36C26123Q0788_1.docx
DOCX document 202 KB Posted
- Attached to
- R799--Records Management and Scanning Services at VA Palo Alto Health Care System (VAPAHCS)
- Solicitation number
- 36C26123Q0788
About this file
This is a solicitation for records management and scanning services at the VA Palo Alto Health Care System. The contractor will provide off-site scanning, indexing, storage, and management of medical records, films, and pathology samples in compliance with NARA standards. Services include daily pickup and scanning of records from multiple VA locations, with images delivered to VistA Imaging. Paper records, films, and samples will be securely stored at a NARA-certified contractor facility. The base period of performance is one year starting August 1, 2023, with four optional one-year extensions. Pricing is provided for various services such as scanning, storage, and transportation on both an annual and unit basis. The solicitation is set aside for certified SDVOSBs and provides requirements for security, personnel background checks, and system development. The closing date for responses is July 7, 2023.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| 36C26123Q0788 0003.docx | DOCX document | |
| 36C26123Q0788 0002.docx | DOCX document | |
| Questions and Answers.docx | DOCX document | |
| 36C26123Q0788 0001.docx | DOCX document | |
| WD 2015-5637 Rev 23 dated 12.27.2022 San Mateo.pdf | ||
| WD 2015-5633 Rev 17 dated 12.27.2022 Monterey.pdf | ||
| WD 2015-5623 Rev 20 dated 12.27.2022 Alameda.pdf | ||
| WD 2015-5641 Rev 21 dated 12.27.2022 Santa Clara.pdf | ||
| Past Performance Questionnaire.docx | DOCX document |
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Text version
36C26123Q0788
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. SIGNAT
URE 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
640-23-2-4086-0020 36C26123Q0788 06-23-2023 Cindy Smith 808-539-1306 07-07-2023
10AM
Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 711 Kapiolani Blvd Suite 200 Honolulu HI 96813 X X 518210 $40 Million N/A X VA Palo Alto Health Care System 3801 Miranda Ave Palo Alto CA 94304 Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System Kapiolani Blvd Suite 200 Honolulu HI 96813
Department of Veterans Affairs FMS VA-9(101) Financial Services Center PO Box 149971 Austin TX 78714-9971 866-372-1141 vafscenterprisesupport@va See CONTINUATION Page The Contractor shall provide all required labor, materials, tools, equipment, supplies, transportation and certifications necessary to maintain Medical Records Management Services for the Veterans Affairs Palo Alto Health Care System (VAPAHCS) in accordance with the Statement of Work (SOW).
All questions shall be directed in writing to Cindy Smith cindy.smith@va.gov by 06/30/2023.
Offerors must be registered and "Verified" as an SDVOSB concern in https://veterans.certify.sba.gov/ on the date quotes are due and at time of award.
Offerors shall follow the submission instructions specified in FAR Provisions 52.212-1 and 52.212-2, and their addendums included in this solicitation. Failure to follow the instructions will result in an unfavorable evaluation and may not be considered for award.
See CONTINUATION Page X X Table of Contents
| SECTION A | 1 |
| A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 1 |
| SECTION B - CONTINUATION OF SF 1449 BLOCKS | 4 |
| B.1 CONTRACT ADMINISTRATION DATA | 4 |
| B.2 PRICE/COST SCHEDULE | 5 |
| ITEM INFORMATION | 5 |
| B.3 STATEMENT OF WORK | 20 |
| B.4 IT CONTRACT SECURITY | 36 |
| SECTION C - CONTRACT CLAUSES | 47 |
| C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022) | 47 |
| C.2 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) | 53 |
| C.3 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) | 53 |
| C.4 SUPPLEMENTAL INSURANCE REQUIREMENTS | 53 |
| C.5 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) | 54 |
| C.6 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018) | 54 |
| C.7 VAAR 852.211-76 LIQUIDATED DAMAGES – REIMBURSEMENT FOR DATA BREACH COSTS (FEB 2023) ALTERNATE I (FEB 2023) | 54 |
| C.8 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) | 55 |
| C.9 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) | 58 |
| C.10 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018) | 60 |
| C.11 VAAR 852.239-70 SECURITY REQUIREMENTS FOR INFORMATION TECHNOLOGY RESOURCES (FEB 2023) | 61 |
| C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) | 64 |
| C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) | 64 |
| C.14 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JUN 2023) | 65 |
| SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS | 73 |
| SECTION E - SOLICITATION PROVISIONS | 74 |
| E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAR 2023) | 74 |
| E.2 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021) | 80 |
| E.3 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) | 83 |
| E.4 52.233-2 SERVICE OF PROTEST (SEP 2006) | 84 |
| E.5 VAAR 852.233-70 PROTEST CONTENT/ALTERNATIVE DISPUTE RESOLUTION (OCT 2018) | 84 |
| E.6 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018) | 85 |
| E.7 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) | 86 |
| E.8 VAAR 852.239-71 INFORMATION SYSTEM SECURITY PLAN AND ACCREDITATION (FEB 2023) | 86 |
| E.9 VAAR 852.239-75 INFORMATION AND COMMUNICATION TECHNOLOGY ACCESSIBILITY NOTICE (FEB 2023) | 86 |
| E.10 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (NOV 2021) | 87 |
