ATTACHMENT A thru C Updated.pdf

Attachment A

Definitions of Terms; Abbreviations; References

DEFINITIONS

TERM DEFINITION

Adaptive any variable change in a hearing aid’s settings, frequency response or directional characteristics that results from acoustic input to the instrument’s environment that are made in order to improve the quality of signal presented to the listener (e.g., variable polar plots that shift based on the relative locations of signal and noise sources, variable amount of noise suppression or compression applied a hearing aid’s output based on the input levels to the instrument). Adaptive changes are typically automatic

ANSI American National Standards Institute. For the purpose of this contract, it relates to processes used or methodologies used to match electro-acoustic testing to manufacturer specifications and/or programmed parameters of a hearing device.

Auditory Osseointegrated Implant (AOI)

Bone-anchored hearing implant is a surgically placed implant that delivers sound to the organ of hearing via direct bone conduction.

Automatic any engagement or disengagement of a feature in a hearing aid based on a preset criterion for specific environmental factors (e.g., on/off of directional microphones, t-coil activation in magnetic field). Automatic characteristics are typically on or off and not variable (See Adaptive)

Adjustment Component changes within the same option package.

All-Make Repair Source

A repair source that is able to repair multiple types of devices outside of its own manufacturing.

AM/FM Amplitude Modulation / Frequency Modulation

ANSI American National Standards Institute. For the purpose of this contract, it relates to processes used or methodologies used to match electro-acoustic testing to manufacture specifications and/or programmed parameters of a hearing device

AQL Acceptable Quality Level

Band See Channel.

Behind-the-ear

(BTE)

A hearing aid designed to fit on or behind the pinna and is coupled to the ear by an earmold.

BiCROS Bilateral Routing of Signal

Bluetooth wireless technology standard for exchanging data over short distances (using short-wavelength UHF radio waves in the Industrial Scientific Medical (ISM) band from 2.4 to

2.485 GHz[3]) from fixed and mobile devices, and building personal area networks;

managed by the Bluetooth Special Interest Group (SIG), which has more than 30,000 member companies in the areas of telecommunication, computing, networking, and consumer electronics

Bluetooth Low Energy (BLE) wireless personal area network (PAN) technology designed and marketed by the Bluetooth Special Interest Group (Bluetooth SIG). Bluetooth Low Energy is intended to provide considerably reduced power consumption and cost while maintaining a similar communication range and the same 2.4 GHz radio frequencies as classic Bluetooth, which allows dual-mode devices to share a single radio antenna. BLE uses a simpler modulation system.

Channel Definable frequency region with independently controlled acoustic properties such as gain or compression. Properties of channels are usually under the control of the audiologist by use of programming software. For the purposes of this contract, the term “band” is synonymous with the term “channel”..

Charging Case A charging case is any device used in the recharging of a hearing device that utilizes a rechargeable battery

Choice Clinic A private practice clinic authorized by the VA to submit purchase orders for repair without requiring it to be submitted by a VA clinic.

Circuit Combination of electronic components carrying an electric current.

Classification Uniform method of describing hearing aids by channels, memories, programmable functions, and other features.

Cloud Refers to servers that are accessed over the internet, and the software and databases that run over those servers.

Cochlear Implant (CI) Compatible Device

A device designed to wireless communicate with a CI processor.

Commercial item For the purpose of this contract, commercial items is any item, other than real property, that is of a type customarily used by the general public or by non-government entities for purposes other than governmental purposes, and (i) has been sold, leased, or licensed to the general public; or (ii) Has been offered for sale, lease, or license to the general public

Commercial Warranty

Any warranty (new or repair) not purchased through the DLC. The DLC tracks all commercial warranties on registered hearing devices with notification.

Complete Hearing Aid

A complete hearing aid includes the receiver, microphone, and circuit (or comparable technology) with the exception of loaner RIC hearing aids where the replacement receiver would be selected at the time of re-fitting. Additionally, CROS/BiCROS systems would require the transmitter, receiver and hearing device and/or CROS/BiCROS sets with the same serial numbers on the transmitter and receiver to be considered a complete hearing aid.

Completely-in-the-canal (CIC)

A hearing aid designed to fit deeply into the ear canal but is distinct in design from the in-the-canal (ITC) instrument. For the purposes of this contract, deep fitting or “invisible” in the canal hearing aids will be considered to be a variant of completely-in-the-canal (CIC) hearing aids

Contracting Officer Representative

(COR)

A Contracting Officer’s Representative (COR) is an individual designated and authorized in writing by the contracting officer to perform specific technical or administrative contract functions.

