36C24925Q0305 SSN.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJE

CT*

Avigilon Analytic Cameras and Access Control - Police

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 37129

SOLICITATION NUMBER* 36C24925Q0305

RESPONSE DATE/TIME/ZONE 06-09-2025 10am CENTRAL TIME, CHICAGO, USA

ARCHIVE 90 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* N063

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204

Murfreesboro TN 37129

POINT OF CONTACT* Contracting Officer

Jeannette Morphew jeannette.morphew@va.gov

6158676000 x20230

PLACE OF PERFORMANCE

ADDRESS Across Lexington VAMC and CBOCs

Lexington KY

POSTAL CODE 40511

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS jeannette.morphew@va.gov

EMAIL DESCRIPTION

DESCRIPTION

1. This Sources Sought Notice (SSN) is being issued on behalf of the Lexington Kentucky VAMC, as a means of conducting market research to identify parties having an interest in and the resources to support the requirement for a firm-fixed-priced contract for the Brand Name Avigilon Security System installation, upgrade and maintenance. The result of this market research will contribute to determining the method of procurement. This Sources Sought will utilize North American Industry Classification System (NAICS) code 561621 Security System Services with a size standard of $25M, using PSC N063 Installation of Equipment – Alarm, Signal, and Security Detection Systems.

2. This Sources Sought Notice is for informational and planning purposes only and does not constitute a solicitation. THERE IS NO SOLICITATION AT THIS TIME.

This request for capability information does not constitute a request for bids, proposals, or quotes; submission of any information in response to this market survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred. An award will not be made on any offers submitted in response to this notice, and it shall not be implied the Government is committed to providing any solicitation or award following this notice. The Government will not pay for any information received in response to this request, nor will the Government compensate a respondent for any costs incurred in developing the information provided.

3. The Department of Veterans Affairs, Network Contracting Office 9 (NCO 9) is seeking potential sources for the attached Statement of Work to be provided to the Lexington Kentucky VAMC. All items shall be new; refurbished/used items are not acceptable. Vendors/Contractors must be authorized distributors and partners for the Avigilon system.

4. Requirement includes: SEE Statement of Work (SOW)

5. Requirement: Vendors with capability to provide the product/services listed may respond as follows:

a. Organization name, address, point of contact, email address, web site address, and telephone number.

b. Business size under this NAICS 561621: small, small disadvantaged, woman-owned, Hub Zone, serviced-disabled veteran-owned small business (SDVOSB), veteran owned small business (VOSB), large business, etc.

Mark if your firm is eligible for participation in one of the following small business programs. If so, please indicate the program:

[ ] yes [ ] no - Small Business (SB) [ ] yes [ ] no - HUBZone [ ] yes [ ] no - Small Business 8(a) [ ] yes [ ] no - Small Disadvantaged Business (SDB) [ ] yes [ ] no - Women-Owned (WO) Small Business [ ] yes [ ] no - Service Disabled Veteran Owned Small Business

(SDVOSB)

[ ] yes [ ] no - Veteran Owned Small Business (VOSB) [ ] yes [ ] no - Large Business [ ] yes [ ] no - Other (please specify)

c. Under which NAICS code does your company usually provide the requirements described in the Statement of Work (SOW) - Please provide rationale for your answer if different from NAICS 561621.

[ ] yes [ ] no – Are you the Original Equipment Manufacturer (OEM) [ ] yes [ ] no – If not the OEM, are you an authorized distributor, and can produce a letter from the OEM?

[ ] yes [ ] no – Is this product/service available on your GSA/FSS or other GWAC Contract If so, what is your contract number? ________________ [ ] yes [ ] no - Comply with 25.225-1 Buy American-Supplies

d. Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational, and staff capability. In addition to providing the information requested above, responding companies are encouraged to include any relevant information (specifications, cut sheets, brochures, capability statement, experience etc.) to confirm the company’s ability to meet the requirements outlined in this request.

e. Response to this SSN shall not exceed 10 pages and should include all the previously mentioned information. In addition, all submissions should be provided electronically in a Microsoft Word or Adobe Portable Document Format (PDF). Hardcopies will not be accepted.

f. The government will evaluate market information to ascertain potential market capacity to:

i. Provide supplies/services consistent in scope and scale with those described in this notice and otherwise anticipated. Secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements.

ii. Implement a successful plan that includes compliance with program schedules; cost containment; meeting and tracking performance.

iii. Provide supplies/services under a firm-fixed-price contract

6. NOTE: Respondent claiming SDVOSB and VOSB status shall be registered, and Veteran Small Business Certification (VetCert) verified in VetCert Registry Veteran Small Business Certification (sba.gov).