| E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022) | 88 |
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 36C261 Rico Johnson Department of Veterans Affairs VA Sierra Pacific Network (VISN 21) VA Pacific Islands Health Care System 711 Kapiolani Blvd Suite 200 Honolulu HI 96813
2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:
| [X] |
| 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or |
| [] |
| 52.232-36, Payment by Third Party |
3. INVOICES: Invoices shall be submitted in arrears:
| a. Quarterly | [] |
| b. Semi-Annually | [] |
| c. Other | [X] Monthly |
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.
All invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. VA's Electronic Invoice Presentment and Payment System - The FSC uses a third-party contractor, Tungsten, to transition vendors from paper to electronic invoice submission. Please go to this website:
http://www.tungsten-network.com/US/en/veterans-affairs/ to register and begin submitting electronic invoices, free of charge. The Department of Veterans Affairs Tungsten Number is: AAA544240062 (this allows you to file invoices online for free.)
More information on the VA Financial Services Center is available at http://www.fsc.va.gov/einvoice.asp.
Vendor e-Invoice Set-Up Information:
If you have questions about the e-invoicing program or Tungsten, please contact the FSC at the phone number or email address listed below:
• Tungsten e-Invoice Setup Information: 1-877-489-6135
• Tungsten e-Invoice email: VA.Registration@Tungsten-Network.com
• FSC e-Invoice Contact Information: 1-877-353-9791
• FSC e-invoice email: vafsccshd@va.gov ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
| AMENDMENT NO |
| DATE |
B.2 PRICE/COST SCHEDULE
ITEM INFORMATION
| ITEM NUMBER |
| DESCRIPTION OF SUPPLIES/SERVICES |
| QUANTITY |
| UNIT |
| UNIT PRICE |
| AMOUNT |
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Image Scanning and Indexing Contract Period: Base POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services PRODUCT/SERVICE CODE: R799 - Support - Management: Other
MANUFACTURER PART NUMBER (MPN): N/A
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Quality Assurance Review
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60,000.00 |
| EA |
| _____________ |
| ________________ |
Patient Health Record Maintenance/ Temp filing
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 43,000.00 |
| EA |
| _____________ |
| ________________ |
NARA Approved Record Box Storage - linear feet
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 35,000.00 |
| EA |
| _____________ |
| ________________ |
Nuclear Medicine/Radiology Film Storage
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 5,000.00 |
| BX |
| _____________ |
| ________________ |
Pathology Tissue Blocks/Slides - Storage
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| BX |
| _____________ |
| ________________ |
Database Inventory fee-box
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| EA |
| _____________ |
| ________________ |
Record Recall/Return
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 600.00 |
| HR |
| _____________ |
| ________________ |
Delivery/Transportation Services
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 275.00 |
| HR |
| _____________ |
| ________________ |
NARA Certified Program Management
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| HR |
| _____________ |
| ________________ |
File Packing
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| BX |
| _____________ |
| ________________ |
Record Destruction
POP Begin: 08-01-2023 POP End: 07-31-2024 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Image Scanning and Indexing Contract Period: Option 1 POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Quality Assurance Review
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60,000.00 |
| EA |
| _____________ |
| ________________ |
Patient Health Record Maintenance/ Temp filing
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 43,000.00 |
| EA |
| _____________ |
| ________________ |
NARA Approved Record Box Storage - linear feet
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 35,000.00 |
| EA |
| _____________ |
| ________________ |
Nuclear Medicine/Radiology Film Storage
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 5,000.00 |
| BX |
| _____________ |
| ________________ |
Pathology Tissue Blocks/Slides - Storage
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| BX |
| _____________ |
| ________________ |
Database Inventory fee-box
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| EA |
| _____________ |
| ________________ |
Record Recall/Return
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 600.00 |
| HR |
| _____________ |
| ________________ |
Delivery/Transportation Services
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 275.00 |
| HR |
| _____________ |
| ________________ |
NARA Certified Program Management
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| HR |
| _____________ |
| ________________ |
File Packing
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| BX |
| _____________ |
| ________________ |
Record Destruction
POP Begin: 08-01-2024 POP End: 07-31-2025 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Image Scanning and Indexing Contract Period: Option 2 POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Quality Assurance Review
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60,000.00 |
| EA |
| _____________ |
| ________________ |
