RFI - VCS Food Labeling Printers and Portal Solution.pdf

Request for Information (RFI)

Veterans Canteen Services (VCS) Food Labeling Device Replacement

1. Introduction

This is a request for information (RFI) only. Do not submit a proposal. It is requested that all companies interested in participating in this effort please note their interest and provide indication of their respective capabilities to perform the effort described in attached draft Product Description (PD).

This RFI is for planning purposes only and shall not be considered as an Invitation for Bid, Request for Task Execution Plan, Request for Quotation, or as a Request for Proposal. Additionally, there is no obligation on the part of the Government to acquire any products or services described in this RFI. Your response to this RFI will be treated only as information for the Government to consider. You will not be entitled to payment for direct or indirect costs that you incur in responding to this RFI. This request does not constitute a solicitation for proposals or the authority to enter into negotiations to award a contract. No funds have been authorized, appropriated or received for this effort. Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. The Government does not intend to pay for the information submitted in response to this RFI.

Be advised that set-aside decisions may be made based on the information provided in response to this RFI. Responses should be as complete and informative as possible.

2. Submittal Information:

All responsible sources may submit a response in accordance with the below information.

There is a page limitation for this RFI of 10 pages. The Government will not review any other information or attachments included that exceed the 10-page limit. NO MARKETING MATERIALS ARE ALLOWED AS PART OF THIS RFI. Generic capability statements will not be accepted or reviewed. Your response must address capabilities specific to the services required in the attached draft PD and must include the following:

a. Interested Vendors shall at a minimum, provide the following information in the initial paragraph of the submission:

Name of Company Address Point of Contact Phone Number Fax Number Email address Company Business Size and Status

• For VOSB and SDVOSBs, proof of certification in the Small Business Administration’s (SBA) VetCert database (https://veterans.certify.sba.gov/)

NAICS code(s) Socioeconomic data SAM.gov Unique Entity ID Existing Contractual Vehicles (GWAC, FSS, or MAC)

b. Provide a summary of your capability to meet the requirements contained within the draft PD. NOTE: Technical questions may be submitted as part of your response; however, questions directed to the customer are prohibited.

c. Please include a Rough Order of Magnitude (ROM).

d. Small businesses should include intent and ability to meet set-aside requirements for performance of this effort, if applicable.

e. Has the draft PD provided sufficient detail to describe the technical requirements needed to provide the hardware, software, and support services to be performed under this effort?

______ YES ______ NO (if No, answer question f)

f. If “NO,” please provide your technical comments/recommendations on elements of the draft PD that may contribute to a more accurate proposal submission and efficient, cost-effective effort. (The response to this question is not counted against the RFI’s 10-page limit but shall not exceed three (3) additional pages.)

g. Complete Attachment D – Service Model Questions. Based on VA’s Service Model Descriptions, what is your administration portal solution considered?

Please pick one.

i. Software as a Service (SaaS): Software as a Service is a multi-Tenant software solution that is neither owned, managed, nor hosted by VA. The solution is hosted on a cloud infrastructure outside the security boundary of the VA and is accessible via a web browser. Consumers of SaaS products are unable to request nor make changes to the software code except for limited user-specific application configuration settings. It is purchased on a subscription basis only.

ii. Platform as a Service (PaaS): Platform as a Service provides to the consumer the capability to deploy onto the cloud infrastructure consumer-created or acquired applications created using programming languages, libraries, services and tools supported by the provider. The consumer does not manage or control the underlying cloud infrastructure including network, servers, operating systems, or storage, but has control over the deployed applications and possibly application hosting environment configurations.

iii. Infrastructure as a Service (IaaS): Infrastructure as a Service offers the capability to provision processing, storage, networks and other fundamental computing resources where the consumer is able to deploy https://veterans.certify.sba.gov/ and run any software, which can include operating systems and applications. The consumer does not manage or control the underlying cloud infrastructure, but has control over operating systems, storage, deployed applications, and possibly limited control of select networking components (e.g., host firewalls).