7. Based on the responses to this SSN/market research, this requirement may be set-aside for SDVOSBs, VOSBs, small businesses, procured through full and open competition, or sole sourced.

8. Submission Instructions: Interested parties who consider themselves qualified to perform the services are invited to submit a response to this SSN by 10:00 AM CT, June 9th, 2025. All responses under this SSN must be emailed to Jeannette.morphew @va.gov the subject line must specify 36C24925Q0305.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

9. SAM: Interested parties shall be registered in the System for Award Management (SAM) as prescribed in FAR Clause 52.204-7. SAM information can be obtained by accessing the internet at www.sam.gov or by calling 1-866-606-8220.

10.Disclaimer and Important Notes. This notice does not obligate the government to award a contract or otherwise pay for the information provided in response to this SSN. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization’s qualifications to meet the requirement. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in SAM. However, responses to this notice shall not be considered adequate responses to a solicitation.

11.Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information in any resultant solicitation(s).

Department of Veterans Affairs

VISN9

2250 Leestown Road

Lexington, Kentucky 40511

STATEMENT OF WORK

1. Title of Project: The Lexington Kentucky VA Medical Center has a request in support of Security Police efforts to purchase the complete Avigilon Video Infrastructure, Hardware, and Accessory System Upgrade for the Lexington Veterans Affairs Healthcare Camera and Door Entry Control System. This upgrade will include Sousley, and Bowling Campuses and surrounding CBOCS (Berea, Morehead, Hazard, and Somerset).

2. Purpose: The purpose of this contract is to install new security cameras and replace all inoperable or outdated security cameras and upgrade the existing security infrastructure by integrating artificial intelligence (AI)-enabled video surveillance, enhancing access control systems, and improving overall system interoperability. This includes installation of new cameras, network video recorders (NVRs), switches, life safety panels, and related equipment, as well as the integration of these systems into a cohesive platform compliant with VA IT and life safety standards throughout the Lexington VA Medical Center. This upgrade will include Sousley, and Bowling Campuses and surrounding CBOCS (Berea, Morehead, Hazard, and Somerset). This includes providing all labor, materials, equipment, and supervision required to ensure a fully functional and integration with the existing software and upgrading the hardware to include Closed Circuit Television (CCTV) monitoring as well as the Door Entry Control, (Physical Access Control System- PACS). The software system will integrate the currently Readers, surveillance security cameras, physical and duress buttons, servers, and current and archived data sets.

3. Scope of Work: The contractor shall provide all necessary resources to complete the installation, configuration, and replacement of security camera systems across the medical center. All work shall comply with applicable federal regulations, VA requirements, and manufacturer specifications. This SOW is for the addition of compatible and compliant cameras on the Lexington Kentucky VA Medical Center Campuses. The Cameras are vital for security measurements and requirements within the VA Policy 0730

– Security and Law Enforcement.

4. Background: VA Policy (0730) for requirements on Cameras for Closed Circuit Television (CCTV) monitoring as well as the Door Entry Control, (Physical Access Control System- PACS).

CAMERAS (CCTV)

Active detection systems are technical aids which alert/signal monitoring police personnel of an intrusion into protected areas. Examples are ultrasonic detectors, Security Surveillance Television cameras, and exterior door opening alarms.

Cameras with in-lens motion detectors which generate visual and audible alarm signals in the Police Operations Room are recommended for areas that require a higher level of security during non-business hours.

Closed Circuit TV: Security Surveillance TV camera with motion detector feature on cameras and at monitor location.

Door Entry Control (Physical Access Control System)

PACS Assurance Level Designations – All policies, technical guidance, and support for PACS can be found in the Office of Information and Technology (OIT) Directive/Handbooks 6500 and VA Handbook 0730-4 Appendix B

PACS provide a level of assurance regarding the identity of persons entering a protected space. The levels of assurance required are determined because of vulnerability or risk assessments and physical security surveys. In addition, the following chart indicates minimum requirements for specified VA protected activities. For purposes of this policy, levels of assurance are defined as o High - Entry requires a valid access card used in conjunction with a secondary form of authentication. Either a Personal Identification Number (PIN) known only to the card holder, or a biometric measurement, or both, is used as the secondary authenticator.

o Medium - Entry requires the use of a valid access card. (Government issued identification card - (PIV).

o Low - Entry requires the visual authentication of a valid access card or facility identification card. The card may be inspected by a police officer or other designated staff upon entry into the protected space or may just require that it is always worn in a visible manner. Facilities may choose to use a more stringent protection level for any of these locations. In addition, facilities may choose to protect other activities with PACS.

