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FBO DAILY - FEDBIZOPPS ISSUE OF AUGUST 10, 2018 FBO #6104
DOCUMENT

D -- Real-Time Patient Locating and Tracking System (RTLS) - Attachment

Notice Date

8/8/2018
 

Notice Type

Attachment
 

NAICS

541519 — Other Computer Related Services
 

Contracting Office

Department of Veterans Affairs;NCO 16 (90C/NLR);Central Arkansas Veterans HCS;2200 Fort Roots Drive, Bldg 41, Room 221;North Little Rock AR 72114 1706
 

Solicitation Number

36C25618U0115
 

Response Due

8/14/2018
 

Archive Date

10/13/2018
 

Point of Contact

Jacqueline Simpson
 

E-Mail Address

7-1039<br
 

Small Business Set-Aside

N/A
 

Description

This is not a solicitation announcement. This is a sources sought synopsis only. The purpose of this is to gain knowledge of potential qualified sources and their size relative to NAICS 811219, Standard Size $20.5 Million. Responses will be used by the Government to make appropriate acquisition decisions. Responses are not considered responses to any potential solicitation announcement. Scope of Work The Central Arkansas Veterans Healthcare System (CAVHS). The contractor shall furnish services of a Real-Time Patient Locating and Tracking System (RTLS). The contractor shall furnish for the purchase of hardware and software components of a localized high-resolution Real-Time Patient Locating and Tracking System (RTLS). This proposal will have two components: (1) upgrading the software and recalibrating the current RTLS System. Response to this notice should include a capability statement, and three (3) customer references to which you have provided similar services. All interested firms shall provide the following information: company name, address, point of contact, phone number, email address, capability statement, and business size pursuant to the NAICS Code 811219, Standard Size $20.5 Million. Responses to this notice shall be e-mailed to Jacqueline.Simpson3@va.gov. Telephone responses will not be accepted. Responses must be received in writing no later than Wednesday, August 22, 2018 at 10am CST. This notice is to assist the VA in determining sources only. A solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this announcement. Responses are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. STATEMENT OF WORK A. GENERAL INFORMATION 1. Title of Project: Upgrade GRECC hr-RTLS 2. Scope of Work: This request is for the purchase of hardware and software components of a localized (i.e., will be located on only two units/wards of one hospital) high-resolution Real-Time Patient Locating and Tracking System (RTLS). This proposal will have two components: (1) upgrading the software ( Smart Space and Smart Factory/Facility Platform software ) and recalibrating the current RTLS System (including the 82 S7K sensors, 40 Series 7000 Compact Tags, 25 Network and Timing Combiners, and 2 Timing Distribution Units) that is located on ward 3C NLR; and, (2) extending the RTLS system to part of ward 3J NLR using 18 new D4 sensors and 15 compact D4 tags and an Ubisense D4 Timing Distribution Unit (TDU). 3. Background: The GRECC RTLS is part of an innovative patient monitoring system that is used to inform clinical decision-making. The original system tracks and generates reports on patients movements along the hallways and all individual patient rooms of the 3C rehabilitation ward. The extension to 3J will allow assessment of gait characteristics. These data and reports will give the clinical professional staff the ability to analyze the amount of time each patient is out of bed ambulating, how well each patient is progressing in his/her post-illness recuperation and rehabilitation, and the effectiveness of the overall rehabilitation program. The system is modular and designed to be easily expanded as needed. The system is also completely independent of the national VA RTLS project management initiative. 4. Performance Period: The period of performance for shipping instrument to CAVHS is within 1 month of contract award. The period of performance for the warranty is one (1) year from date of installation. 5. Type of Contract: fixed-price, single-source, equipment and service support. 6. Place of Performance: CAVHS, North Little Rock, Building 170, Units 3C and 3J. B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES The contractor shall provide the specific deliverables described below within the performance period stated in Section D.1 of this SOW. 1. Task One: a.) Task: Deliver the following equipment: 15 D4 Mini Tags, 18 IP30 UWB D4 Sensors and all brackets and connectors needed to mount the sensors and attach them to the VA-installed ethernet cables, and an Ubisense D4 TDU that supports up to 20 sensors. b.) Deliverable: Delivery of the equipment to the North Little Rock Arkansas CAVHS warehouse (Bldg.182) after the contract is awarded per timeline stipulated. 2. Task Two: This task will involve a team from Ubisense working on-site at CAVHS NLR units 3C and 3J to complete two subtasks: a.) Subtask 2a: Upgrade the software ( Smart Space and Smart Factory/Facility Platform software ) and recalibrate the current RTLS system (including the 82 S7K sensors, 40 Series 7000 Compact Tags, 25 Network and Timing Combiners, and 2 Timing Distribution Units) that is located on ward 3C NLR. The software for the 3C RTLS is located on the stand-alone GRECC SQL server, which is physically located on the NLR VA 3J unit. The switches on 3C link all the 3C sensors to the GRECC server through the stand alone GRECC local area fiberoptic network that runs from 3C to 3J. b.) Subtask 2b: Extending the RTLS system to part of ward 3J NLR using 18 new D4 sensors, 15 tags, one Ubisense D4 TDU and the latest version of the Smart Space and Smart Factory/Facility Platform software. Work on unit 3J to include hanging the 18 D4 sensors on the wall brackets that will already be on the walls on unit 3J (CAVHS Engineering to mount brackets), attaching the sensors to ethernet cables that will already be in place in the ceiling, and calibrating the new sensors and 15 new tags (that people to be tracked will wear). The ethernet cables that attach to the sensors run to the Ubisense D4 TDU (that supports up to 20 sensors) that is in the computer closet. The sensors use Power over Ethernet (PoE) supplied through the ethernet cables, so do not need to be attached to a separate electrical source. Install the software on the stand-alone GRECC SQL server, which is physically located on the NLR VA 3J unit. The GRECC server is outside of the VA firewall and is not part of the CAVHS IT system. Ubisense personnel will not have access to any sensitive VA data nor any patient HIPAA identifiers. c.) Deliverable: Complete all hardware and software installation as described and calibrate and test all sensors, switches and associated software for the entire system. 