iv. Subscription Based Website: An application accessed via a web interface that does not meet the NIST 800-145 definition of Cloud Computing. It may or may not require a login and/or license.

v. IT/VA Managed Service: A solution delivered by an IT managed service provider to supply certain IT processes and functions. Services include network, application, infrastructure and security, via ongoing and regular support and active administration. Services can be provided on customers' premises, in the service provider’s data center (hosting), or in a third-party data center. Beyond traditional application and infrastructure management, managed services may also include storage, desktop and communications, mobility, help desk and technical support. (Everything that falls outside of the NIST definition of SaaS). This CSO will be installed within VAEC.

vi. Vendor Managed Service for the Business: A single tenant software solution that is not owned or hosted by VA. These services are purchased for COTS applications on a subscription basis only and are hosted in a cloud environment external to the VA network and accessible via a web browser and, if available, a downloadable thin client/program interface. VA does not manage or control the underlying infrastructure including network, servers, operating systems, storage, or even individual application capabilities except for limited user-specific application configuration settings.

h. If your solution is considered SaaS, can your solution conform to the NIST 800-

145, Attachment C – NIST 800-145, definition of Cloud Computing and thus contain following key characteristics:

i. On-Demand Self-Service: The CSP fully automates the provisioning of both the customer interface and the underlying cloud components of the SaaS offering. In some cases, to the CSP may provision internal resources manually, while providing the CSC an automated interface to request and track the service.

ii. Broad Network Access: The SaaS capabilities are available over the internet or over a network that is available from all access points the CSC requires. The SaaS offering is accessible through common platforms (e.g., mobile phones, tablets, laptops, and workstations).

iii. Resource Pooling: The computing infrastructure supporting the SaaS offering is shared among more than one CSC using a multi-tenant model, and resources are dynamically assigned depending on customer demand.

iv. Rapid Elasticity: Computing capabilities are automatically provisioned and released in a manner that scales with customer demand. In some cases, the scaling of resources may not be fully automated, but it should be fast enough to support the needs of the CSC, which the CSC would have to define.

v. Measured Service: Resource usage, such as storage, processing, bandwidth, and user activity are measured and reported on in a manner that is relevant to the SaaS offering.

ii. If your solution is considered SaaS, is it VA FedRAMP Moderate authorized? If not, would you pursue FedRAMP authorization per Attachment B: SaaS FedRAMP Requirements? What is your projected timeline for obtaining FedRAMP authorization?

i. Should VCS require the Contractor to provide devices for use of the administration portal to print labels, what is your recommended device? Please provide product specifications and Operating System information. How would you ensure compliance with the OIT Technical Reference Model (VA TRM)? What is your approach to maintaining and updating the devices used for the administration portal to print labels? Include the recommended device and maintenance support as part of your ROM.

Responses are due no later than January 5, 2023 by 1:00 PM EST via email to Jamie Valentine, Contract Specialist at Jamie.Valentine@va.gov, and Meghan McCloskey, Contracting Officer at Meghan.McCloskey@va.gov.

Please title email “RFI – VCS Food Labeling Printers and Portal Solution” in the subject line of your response. Mark your response as “Proprietary Information” if the information is considered business sensitive. The email file size shall not exceed 5 MB.

See attached documents:

• RFI - DRAFT PD VCS Food Labeling Printers and Portal Solution

• Attachment A – VCS Food Labeling Address

• Attachment B – SaaS FedRAMP Requirements

• Attachment C – NIST 800-145

• Attachment D – Service Model Questions mailto:Jamie.Valentine@va.gov mailto:Meghan.McCloskey@va.gov

PRODUCT DESCRIPTION (PD)

DEPARTMENT OF VETERANS AFFAIRS

Veterans Canteen Service

Food Labeling Printers and Portal Solution

Date: December 12, 2023

VA-24-00031181

PD Version Number: 1.0

1.0 PRODUCT REQUIREMENTS

The Department of Veterans Affairs (VA), Veteran Canteen Services (VSC) requires a replacement of its MedVantage food labeling solution. These labels are required for proper compliance with Food and Drug Administration (FDA) regulations. The food labeling solution will allow VCS to ensure food purchased by customers includes FDA-compliant food labels and up-to-date prep labels for employee food safety. The solution shall produce customer-facing nutrient and ingredient labels with price tags for packaged food items in VCS cafes, coffee shops, and retail stores.