Patient Health Record Maintenance/ Temp filing
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 43,000.00 |
| EA |
| _____________ |
| ________________ |
NARA Approved Record Box Storage - linear feet
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 35,000.00 |
| EA |
| _____________ |
| ________________ |
Nuclear Medicine/Radiology Film Storage
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 5,000.00 |
| BX |
| _____________ |
| ________________ |
Pathology Tissue Blocks/Slides - Storage
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| BX |
| _____________ |
| ________________ |
Database Inventory fee-box
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| EA |
| _____________ |
| ________________ |
Record Recall/Return
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 600.00 |
| HR |
| _____________ |
| ________________ |
Delivery/Transportation Services
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 275.00 |
| HR |
| _____________ |
| ________________ |
NARA Certified Program Management
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| HR |
| _____________ |
| ________________ |
File Packing
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| BX |
| _____________ |
| ________________ |
Record Destruction
POP Begin: 08-01-2025 POP End: 07-31-2026 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Image Scanning and Indexing Contract Period: Option 3 POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Quality Assurance Review
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60,000.00 |
| EA |
| _____________ |
| ________________ |
Patient Health Record Maintenance/ Temp filing
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 43,000.00 |
| EA |
| _____________ |
| ________________ |
NARA Approved Record Box Storage - linear feet
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 35,000.00 |
| EA |
| _____________ |
| ________________ |
Nuclear Medicine/Radiology Film Storage
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 5,000.00 |
| BX |
| _____________ |
| ________________ |
Pathology Tissue Blocks/Slides - Storage
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| BX |
| _____________ |
| ________________ |
Database Inventory fee-box
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| EA |
| ____________ |
| ________________ |
Record Recall/Return
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 600.00 |
| HR |
| _____________ |
| ________________ |
Delivery/Transportation Services
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 275.00 |
| HR |
| _____________ |
| ________________ |
NARA Certified Program Management
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| HR |
| _____________ |
| ________________ |
File Packing
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| BX |
| _____________ |
| ________________ |
Record Destruction
POP Begin: 08-01-2026 POP End: 07-31-2027 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Image Scanning and Indexing Contract Period: Option 4 POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
MANUFACTURER PART NUMBER (MPN): N/
| 400,000.00 |
| EA |
| _____________ |
| ________________ |
Quality Assurance Review
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60,000.00 |
| EA |
| _____________ |
| ________________ |
Patient Health Record Maintenance/ Temp filing
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 43,000.00 |
| EA |
| _____________ |
| ________________ |
NARA Approved Record Box Storage - linear feet
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 35,000.00 |
| EA |
| _____________ |
| ________________ |
Nuclear Medicine/Radiology Film Storage
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 5,000.00 |
| BX |
| _____________ |
| ________________ |
Pathology Tissue Blocks/Slides - Storage
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| BX |
| _____________ |
| ________________ |
Database Inventory fee-box
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 4,000.00 |
| EA |
| _____________ |
| ________________ |
Record Recall/Return
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 600.00 |
| HR |
| _____________ |
| ________________ |
Delivery/Transportation Services
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 275.00 |
| HR |
| _____________ |
| ________________ |
NARA Certified Program Management
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| HR |
| _____________ |
| ________________ |
File Packing
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| 60.00 |
| BX |
| _____________ |
| ________________ |
Record Destruction
POP Begin: 08-01-2027 POP End: 07-31-2028 PRINCIPAL NAICS CODE: 518210 - Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services
| GRAND TOTAL |
| __________________ |
B.3 STATEMENT OF WORK
STATEMENT OF WORK (SOW)
VA Palo Alto Health Care System (VAPAHCS) Medical Record Scanning and Record Management Services
1. Scope of Work: The contractor shall supply all required labor, materials, tools, equipment, supplies, transportation, and certifications necessary to maintain medical record Scanning and Record Management/File Room Storage services for the Veterans Affairs Palo Alto Health Care System (VAPAHCS) which includes: Palo Alto Division and three Community Based Outpatient Clinics to include Menlo Park, Livermore, and San Jose. Services provided by the contractor shall be on-site defined as VAPAHCS owned or leased property or off-site defined as contractor owned property.
