36C25026Q0505_1.docx

1. SOLICITATION NUMBER

2. TYPE OF SOLICITATION

3. DATE ISSUED

PAGE OF PAGES

4. CONTRACT NUMBER

5. REQUISITION/PURCHASE REQUEST NUMBER

6. PROJECT NUMBER

7. ISSUED BY

CODE

8. ADDRESS OFFER TO

a. NAME

b. TELEPHONE NUMBER (Include area code) (NO COLLECT CALLS)

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying number, date) 12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

(If "YES," indicate within how many calendar days after award in Item 12B.)

12b. CALENDAR DAYS

13. ADDITIONAL SOLICITATION REQUIREMENTS:

STANDARD FORM 1442 (REV. 8/2014)

STANDARD FORM 1442

Prescribed by GSA-FAR (48 CFR) 52.236-1(d)

SOLICITATION, OFFER,

AND AWARD

(Construction, Alteration, or Repair)

SOLICITATION

SOLICITATION

IMPORTANT - The "offer" section on the reverse must be fully completed by offeror.

9. FOR INFORMATION

CALL:

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SEALED BID (IFB)

NEGOTIATED (RFP)

11. The Contractor shall begin performance within ____________ calendar days and complete it within calendar days after receiving award, notice to proceed. This performance period is mandatory negotiable. (See _____________________________).

YES

NO

a.

Sealed offers in original and ___________________copies to perform the work required are due at the place specified in Item 8 by _____________ (hour) local time _____________________ (date). If this is a sealed bid solicitation, offers must be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, the date and time offers are due.

b.

An offer guarantee is, is not required.

c.

All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

d.

Offers providing less than _______________________ calendar days for Government acceptance after the date offers are due will not be considered and will be rejected.

36C25026Q0505 X 05- -2026

TBD

539-26-2-6074-0021 539-25-507 Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219 Email quotations to ronald.heidemann@va.

gov prior to the time/date of closing in box 13a below.

No physical quotations will be accepted.

Ron Heidemann 513 559 3708 Project No. 539-25-507 - Improve Security and Safety

The project's objective is to enhance patient safety and accessibility. The project will incorporate RF Technology at key entry points, install motion sensors, replace breezeway doors, integrate a double pole double throw (DPDT) relay system, and install an intrusion alarm system in the mail room. The enhancements will be integrated with the existing Johnson Controls Inc. (JCI) systems RF Technology, including the C•CURE 9000 access control system, to ensure seamless and coordinated operations across the facility. These enhancements are located at the Cincinnati VAMC Community Living Center (CLC), 3200 Vine Street, Cincinnati, OH 45220.

The NAICS code for this procurement is 236220, with a smallbusiness size standard of $45.0M.

An organized site visit is scheduled for 06-02-2026, at 08:00 AM ET. All interested parties are strongly encouraged to attend the scheduled site visit to familiarize themselves with existing conditions and constraints that may affect performance and pricing. Offerors are expected to satisfy themselves as to the nature and location of the work, general and local conditions, and any other matters that may affect the cost, method, or timing of performance.

1) - Be a certified SDVOSB/VOSB listed in the SBA certification database at: https://veterans.certify.sba.gov/ at the time of submission of the offer and at the time of contract award.

2) - Submit the completed, signed certification at VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING - CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) with the offer. The clause is located in the General Conditions section of the solicitation. The Government will not consider offers for award from offerors that do not provide the certification with their offer and all such responses will be deemed ineligible for evaluation and award.

Magnitude of Construction: Less than $250K.

X

1:00 PM

EDT

06-25-2026 X

14. NAME AND ADDRESS OF OFFEROR

15. TELEPHONE NUMBER

16. REMITTANCE ADDRESS

CODE

FACILITY CODE

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of the solicitation, if this offer is accepted by the Government in writing within __________ calendar days after the date offers are due.

