J049--Real-Time Location System (RTLS) Managed Services Agreement See attached for details

1 Centrak MSA Michael E. DeBakey VA Medical Center Performance Work Statement (PWS) I. GENERAL REQUIREMENT The Michael E. DeBakey VA Medical Center requires the remediation, optimization, and expansion of its existing Centrak Real-Time Location System (RTLS) to support clinical operations, staff workflows, and asset visibility across the main hospital. The project shall restore full operational health by addressing system deficiencies, ensuring room-level accuracy where required, maintaining system reliability, implementing a battery lifecycle program for tags and infrastructure, and aligning with current OEM- supported hardware, software, and cybersecurity standards. All work shall be performed in accordance with Centrak’s Managed Services Agreement (MSA) operational practices and service expectations, including device availability targets, telemetry monitoring, battery health management, OEM-compliant configuration, and change control while remaining a project- based remediation scope. II. DESCRIPTION OF WORK The Contractor shall provide all labor, materials, equipment, tools, cabling, calibration, transportation, software, professional services, technical support, on-site and remote monitoring, and travel necessary to complete the installation, upgrade, optimization, and deployment of Centrak RTLS components. The Contractor shall comply with all OEM requirements and maintain authorized access to Centrak software and tools. Completion shall be determined when all components are installed, configured, validated, documented, and fully operational. A. Existing RTLS The Michael E. DeBakey VA Medical Center operates Centrak RTLS consisting of: • Tags (e.g., staff badges, patient tags, asset tags) • Infrastructure devices (e.g., IR/visible light locators, LF chokepoint exciter/portals, BLE beacons, gateways/controllers) • Servers/virtual appliances and client applications used by clinical and operational staff The system supports locating, presence detection, and workflow events. The Contractor shall assess performance, accuracy, and coverage; recommend upgrades; and implement the following: 1. Software and Service Upgrades a. Upgrade Centrak RTLS platform and software to current, OEM-supported version. b. Upgrade/replace server or virtual appliance hardware and OS to meet current specifications. c. Upgrade licenses, modules and client software required for operations. -- 1 of 6 -- 2 d. Migrate/validate configurations, maps, zones, rules, integrations and user groups. 2. Infrastructure Optimization a. Survey and document existing locators, exciters/portals, BLE beacons, gateways, power and cable. b. Replace or add infrastructure devices to achieve both required and intended coverage and accuracy (unit, room, or checkpoint level as specified) c. Ensure device placement, alignment, and calibration follow OEM guidelines 3. Battery Replacement and Health Program (Required) – The contractor shall replace all tag batteries and infrastructure batteries that are depleted, offline, or nearing end of battery life and shall establish a sustainable battery health program: a. Scope: Applies to all Centrak tags (staff, patient, asset) and all battery-powered infrastructure devices b. Identification: use OEM dashboards, reports, and device telemetry to identify: i. “Low battery: or “battery warning” status ii. Offline devices (no heartbeat/telemetry for more than 24 hours) iii. Projected end-of-life within the next 90 days (or OEM-recommended threshold) c. Replacement standards: i. Replace any device immediately that has low battery or is offline due to battery condition ii. Use OEM-approved batteries; labeled with replacement date and next due date d. Documentation: Maintain serial numbers, device type/location, date/time of replacement, technician, battery type/lot, and post replacement-verification results. e. Disposal: Dispose/recycle batteries per VA environmental and local regulations; provide chain-of custody documentation upon request. f. Verification: Confirm device heartbeat/telemetry restoration and functional participation in location accuracy tests post-replacement. 4. Testing and Acceptance a. Develop a validation Test Plan (VTP) covering coverage maps, location accuracy, event triggers, system performance, and battery telemetry b. Acceptance metrics (minimums unless otherwise specified by COR) i. Room-level accuracy: ≥ 95% correct room detection in validated zones ii. Chokepoint detection (LF portals): ≥ 99% correct crossing detection iii. Tag availability: ≥ 98% of active tags online and reporting iv. Infrastructure uptime: ≥ 99% uptime per device class over a rolling 30-day period v. Battery replacement completion: 100% of identified low/near-EOL devices replaced within 10 business days of identification c. Provide final as-built documentation, coverage/accuracy reports, and configuration backups. A. Areas of Expansion The contractor shall expand RTLS coverage and functionality at the main hospital and across selected CBOCs if needed. At a minimum: -- 2 of 6 -- 3 • Provide adequate room-level or chokepoint-level coverage for nurse stations, reception/waiting areas, and additional patient-facing areas as designated by the COR. • Equip designated units (e.g., impatient Mental Health - 6th floor, Emergency Department - 1st floor) with infrastructure and tags sufficient to meet workflow and location accuracy requirements. • Perform calibration, mapping, and validation testing at each site; deliver site-specific as-built documentation and coverage maps. B. Integrations Where requested and supported by OEM, the Contractor shall integrate RTLS with existing platforms (e.g., nurse call, CMMS, clinical workflow, location dashboards) via Centrak-supported APIs or connectors. The contractor shall: • Provide an integration plan detailing endpoints, security, use-cases, and data flows. • Configure event rules, alerts, and dashboards as specified by the COR. • Validate Integration Performance and fa…