36C24720Q1152 Vocera Communication System II.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. DUNS: DUNS+4:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. 2/2012)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 84

690-20-4-490-0717

36C24720Q1152 08-28-2020

Earnest Ellison 09-10-2020 10am

Department of Veterans Affairs Central Alabama Veterans Health Care

215 Perry Hill Road Montgomery AL 36109-3798

X 100

X

541519

1000 Employees

Net 30

N/A

X

See Delivery Schedule

Central Alabama Health Care System East Campus 2400 Hospital Road Tuskegee AL 36083-5001

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971

See CONTINUATION Page

Vocera Communications for Central Alabama Veterans Health Care System, (CAVHCS), Montgomery AL

Request for information (RFI) time period ends on 9-8-2020 3:00 pm est, all questions must be emailed to No phone calls are accepted during solicitation phase.

Please submit all requested documents or infomation with solicitation.

Base: September 25, 2020 to September 24, 2021 Option 1: September 25, 2021 to September 24, 2022 Option 2: September 25, 2022 to September 24, 2023 Option 3: September 25, 2023 to September 24, 2024 Option 4: September 25, 2024 to September 24, 2025

Quote due 9-10-2020, 10:00 am est to Earnest.Ellison@va.gov Offer must be an authorized reseller of Vocera equipment.

SDVOSB SET-ASIDE

See CONTINUATION Page x X

X 1

Benford Brundage Contracting Officer

36C24720Q1154

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

STATEMENT OF WORK

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3 DELIVERY SCHEDULE

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL ITEMS (OCT

2018)

C.2 52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE (OCT 2018)

C.3 52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE

(JUL 2016)

C.4 52.228-5 INSURANCE—WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

C.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) ...43

C.7 52.237-3 CONTINUITY OF SERVICES (JAN 1991)

C.8 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.9 52.246-20 WARRANTY OF SERVICES (MAY 2001)

C.10 VAAR 852.219-74 LIMITATIONS ON SUBCONTRACTING—MONITORING AND

COMPLIANCE (JUL 2018)

C.11 VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-

OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION)

C.12 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.13 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.14 VAAR 852.247-73 PACKING FOR DOMESTIC SHIPMENT (OCT 2018)

C.15 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL ITEMS (JUN 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

E.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.2 VAAR 852.270-1 REPRESENTATIVES OF CONTRACTING OFFICERS (JAN

2008)

FAR 52.212-1 ADDENDA

E.3 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (DEC 2019)

E.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.5 52.216-1 TYPE OF CONTRACT (APR 1984)

E.6 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL ITEMS (JUN 2020)

E.7 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

INTENTIONALLY LEFT BLANK

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C247 Benford Brundage

Central Alabama Veterans Health Care

215 Perry Hill Road

Montgomery AL 36109-3798

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[X] 52.232-33, Payment by Electronic Funds Transfer—System for Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [x] AFTER RECEIPT OF SUPPLIES OR SERVICES

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center

PO Box 149971

Austin TX 78714-9971

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

System – Central Alabama VA Healthcare System Page 6

STATEMENT OF WORK

HANDS-FREE CLINICAL COMMUNICATION AND COLLABORATION SOFTWARE SYSTEM

CENTRAL ALABAMA VA HEALTHCARE SYSTEM, AL

1. GENERAL:

The Central Alabama Veterans Health Care System (CAVHCS) seeks to integrate a Clinical Communication and Collaboration software system brand name or equal to the Vocera Communication system to do hands-free, software-based communication able to deliver closed loop, integrated intelligent communication of voice, text, alarm, alerts and clinical information to the right person at the right time regardless of their location within CAVHCS.

The solution will be deployed for both Vocera Voice and Vocera Integration. The solution will be deployed throughout the Central Alabama VA Healthcare System’s 8 sites in a phased approach. The Communication System will be integrated with the CAVHCS’s third party systems for secondary alarm and event notification delivery to the communication device.

Deployment of this system is required to meet the needs of the Veterans we serve while delivering optimal state of the art healthcare, and to modernize antiquated systems currently relied upon. The solution includes providing all hardware, software, training, labor and professional services required to ensure optimal performance of the equipment for duration of products lifecycle.