3. Task Three: While the team from Ubisense is working on-site at CAVHS NLR units 3C and 3J to complete Task Two, the team will: a.) Task: Conduct a course to train the GRECC staff to use and maintain the entire RTLS system. This will include training the GRECC staff how to check sensor placement and recalibrate as necessary and how to utilize the standard Ubisense Smart Space and Smart Factory/Facility Platform software APIs so that they can be incorporated into GRECC-generated software in order to use the RTLS data in support of other GRECC computer systems. b.) Deliverable: Train GRECC staff as described while on-site completing Task Two. 4. Task Four: Provide 35 days of comprehensive training and technical support to the GRECC staff by conference call, web conference or on-site visit: a.) Task: Continue to train the GRECC staff to use and maintain the entire RTLS system. This may include additional training to check sensor placement and recalibrate as necessary. It may also include more training on how to incorporate the standard Ubisense Smart Space and Smart Factory/Facility Platform software APIs into GRECC-generated software to use the RTLS data in support of other GRECC computer systems. Topics for training will be established in advance of the training sessions by negotiations between Ubisense and GRECC staff. b.) Deliverable: Train GRECC staff. 5. Task Five: Provide one year of technical support to the GRECC staff: a.) Task: Ubisense will provide ongoing technical support to the GRECC staff helping them to use and maintain the entire RTLS system. This could include Ubisense remoting in to the GRECC server to problem solve or update software. b.) Deliverable: Provide one year of technical support. Calls/requests for technical support will be answered within one business day and a fix or solution offered within three business days. C. SECURITY, ACCESS AND QUALITY ASSURANCE 1. Security Requirements: C&A Requirements: The C&A requirements do not apply, so a Security Accreditation Package is not required. Information Systems Officer, Information Protection: The contractor will not have access to VA Desktop computers nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. However, there should not be a need to remove any VA owned equipment with memory storage capabilities from the VA. Privacy Officer, Privacy Assurance: The contractor will not have access to protected Patient Health Information (PHI) nor will they have the capability of accessing patient information during the services provided to the VA. All research data available for Contractor analyses is de-identified. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. However, there should not be a need to remove any VA owned equipment with memory storage capabilities from the VA. 2. Access Requirements: The facility and RTLS system must be accessible to Ubisense at least 8 hours per day while on site. Ubisense will be allowed to bring in the necessary hardware and equipment to perform the necessary survey and calibration activities to commission the system. This includes a total station, various hand tools, and laptops. If there are special admittance protocols for such equipment, the VA will provide advanced notice to Ubisense to ensure compliance. The VA will provide any necessary training required to work in the facility to any applicable Ubisense employee. Replacement or installation of any needed cabling will be the responsibility of the VA and will be completed prior to Ubisense performance of on-site services. VA will provide access to hardware to assist in the installation and configuration of sensors. This includes ladders and other equipment to aid in checking sensor mounting and orientation. 3. Quality Assurance Surveillance Plan (QASP): The GRECC staff will work closely with Ubisense personnel and will closely monitor the quality, reliability, and timeliness of all work performed. The GRECC will inform the contracting officer (CO) as to when specific tasks are completed. The contracting officer will be responsible for approving payment for equipment and services based on GRECC feedback. 4. Inspection/Acceptance Procedures: Payment installments may be set according to delivery of project milestones as mutually agreed. D. SCHEDULE FOR DELIVERABLES 1. The contractor shall complete delivery of all equipment within 1 month from when the contract is awarded. Services shall be delivered within the timelines specified under section B, Tasks One through Five above. 2. Unless otherwise specified, the number of draft copies and the number of final copies shall be the same. 3. If for any reason the scheduled time for a deliverable cannot be met, the contractor is required to explain why (include the original deliverable due date) in writing to the CO, including a firm commitment of when the work shall be completed. This notice to the CO shall cite the reasons for the delay, and the impact on the overall project. The CO will then review the facts and issue a response in accordance with applicable regulations. E. CHANGES TO STATEMENT OF WORK Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor. F. SECTION 508 The contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. Section 508 text is available at: http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 G. CONFIDENTIALITY AND NONDISCLOSURE It is agreed that: All information acquired and documents reviewed or handled during this contract belong to the Department of Veterans Affairs (VA), unless otherwise specified in the affiliate agreement. The contractor recognizes that in the performance of this contract it may receive or have access to sensitive or confidential information, including personal information of Veteran Health Administration (VHA) employees and information proprietary in nature by system contractors, equipment manufacturers and other private or public entities. The contractor working with the COR shall ensure that all employees that may require access to sensitive or confidential information have the mandatory security clearances required for access, and only for the minimum number of employees necessary for contract performance.   