San Juan - Warehouse Management System (WMS) Veterans Affairs Medical Center (VAMC) (VA-26-00058119)

PERFORMANCE WORK STATEMENT (PWS) DEPARTMENT OF VETERANS AFFAIRS VA Caribbean Healthcare System (VACHCS) Logistics Service San Juan - Warehouse Management System (WMS) Veterans Affairs Medical Center (VAMC) Date: June 24, 2026 VA-26-00058119 PWS Version Number: 1.0 Contents 1.0 BACKGROUND 5 2.0 APPLICABLE DOCUMENTS 5 3.0 SCOPE OF WORK 9 4.0 PERFORMANCE DETAILS 10 4.1 PERFORMANCE PERIOD 10 4.2 PLACE OF PERFORMANCE 10 4.3 TRAVEL 11 5.0 SPECIFIC TASKS AND DELIVERABLES 11 5.1 PROJECT MANAGEMENT 12 5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN 12 5.1.2 CONTRACTING OFFICER REPRESENTATIVE (COR) 12 5.1.3 REPORTING REQUIREMENTS 13 5.1.4 MEETING FACILITATION 13 5.1.5 TECHNICAL KICK-OFF MEETING 13 5.2 WAREHOUSE MANAGEMENT SYSTEM TASKS 14 5.2.1 TASK 1: SITE VISIT AND SITE SURVEY 15 5.2.2 TASK 2: SYSTEM DESIGN AND PLANNING DOCUMENTATION 16 5.2.2.1 SYSTEM DESIGN DOCUMENT (SDD) 16 5.2.2.2 WMS IMPLEMENTATION PLAN 19 5.2.2.3 WMS OPERATIONS PLAN 20 5.2.2.4 SYSTEM TEST AND EVALUATION PLAN 21 5.2.2.5 SYSTEM SECURITY PLAN 21 5.2.3 TASK 3: PROVISION OF COTS SOFTWARE AND HARDWARE 22 5.2.4 TASK 4: INSTALLATION OF HARDWARE AND SOFTWARE 22 5.2.5 TASK 5: INTEGRATION, TESTING, AND VALIDATION 23 5.2.6 TASK 6: TRAINING 24 5.2.7 TASK 7: SYSTEM MAINTENANCE AND SUPPORT (BASE) 25 5.2.8 TASK 8: SYSTEM MAINTENANCE AND SUPPORT (OPTION PERIODS) 26 5.3 WAREHOUSE MANAGEMENT SYSTEM CONCEPT OF OPERATIONS 26 5.3.1 SYSTEM OVERVIEW 26 5.3.2 CURRENT SITUATION 27 5.3.2.1 DESCRIPTION OF PRODUCTION MATERIALS RECEIVING, STORING AND ISSUING 27 5.3.3 JUSTIFICATION FOR AND NATURE OF CHANGES 28 5.3.3.1 DESCRIPTION OF DESIRED CHANGES 28 5.3.3.2 PROPOSED SYSTEM ATTRIBUTES 28 5.3.3.3 ASSUMPTIONS 29 5.3.3.4 ADVERSE EFFECTS 29 5.3.4 CONCEPTS FOR THE PROPOSED SYSTEM 29 5.3.4.1 OPERATIONAL POLICIES AND CONSTRAINTS 29 5.3.4.2 PROPOSED PROCESS AND DATA FLOW 29 5.3.4.2.1 RECEIVING / STORING / PUT AWAY 30 5.3.4.2.2 ISSUING PRODUCTION MATERIALS 30 5.3.4.2.3 REPORTING 30 5.3.4.2.4 PHYSICAL COUNTING / CYCLE COUNTING 30 5.3.4.2.5 PHYSICAL CONFIGURATION AND STAFFING OF WAREHOUSE OPERATIONS BRANCH 31 5.3.4.2.6 Other System Considerations 31 5.3.4.3 USER CLASSES 32 5.3.4.3.1 MANAGEMENT 32 5.3.4.3.2 KEY USERS 32 5.3.4.3.3 SUPERVISORS 32 5.3.4.3.4 WAREHOUSE AND INVENTORY CONTROL TECHNICIANS 32 5.4 WAREHOUSE MANAGEMENT SYSTEM REQUIREMENTS 33 5.4.1 GENERAL REQUIREMENTS 33 5.4.2 INTERFACE APPLICATIONS (IA) 33 5.4.3 RECEIVING 34 5.4.4 REPORTS 34 5.4.5 PICKING/ISSUING 34 5.4.6 TASK AUTOMATION / PHYSICAL INVENTORY 34 5.4.7 SECURITY 35 5.4.8 PERFORMANCE 35 5.4.9 APPROVAL OF WRITTEN DELIVERABLES 36 5.4.10 RESPONSIBILITY FOR REJECTED SUPPLIES 36 6.0 GENERAL REQUIREMENTS 36 6.1 ENTERPRISE AND IT FRAMEWORK 36 6.1.1 VA TECHNICAL REFERENCE MODEL 36 6.1.