5. Requirements and Tasks

5.1 Technical Proposal and Work Plan for Vendor

5.1.1 Equipment Assembly, Testing, and Delivery

Assemble, test, and deliver all equipment listed in Attachment A (Equipment List).

VENDOR will test functionality of the Access Control Doors (door position sensors, Request to Exit devices and Card Readers) Vendor will assemble, test, and deliver (2) NVR6 FIPS 160TB Servers, (2) NVR6 FIPS 72TB

Servers, two (2) AI Appliance 2, (330) enterprise camera channels, and (100) Video analytic channels VENDOR will test functionality of the Access Control Doors (door position sensors, Request to Exit devices and Card Readers) Coordinate delivery and ensure all items are shipped to the designated VA facility or staging area.

5.1.2 Installation

Install new AI appliances and connect them to existing infrastructure in customer-provided post racks.

VENDOR will install these NVR’s and AI appliances in the customer provided four post rack.

Connect existing network cameras to the new Network Video Recorders (NVRs).

Install thirty-four (34) new surveillance cameras at VA-identified locations.

Install one (1) UA 7+ appliance in the customer-specified IT closet VENDOR will install the included equipment licenses in the servers (doors, partitions and

LDAP)

Include and activate required equipment licenses on servers and associated doors.

Provide full integration of the surveillance system, including testing and configuration.

5.1.3 Network Infrastructure and Switch Installation

Vendor will program, manage, and supply switches, fiber SFP’s, and core switches to move the cameras off the VA network utilizing existing runs of fiber that are not being utilized.

Provide core switch equipment to offload camera network traffic from the VA production network.

Utilize existing unused fiber runs to establish dedicated camera network paths.

Ensure all switch configurations are optimized for performance and security.

5.1.4 Access Control System (ACS) Replacement and Upgrade

Remove secure access panels from the IT closet (ARS).

VENDOR will remove the C Cure access panels in IT closets and replace with sixty-four (64) Lifesafety access control panel components.

ERS will terminate and label all door wiring going into the new life safety panel components.

VENDOR will program the panel components and one hundred and ninety-five Doors into the ACM servers.

Install door hardware including door position sensors, request-to-exit devices, and card readers.

Fully test the functionality of each door and access control component.

5.1.5 Data Migration and Integration

Coordinate with VENDOR to assist with data migration of credentials, including tokens and badge information, from the existing secure system into the new Motorola Access Control Manager (ACM).

VENDOR will assist Motorola with the migration of data (identities, tokens, and badge info) from C Cure into the Motorola Access Control Manager.

Vendor has qualified personnel that have already been trained prior for government systems.

Validate data accuracy and integrity post-migration.

5.2 Technical Proposal and Work Plan for Avigilon Video Task

5.2.1 Replacement

Replacement of existing system servers with a total of (4) FIPS Series servers; (2) 160TB, (2) 72TB. Includes 2 AI Appliances licenses for 330 cameras total AI Video Analytics licenses for 100 existing cameras (40 new, 60 included) ACC7 Face Channel 10 Pack

5.2.2 Installation

• Installation of 34 Avigilon Cameras between Fisher House and VA selected locations.

• 20 Indoor Dome Cameras

• 2 Multisensor 24MP Cameras

• 9 Outdoor Pendant Dome Cameras

• 2 H5A Fisheye Cameras

• 1 Indoor Mini Dome Camera

5.2.3 System Configuration and Integration

VENDOR installation of Avigilon cameras, NVR’s, Appliances, and Switches Configuration of existing cameras off network Existing power and networking are assumed to be in good working order

Utilization of existing fiber strands not being used

5.3 Technical Proposal and Work Plan Avigilon Access Control Proposal Task

5.3.1 Installation

• Installation of 1 UA7 Enterprise Plus Appliance, 64 Intelligent Controllers, and 70 Series 3 two Reader Interface Modules.

• Installation of Door Expansion and LDAP Directory Software, Partitioning and Failover Licenses, and LDAP Migration.

• Installation, setup, and configuration of Appliances, Controllers, Power Systems, and Software

• Remove C-Cure panels from IT closets and replace with 60 Lifesafety Access Control panel components.