The Contractor shall provide an FDA-compliant food labeling full enterprise-based solution inclusive of an administrative portal, thermal printers (including all docks and cables required for functionality), and labels. No installation required.

The FDA-compliant food labeling solution shall be compliant with Title 21 of the Code of Federal Regulations, section 101.11 (21 CFR 101.11), Nutrition labeling of standard menu items in covered establishments. Food labels shall be in a Linear Display for nutrition facts to accommodate small packaging. The solution shall be capable of printing labels on demand that shall include, but is not limited to, the following:

• Nutrition facts

• Ingredients

• Allergen information

• UPCs

• Food best if used by date o Best if used by dates shall automatically calculate based on inputs (for example: inputting ‘3 days’ shall automatically calculate three days from time of label print) o Shall calculate by day and hour

• Received on date

• Costs

Administration Portal The Contractor shall deliver a centrally managed administration portal with a single interface to update menus, labels, and pricing, access roles and permissions, access data and reporting, and food & menu information. Portal interface shall be organized in a logical and clear manner that shall allow ease of label updates and maintenance by the administrators in VCS Whole Health & Nutrition Division. Changes made to menus, labels, and pricing shall be updated in real time within the administration portal.

The administration portal shall be capable of importing, reading, and updating information from .csv and Microsoft Excel files. The portal shall be capable of uploading and storing media files such as recipe cards and instructional videos. Media content shall be capable of being made available to all connected devices for employee/user education. Media files include MP4 video files and Portable Document Format (PDF) files.

Changes made within the administration portal shall be capable of transmitting updates at an enterprise-level to all connected devices. Changes made within the administrative portal shall not be made available to users and connected devices until they are approved and published by administrators.

The solution shall provide enterprise and store level reporting for analytics of labels printed and media files view counts.

VCS has a preference for the labeling solution’s capability to customize labels with additional icons that indicate gluten free/better for you/climate smart/vegan. Icons shall be customizable at the administrative level only.

Thermal Printers The Contractor shall provide a quantity of 200 high speed thermal label printer solutions with required power supply and peripherals for functionality. Of the 200 thermal printer solutions, it is anticipated that the majority of sites, see Attachment A, require one thermal printer solution be delivered per site with an estimated 10-20 sites requiring two thermal printer solutions. The Contractor shall provide an additional 20 thermal printer units that shall be made a part of an Advanced Exchange Depot (APS) program that the Contractor will provide storage and manage of this "seed stock" to ship out replacement Printers next day to locations with broken/damaged equipment. The Contractor will notify VCS Whole Health & Nutrition Division when “seed stock” is below a 2-printer solution threshold. At that time, the Government may exercise Optional Task Two to replenish the “seed stock.”

Printer solutions shall be easily interchangeable with replacement devices that do not require VCS to return the entire unit so as not to disrupt operations. All thermal printers shall meet the following requirements:

• Batch printing and reprint of labels

• Print a variety of label sizes but shall be able to support:

o Min 4x2 inch, Max 6x2 inch - front of the house retail labels o Min 1x1 inch, Max 2x2 inch - back of the house prep labels

• Shall be able to print both label types without the need to change the label roll

• Between 200-300 dots per inch (DPI) Resolution

• Automatic Feed

• Open Paper Path

• Minimum Print speed between 4-6 inches per second

• Power supply to printer unit to be protected against water damage and spills;

• Shall connect to devices through direct wifi o Bluetooth connection is acceptable if a single printer for all labels.

• Dimensions (not greater than) o 12.0″W x 11.0″D x 10.0″H

Label Requirements The Contractor shall provide customizable direct thermal labels to include the VCS logo, provided by VCS, on all delivered labels. The Contractor shall adjust the label design if required by VCS during the period of performance. All labels shall be easily removable without leaving residue. Labels shall be white, printed monochromatic and have easily scannable barcodes.

