36C24824Q0136.docx

36C24824Q0136

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.

UEI:

EFT:

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. NOV 2021)

PREVIOUS EDITION IS NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

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

516-24-1-213-0023 36C24824Q0136 11-27-2023 Moneque Rodriguez 813-550-9486 12-01-2023 10:00

EST

36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) 10,000 Bay Pines Blvd Bay Pines

FL

33744 X 334112 1250 Employees

NET 30 DAYS

N/A X

MCC: 90D

Department Of Veteran Affairs C.W. Bill Young VA Medical Center Building 20 10,000 Bay Pines Blvd.

Bay Pines

FL

33744 36C248 Department of Veterans Affairs Network Contracting Office 8 (NCO 8) C.W. Bill Young VA Medical Center 10000 Bay Pines Blvd.

Bay Pines

FL

33744

Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin

TX

78714-9971 See CONTINUATION Page ProMax Media Storage System with Service or Equal "See Schedule and Statement of Need" See CONTINUATION Page 516-3640160-213-820100 Medical Service-3131 Medical, Dental and Scien-010040175 X Moneque Rodriguez Contracting Officer Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

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 36C248 Moneque Rodriguez Department of Veterans Affairs Network Contracting Office 8 (NCO 8)

10,000 Bay Pines Blvd Bay Pines FL 33744

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

3. INVOICES: Invoices shall be submitted in arrears:

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.

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

36C24824Q0136

Page 1 of Page 1 of Statement of Need ProMAX 4K Media Storage System Bay Pines Medical Media Services October 20, 2023

1. Scope of Work Bay Pines VA Healthcare System Medical Media Services requires a ProMAX 4K Media Storage System or equal to be compatible with existing equipment while supporting the latest file formats and providing enhanced file management and archiving capabilities for professional video production.

2. Background The Medical Media team provides award-winning video production services for the Bay Pines VA Healthcare System, VISN 8, and VACO. The existing EzHDSAN Media Storage System is around 10 years old now. While it has been a true workhorse for us and is still operational, it is not optimized to handle 4K video files that our new cameras record in. The technology simply did not exist then. 4K video (3480x2160) is twice the resolution of HD (High Definition) (1920x1080) video. This results in higher bandwidth constraints and file sizes. For example, during video playback while editing you could experience freezes or stutters that make it very hard to operate.

ProMax Media Storage System consists of a 384TB Media Storage System optimized to support 4K Video Editing with Dual LTO8 Drives for media archiving and backup, a 10G Multi-Gigabit Plus Switch to interconnect up to 12 Non-IT Non-VA Networked Multimedia Production Workstations, and two Media Hubs for remote connectivity.

The Media Storage System comes with ProMAX’s Media Management Suite and LTO Software. The purpose of this solution is to allow the Medical Media team to manage, share, and locate media files and projects in an efficient way. The Media Storage System will allow the creative team to spend less time searching for media files and more time being productive in a collaborative environment. It is also designed for easy expansion if more storage space is needed down the road.

In addition, the known system provides data protection and the ability to ensure that valuable files are secure and accessible all while being backed-up and archived with metadata tags. The system is setup in RAID6 to continually protect and prevent any loss of data files. There are also redundant online hard drives and power supplies onboard so the system will continue to operate with any hardware failures.

This Media Storage System will allow Medical Media staff to access files remotely utilizing the ProMAX MediaHubs, while still ensuring projects are protected and updated for all members of the team. This brings new capabilities for Medical Media while supporting the many locations throughout the Bay Pines VA Healthcare System.

There is a need for a total of 5 years extended warranty, updates, and support with the 4 additional years of ProMAX ProCARE coverage or equal that is included.

All media files on the existing aged Medical Media EzHDSAN Media Storage System (EE#91857) will be transferred into this new ProMAX Media Storage System to take advantage of the software’s advanced database and archiving/back-up features, enhanced performance, and substantially more storage capacity. However, it will remain in service as additional backup data storage through its lifespan.

3. Place of Performance The products are requested to be delivered to the Medical Media Services, C.W. Bill Young VA Medical Center, 10000 Bay Pines Blvd., Building 20, Bay Pines, Florida 33744.

4. Period of Performance The product is requested to be delivered within 30 days of award of the contract to the above location (place of performance).

5. Type of Contract Supply: Firm, Fixed Price.

6. Requirement Overview The Contractor shall provide the full requested quantity of name brand products listed below or equal.