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGMENT OF AMENDMENTS

AMENDMENT

NUMBER

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 20b. SIGNATURE 20c. OFFER DATE

21. ITEMS ACCEPTED:

22. AMOUNT

23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

ITEM

25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

10 U.S.C. 2304(c)( 41 U.S.C. 3304(a) (

26. ADMINISTERED BY

27. PAYMENT WILL BE MADE BY

PHONE:

FAX:

28. NEGOTIATED AGREEMENT

29. AWARD

Your Contractor agrees offer on this solicitation is hereby accepted as to the items listed. This to furnish and deliver all items or perform all work requirements identified award consummates the contract, which consists of (a) the Government on this form and any continuation sheets for the consideration stated in solicitation and your offer, and (b) this contract award. No further cont-this contract. The rights and obligations of the parties to this contract ractual document is necessary.

shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, certifications, and specifications incorporated by reference in or attached to this contract.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED 31a. NAME OF CONTRACTING OFFICER

TO SIGN

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA 31c. AWARD DATE

BY

OFFER

AWARD

STANDARD FORM 1442 (REV. 8/2014) BACK

(Include ZIP Code) (Include area code) (Include only if different than Item 14.)

(Insert any number equal to or greater than the minimum requirement stated in Item 13d. Failure to insert any number means the offeror accepts the minimum in Item 13d.)

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each) (Type or print) (4 copies unless otherwise specified) (Type or print) (Type or print) (Contractor is required to sign this document and return _______ copies to issuing office.)

(Contractor is not required to sign this document.)

(Must be fully completed by offeror) (To be completed by Government)

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

Quote:

Tax I.D:

UEI:

Email Address:

539-3660162-6074-854200-3223 23NRNR001

Department of Veterans Affairs Network Contracting Office (NCO) 10 260 E. University Avenue Cincinnati OH 45219 Department of Veterans Affairs

FMS-VA-2(101)

Financial Services Center PO Box 149971 Austin TX 78714-9971 Ronald Heidemann

NCO1015L3-0502

Table of Contents

PART I - THE SCHEDULE 1

STATEMENT OF WORK...……………………………………………………………………………...4

OFFEROR INFORMATION……………………………………………………………………………14

ATTACHMENTS………………………………………………………………………………………..86

STATEMENT OF WORK 1. Contract Title 539-25-507 Improve Inpatient Safety

2. Background The “Improve Patient Safety and Access Control Enhancements” project at the Cincinnati VAMC Community Living Center (CLC) aims to enhance patient safety and accessibility. The project will incorporate RF technology at key entry points, install motion sensors, replace breezeway doors, integrate a double pole double throw (DPDT) relay system, and install an intrusion alarm system in the mail room. The enhancements will be integrated with the existing Johnson Controls Inc. (JCI) systems, RF Technology, including the C•CURE 9000 access control system, to ensure seamless and coordinated operations across the facility.

Scope.

The chosen contractor shall provide complete construction services, including labor, materials, equipment, and superintendent supervision, to achieve the following:

A. RF Technology Installations (Three Locations - CLC Entries) [Attachment A]

· Installation of RF technology to monitor and manage patient entry/exit at the breezeway, front door entry, and south door entry. The locations are depicted on Attachment A.

· Ensure real-time monitoring for the nearest nursing staff to receive alerts.

· Ensure ADA-compliance in the design and placement of all components. Integrate new RF technology with the existing RFT Guard system. System including but not limited to

B. Access Control Enhancements at Breezeway Entry-Johnson Controls [Attachment B & REF1]

· Replace double fire-rated wood breezeway doors with new low energy fire rated door with vision lites (25”x25”) in upper portion of each leaf as attachment B and integrate them with the existing JCI card reader system.

· Integrate a DPDT relay to manage the motion sensor- including presence sensors and door locks, ensuring operational hours card reader access automatically opening (6 AM to 6 PM) and card reader-only and doorbell system access during off hours (6 PM to 6 AM) or COR/ Physical Security specialist recommendation.

· Motion sensor must have adjustable range.

· Remove current handicap button on CLC side and replace it with motion sensor that is always on- including presence sensors.

· Configure the Johnson Controls C•CURE 9000 system to handle the new access schedule and relay control.

· Reuse existing electrical power present

C. Relocation of Doorbell system [REF1]

· Remove current video doorbell system to the right of breezeway double doors and relocate to an ada-compliant location at the store front, on top of or next to current card reader.

· Reuse existing electrical power present D. Intrusion Alarm System for Mail Room Johnson Controls [Attachment C & REF1]

· Install an intrusion alarm system in the mail room, ensuring connection to the Johnson Controls security system

· Test and configure the alarm system to confirm integration with current security measures that report back to police.