1.1 Pick up/Delivery Locations:
· Palo Alto Division 3801 Miranda Ave Palo Alto, CA 94304
· Menlo Park Division 795 Willow Road Menlo Park, CA 94025
· Livermore Division 4951 Arroyo Road Livermore, CA 94550
· San Jose Outpatient Clinic 5855 Silver Creek Valley Place San Jose, CA 95138
The Period of Performance for this firm-fixed price contract will be for one (1) base year plus four (4) option years.
Base: August 1, 2023 – July 31, 2024 Option Year One: August 1, 2024 – July 31, 2025 Option Year Two: August 1, 2025 – July 31, 2026 Option Year Three: August 1, 2026 – July 31, 2027 Option Year Four: August 1, 2027 – July 31, 2028
1.2 The Medical Record File Room Service: This service shall consist of two objectives: maintenance and storage of records. File room maintenance is to include paper medical records that will be picked up from VAPAHCS and brought to contractor site to be scanned, indexed, and images delivered onto VA Health System Wide Area Network (WAN) for electronic access by VAPHCS employees. See detailed requirement in paragraph 7.
1.2.1 Medical record file room storage will consist of:
· The original paper medical records;
· Nuclear Medicine Film Library;
· Pathology slides and tissue blocks.
1.3. Record Management Storage: Contractor shall provide a National Archives and Records Administration (NARA) certified record storage facility, with the capacity to accommodate 28,000 linear feet box storage of federal records; both medical and non-medical in nature. The contractor shall provide personnel who understand VA Records Control Schedule (RCS) 10-1 and the General Records Schedule (GRS) and name a NARA Certified Records Manager as a single point of contact for intake/processing of new material and client education. See detailed requirement in paragraph 8.
2. Objective: Contractor shall provide a NARA certified record storage facility and maintain VAPAHCS government records in compliance with the NARA approved records control schedule 10-1 in all multi-media formats. Contractor shall maintain an active off-site medical record file room; to include remote scanning into VistA Imaging and chronological prong filing of paper records in an individual identifiable chart for each VAPAHCS Veteran.
3. Demographics and Workload Statistics:
Contractor shall provide off-site NARA approved storage and management of government records, including sensitive patient identifiable medical records. Contractor shall provide a secure inventory and retrieval system of record storage databases for timely recall of records; inventory to include box storage by accession number.
4. Normal Hours of Operation:
Contractor shall provide 8:00 am to 4:30:00 pm, Monday thru Friday hours of operation.
5. Outside Normal Hours of Operation:
Contractor shall provide services during on-call non-business hours 24 hours a day and 7 days a week, including holiday coverage for emergency operation. Overtime work is not authorized and will be at contractor’s expense if deemed necessary.
5.1 Federal Holidays:
There are eleven (11) Federal holidays set by law (USC Title 5 Section 6103) that VA follows where no services will be conducted and/or charges incurred:
Under current definitions, five are set by date:
New Year's Day, January 1 Independence Day, July 4 Veterans Day, November 11 Christmas Day, December 25 Juneteenth, June 19
If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month:
Martin Luther King's Birthday, Third Monday in January Washington's Birthday, Third Monday in February Memorial Day, Last Monday in May Labor Day, First Monday in September Columbus Day, Second Monday in October Thanksgiving, Fourth Thursday in November
6. General Requirements for all VA records:
6.1. Disaster Recovery: Upon Contracting Officers Representative (COR) request, the contractor shall provide seamless service with extensive disaster recovery and backup plans and procedures.
6.2. Security: The contractor’s commitment to security must compliance with 36 CFR 1234 (formerly numbered 36 CFR 1228, subpart K) certified by NARA.