6.1. Salient Characteristics

Products & Services Item & Description - SKU - Quantity

· Platform 24-Bay Single CPU 8-Core - 122208 - 1 each

· Includes ProMAX's Media Management Suite

· ProMAX MAM

· ProMAX Proxy

· ProMAX Transcode

· P2000 GPU

· 2 Ports of 10/25G SFP+

· ProMAX 16TB HDD - 227201 - 27 each

· Backup Power Supply Module - 226951 - 1 each

· SFP+ RJ45 Copper - 227122 - 4 each

· 12-Port 10G Multi-Gigabit Plus Switch - 440064 - 1 each

· Dual LTO8 Drive w/SAS Card - 126905 - 1 each

· ProMAX LTO - 121051 - 1 each

· MediaHub 7.68TB - 122086-227134 - 2 each

· ProMAX Remote License - 1 Users - 121063 - 2 each

· SVC - Onboarding Package - 120404 - 1 each

· ProCARE - Per Additional Year - 4 each

The Contractor, Contractor personnel, subcontractors, and subcontractor personnel shall be subjected to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

C. Requirements

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

System Specification and Minimum Requirements Media Storage System must consist of an enterprise class server with 2 Ports of 10/25G SFP+ and 384TB media storage sharing optimized for 4K Video Editing with Dual LTO8 Drives for media archiving and backup, a 10G Multi-Gigabit Plus Switch to interconnect up to 12 Non-IT Non-VA Networked MacOS and Windows-based Multimedia Production Workstations using Adobe Creative Cloud software suite, and two Media Hubs for remote connectivity.

The Media Storage System must come with an industry-leading Media Management software suite and LTO Software. An example would be ProMax MAM that integrates into Adobe Premiere for Indexing, Custom Metadata, Search & Preview, ProMax Proxy to ensure all online & offline footage can be previewed at all times, ProMax Transcode which allows users to use pre-built or create custom encoders to offload transcoding to the Platform Server, ProMax LTO software to allow you to manage backups and archives to LTO devices, supporting both Cache-a TAR formats as well as open LTFS formats, and ProMax Rendering to allow users to offload Adobe After Effects & Cinema 4D renders to the Server. A P2000 GPU must also be included in the server to offload Proxy generation for maximum performance.

The purpose of this solution is to allow the Medical Media team to manage, share, and locate media files and projects in an efficient way. The Media Storage System will allow the creative team to spend less time searching for media files and more time being productive in a collaborative environment. It should also be designed for easy expansion if more storage space is needed down the road and provide automated system maintenance.

In addition, the system must provide data protection and the ability to ensure that valuable files are secure and accessible all while being backed-up and archived with metadata tags. The system should be setup in RAID6 to continually protect and prevent any loss of data files. There are also redundant online hard drives and power supplies onboard so the system will continue to operate with any hardware failures.

This Media Storage System will allow Medical Media staff to access files remotely utilizing MediaHubs, while still ensuring projects are protected and updated for all members of the team working with the same files simultaneously. This brings new capabilities for Medical Media while supporting the many locations throughout the Bay Pines VA Healthcare System.

A MediaHub is a Mini server that allows peer to peer project folder syncing. It enables always-on syncing for remote and on-prem teams, has guaranteed sync performance with fast downloads, provides a best-in-class remote workflow that is reliable, fast, and predictable, has Multi-location versioning to protect data, enables controls overall hardware and data, protects network performance by keeping data off your VPN, and Syncs files as soon as it is brought online.

A 12-Port 10G Multi-Gigabit Plus Switch, install and implementation, workflow training, and a total of 5 years extended warranty, updates, and support must be included.

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes Bay Pines VA Healthcare System records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their Bay Pines VA Healthcare System contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. Bay Pines VA Healthcare System and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of Bay Pines VA Healthcare System or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to Bay Pines VA Healthcare System. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the contract. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to Bay Pines VA Healthcare System control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the contract. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and Bay Pines VA Healthcare System guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with Bay Pines VA Healthcare System policy.

8. The Contractor shall not create or maintain any records containing any non-public Bay Pines VA Healthcare System information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The Bay Pines VA Healthcare System owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which Bay Pines VA Healthcare System shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take [Agency]-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

VA INFORMATION CUSTODIAL LANGUAGE:

a. 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.

b. 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.

c. A contractor/subcontractor 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.

d. 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.

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 COR 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 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.

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.