E. Software and Network Integration

· Install and configure required software to support new RF technology, sensors, and intrusion alarm.

· Conduct comprehensive testing to validate software functionality and data transmission.

· Provide training and documentation for VA personnel on system operation and troubleshooting.

F. Phased Implementation

· Coordinate with the Contracting Officer’s Representative (COR) to plan activities to minimize disruption to VAMC operations.

· Schedule activities requiring temporary utility shutdowns, closures, or weekend work to prevent operational impacts.

G. Reference Attachments: A, B, C, and Ref 1 Specific Tasks- related to Scope of Work

3. Review of Installation

a. Conduct an initial assessment to identify any potential issues and ensure the system is operationally ready by the end of the project.

4. RF Technology Installations (Three Locations - CLC Entries) [Attachment A]

a. Install RF technology at designated entry locations to monitor and manage patient entry/exit from Community Living Center.

b. Ensure real-time monitoring capabilities for the nearest nursing staff.

c. Design and place all components to ensure ADA compliance.

d. Integrate electrical components to ensure seamless operation with the existing RFT Guard system.

5. Access Control Enhancements at Breezeway Entry [Attachment B]

a. Replace existing breezeway doors with updated low energy swing operator and connect them to the Johnson Controls card reader system.

a. Vision lites must be fire-rated glazing with listed frames appropriate to door rating

b. Any electrified hardware (strike, latch, maglock) must be listed for use on fire doors and installed per the door and frame manufacturer’s listings.

b. Install and wire a motion, touchless activation sensor . AAADM/ANSI A156.10 compliant.

c. Standard commercial hardware (lever sets; have same existing push-to-open)

c. Integrate a DPDT relay to interface between the motion and the door locks.

d. Configure the Johnson Controls C•CURE 9000 system to manage the access schedule with the new relay and handicap button setup.

e. Test and validate that the motion sensor provides access from 6 AM to 6 PM, while ensuring card reader-only access from 6 PM to 6 AM or whatever is acceptable to COR/physical security team.

6. Relocation of Doorbell system [REF1]

a. Remove current video doorbell system to the right of breezeway double doors and relocate to an ada-compliant location at the store front, on top of or next to current card reader.

b. Configure and test system to ensure proper functionality and integration with existing system.

7. Breezeway Doors [Attachment B]

a. Configure and test system to ensure proper functionality and integration with existing system.

b. Side A shown on Attachment B (breezeway) shall have auto-open via motion sensor at designated times, and outside that window the door remains secured; entry requires card reader or video doorbell/intercom to release/open.

c. Side B (interior hallway to CLC) unlocked, shall have motion+ presence so approach auto-opens and presence keeps the door safely open while someone is in the path

8. Intrusion Alarm System for Mail Room [Attachment C, REF1]

a. a. Install an intrusion alarm system in the mail room, ensuring it is connected to the Johnson Controls security system.

b. Broadcasting a local alarm of sufficient volume to cause an illegal entrant to abandon a burglary attempt.

c. b. Configure and test the alarm system to ensure proper functionality and integration with existing security infrastructure to VA police.

9. Software and Network Integration

a. a. Install and configure the necessary software to ensure compatibility with the existing systems (RFT Guard and C•CURE 9000).

b. b. Conduct thorough testing to confirm software functionality, data transmission, and user accessibility.

c. c. Provide documentation for VA personnel on the operation and troubleshooting of the new system components.

10. Phased Implementation

a. a. Coordinate with the COR to plan activities, ensuring minimal disruption to VAMC operations.

b. b. Schedule temporary utility shutdowns, closures, or weekend work to adhere to operational requirements and avoid significant operational impacts.

11. Performance Monitoring Construction contract supervision will be conducted by the Project Section of Engineering Service at the Cincinnati VA Medical Center.

Inspection will be made throughout the project and delivery and installation.

12. Security Requirements Physical Security at breezeway door. See Attachment B.

13. Government-Furnished Equipment (GFE)/Government-Furnished Information

(GFI)

Current security system with JCI integration and RF technology.

14. Other Pertinent Information or Special Considerations

a. Identification of Possible Follow-on Work.