2. EQUIPMENT/SUPPORT DESCRIPTION/SALIENT FEATURES/PANDEMIC RESPONSE:

• Services at these CAVHCS sites include:

o Montgomery – Perry Hill Road o Montgomery – Veterans Way o Tuskegee – Hospital Road o Columbus – 13th Avenue o Ft. Benning – Bass Road o Dothan – Ross Clark Circle o Fort Rucker – Andrews Avenue o Monroeville – Whetstone Street

• Software for 600 concurrent Voice users, 150 messaging licenses and an Enterprise Engage Integration license for 224 beds

System – Central Alabama VA Healthcare System Page 7

• 159 V5000 Smart badges, 478 B3000N Badges plus accessories

• First 12 months of Support and Maintenance, renewable annually

• 2-year extensions to the 1-year standard warranty for all Badges

• Full implementation package to include wireless assessment, database build, workshops, training, etc.

• A dialogic media gateway for each facility to integrate to the PBX

• Badge Configuration Unit

• Servers

• 4 Option Years for Support and Maintenance

• In order to estimate the time required of Professional Services personnel to complete this project, it is necessary to define the scope of the Communication System functionality to be deployed and the departments or functional groups that will deploy.

System planning and implementation services to be rendered by Professional Services for this engagement will include:

• Project Management Services

• Performance Assessment Services

• Design Kickoff and Call Flow, Messaging and Alarm Integration Design Services

• Database Development Services

• Installation, Implementation and End-to-End Testing Services:

Server, Clustered Architecture Badge Configuration Machine SIP Telephony Gateway (VSTG) Server Client Gateway Messaging Server – High Availability Architecture

• Alarm Integration: Engage System Configuration and Testing Services

• Alarm Integration: Solution Validation

• Administrator Knowledge Transfer Services

• Technical Knowledge Transfer Services

• Technical Readiness Site Assessment

• Education Services and Go-Live Support

• Post-Deployment Assessment Services

• Analytics Deployment

• Salient features:

o The Communication Solution includes a hands-free option; a voice controlled, wearable and lightweight communication device.

o Increased mobility and greater practicality and productivity for workers whom often need to complete multiple tasks simultaneously.

o The ability to initiate a call to a “panic group” directly from the device with the touch of a button – staff safety feature o The solution includes an option for a device that uses a “wake word” making it hands-free.

o The solution can use secure texting templates for easy responses.

o The hands-free “Badge” is FIPS 140-2 certified for use on the VA Wi-Fi network.

System – Central Alabama VA Healthcare System Page 8 o Enables voice calls to individuals, roles (e.g.: SSA or Workflow Coordinator) and teams/groups (e.g. Executive Leadership or Supervisors) o The solution can maintain an unlimited amount of these groups to eliminate the need to program groups ad hoc.

o All calls will be capable of automatic escalation to a pre-designed call flow path leading to no calls going unanswered.

o The ability to interrupt a busy device upon the request of an urgent call (permission based), i.e. Broadcasting an alert of an Active Shooter.

o Has the ability to initiate a “push to talk” session within a department or group of callers that allows all members to speak and hear the call.

o The ability to call any department or by name without knowing the extension number, eliminating time, steps, and the need to leave one’s workspace.

o Has the ability to enable calls to and from a landline extension in the facility.

o The Communication Solution has a Device Management reporting mechanism to minimize device loss.

o The solution can leave a voice message for a user or group of users that can be retrieved when logging back into the system from any device.

o Include a central monitoring visibility of user presence, allowing someone to view individual staff availability via a web-based application used by staff coordinators and administrators to quickly and accurately view staff presence information and make staff assignments for dynamic role-based groups – feature can be turned on or off.

o The solution is “User Centric”, not “device centric”. Upon log-on, all profiles and privileges are automatically assigned to the device including roles/functions, group memberships and system settings. All these settings will reside on the server and be independent of the individual device.

o Can be used on VA Wi-Fi or outside on the cell network enabling communication regardless of location o Encrypted HIPAA compliant messages can be sent and received from the console or other smartphones and tablets.

Pandemic Response features o General Communicate safely and efficiently while wearing PPE.

Keep staff connected while at home.

Make sure the communication loop is closed.

Make it easy for care teams to reach people in the community outside the hospital.

Allow users outside the hospital to reach users inside or outside the hospital.