6.2.1. The Contractor shall make certain that appropriate physical care and security measures are taken to ensure that documents and health records and the VA information they contain are not damaged or compromised throughout the entire process from the point of receipt through the return shipment. A high-level of security should be applied as documents are transported in enclosed, locked vehicles by the contractor’s permanent staff. All vehicles are required to be secure at all times whether parked or in transit by having all windows closed and all doors locked. All records are transported in person.
6.2.2. All records in the contractor’s possession must be secure, from the moment they leave VA’s site to document preparation and imaging to the transfer of indexed electronic images and data. Work must be performed in a secured area protected by key access reader technology and security monitoring cameras.
6.2.3. The contractor’s security and technology processes should be based upon a security policy that meets VA standards and is checked from time to time. This policy should cover security roles and responsibilities, physical security, password policies, incident reporting, change control, data privacy, encryption, external connection guidelines, and similar topics. Data management and access procedures are to be compliant with industry standards. Encryption technologies should be used to transmit sensitive patient data to meet or exceed HIPAA standards. A chief security coordinator must oversee the security and audit team
7. Medical Record File Room Requirements:
7.1. The Contractor shall be responsible for:
7.1.1. Transportation of records:
· The contractor shall pick up records from the VA Palo Alto Health Care System at the following locations:
1. Palo Alto Division Health Information Management Section- Twice/daily between 7am-5pm.
2. Palo Alto Division Lab- Requested as needed- TAT 24-48 hours.
3. San Jose Clinic- Once/daily between 7am-5pm.
4. Menlo Park Division- Twice/weekly- Tuesday and Thursday between 7am- 5pm.
5. Livermore Division - Once/daily between 7am-5pm.
7.1.2. Scanning and indexing of documents:
· Remote Scanning Services: Contractor has the capacity to scan on average around 1 million images per year, while maintaining a high-quality image that is center oriented, well defined, clear, and easily read. Images shall be captured in VA VistA Imaging application within 24 hours of reception at vendor’s site. 100% of documents scanned under this Service Proposal are to be viewed for quality and orientation. If the contractor cannot meet the specified deadline they must notify the COR as soon as possible, but not to exceed 3 business days.
· Contractor shall have:
1. Capabilities to scan to the configuration of VistA Imaging.
1. Contractor shall be required to scan documents with a minimum resolution of 300 x 300 dots per inch (dpi) as established by VistA Imaging specifications and ensure that images are correctly indexed, oriented, legible, and complete, including signature by the originating provider (VistA Imaging Clinical Capture User Manual). Scanned documents may be scanned in black/white, gray scale, true color, or 256 color (depending on the document is).
1. Scan on Demand Service: The requested document by VA to be pulled from the inventory, scanned, indexed and archived.
· In order to preserve the “continuity of patient care”, contractor shall remotely scan VA and non-VA medical records received, only into the Veterans Affairs - Computerized Patient Record System (CPRS) - Vista Imaging.
· Contractor shall provide quality assessment (QA) of their scanning/indexing services and quality benchmarking shall be 100% accuracy. Contractor shall ensure correct patient, correct type of document, signatures, pages sequenced in order, proper orientation, and clarity as a minimum. Scanned paper documents with 100% QA accuracy shall be set aside for destruction for a minimum for 60 days.
· Paper documents received by the contractor with a stamp reading “SCANNED” shall NOT be scanned into CPRS - Vista Imaging, but shall be reviewed in VistA Imaging for quality control and if 100% accurate set aside for destruction. If quality of scanned VistA Image is less than 100% of paper document, document shall be rescanned, and paper notated with “Re-Scanned – Delete Image” and sent to VA Palo Alto HIM Section for deletion.
· Indexing: Contractor shall utilize VistA Imaging document capture configuration and it is the responsibility of the VA to provide the contractor with access and training. Prior to scanning, all documents are reviewed to ensure proper patient identifiers are listed (i.e., patient name, last four digits of SSN, date of birth). All document types are to be identified through manual indexing or automated indexing which identifies each entry by patient, social security number, date of service and document type. Contractor identifies document type from a library of VA document titles. Contractor indexes documents based on VA requirements as specified from time to time.
· At a minimum there are six (6) data points required for indexing into Vista Imaging under the appropriate index term: date of document, document type, specialty, event/procedure, origin, and a free text description. Due to the variety of documents the Contractor shall review prior to scanning/indexing in order to determine the correct indexing values.