None.

b. Identification of Potential Conflicts of Interest (COI).

None.

c. Identification of Non-Disclosure Requirements.

None.

d. Packaging, Packing and Shipping Instructions.

None.

e. Inspection and Acceptance Criteria.

Project COR to conduct the final acceptance of satisfactory installation.

15. Risk Control An infection control risk assessment will be completed for this project by the facility and should be followed during periods of construction. Assessments range from level 1 to level 4 and vary by location and nature of work completed.

The selected contractor may also be subject to COVID-19 regulations outlined within VHA Directive 1193 which provides guidance towards vaccination requirements, exemptions, documentation, masking, and testing requirements. Further confirmation will be provided by the Contracting Officer.

17. Period of Performance All phases of work, including project closeout documentation, to be completed & provided within 185 calendar days after issuance of the Notice To Proceed (NTP).

18. Delivery Schedule

TBD

19. Technical/Administrative Requirements Contracted work shall be conducted in accordance with the below VA Specifications.

1. Support features for each room can be found within U.S. Department of Veterans Affairs Office of Construction & Facilities Management Technical Information Library.

a. This resource provides information regarding construction specifications, construction procedures, design manuals, design guides, room finishes, and door/hardware schedules.

The above SOW constitutes a basic outline of work required for this project but does not include all details required for the design, construction, and completion of this project. A pre-construction walkthrough and inspection of current conditions is recommended to determine all needs and requirements prior to starting the project.

20. Warranty

Contractor must provide a one (1) year warranty to include all materials and labor.

21. Record Management

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. Cincinnati VA Medical Center (CVAMC) 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 CVAMC 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 CVAMC. 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 Statement of Work. 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 CVAMC 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 Statement of Work. 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 CVAMC 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 CVAMC policy.

8. The Contractor shall not create or maintain any records containing any non-public CVAMC 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 CVAMC 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 CVAMC 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 VHA-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. TMS Course 10203, VA Privacy & Information Security Awareness will be used to satisfy this requirement.

12. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this Statement of Work and require written subcontractor acknowledgment of same.

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

OFFEROR INFORMATION

MATERIALS: Offeror materials consist of request for quote or proposal forms and any issued amendments which will be published on SAM.gov or provided via email.

SUBMISSION REQUIREMENT: The following documents must be included in the submission: digital copy of original signed SF 1442 Offer page; acknowledgment of all amendments either via entering data in block 19 of the SF1442 or completing blocks 15a, b, and c of the Amendment(s) and attaching to the original SF 1442 Offer page; digital copy of original signed VAAR 852.219-75. Offerors are responsible for ensuring and verifying their quote and all required documents are received at the email designated in SF1442 block 8 by the date and time specified in SF1442 block 13A (subject to amendment).

PROJECT INFORMATION

PROJECT TITLE AND NUMBER: 539-25-507 – Improve Security and Safety

PROJECT LOCATION: Cincinnati VAMC, 3200 Vine Street, Cincinnati, OH 45220

PROJECT SCOPE OF WORK: The contractor shall perform all work as described by the statement of work, drawings and specifications. Contractor will provide all labor, materials, and equipment required to complete the subject project. Statement of work and specifications are included as attachments to the solicitation.

MAGNITUDE OF CONSTRUCTION: the estimated range of this project is - (b) Below $250,000

TYPE CONSTRUCTION: Commercial and Institutional Building Construction

NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM CODE: (NAICS): 236220

SMALL BUSINESS SIZE STANDARD: $45M

LIQUIDATED DAMAGES: (__) YES or (X) NO (reference Contract Clause FAR 52.211-12)

RESTRICTION ON SUBMISSION AND USE OF EQUAL PRODUCTS: (X) YES or ( ) NO (Reference VAAR 852.236-90)

WAGE DETERMINATION: The Davis-Bacon Act wage determination (WD) for this project may be found at https://sam.gov/content/home. See Attachment I.

PERFORMANCE PERIOD: As stated in SF 1442 block 11, the contractor shall (a) commence work under this contract after receiving the notice to proceed within the days specified, (b) prosecute the work diligently, and (c) complete the work, clean the work site completely and return the premises to the VA ready for us within the number of days specified.