Flag a positive COVID-19 patient or test result of a specific patient Allow caregivers to be notified immediately with a patient’s COVID-19 test result or when risk factors are present.

Send pulse oximeter alerts to the right recipient.

Accelerate room turnover workflows.

Push COVID-19 policy updates to the right team members.

o Communicate with Groups

System – Central Alabama VA Healthcare System Page 9

Prepare ED staff for an incoming COVID-19 patient.

Safely admit and triage a walk-in patient who is possibly COVID-19 positive.

Mobilize response teams.

Mobilize your COVID-19 leadership team.

Reach a group of subject matter experts easily Enable instant communication with the entire incident-response or infection-control team.

o Facilitate Patient and Family Communication

Allow patients and family members to connect with a specific caregiver.

Make it easy for patients to discretely receive their COVID-19 lab results.

Enable nurses and patients to communicate in pop-up bed locations lacking nurse call.

Help restore the human connection between care teams and patients with a new feature for use with devices. Secure a Badge or Smart badge near the upper torso of each patient bed. Log into the 4 devices with a generic profile such as “Room 5 Bed 1.” Set the generic profile to auto-answer with no other actions permissible.

Care team-to-patient communication. When a nurse needs to speak with the patient, the nurse simply presses the Call button on his or her Badge and says, “Call Room 5 Bed 1” from anywhere outside the room. Staff can also call from a landline, or from a smartphone app or web client. The Badge or Smart badge attached to the patient’s bed auto-answers (the patient does not have to touch the Badge), and the nurse and patient can communicate quickly and safely.

o Offload the Burden of Managing and Tracking Details Reduce the need to remember who’s working on the COVID-19 team.

Reduce the need for caregivers to rely on memory.

Simplify ventilator alarm descriptions.

o Support Staff Well-Being Remind staff to take a pause in the current chaos and practice mindfulness.

Practicing mindfulness can reduce stress, sharpen concentration skills, and contribute toward overall mental and physical health. Badge and Smart badge users can say “Play mindfulness” to spend 30 seconds, one minute, or five minutes.

3. PERFORMANCE REQUIREMENTS:

a. MANAGEMENT: Project Manager will be assigned to this project at order acceptance.

Project scheduling requests for project kick-off and other engagement activities, including but not limited to, workshop; call flow design; installation and implementation;

end user training and go-live services; as well as the required resources for these project

System – Central Alabama VA Healthcare System Page 10 activities, can only be committed by the assigned Project Manager.

b. PROJECT KICK OFF: The Project Manager will schedule a project kick-off call with the Customer to officially initiate the project, review the scope of services to be provided, introduce team members, set expectations and develop a communications plan.

Implementation Team will consist of the following resources:

c. ROUTINE REPAIRS: Contractor will perform routine repairs after being notified by CAVHCS Biomed staff, either verbally, by fax or in writing. This will include all travel, parts, labor, etc., required to perform the work. will conduct up to 15 days of on-site readiness assessment of your wireless network covering a maximum of 1,080,408 square feet Central Alabama Veterans Health Care System in creation of a Performance Assessment Services

1) If the Performance Assessment determines that the wireless network is not ready, may suspend deployment activities until Customer has remediated the network. If Customer requests resources for remediation confirmation, a Change Request is required and may result in additional fees.

System – Central Alabama VA Healthcare System Page 11

2) All wireless remediation must be completed and confirmed ten (10) business days before on-site user training is scheduled to commence. Failure to complete remediation in this timeframe may be subject to the Cancellation Policy

3) will provide a comprehensive report to the Customer at the conclusion of the Performance Assessment. The Wireless Assessment for Performance Report will include:

• Assessment Results

• Network Topology Summary

• Data Capture Inventory and Procedure

• Findings and Recommendations

4) In the process of assessing Customer’s network, will work closely with Customer’s wireless engineers training them on requirements and tools, methodologies and debugging techniques necessary to maintain and improve the health of system.

d. PERFORMANCE: All work will be performed by competent technicians, experienced and qualified to work on listed equipment. Contractor must provide documentation on all test equipment used to check and calibrate the listed equipment.

1) Contractor shall deliver a performing system with all the technical capabilities listed under Phase 1 within 180 days of award.

