Test Plan Due (192) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7HSPD Outcome-Based Test Metrics Due (192) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7IHand Hygiene Test Plan Due (276) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7JHand Hygiene Outcome-Based Test Metrics Due (276) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7KEmergency Department Flow Test Plan Due (318) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7LEmergency Department Flow Test Metrics Due (318) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7MSurgical Flow Test Plan Due (360) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7NSurgical Flow Outcome-Based Test Metrics Due (360) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7OStaff Tracking Test Plan Due (402) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7PStaff Tracking Outcome-Based Test Metrics Due (402) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7QPatient Tracking Test Plan Due (444) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7RPatient Tracking Outcome-Based Test Metrics Due (444) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220925 \r \h 5.1.7SPatient Elopement Test Plan Due (486) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7TPatient Elopement Outcome-Based Test Metrics Due (486) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7WTemperature Monitoring Use Case Test ReportDue (306) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7XSPD Workflow Use Case Test ReportDue (264) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7YHand Hygiene Use Case Test ReportDue (348) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7ZEmergency Department Flow Use Case Test ReportDue (390) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7AASurgical Flow Use Case Test ReportDue (432) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7BBStaff Tracking Use Case Test ReportDue (474) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7CCPatient Tracking Use Case Test ReportDue (516) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.7DDPatient Elopement Use Case Test ReportDue (558) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8CTemperature Monitoring Training MaterialsDue (250) days after contract award (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination5.1.8DSPD Training MaterialsDue (208) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8EHand Hygiene Training MaterialsDue (292) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8FEmergency Department Flow Training MaterialsDue (334) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8GSurgical Flow Training MaterialsDue six (376) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8HStaff Tracking Training MaterialsDue (418) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8IPatient Tracking Training MaterialsDue (460) days after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304220962 \r \h 5.1.8JPatient Elopement Training MaterialsDue six (502) months after contract (DAC)Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destination REF _Ref304221004 \r \h 5.3.14.3AChange Management PlanDue three (3) month after contract (DAC) Electronic submission to: PM, COTR, COInspection: destinationAcceptance: destinationATTACHMENT B: Engineering Change Proposals (ECP)Technological changes over time may result in the need to update the Hardware being provided to the VA. To ensure that these changes are properly documented and managed the contractor shall submit a Configuration Management Plan for Government approval as part of its proposal. As part of this plan the Contractor shall be required to submit Engineering Change Proposals (ECP’s) for Technology Refreshing and/or Technology Insertion to the Contracting Officer Technical Representative (COTR) and Contracting Officer (CO). Application of ECP’s applies to future equipment deliveries. That is, the Contractor shall not be required to retrofit already installed equipment unless the proposed change corrects a problem or hazard with the existing installed equipment.An ECP is a proposed engineering change and the documentation by which the change is described, justified, and submitted to the VA for approval or disapproval.There are two (2) classifications of ECP’s as defined below.Major ECPMajor ECP’s apply to:Products introduced by the VA or Contractor that result from the requirement for Technology InsertionProducts provided by the Contractor that have undergone major component, configuration, and/or system changesAny introduced product or product change that MAY impact the ability to meet performance specifications, the connectivity and/or interoperability with current VA systemsAny product change that will result in a change in price or negatively impact delivery schedule.The CO may ask the Contractor to prepare a Major ECP’s for Type I Hardware within scope of this contract. Upon receipt of a written request from the CO, the Contractor shall prepare and submit an ECP in accordance with the information provided below. The Contractor may also initiate a Major ECP. Any Major ECP submitted to the CO shall include "not-to-exceed" (price or estimated cost and delivery or period of performance) adjustments, if any, prior to issuing an order for implementation of the change. After submission of a Contractor initiated Major ECP, the CO may require the Contractor to submit the following information:Cost or pricing data in accordance with FAR 15.403-5 if the proposed change meets the criteria for its submission under FAR 15.403-4Information other than cost or pricing data adequate for CO determination of price reasonableness or cost realism. The CO reserves the right to request additional information if that provided by the Contractor is considered inadequate for that purpose. If the Contractor claims applicability of one of the exceptions to submission of cost or pricing data, it shall cite the exception and provide rationale for its applicability. A Major ECP submitted to the VA for approval shall contain, at a minimum, the following information:Title Originator InformationType I Hardware IdentificationDescription of Problem/DeficiencyJustification for ChangeDescription of Proposed Solution / AlternativeSupporting InformationPrepared ByPOC InformationMinor ECPMinor ECP’s apply to:Any minor component, configuration, and/or system change that DOES NOT impact the ability to meet performance specifications, connectivity and/or interoperability with current VA systemsModel Number ChangesThe Contractor may initiate a Minor ECP. All Minor ECPs shall be submitted to the CO as a notice that a minor change has taken effect and does not require CO approval.A Minor ECP provided to the VA shall contain, at a minimum, the following information:Title Originator InformationType I Hardware IdentificationDescription of Problem/DeficiencyJustification for ChangeDescription of Proposed Solution / AlternativeSupporting InformationPrepared ByPOC Information ................
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