CROS

Transmitters

A transmitter that is designed to send the signal from one hearing aid to another for the purpose of creating a CROS, BICROS, or Multi-CROS system. The transmitter does not use any adaptors (such as boots or audio shoes) to achieve this function. The transmitter may be compatible with other wireless devices

Custom A hearing instrument where the component parts, at minimum consisting of a microphone, amplifying circuit, and receiver, are contained within a shell designed from a cast or mold made from an individual ear. Instruments designated as “Custom” will fit only one ear of one individual.

Custom Hearing Aid

For the purposes of this contract, a custom hearing aid (CHA) includes the following form factors: full shell (including low profile and half shell variants), canal (including mini-canal variants), and completely-in-the-canal (CIC) hearing aids (including deep fitting or “invisible” variants).

Custom Reshell The repair or reshell of a damaged custom shell/earmold on RIC aid types when only the custom shell/earmold requires repair, and the receiver is fully integrated into the custom shell/earmold making the device unable to be configured as an open fit.

Data logging Internal tracking and storage of data on such things as total daily use, average daily use, use of different programs or features, changes in gain or programs, or sound levels of various listening environments

Digital Modulation

Digital modulation is similar to analog modulation, but rather than continuously changing analog amplitude, frequency, or phase of the carrier, the modulation changes discrete values of these attributes that correspond to digital (binary) code.

Dummy Aids/Devices any hearing device that is an empty shell and not functional and therefore not considered a medical device.

Earmolds Earmolds are integral parts of the hearing aid (Group 2, 3, 7 and 8).

Earmold Service The servicing of an earmold received with a hearing device for repair service

Electronic data interchange (EDI)

As used in this solicitation/contract, means a technique for electronically transferring and storing formatted information between computers utilizing established and published formats and codes, as authorized by the applicable Federal Information Processing Standards

Electronic (online) Training

Training is defined as web-based or distance learning education provided through an e-learning modality such as web-based courses, tele-courses, tele-seminars, or tele-conferences, web-based seminars, interactive web sessions, use of commercial web-based training resources, and downloaded pre-recorded training sessions

Extra Component Interfaces and components that are offered in the packages and for which the Government may place individual orders following the expiration of the 180-day trial period, during the new aid warranty.

Far Field connectivity for the purposes of this contract, Far Field Connectivity is a means of delivering signals to a device (either directly to a hearing aid or to the hearing aid via an intermediary NFMI conversion device – See Near Field Connectivity) over a distance greater than 2 meters.

This is accomplished by using a radio frequency (RF) transmitter connected to the originating source to convert the signal to the appropriate RF signal for receiving by the hearing aids or intermediary device. The signal being transmitted may be a converted acoustic or other information carrying (e.g., programming) signal to be used by the hearing instrument.

Feedback Suppression

Circuitry that attempts to reduce feedback oscillation using gain-frequency response control (e.g. digital filters or automatic search and destroy algorithms), phase control or phase shifting algorithms, feedback path cancellation algorithms, or frequency shifting algorithms

Form Factor For the purposes of this contract, form factors for custom hearing aids (CHA) are full shell (including low profile), half shell, canal (including mini-canal), and completely-the-canal (including deep fitting or invisible in the canal).

Frequency Modulation

Frequency modulation involves modulation of a carrier wave frequency by the information frequency

Full Product Line For the purposes of this contract, full product line refers to form factors within the custom hearing aid (CHA) product line. At a minimum, the CHA product line shall include the following form factors: full shell, half shell, canal, and completely-in-the-canal (CIC).

Full Shell A hearing aid designed to fit within the ear canal that completely fills the concha and ear canal. For the purposes of this contract, low profile will be considered a variant of full shell

Fully Integrated Custom Shell/Earmold

Receiver is integrated into a custom shell/earmold and can only be replaced by the repair source

Group A group is a categorization of hearing aid characteristics or form factor defined by the physical aspects of the device such as size, casing, configuration, technology, or signal routing properties. For the purposes of this contract, groups are defined as follows: Group 1 (custom hearing aids), Group 2 (behind-the-ear hearing aids, including open-ear BTE hearing aids), Group 3 (receiver-in-the-ear hearing aids), Group 4 (wireless systems), Group 5 (earmolds), Group 6 (simple wireless remote controls), and Group 7 (CROS, BICROS, Multi-CROS hearing aids).

Half Shell A hearing aid designed to fit within the ear canal but does not completely fill the concha.

Hearing Aid Chargers

Hearing Aid chargers are compatible with rechargeable hearing aids in Groups 1-3, Group 7, or Group 8.