2) Phase 2 would be completed within 180 days of Phase 1 completion

3) Function checks on each aspect of the system will be performed between Contractor and CAVHCS personnel. CAVHCS program manager will provide leadership a functional report outlining progress

4) Timeliness expectation will allow for stoppage due to wi-fi performance or other technical issues out of the contractor’s hands.

e. PARTS: Contractor shall provide all necessary replacement parts for maintaining the equipment at no cost to the Government. Such replacement parts, when furnished, will be new parts or rebuilt parts, equivalent to the new parts, when used in connection with the equipment. All replaced parts shall become the property of the Contractor.

f. EXCLUSIONS: Contractor is not liable for repair, replacement or maintenance arising from (1) any intentional acts of negligence of government employees; (2) attempts to repair or service the equipment made by persons other than contractor personnel

System – Central Alabama VA Healthcare System Page 12 without prior approval of contractor; (3) misuse of the equipment, including use of the equipment for any application or function for which it was not designed.

g. REPORTING PROCEDURES: The servicing technician shall report to the Biomed at the beginning of each visit. Vendor is required to obtain a VA PIV badge, which shall always be worn while on station. After completion of each service visit, including emergency repairs, the servicing technician shall obtain the Biomedical representative's signature on the service report as verification of work completed. A copy of all signed service reports shall be left with the Biomedical staff.

h. COMPLIANCE: Contractor shall comply with all requirements set forth by local leadership and police administration for conducting work on station. Contractor must also comply with National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA) and The Joint Commission, to include NFPA 70: National Electric Code and NFPA 101: Life Safety Code. Further, the contractor shall follow infection control and safety precautions including the use of personal protective equipment (i.e. proper attire, masks, gloves, and eye protection).

The contractor is to clean up and leave the area of work ready for hospital business during the next day. All tools shall be fully supervised by contractor technicians and fully secured when not in use.

4. CONTRACT PERFORMANCE MONITORING:

The government reserves the right to monitor services in accordance with Performance Requirements.

5. DAYS AND HOURS OF OPERATION:

All work required in the performance of this contract shall be performed during the hours of 8 a.m. and 4:30 p.m., Monday through Friday, excluding legal holidays, unless scheduled at another time with Nursing Services or Biomed staff.

System – Central Alabama VA Healthcare System Page 13

6. INVOICES: All invoices should be submitted in arrears and must contain the appropriate purchase order number. Submit invoices through Tungsten Network, (1-877-489-6135), http://www.tungsten-network.com . NOTE: If invoice is submitted improperly (too early, incorrect purchase order number, incorrect billing, etc), invoice will be returned to contractor for correction.

Vendor Electronic Invoice Submission Methods

Facsimile, e-mail, and scanned documents are not acceptable forms of submission for payment requests. Electronic form means an automated system transmitting information electronically according to the accepted electronic data transmission methods below:

1. VA’s Electronic Invoice Presentment and Payment System – The FSC uses a third-party contractor, Tungsten Network (Formerly OB10), to transition vendors from paper to electronic invoice submission. Please go to this website http://www.tungsten-network.com/us/en/veterans-affairs-us/ to begin submitting electronic invoices, free of charge.

2. A system that conforms to the X12 electronic data interchange (EDI) formats established by the Accredited Standards Center (ASC) chartered by the American National Standards Institute (ANSI).

The X12 EDI Web site (http://www.x12.org).

3. A properly prepared invoice will contain:

• Invoice Number and Date

• Contractor’s Name and Address

• Accurate Purchase Order Number

• Supply or Service provided

• Invoice must show service provided and amount due, by CLIN

• Total amount due

Vendor e-Invoice Set-Up Information:

Please contact OB10 at the phone number or email address listed below to begin submitting your electronic invoices to the VA Financial Services Center for payment processing, free of charge. If you have question about the e-invoicing program or OB10, please contact the FSC at the phone number or email address listed below:

• OB10 e-Invoice Setup Information: 1-877-489-6135 http://www.tungsten-network.com/ http://www.tungsten-network.com/us/en/veterans-affairs-us/ http://www.tungsten-network.com/us/en/veterans-affairs-us/ http://www.x12.org/

System – Central Alabama VA Healthcare System Page 14

• OB10 e-Invoice email: VA.Registration@ob10.com

• FSC e-Invoice Contact Information: 1-877-353-9791

• FSC e-invoice email: vafsccshd@va.gov

7. SECURITY:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies.

The C&A requirements do not apply, and that a Security Accreditation Package is not required

MARCH 12, 2010 VA HANDBOOK 6500.6

APPENDIX B

http://VA.Registration@ob10.com http://vafsccshd@va.gov

System – Central Alabama VA Healthcare System Page 15

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

NOTE: This clause will undergo official rule making by the Office of Acquisitions and Logistics.