· Documents shall be imaged as an exact replica of the original document with quality control processes in place with assurance that the imaged document is stored, accessible, and retained according to the 75-year retention requirement.
· Contractor quality assurance reviews and productivity of contracting staff shall be reported to COR on a monthly basis. Deliverables to include evidence of 100% performance quality checks and quality assurance monitoring, workload reports on number of records and types scanned and indexed.
7.1.3. Provide storage of paper records, Nuclear Medicine Film Library, and pathology slides and blocks.
· Patient Health Record (Paper) Storage approximately 28,000 linear ft.: The active maintained paper record may be retrieved as needed subject to workflow agreement with the facility. Paper records will not be requested for routine daily use as the record is available electronically. Paper records are delivered fully assembled in accordance with VA chart assembly conventions.
· Paper Health Record Inventory: Contractor will maintain a current electronic inventory of all paper records. The inventory includes patient full name, social security number and chart/accession volume number.
· Nuclear Medicine Film Storage: Nuclear medicine film jackets will be securely stored in the contractor’s NARA certified facility and retrievable by vendor owned transportation.
· Pathology Slide Storage: Pathology slides are to be securely stored in the contractor’s NARA certified facility. Slides shall be recalled in original form by accession number, type (Surgical, Cytology, Histology), and year.
· Original Slide/block Request: Upon request from VAPAHCS, contractor will retrieve the original slides for pickup or shipping.
7.1.4. Emergency Paper Retrieval: Contractor shall be capable of retrieving and delivering paper records on an emergent basis twenty-four hours a day and three hundred sixty-five days per year. Records may be delivered in contractor owned and staffed vehicles, via facsimile, or via scanned document to VistA Imaging.
7.1.5. Document Destruction by the box: If the original documents received for imaging or filming are no longer required in paper, contractor shall provide document destruction services. The document destruction service shall include the shredding of all paper documents based on the retention period following the authorization of NARA and VHA RCS 10-1 together with the notification and approval of the VAPAHCS Record Management Officer (RMO).
Contractor shall adhere to VA Directive 6300, Destruction of Temporary Paper Records and VHA record disposition shall be entered on VA Form 7468 “Request for Disposition of Records. VHA RCS 10-1 or the GRS, or any other approved records schedule must be used to determine retention and disposition requirements for VHA records.
7.2. VA Health System is responsible for:
· Provide National Secure VPN connection for access to remote scan and index into VistA Imaging. The COR will request an Information Security Office (ISO) review of electronic system requirements for contractor remote access, if appropriate a VA National Security Office request will be prepared for a Virtual Private Network connection to VA Network.
· The request, receipt, transfer, and distribution of paper records for those cases in which a paper record is required.
8. Record Management Requirements:
8.1. Contractor shall provide comprehensive box storage and indexing of all types of VA records and provide program management personnel who understand of the VA RCS 10-1 and the GRS. The size of the box is 15x10x12.The named NARA Certified Record Manager will provide a single point of contact for dealing with intake of new material, client education, and conversion requirements for new record type as well as general point of contact for the process. The Record Manager will:
· Train departments regarding storage processes, including procedures for storage and retrieval and customized labels for boxes sent to off-site storage.
· Provide labor to facilitate relocation of records to appropriate storage sites: National Archives, Federal Record Center, contractor’s NARA certified record center, or on-site storage.
· Facilitate conversion and user access to material held at the contractor NARA certified record center.
· Facilitate destruction of records beyond their VA specified retention period by notifying record custodians, obtaining required authorizations and destroying records.
· Inventory all boxes transitioned to contractor Record Center.
· Contractor shall provide an online ordering system that will allow users to order boxes electronically, document record type identification prior to submission, order labels for boxes and request record intake.
8.2. File Packing: Contractor shall provide an on-site file packaging service.
8.2.1. Project Setup: Contractor shall provide project management services to analyze, design and implement the required solution.
· Specification shall be created where appropriate that would encompass all aspects of the project:
1. types of records
1. estimated number of boxes/linear feet of records for storage
1. establish conversion of repository requirements for all record types
1. estimated disposition of boxes/linear feet on annual basis
1. projected costs for project, including relocation of records, storage, conversion, destruction and other disposition
8.2.2. Contractor shall provide record management and database indexing for box storage. Contractor shall provide self-adhesive box labels, which will identify the NARA record series and include content descriptive, as well as a numeric accession number system of index
8.3. Record Storage: Contractor shall store boxes of records in a NARA certified facility.
8.3.1. NARA’s rigorous security and record protection requirements apply to all government agencies and vendors. 36 CFR 1228.156 provides procedures of what agencies should follow to transfer records to an agency records center or commercial records storage facility. Contractor will provide long-term or short term storage for records that do not require conversion to electronic form. The contractor certifies that all records are accessible on a 24-hour a day basis, 365 days per year.
The Record Center meets safekeeping standards- monitored and protected by security systems and smoke/heat detector systems in operation 24 hours per day.
Record storage complies with the CFR and USC (United States Code).
1. provide back-office services
9. Contractor Personnel Security Requirements:
9.1. Contractor will obtain security clearances for all personnel who have access to VA records, whether in paper or electronic form. Employees must be cleared by VA security prior to starting VA related work which entails completion of the Questionnaire for Non-Sensitive Positions form and clearance via SIC-Security Investigations Center. Employees will then be processed for fingerprinting, Once cleared via VA, New User Access Authorization will be provided to contractor by VA. Contractor shall certify that all employees who do work for the VA have on file a confidentiality agreement. Furthermore, contractor shall have all employees participate in VA security training provided by the VA from time to time. Such training shall be offered at the contractor site.
9.1.1. Contractor shall provide each employee an identification badge which shall be displayed on the outer garment at all times. The badge shall include, as a minimum, the employee’s name and position title, and the contractor’s trade name. Contractor shall maintain a personnel numeric system for all employee badges and lost badges shall be reported to the COR in writing for access exclusion.
9.1.2. Contractor must possess all licenses, permits, accreditation and certificates as required by law.
Contractor shall bear the expense of obtaining background investigations from recruited personnel, including replacement personnel. Contractor shall pre-screen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship or legal alien status and are able to read, write, speak and understand the English language. Referencing FAR 52.222-54.
9.1.3. Contractor shall agree that all deliverables, associated working papers, and other material deemed relevant by the contractor in the performance of this task order are the property of the United States Government. Contractor shall agree that all individually identifiable health information shall be treated with the strictest confidentiality. Access to records shall be limited to essential personnel only. Records shall be secured when not in use. At the conclusion of the contract all copies of individually identifiable health records shall be destroyed or returned to the VA. Any individually identifiable health records shall be deleted from computers not belonging to the VA. The contractor shall comply with the Privacy Act, 38 U.S.C. 5701, 38 U.S.C. 7332, and 5 U.S.C. 552(a) et. seq. Contractor staff shall sign confidentiality statements as required. Contractor shall comply with all provisions of the Health Information Portability and Accountability Act (HIPAA) including but not limited to privacy, security of electronic health data, and adherence to standards and code sets as required by HIPAA. Contractor shall insure the confidentiality of all patient and employee information and shall be held liable in the event of breach of confidentiality.
9.1.4. Contractor staff must sign confidentiality statements as required. Any person, who knowingly or willingly discloses confidential information from the VA, may be subject to fines.
The Contractor shall make certain that appropriate physical care and security measures are taken to ensure that documents and health records and the VA information they contain are not damaged or compromised throughout the entire process from the point of receipt through the return shipment. The Contractor shall be compliant with all VA established security policies to ensure VA data, whether captured electronically or on paper or other media are not compromised. The Contractor shall adhere to established VA physical security policy prior to receipt and while in possession of documents and health records off and on-site.
9.1.5. In an event of customer complaint, the contractor shall provide comprehensive written feedback to the COR and/or Contracting Officer via email.
10. Phase Out for Follow-On Contracts.
In the event the Government awards a follow-on contract to other than the incumbent contractor, the contractor will cooperate to the extent required to allow for an orderly changeover to the successor contractor. This transition shall be as smooth and transparent as possible to ensure no interruption in the services currently being provided.
Currently, we have approximately 28,000 linear feet of boxes federal records stored at the incumbent facility. The awardee shall be responsible for preparing, labeling, and transferring all records stored from the incumbent’s facility without any cost to the government to ensure no interruption in the services being provided.
1. GENERAL
Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS
a. A contractor/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.
b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.
c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.
d. Custom software development and outsourced operations must be located in the U.S.
to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.
e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.
3. VA INFORMATION CUSTODIAL LANGUAGE
a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data
- General, FAR 52.227-14(d) (1).
b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.
c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations, and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.
e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment…
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