Site Visit: Accordingly, offerors or quoters are urged and expected to inspect the site where the work will be performed.

(b) An organized site visit has been scheduled for— June 2, 2026 @ 8am (local time)

(c) Participants will meet at— 3200 Vine Street, Cincinnati, OH 45220 – Bldg. 2, Room 3026

RESPONSIBILITY REQUIREMENTS: A responsibility check will be accomplished for the apparent awardee prior to award. Checks of the VetCert database (https://veterans.certify.sba.gov/ to verify Service-Disabled Veteran Owned Small Business), System for Award Management (SAM) database, Online Representations and Certifications, and Excluded Parties List System will be conducted to ensure registrations are current, valid, and no debarment records exist. Further, Experian may be queried (to check Intelliscore plus score to ensure it is below a risk value of four). Any information retrieved or received by the Government that would be cause for negative or unsatisfactory responsibility rating may result in the offeror being determined ineligible for award.

REQUESTS FOR INFORMATION (RFI)

To obtain clarifications and/or additional information concerning the project requirements, specifications and/or drawings, submit a query using the RFI Form attached to this solicitation. RFIs shall be sent via email to Ronald.heidemann@VA.gov and are due on June 9, 2026, by 2:00PM EDT. RFIs must be specific identifying section, paragraph and page number of the specifications or cite the drawing number and must be in question format. All RFIs submitted shall include the solicitation number and title, contractor name, city, state, telephone, email address, date submitted, and the RFI question(s). All RFIs must be received by the deadline published in block 10 of the SF1442 (subject to amendment). Late RFIs will be answered at the agency’s discretion. RFI responses will be posted to SAM.gov.

ALTERNATIVE PAYMENT PROTECTIONS

A bid guarantee is not required. Rather, FAR Clause 52.228-13 Alternative Payment Protections (July 2000) applies to this solicitation. Upon award, the contractor must submit one of the payment protections listed at (a) that complies with: the amount indicated (b), within the timeline required (c), and for the duration indicated (d). See the full text of FAR 52.228-13 in the clauses section for additional information.

SECURITY

BACKGROUND INVESTIGATIONS: All contractor employees are subject to the same level of investigation as Dept of Veterans Affairs (VA) employees who have access to sensitive information. The level of background investigation is commensurate with the level of access needed to perform the statement of work. This requirement is also applicable to all subcontractor personnel requiring the same level of access.

Levels and associated types of Background Investigations:

· If the project requires that workers have only limited physical access to the VA facility for a period of one year or less, a local flash badge with fingerprint check is issued.

· If the project requires that workers require un-supervised, logical and/or physical access for 180- consecutive or aggregate days in a 365-day period, over a three-year period, a Special Agency Check (SAC) background investigation is required which must be completed prior to being allowed access.

· If the project requires workers have un-supervised, full-time, logical, and/or physical access for more than six months or more than 180 aggregate days in a one-year period, a SAC and National Agency Check with Written Inquiries (NACI) background investigation is required; access is not allowed until a favorable SAC completion.

Supplemental Influenza Information

Seasonal influenza with Vaccines (see VHA Directive 1192.01, dated 8/10/2020). The influenza season is generally considered to span the four-month period from December 1 through March 31; however, it can vary from one season or geographic location to another. Individual VHA facilities may expand (but not reduce) this time period based on local influenza activity and other epidemiological circumstances.

Health Care Personnel (HCP). HCP are individuals who, during the influenza season, work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include, but are not limited to, VA hospitals and associated clinics, community living centers (CLCs), community-based outpatient clinics (CBOCs), domiciliary units, Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed, clinical and administrative, remote and onsite, paid and without compensation, full- and part-time employees, intermittent employees, fee basis employees, VA contractors, researchers, volunteers and health professions trainees (HPTs) who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents, interns, fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Notice:

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

VA HANDBOOK 6500.6, CONTRACT SECURITY, APPENDIX C VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE

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

2. VA INFORMATION CUSTODIAL LANGUAGE. 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 medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

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

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

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

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

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

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 gran

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

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

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

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

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

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

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

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

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

4. TRAINING. This entire section applies to all acquisitions which include section 3.

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

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

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

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

b. 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.

c. 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.

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…