The below language will be submitted for public review through the Federal Register. The final wording of the clause may be changed from what is outlined below based on public review and comment. Once approved, the final language in the clause can be obtained from the Office of Acquisitions and Logistics Programs and Policy.

1. SUBPART 839.2 – INFORMATION AND INFORMATION TECHNOLOGY SECURITY

REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75 - SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

(END OF CLAUSE)

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MARCH 12, 2010 VA HANDBOOK 6500.6

APPENDIX C

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR

INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontrator shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with

VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

System – Central Alabama VA Healthcare System Page 17

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, System – Central Alabama VA Healthcare System Page 18 disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies.

If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

i. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor 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 health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus.

If the contractor/subcontractor is in receipt of a court order or other requests for the above

System – Central Alabama VA Healthcare System Page 19 mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

l. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR.

6. SECURITY INCIDENT INVESTIGATION

a. The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident

(including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.

c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law

System – Central Alabama VA Healthcare System Page 20 enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

7. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

b. The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

c. Each risk analysis shall address all relevant information concerning the data breach, including the following:

(1) Nature of the event (loss, theft, unauthorized access);

(2) Description of the event, including:

System – Central Alabama VA Healthcare System Page 21

(a) date of occurrence;

(b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

(4) Names of individuals or groups affected or potentially affected;

(5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;

(6) Amount of time the data has been out of VA control;

(7) The likelihood that the sensitive personal information will or has been compromised

(made accessible to and usable by unauthorized persons);

(8) Known misuses of data containing sensitive personal information, if any;

(9) Assessment of the potential harm to the affected individuals;

(10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and

Privacy Incidents, as appropriate; and

(11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least

3 relevant credit bureau reports;

(3) Data breach analysis;

(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;

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(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and

(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

8. TRAINING

a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:

(1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;

(2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) Successfully complete any additional cyber security or privacy training, as required for

VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special

Publication 800-16, Information Technology Security Training Requirements.]

b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical

System – Central Alabama VA Healthcare System Page 23 or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

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B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 EA __________________ __________________

VOCERA ENTERPRISE LICENSE, 600 USERS

Contract Period: Base POP Begin: 09-25-2020 POP End: 09-24-2021

LOCAL STOCK NUMBER: 900-01084

Vocera Messaging, 150 users

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 900-02061

Vocera Analytics License

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 900-01862

4.00 EA __________________ __________________

SIP Telephony, 6-ports

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 900-01101

478.00 EA __________________ __________________

B3000n, Dual-Band, White Badge

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 220-01576

B3000n, FIPS 140-2 Device License

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 261-01948

956.00 EA __________________ __________________

B3000 Series Battery, White

Contract Period: Base POP Begin: 09-25-2020

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LOCAL STOCK NUMBER: 230-01925

69.00 EA __________________ __________________

B3000, Charger, 8-Bay

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02008

24.00 EA __________________ __________________

B3000, Charger, Single-Bay, Universal

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02001

8.00 EA __________________ __________________

B3000, Double-Breakaway Lanyard, 25-Pack

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-01995

40.00 EA __________________ __________________

B3000, Universal Clip, 25-Pack

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-01985

9.00 EA __________________ __________________

Training Kit, Vocera 4.3, 100 Users

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-01881

Vocera Premier Support Services for 600-User Enterprise

License Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-01339

Vocera Premier Support, Messaging, 150 users

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-02051

System – Central Alabama VA Healthcare System Page 26

Vocera Premier Support Services for SIP Telephony, 6-ports Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-01111