Barcode information shall be input by VCS into the portal. Compatible barcodes on labels shall include:

• UPC-A

• UPC-E

• Code 128 - Any Length

The Contractor shall deliver 2000 each, per location, of house retail and house prep labels to each VCS location identified in Attachment A.

• Label sizes shall be:

o Min 4x2 inch, Max 6x2 inch - front of the house retail labels o Min 2x1 inch, Max 2x2 inch - back of the house prep labels

Contractor shall become Electronic Data Interchange (EDI) compliant to receive future label orders through VCS canteens. The following are EDI transactions that VCS utilizes:

850 Purchase Order Required for all suppliers currently receiving manual orders from VCS through faxed or emailed purchase orders.

810 Electronic Invoicing Required for all VCS suppliers

997 Inbound/Outbound Functional Acknowledgement Required for all VCS suppliers

856 Advanced Shipping Notice (ASN) including UCC-128 Bar Code label Required for all VCS suppliers

812 Electronic Credit/Debit Required for all VCS suppliers

855 Purchase Order Acknowledgement – change notification Required for all VCS suppliers

860 Purchase Order change – initiated by the buyer Required for all VCS suppliers

Device and Connection Requirements The Contractor shall provide 200 tablet devices with touch-screen features for accessing the food labeling portal and printing labels. The food labeling portal shall be capable of functioning on the provided tablet devices with touch-screen features. The Contractor’s solution and devices shall comply and maintain compliance with the OIT Technical Reference Model (VA TRM).

The period of performance is 12 months from date of award with four 12-month option periods and four optional tasks. The overall PoP shall not exceed 60 months.

Equipment for Phase 1 shall be delivered within 45 days from award. Configuration and training shall be completed within 30 days from completion of Phase 1 delivery. Equipment for Phase 2 shall be delivered within 45 days of Phase 1 acceptance.

Optional Task One is for replacement Thermal Printers. Optional Task One may be exercised up to 100 times in the base and each option period. Delivery of Optional Task One shall be within 5-7 business days of exercise.

Optional Task Two is for Additional Site Expansion and may be exercised up to 100 times throughout the PoP. Delivery of Optional Task Two shall be within 45 days of exercise.

Optional Task Three is for warranty and maintenance support for any additional thermal printers exercised shall align to the period exercised in and not exceed a total of 12 months per Option Period.

Optional Task Four is for additional training and may be exercised up to two times throughout the PoP.

1.1 DELIVERY, CONFIGURATION, AND ROLLOUT

Delivery shall be completed in a phased approach. Phase 1, the Contractor shall deliver its solution for a single location to the VCS Central Officer (VCSCO) and four additional locations that will be coordinated with the Contractor at time of award. The Contractor shall be available to support VCS in troubleshooting and initial configuration of the devices and portal. The Contractor shall conduct the initial upload all food label information provided by VCS into its portal solution.

Upon acceptance of successful delivery and functionality of Phase 1, the Contractor shall deliver its solution to the remaining VCS locations in Phase 2. Please see Attachment A for a list of the VCS locations.

All delivery shall include tracking information to VCS. Delivery of devices shall include set-up instructions in both physical and electronic format.

1.2 WARRANTY AND MAINTENANCE SUPPORT

The Contractor shall ensure the food label solution technology lifecycle is maintained throughout the PoP. The Contractor shall provide maintenance support including all upgrade/update releases, modifications to software/firmware, periodic updates, firmware, drivers, bug fixes, patches, hotfixes, and related documentation. If at any time following installation, the solution becomes inoperable or requires maintenance, whether discovery is by the Contractor or VA, the Contractor shall provide necessary patches to ensure its continuous operation, in accordance with the functionalities, capabilities, and requirements defined herein.