Hearing Aids Digital custom (CHA), Behind the Ear (BTE), Receiver in the Canal (RIC). These correspond to Group 1, Group 2, Group 3 and Group 8 Category 1, respectively

Hearing Aid Part For the purpose of this contract, a hearing aid part is any component used in the direct manufacture or assembly of the hearing aid and is propriety to makes and models of devices manufactured by the vendor. If it does not fit under this condition exactly, vendors will use a logical, commercial, industry-standard assessment to determine if the item is intuitively considered a hearing aid part. If the item in question still does not fit in any of the above definitions, the contracting officer reserves the right to accept or reject proposed item as a hearing aid part.

HIMSA Hearing Instrument Manufacturers’ Software Association (HIMSA) is a privately owned company, founded in 1993 with the objective of developing, marketing and supporting Noah, which provides one standard for integrated hearing care software.

HI-PRO Universal hardware interface for programming hearing instruments. HI-PRO includes HI- PRO, HI-PRO USB, and HI-PRO 2.

Individually- Identifiable Health Information subset of health information, including demographic information collected from an individual, that is created or received by a health care provider, health plan, or health care clearinghouse; relates to the past, present, or future condition of an individual and provision of, or payment for, health care; and identifies the individual or a reasonable basis exists to believe the information can be used to identify the individual.

In-House Training Training that the vendor/contractor sponsors/hosts the training at its own facility or authorized hotel and pays for the cost of the hotel space within the contiguous 48 states.

In-the-canal (ITC) A hearing aid designed to fit within the ear canal but does not extend into the concha. Also known as canal hearing aids.

In-the-ear (ITE) A hearing aid designed to fit into the concha and ear canal. Includes full-shell and low profile styles.

Interface Device or circuit that links dissimilar technologies (e.g., t-coil, direct audio input boot, Bluetooth™ mediated devices, near field magnetic induction, RF).

ISO-9001 Quality Management Standards, International Standards Organization. For the purpose of this solicitation/contract, ISO-9001 and/or ISO 13485 refers to the ISO-9001-2008 (or most current) standard and/or the most current standard of ISO 13485.

Loaner Hearing Device

Non-Custom device sent in for repair by the DLC or a VA clinic and not associated with a patient

Low Profile A hearing aid designed to fit within the ear canal and fills the concha but has a slimmer case design than the standard full shell. For the purpose of this contract, a low profile hearing aid is considered to be a variant of a full shell hearing aid

Mic-in-Helix A variant of the in-the-canal hearing aid where the microphone is located outside the body of the hearing aid. The body of the hearing aid is located within the ear canal.

Microphone-in-the-Helix (MIH)

Microphone-in-the-Helix; A type of ITE hearing aid in which the receiver is in the canal and the microphone is located in the helix of the pinna.

Mild Hearing Loss Hearing loss where the air conduction thresholds fall within the range of 26 dB and 40 dB HL, referenced to ANSI S3.6-2010.

Mini-canal A variant of the in-the-canal hearing aid.

Model A manufacturer’s commercial designation of a hearing aid. For contracting purposes, two instruments containing the same features and form factor (e.g., BTE) that differ only in gain and/or output characteristics are considered to be two separate models if they are commercially advertised as such

Model Change A model package change, when indicated in the 180-day trial period, when the originally ordered model is identified as not suitable for the selected fitting

Moderate Hearing Loss

Hearing loss where the air conduction thresholds fall within the range of 41 dB and 60 dB HL, referenced to ANSI S3.6-2010.

Multiple Chips Refers to any single hearing aid containing two or more separate microchips. The individual microchips may support signal processing, deep learning, machine learning or other emerging technological capabilities that enhance the performance of the hearing aid.

Near Field connectivity

Near Field Magnetic Induction (NFMI) and Near Field Connectivity will be used interchangeably. This is a means of delivering signal over a short distance (1 meter or less).

For situations other than a “looped” room or environment, the hearing instrument user is required to wear an intermediary device that generates the NFMI signal that is transmitted to it via Bluetooth™ or other radio frequency generating devices (see Far Field Connectivity).

The signal being transmitted may be a converted acoustic or other information carrying (e.g., programming) signal to be used by the hearing instrument

Noah Certified software system developed by HIMSA, designed specifically for the hearing care industry. Serves as a common platform for exchanging data between proprietary hearing aid software and provides hearing care professionals with a unified system for performing client-related tasks.