• Terminate and label all door wiring of the new Lifesafety panel components

• Install 1 UA7 Appliance in customer specified IT closet

• Install licenses into servers (doors, partitions and LDAP)

• Program panel components and doors into the UA7 Appliance

• Test Functionality of Access Control Doors (door position sensors, Request to Exit devices, and Card Readers)

• Assist Motorola with migration of data (ID’s, tokens, and badge info) from C-Cure into the Motorola Access Control Manager

5.3.2 System Configuration and Integration

Configuration of Door Expansion and LDAP Directory Software, Partitioning and Failover Licenses, and LDAP Migration.

Configuration of Appliances, Controllers, Power Systems, and Software Assist Motorola with migration of data (ID’s, tokens, and badge info) from C-Cure into the Motorola Access Control Manager the Motorola Access Control Manager.

5.4 Technical Proposal and Work Plan

The contractor shall submit a detailed technical proposal that outlines the approach to completing the work. For every task, the contractor shall identify in writing all necessary subtasks (if any), associated costs by task, along with associated sub-milestone dates. The contractor's subtask structure shall be reflected in the technical proposal and detailed work plan.

All written deliverables shall be phrased in layperson language. Statistical and other technical terminology shall not be used without providing a glossary of terms.

Where a written milestone deliverable is required in draft form, the VA will complete their review of the draft deliverable within 30 calendar days from the date of receipt. The contractor shall have 180 calendar days to deliver the final deliverable from date of receipt of the Government’s comments.

No gray market items will be acceptable. Gray market items are Original Equipment Manufacturers’ (OEM) good sold through unauthorized channels in direct competition with authorized distributors.

The vendor shall be an OEM authorized dealer, authorized distributor, authorized reseller, verified by an authorization letter or other documents from the OEM.

The work plan shall include:

o A comprehensive breakdown of all subtasks.

o Task-specific cost estimates and materials.

o Associated milestone completion dates, in Attachment A.

5.5 Service and Maintenance

The contractor shall provide all necessary parts and labor to maintain the functionality of the installed equipment.

All maintenance and repair work shall be performed by certified technicians.

Periodic and preventive maintenance required by the manufacturers shall be included in the contractor’s plan.

Contractor is to provide all parts and labor necessary to ensure efficient operation of covered equipment.

5.6 Service Level Agreement (SLA)

5 Year VENDOR On-Site Service and Support The contractor shall ensure that a certified service technician is available on-site within 2 to 4 hours of a service call.

Same-day service shall be provided for urgent issues.

Unlimited service calls shall be included within the scope of the warranty period. Unlimited service calls, A service tech on station within 2 to 4 hours’ time, same day service.. (Historically, there have been 2-3 service calls annually calls due to power outages.)

5.5 Warranty

A one-year warranty shall be provided for all parts and labor.

The warranty shall include unlimited service calls and coverage for all installed and replaced components.

5.6 Deliverables Documentation

Deliverables must be submitted in accordance with the schedule established in the work plan.

Attachment A.

The contractor shall complete the Delivery Date column for each deliverable specified in Attachment A.

Unless otherwise specified, the number of draft copies and the number of final copies shall be the same.

If for any reason any deliverable cannot be delivered within the scheduled time frame, the contractor is required to explain why in writing to the CO, including a firm commitment of when the work shall be completed.

This notice to the CO shall cite the reasons for the delay, and the impact on the overall project.

The CO will then review the facts and issue a response, in accordance with applicable regulations.

6. Performance Standards:

All work shall conform to applicable federal, VA, and industry standards and codes.

The contractor shall coordinate all work with the designated VA point of contact to minimize disruption to medical center operations.

Timeliness, accuracy, and responsiveness in service delivery will be used to evaluate contractor performance.

7. Period of Performance: The contractor shall complete the work required under this SOW in 180 calendar days or less from date of award, unless otherwise directed by the Contracting Officer (CO) for the Hospitals and CBOCs listed below. If the contractor proposes an earlier completion date, and the Government accepts the contractor’s proposal, the contractor’s proposed completion date shall prevail.

The work shall begin within 90 calendar days of award, unless otherwise specified. Work at the Government site shall not take place on Federal holidays or weekends unless directed by the CO.