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS 36 6.1.3 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM) 37 6.1.4 INTERNET PROTOCOL VERSION 6 (IPv6) 38 6.1.5 TRUSTED INTERNET CONNECTION (TIC) 38 6.1.6 STANDARD COMPUTER CONFIGURATION 39 6.1.7 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT LINE MANAGEMENT (PLM) 39 6.1.8 PROCESS ASSET LIBRARY (PAL) 40 6.1.9 AUTHORITATIVE DATA SOURCES 40 6.1.10 SOCIAL SECURITY NUMBER (SSN) REDUCTION 41 6.1.11 SOFTWARE AND LICENSING REQUIREMENTS 41 6.1.12 GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS 41 6.1.12.1 AI SYSTEM/LLM DEVELOPMENT AND OPERATION DOCUMENTATION REQUIREMENTS 43 6.1.12.2 MONITORING, REPORTING, AND CORRECTIVE ACTION 45 6.1.12.3 AI MODEL UPDATES AND CHANGE DISCLOSURES 45 6.1.12.4 SOURCE CODE HARMONIZATION AND REUSE IN INFORMATION TECHNOLOGY (SHARE IT Act) 45 6.2 SECURITY AND PRIVACY REQUIREMENTS 46 6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)\ 46 6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS 46 6.3 METHOD AND DISTRIBUTION OF DELIVERABLES 48 6.4 PERFORMANCE METRICS 48 6.5 FACILITY/RESOURCE PROVISIONS 49 6.6 GOVERNMENT FURNISHED PROPERTY 51 6.7 SHIPMENT OF HARDWARE OR EQUIPMENT 51 ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED 52 ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/ PRIVACY LANGUAGE 57 7.0 POINTS OF CONTACT 76 BACKGROUND The Department of Veterans Affairs Caribbean Healthcare System (VACHCS) requires contractor support to modernize and optimize its warehouse operations. The objective of this requirement is to enhance operational efficiency, inventory accuracy, and material accountability by implementing a paperless Warehouse Management System (WMS). VACHCS is responsible for the effective and efficient receipt, storage, and issuance of medical supplies, medical equipment, furniture, and information technology (IT) equipment to the main VA facility. The current paper-based inventory process limits visibility, timeliness, and workforce efficiency. The contractor shall provide a solution that enables real-time data entry for receipts and issues, enhances visibility of material inventory and demand trends, and improves coordination of material movements and physical counts. The VACHCS recognizes the growing need to enhance accuracy, efficiency, and cost-effectiveness in material inventory management—an imperative that will intensify as the facility transitions to meet the demands of a high-volume medical center. APPLICABLE DOCUMENTS In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following: “Federal Information Security Modernization Act of 2014” Federal Information Processing Standards (FIPS) Publication 140-3, “Security Requirements for Cryptographic Modules”, March 22, 2019 FIPS Pub 199. “Standards for Security Categorization of Federal Information and Information Systems,” February 2004 FIPS Pub 200, “Minimum Security Requirements for Federal Information and Information Systems,” March 2006 FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and Contractors,” January 2022 10 U.S.C. § 2224, "Defense Information Assurance Progr…