The contractor shall indoctrinate its employees and all subcontractor employees working on this contract on the laws, rules and regulations governing access to sensitive and/or confidential information. All persons concerned shall understand that unauthorized access to or use of sensitive or confidential information related to this contract shall result in immediate termination of the individual or individuals from the contract and be subject to legal prosecution to the fullest extent of the law.   The VA Office of Security and Law Enforcement shall conduct an appropriate background investigation on all of its employees and subcontractor employees working on this contract, and those who may require access to Government computer systems. Clauses dealing with data requirements, rights in data, release in use restrictions, requests for information, press releases and marketing material, intellectual property, Cooperative Research and Development Agreements, and patents and copyrights apply. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. H. REGULATORY REQUIREMENTS (References) 1. Records Manager: a. Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. b. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. c. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. d. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. e. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. f. The Government Agency owns the rights to all data/records produced as part of this contract. g. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. I. Performance Measures: a. ACCEPTABLE PERFORMANCE The Government shall document positive performance. Any report may become a part of the supporting documentation for any contractual action. b. UNACCEPTABLE PERFORMANCE When unacceptable performance occurs, the COR shall inform the Contractor and the Contracting Officer (CO). This will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR file. When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the Contractor's POC. The Contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the Contractor is required to prepare a corrective action plan to document how the Contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the Contractor has to present this corrective action plan to the COR. The Government shall review the Contractor's corrective action plan to determine acceptability. Any CDRs may become a part of the supporting documentation for any contractual action deemed necessary by the CO. J. Changes to Contract or Statement of Work: Changes to this SOW or the impending contract shall only be authorized and approved through written correspondence from the CO. A copy of each change shall be kept in a project folder along with all other documents or items pertaining to the project. Costs incurred by the Contractor through the actions of parties other than the CO shall be borne by the Contractor. K. Contract Administration and Performance Monitoring Notwithstanding the Contractor's responsibility for total management during the performance of this contract, the administration of the contract will require maximum coordination between the Government and the Contractor. The COR and Program Manager will assist by monitoring contractor performance and reporting the findings to the CO. The COR shall be designated on the authority of the CO at the time of contract award to monitor all technical aspects of the contract. In no event is the COR empowered to change any of the terms and conditions of the contract. Changes in any section of this contract shall be made only by the Contracting Officer pursuant to a properly executed modification. The types of actions within the purview of the COR s authority are to ensure that the Contractor performs the technical requirements of the contract, and to notify both the Contractor and the Contracting Officer of any deficiencies observed. A memorandum of designation shall be issued to the COR and a copy shall be sent to the Contractor at the time of contract award setting forth in full the responsibilities and limitations of the COR. L. PRIVACY/SECURITY The contractor will not have electronic connectivity to the devices and will not have access to patient databases or receive screenshots with Protected Health Information (PHI) present. Any electronic or magnetic data storage devices such as hard drives, etc. shall be turned into the Information Security Officer (ISO). Electronic or magnetic data storage devices are not to be removed from VA property. End of Statement of Work
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/VACAHCS598/VACAHCS598/36C25618U0115/listing.html)
 

Document(s)

Attachment
 

File Name: 36C25618U0115 36C25618U0115.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4532231&FileName=36C25618U0115-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=4532231&FileName=36C25618U0115-000.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Place of Performance

Address: Central Arkansas Veterans Healthcare System (CAVHS;4300 W. 7th Street;2200 Fort Roots Drive;Little Rock, AR

Zip Code: 72205
 

Record

SN05027150-W 20180810/180808231340-07967066c998e4596c2ad6ec310d5b7b (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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