2250 Leestown Road, Lexington Kentucky 40511 (Sousley Campus, Fisher 1101 Veterans Drive, Lexington Kentucky 40502 (Bowling Campus) 209 Pauline Drive Berea, Kentucky 40403 (Berea CBOC) 333 Beacon Hill rod Moorehead Kentucky 40351 (Moorehead CBOC) 300 Medpark Drive Somerset, Kentucky 42503 (Somerset CBOC) 160 Nautilus Drive Hazard, Kentucky 41701 (Hazard CBOC)

GOVERNMENT HOLIDAYS:

New Year’s Day………………………………………… January 1

Martin Luther King’s Birthday…………………… 3rd Monday in January

President’s Day…………………………………………. 3rd Monday in February

Memorial Day……………………………………………. Last Monday in May

Juneteenth………………………………………………... Jun 19th

Independence Day……………………………………. July 4th

Labor Day…………………………………………………. 1st Monday in September

Columbus Day…………………………………………… 2nd Monday in October

Veteran’s Day……………………………………………. November 11

Thanksgiving Day………………………………………. Last Thursday in November

Christmas Day………………………………………........December 25

Any other day designated by the President as a national holiday. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When holiday falls on a Saturday, the preceding Friday is observed as a legal holiday by US Government agencies.

8. Government-Furnished Property/Information

The VA will provide access to necessary areas for installation.

Any government-furnished equipment or documentation will be identified and managed under the terms of the contract.

The existing Building steel system will be used for grounding Work with VENDOR to develop a schedule to coordinate a timeline for installation and down time.

The VA will provide access to identified IT closets and designated installation sites.

The VA will provide existing fiber paths not currently in use.

9. CONTRACT AWARD MEETING

9.1 The contractor shall not commence performance on the tasks in this SOW until the CO has conducted a kickoff meeting or has advised the contractor that a kickoff meeting is waived.

10. CHANGES TO STATEMENT OF WORK

10.1 Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

11. REPORTING REQUIREMENTS

11.1. The contractor shall provide the Contracting Officer’s Technical Representative with monthly [frequency determined by project’s duration] written progress reports (original plus ___ copies). These are due to the Project Manger by the second workday following the end of each calendar month, throughout the project's duration.

11.2. The progress report shall cover all work completed during the preceding month and shall present the work to be accomplished during the subsequent month. This report shall also identify any problems that arose, along with a statement explaining how the problem was resolved. This report shall also identify any problems that have arisen but have not been completely resolved, with an explanation.

12. TRAVEL

12.1 Travel costs must be detailed and included in vendor quote. No travel expenses will be reimbursed after award if not specified.

13. GOVERNMENT RESPONSIBILITIES

13.1. The VA Security and Investigations Center (07C) will provide the necessary forms to the contractor or to the contractor's employees after receiving a list of names and addresses.

13.2 Upon receipt, the VA Security, and Investigations Center (07C) will review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation.

13.3 The VA facility will pay for investigations conducted by the OPM in advance. In these instances, the contractor will reimburse the VA facility within 30 days.

13.4. The VA Security and Investigations Center (07C) will notify the contracting officer and contractor after adjudicating the results of the background investigations received from OPM.

13.5 The contracting officer will ensure that the contractor provides evidence that investigations have been completed or are in the process of being requested.

14. CONTRACT SECURITY

14.1 GENERAL. 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.

14.2 VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy 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. The contractor shall not use VA information in any other manner 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, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled 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.

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 COR/CO, the contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is 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.

14.3 ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to 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.

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. 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:

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

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

2. 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.

3. 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.

4. Contractor/subcontractor personnel have their authorization to work in the United States revoked.

5. 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.

g. 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.

14.4 TRAINING. 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 training].

a. The contractor shall provide to the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable employee within five days of the initiation of the contract and annually thereafter, as required.

b. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete.

14.5 SECURITY INCIDENT INVESTIGATION. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD.

b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify the information involved and the circumstances surrounding the incident, including the following:

1. The date and time (or approximation of) the Security Incident occurred.

2. The names of individuals involved (when applicable).

3. The physical and logical (if applicable) location of the incident.

4. Why the Security Incident took place (i.e., catalyst for the failure).

5. The amount of data belonging to VA believed to have been compromised.

6. The remediation measures the contractor is taking to ensure no future incidents of a similar nature.

c. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover.

The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemed a material breach and grounds for contract termination.

d. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security

Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation.

e. 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 the VA Office of 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.

f. The contractor shall comply with VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information, which establishes the breach management policies and assigns responsibilities for the oversight, management and reporting procedures associated with managing of breaches.

g. With respect to unsecured Protected Health Information (PHI), the contractor is deemed to have discovered a data breach when the contractor knew or should have known of breach of such information. When a business associate is part of VHA contract, notification to the covered entity (VHA) shall be made in accordance with the executed BAA.

h. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages— Reimbursement for Data Breach Costs.

15. ACRONYMS

15.1. Acronyms