The Contractor shall provide Help Desk support services and technical support during normal business hours Monday through Friday 9 a.m. to 5 p.m. Central Standard Time (CST) throughout the PoP. A self-service portal, email and phone number shall be provided by the Contractor to report, track and view incidents. In the event any updates to the solution results in an update to user guides, the Contractor shall provide updated aforementioned user guides.

The Contractor shall notify VA of any software or firmware updates within one week of publication of any general availability release. Prior to any maintenance actions, the Contractor shall identify and coordinate with the COR and hosting environment point of contact (POC) for approval to implement any maintenance actions to ensure any updates, patches and fixes will not impact the operations of the hosting environment. Any planned maintenance shall occur during typical off business hours so as not to disrupt VA VCS operations. VCS off business hours are defined as 9 p.m. to 4 a.m. CST Monday through Friday and 5 p.m. to 7 a.m. CST Saturday and Sunday.

The food labelling administrative portal must be available in a reliable operating manner, with a system uptime of 99.5% to 99.99%, 99.99% uptime is the target goal. The Contractor’s solution shall meet the minimum recovery requirements, Recovery Point Objective (RPO): 24hr;

Recovery Time Objective (RTO): 48hr; Maximum Tolerable Downtime (MTD): 72hr.

The Contractor shall provide its commercial warranty coverage for all hardware and associated peripherals starting when VCS locations receives shipment of unit. The Contractor shall be responsible for providing replacement parts or hardware devices in the event equipment fails under warranty coverage. Shall the Contractor notify the VCS that damaged or defected units are required to be shipped back, the Vendor will assume all shipping costs associated with return.

Replacements under warranty shall be delivered no later than two (2) business days of notification to the Contractor. If Contractor does not require the damaged or defect units back, the VCS is authorized to “destroy in field” within the local guidance of the VA Medical Center’s recycling policy.

1.3 TRAINING

The Contractor shall provide virtual instructor led training for up to 10 attendees to the VCSCO for administrative and usability training of the administration portal. The training shall include a comprehensive overview of the solution including at a minimum system functionality, useability and navigation of the solution, features, and operating requirements. Additionally, the training shall provide troubleshooting, establishing roles and hierarchy with details on how to administer, maintain and optimize the solution. As part of the training, the Contractor shall provide all related user guides for the solution.

The Contractor shall provide web-based training for users and administrators to ensure continuous sustainment and knowledge. The web-based training shall be available to users and administrators anywhere, any-time vie the internet. The training shall include system functionality, usability and navigation, and critical configuration functions.

The Contractor shall provide to the Government all access and/or links for hosting the training.

1.4 OPTIONAL TASKS

1.4.1 OPTIONAL TASK ONE – Replacement Thermal Printers

The Contractor shall provide replacement printer units up to a quantity of 100 per year.

1.4 OPTIONAL TASK TWO – Additional Site Expansion

The Contractor shall provide its FDA-compliant food labeling solution inclusive of the administrative portal and thermal printers (including all docks and cables required for functionality) to additional sites, up to 100 throughout the PoP.

1.5 OPTIONAL TASK THREE – ADDITIONAL WARRANTY AND

MAINTENANCE SUPPORT

The Contractor shall provide warranty and maintenance support as described PD paragraph 1.2 for thermal printers exercised under Optional Task Two throughout the PoP.

1.6 OPTIONAL TASK FOUR – ADDITIONAL TRAINING

The Contractor shall perform all the tasks identified in Section 1.3. This Optional task may be exercised up to two times throughout the PoP.

1.7 OPTION PERIODS ONE THROUGH FOUR

If an Option Period is exercised by the VA, the Contractor shall perform all tasks identified in Section 1.2.

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL

INFORMATION AND COMMUNICATION TECHNOLOGY (ICT)

PROCUREMENTS (SECTION 508)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

2.1 SECTION 508 – INFORMATION AND COMMUNICATION

TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board:

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines)

E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

2.3 ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

3.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 13834, “Efficient Federal Operations”, dated May 17, 2018; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Federal Acquisition Regulation (FAR) to provide ENERGY STAR®, Federal Energy Management Program (FEMP) designated, low standby power, and Electronic Product Environmental Assessment Tool (EPEAT) registered products in providing information technology products and/or services.