B3000/B3000n, Customer Care Warranty, 2 year extension

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-01793

1.00 JB __________________ __________________

IMPLEMENTATION, INSTALLATION & TRAINING

SERVICES

Contract Period: Base

2.00 EA __________________ __________________

Dell PowerEdge Rack Mounted Server, 6.X

Contract Period: Base

Analytics (Dell) Server

Contract Period: Base

Vocera Badge Configuration Station (Workstation/Laptop &

Wireless Access Point) Contract Period: Base

Dialogic Media Gateway

Contract Period: Base

224.00 EA __________________ __________________

ENGAGE, ENTERPRISE LICENSE, PER BED

Contract Period: Base

System – Central Alabama VA Healthcare System Page 27

LOCAL STOCK NUMBER: 910-01676

159.00 EA __________________ __________________

V5000,SMARTBADGE, INC 1 YR WARRANTY

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 220-02100

V5000, FIPS 140-2 DEVICE LICENSE VER 1.0

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 261-01950

318.00 EA __________________ __________________

V5000 BATTERY

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02150

23.00 EA __________________ __________________

V5000, CHARGER, 8-BAY, UNIVERSAL

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02158

V5000, ADAPTOR, 10W CHARGER, UNIVERSAL

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-01930

V5000, LANYARD, HOLSTER, 25 PACK

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02152

12.00 EA __________________ __________________

V5000, CLIP, GRIP, 25 PACK

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02155

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V5000, TRAINING KIT, 100 USERS

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02200

ENGAGE, DIGI ONE SP SERIAL CONVERTER

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 230-02026

ENGAGE, PERMIER SUPPORT, ENTERPRISE LICENSE,

PER BED

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-00435

1.00 YR __________________ __________________

VOCERA PERMIER PLUS SUPPORT SERVICES

UPGRADE (ANNUAL)

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 240-01405

WARRANTY, V5000, 2-YEAR EXTENSION

Contract Period: Base POP Begin: 09-25-2020

LOCAL STOCK NUMBER: 920-05002

Vocera Communication, Inc Parts # 920-1339, Vocera

Premier Support, Enterprise License-Voice , 600 Users Contract Period: Option 1 POP Begin: 09-25-2021 POP End: 09-24-2022

Vocera Communication, Inc Part # 920-02051, Vocera

Premier Support , Messaging, 150 users Contract Period: Option 1

System – Central Alabama VA Healthcare System Page 29

Vocera Communication, Inc Parts # 920-00435, Engage, Premier Support, Enterprise License, Per Bed Contract Period: Option 1

Vocera Communication, Inc Parts # 920-01111, Vocera

Premier Support, SIP Telephony, 6 ports Contract Period: Option 1

Vocera Communication, Inc Parts # 240-01405, Vocera

Premier Support Services upgrade (Annual) Contract Period: Option 1

Premier Support, Enterprise License-Voice , 600 Users Contract Period: Option 2 POP Begin: 09-25-2022 POP End: 09-24-2023

Premier Support , Messaging, 150 users Contract Period: Option 2

Premier Support, Enterprise License, Per Bed Contract Period: Option 2

Premier Support, SIP Telephony, 6 ports Contract Period: Option 2

Premier Support Services upgrade (Annual) Contract Period: Option 2

System – Central Alabama VA Healthcare System Page 30

Premier Support, Enterprise License-Voice , 600 Users Contract Period: Option 3 POP Begin: 09-25-2023 POP End: 09-24-2024

Premier Support , Messaging, 150 users Contract Period: Option 3

Premier Support, Enterprise License, Per Bed Contract Period: Option 3

Premier Support, SIP Telephony, 6 ports Contract Period: Option 3

Premier Support Services upgrade (Annual) Contract Period: Option 3

Premier Support, Enterprise License-Voice , 600 Users Contract Period: Option 4 POP Begin: 09-25-2024 POP End: 09-24-2025

Premier Support , Messaging, 150 users Contract Period: Option 4

System – Central Alabama VA Healthcare System Page 31

Premier Support, Enterprise License, Per Bed Contract Period: Option 4

Premier Support, SIP Telephony, 6 ports Contract Period: Option 4

Premier Support Services upgrade (Annual) Contract Period: Option 4

GRAND TOTAL __________________

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B.3 DELIVERY SCHEDULE

ITEM NUMBER QUANTITY

DELIVERY

DATE

1.00

4.00

478.00

956.00

69.00

24.00

8.00

40.00

9.00

2.00

224.00

159.00

318.00

23.00

12.00

System – Central Alabama VA Healthcare System Page 33

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract.