36C26124Q0300_1.docx

Presolicitation Notice Presolicitation Notice

GENERAL INFORMATION

SET-ASIDE

975 KIRMAN AVE.

RENO NV

CONTACT INFORMATION

Network Contracting Office (NCO) 21 3237 Peacekeeper Way, Bldg 200 Suite 204 McClellan Park CA 95652

POINT OF CONTACT*

CONTRACT SPECIALIST

JASON OLLIFF

jason.olliff@va.gov 916-843-7054

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Subject: THIS IS A PRE-SOLICITATION ANNOUNCEMENT., AIphone Intercom System – AIphone IX series video intercom system “OR EQUAL” for the Reno VA Medical Center (VAREHCS) located at 975 Kirman Ave. Reno, NV. 89502-0993.

Department of Veterans Affairs Network Contracting Office 21 will be issuing a Request for Quote (RFQ) to support the procurement of AIPHONE INTERCOM SYSTEM (Brand Name or Equal) for the VA Northern California Healthcare System. The Network Contracting Office (NCO 21) is requesting responses from qualified business concerns; the qualifying NAICS code for this effort is 334111 – Electronic Computer Manufacturing.

Please refer to the solicitation for a summary below of the items requested and any additional procurement details. A Request for Quote using the following NAICS is contemplated: 334111 Background: The Department of Veterans Affairs (VA), VANCHCS has a requirement for AIphone IX series video intercom system. Refer to below list of requirements:

Solicitation Summary List of requirements below are “BRAND NAME OR EQUAL”:

- Must have design capabilities:

· Entry Access Points

· Internal Communication

· Audio Paging

· Emergency Calling Application

· Installation Description/Part Number* Qty IP Vidoe Master Staton, SIP Compatible, with 7” Touchscreen, Privacy Handset, White TAA Compliant / IX-MV7-HW—JP / 6 EA IP Video Door Station with Touchless Sensor, Mullion Mount, TAA Compliant / IX-DVM / 2 EA 16 port POE+ Ethernet Switch TAA Compliant / MSM4214X-TAANAS / 1 EA Cat5E Green CMP / 800536E / 2000 FT Installation in accordance with PWS Misc. equipment to complete install (Conduit, BackBoxes, J-Hooks, Connectors, Cable Ties, etc / Misc. Hardware / NA THIS RFQ SHALL BE FULL AND OPEN AFTER EXCLUSION OF SOURCES – TOTAL SMALL BUSINESS SET-ASIDE.

Solicitation documents will be available on or about on or about Jan 17, 2024. The solicitation will contain quote instructions. The Government intends to award one (1) firm-fixed priced purchase order.

Questions regarding the solicitation shall be sent in writing to jason.olliff@va.gov

PERFORMANCE WORK STATEMENT (PWS)

Video Intercom System for Sterile Processing Service

IONNIS A. LOUGARIS VETERANS’ ADMINISTRATION MEDICAL CENTER, RENO, NV

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Video Intercom System. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform, test and install Video Intercom System as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background:

The contractor will come onsite and install 2 video door intercom stations, one at each of the entry doors leading into the department from the main corridor. Install a total of 6 video master stations. Install an IP relay adapter to control the doors from the master stations. Install a POE+ ethernet switch for connections to each device. The system will be installed as a stand-alone IP video / intercom solution and not be connected to any VA network equipment.

1.3 Objectives: Adjust and Setup integrated security and communication system for proper operation in accordance with manufacturer's instructions.

1.4 Scope: Install integrated security and communication system in accordance with manufacturer's instructions at designated locations. Install a total of 6 video master stations as follows: 2 in G1560, 1 in G1567, 1 in G1568, 1 in the dirty room and 1 in the sterile area. Install an IP relay adapter to control the doors from the master stations. Install a POE+ ethernet switch in room G1560 for connections to each device. The system will be installed as a stand-alone IP video / intercom solution and not be connected to any VA network equipment. The contractor shall accomplish and demonstrate that integrated security and communication system functions properly. Perform demonstration at final system inspection by qualified representative of manufacturer.

1.5 Submittals

The contractor shall submit to the Department of Descriptive Literature, Technical Data, Catalogues, Installation Instructions and Maintenance recommendation of all the Products used.

The Contractor shall provide detailed Shop Drawings for the review/approval by the Department which include the Schematic Diagram indicating all the System components including Splitters, Power Supplies, Cables etc.

1.6 Codes & Standards

All the equipment and components shall be in accordance with CE Standards.

1.7 System's Equipment

The system shall consist of, but not necessarily be limited to the following:

IP Video Master Station, SIP Compatible, with 7" Touchscreen, Privacy Handset, White TAA Compliant IP Video Door Station with Touchless Sensor, Mullion Mount, TAA Compliant 16 port POE+ Ethernet Switch TAA Compliant Cat5E Green CMP Miscellaneous equipment/hardware to complete install (Conduit, Back Boxes, J-hooks, Connectors, Cable Ties, etc.)

All components of the system are Trade Agreements Act (TAA) compliant.

The contractor will make the connection to the push to exit button to release the door. If this connection is not acceptable or possible then connection to door hardware will need to be made by door hardware contractor or VA staff. The contractor will meet with whomever makes this connection to provide the connection from the video intercom system and test with door contractor.

Warranty: The contractor will warranty the installation and hardware for a period of 2 years from completion. The contractor will respond to warranty requests on the next business day during normal business hours or earlier if possible.

1.8 Specific Mandatory Task and Associated Deliverables:

Documentation shall be provided by the contractor for the specific work that is performed. Upon completion of services the contractor must provide a summary document/end-of-day report or observation and activity report (PowerPoint or equivalent) which contains the following information: date of repair, description, department, the status of repair or resolution, type of repair, and cost.

The Contractor's employee(s) shall report to Sterile Processing Services (SPS) upon arrival at the VA. The contractor must have obtained verbal approval of a VA SPS Chief, or designee, prior to doing so.

Security language Per 6500.6 Appendix B & C.

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. 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. 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.

c. 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.

4. Security Incident Investigation

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

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/ subcontractor considers relevant.

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

d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

5. Liquidated Damages for Data Breach

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/ subcontractor processes or maintains under this contract. However, it is the policy of the VA to forgo collection of liquidated damages in the event the contractor provides payment of actual damages in the amount determined to be adequate by the agency.

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

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

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

(2) Description of the event, including:

(a) date of occurrence.

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

(3) Number of individuals affected or potentially affected.

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

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

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

(7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons).

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

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

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

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

d. Based on the determinations of the independent risk analysis; the contractor shall be responsible for paying to the VA liquidated damages in the amount of $_37.50_ per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification.

(2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports.

(3) Data breach analysis.

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

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

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

6. Training

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

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

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

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.

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

c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete.

7. Security Requirements for Unclassified Information Technology Resources

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

8. Security Accreditation Package (C&A) –

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

Presolicitation Notice