3.1 EPEAT

EPEAT product compliance is not required in this acquisition.

3.2 ENERGY STAR

As required in clause 52.223-15 Energy Efficiency in Energy-Consuming Products, the Contractor shall provide products that earn the ENERGY STAR label and meet ENERGY STAR specifications for energy efficiency. For information about ENERGY STAR, see http://www.energystar.gov for complete product specifications and updated lists of qualifying products.

3.3 FEMP

FEMP or FEMP low standby power product compliance is not required in this acquisition.

4.0 SHIPMENT OF HARDWARE OR EQUIPMENT

Shipping locations shall be in accordance with Attachment A. Prior to shipping the Contractor shall coordinate with the COR. The below Ship to/Mark For POCs are only for any issues with delivery/coordination with the sites.

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary Alternate Name: Paul Zeveski Name: VCS Logistics Voice: 314-845-1206 Voice: 314-845-1200 Email: Paul.Zeveski3@va.gov Email: VCSLogistics@va.gov

4.1 SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA IFCAP PO number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO #: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3) http://www.energystar.gov/

5.0 GENERAL REQUIREMENTS

5.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OIT Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OIT.

Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

5.2 SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

5.3 INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support Internet Protocol Version 6 (IPv6) based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). IPv6 technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices shall support native IPv6 and dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g. web, email, DNS, ISP services, etc.) shall support native IPv6 and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall communicate using native IPv6 and dual stack (IPv6 / IPv4) operations.

5.4 POSITION/TASK RISK DESIGNATION LEVEL(S)

https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1 https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1 https://doi.org/10.6028/NIST.SP.500-267Br1 https://doi.org/10.6028/NIST.SP.800-119

In accordance with VA Handbook 0710, Personnel Security and Suitability Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PWS are:

Position Sensitivity and Background Investigation Requirements by Service Task/Item Number

Service Task/ Item Number

Tier1 / Low Risk Tier 2 / Moderate Risk

Tier 4 / High Risk

1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

5.5 SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

5.6 INFORMATION SECURITY REQUIREMENTS

All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this Product Description.

6.0 POINTS OF CONTACT

VA Program Manager:

Name: Patrick Stemple Address: #1 Jefferson Barracks Rd, Bldg #25 St. Louis, MO 63125 Voice: 314-313-2425 Email: Patrick.Stemple@va.gov

Contracting Officer’s Representative:

Name: Karan More Address: #1 Jefferson Barracks Rd, Bldg #25 St. Louis, MO 63125 Voice: 314-845-1360 Email: karan.more@va.gov

Contracting Officer:

Name: Meghan McCloskey Address: 23 Christopher Way, Eatontown, NJ 07724 Voice: 848-377-5151 Email: meghan.mccloskey@va.gov

Contract Specialist:

Name: Jamie Valentine Address: 23 Christopher Way, Eatontown, NJ 07724 Voice: 848-377-5091 Email: jamie.valentine@va.gov

APPENDIX C — VA INFORMATION AND INFORMATION SYSTEM SECURITY

AND PRIVACY LANGUAGE

1. GENERAL. This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, subcontractors and subcontractor personnel will be subject to the same Federal laws, regulations, standards, VA directives and handbooks, as VA personnel regarding information and information system security and privacy.

2. VA INFORMATION CUSTODIAL LANGUAGE.

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227- 19, Commercial Computer Software License.

b. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. VA information will not be used in any other way without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, information segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled on-site audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

h. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the CO/COR, the contractor shall return all Federal Records to VA for disposition.

o. Media is defined as material on which data are or may be recorded, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs. Any media used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS.

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All contractors and subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual

(NISPOM).

d. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following:

(1) Contractor/subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to contractor/subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes the contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by contractor/subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

g. Contractors/subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes. PIV and PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO.

4. TRAINING.

a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course (Talent Management System (TMS) #10176) initially and annually thereafter.

(2) Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

(3) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any role-based information security…