Noah Link Wireless Programmer

Industry-standard programming interface based on the Bluetooth Low Energy (BLE) standard, which provides wireless programming between a computer and BLE enabled hearing instruments

Noise Reduction Circuitry that attempts to optimize signal to noise ratio by attenuating steady state low level noise in the environment

Non- VA Care Health care services purchased from non-VA providers. Non-VA Medical Care was called “fee care” or “fee basis care” in the past

No Warranty All expressed warranty periods have expired

Obsolete Circuit Circuits, components/parts deemed not replaceable because the technology no longer exists or components/parts are no longer available in the commercial market

Open Ear Fitting

BTE

A hearing instrument where the component parts are contained within a behind-the-ear casing and coupled to the ear via a tube and non-occluding ear tip or bud. The casing may be fit to either ear. The tubing/ear tip combination may be designated for left or right ears.

Casing and coupling tubing/tips are not custom designed for specific individual ears unless a custom earmold is ordered for the patient

On-Site Training Vendor/Contractor’s training at a government facility, regional group of government facilities, or a network of government facilities sponsors the training program at a Government owned/leased facility.

Ordering Officer A VA employee, delegated in writing by the CO, to order services under the contract

Package The combination of compatible primary and secondary features that may be contained within a single device order. Not all features need to be included in an order

Package Price Includes all primary feature pricing for one hearing aid

Personally Identifiable Information (PII)

Any information which can be used to distinguish or trace an individual’s identity, such as their name, Social Security Number, biometric records, etc., alone, or when combined with other personal or identifying information that is linked to a specific individual, such as date and place of birth, mother’s maiden name, etc.

Post OEM A repair source that is able to repair multiple types of devices outside of its own manufacturing. (Same as All Make Repair Source)

Primary Features Features that primarily define the hearing aid: circuit, components (switches, buttons), interfaces (T-coils, remote controls, direct audio input), microphones, and charging units.

Note: rechargeable hearing aid charging units are considered primary features and are included in the package price at half of the offered price as reflected on Attachment D-1.

Profound Hearing Loss

Hearing loss where the air conduction thresholds fall at or above 91 dB HL, referenced to

ANSI S3.6-2010.

Power Hearing Aid

A hearing aid which has a matrix at or above a maximum power output (MPO) of 125 dB SPL and maximum gain of 60 dB SPL

Programmable Programmable digital hearing aids are devices whose electroacoustic characteristics are determined by modification of the settings of the unit using a computer system, wireless programmers and a software program. The programmable function allows adjustment of the frequency response, gain, output, and other characteristics (e.g., compression) and replaces trimmers. Some acoustic or user functions may be controlled manually with buttons, switches and/or remote controls.

Programming Parameters

Acoustic properties or user functions of the hearing aid controlled by programming software

Protected Health Information (PHI) is individually-identifiable health information held by a covered entity or by a business associate acting on its behalf. PHI excludes education records covered by the Family Educational Rights and Privacy Act, as amended, 20 U.S.C. § 1232g, records described at 20 U.S.C. § 1232g(a)(4)(B)(iv), and employment records held by a covered entity in its role as employer. Within VA, VHA is the only covered entity. Certain other VA components, such as OIT, are business associates of VHA.

Purchase Order Serves the same function as an IDIQ Delivery Order in that it serves as Contracting Officer authorization to perform a service repair. Hearing Aid Repair requests are submitted from VA clinics or DLC Logistics as a Purchase Order for Hearing Aid Repair.

Receiver-in-the- Canal (RIC)

Any hearing aid where the receiver is located in the ear canal. The remaining chassis shall be located on top of or behind the external ear and connect to the receiver by coupling. Includes receiver-in the-ear (RITE) hearing aids.

Regional Training Vendor/Contractor sponsored training that is hosted at the vendor/contractor’s own facility or at an authorized hotel (non-government space).

ROES Remote Order Entry System is the hearing aid ordering and decision support system used by VA audiologists ordering through DLC.

Secondary Features

Features to customize the hearing aid: shell color, shell and faceplate options, volume controls, venting, dexterity options, shell retention, comfort seals, wax protection, and microphone protection

Sensitive Compartmented Information Facility

(SCIF)

An area, room, group of rooms, buildings, or installation certified and accredited as meeting Director of National Intelligence security standards for the processing, storage, and/or discussion of sensitive compartmented information.

Sensitive Personal Information

Information maintained by VA or its authorized contractors including education, financial transactions, medical history, criminal or employment history, and information that can be used to distinguish or trace the individual’s identity, including: name, social security number (SSN), date of birth, mother’s maiden name, or biometric records. Also known as individually identifiable information.

Service Warranty The warranty provided by a contractor after repair that guarantees the hearing device for a period of 180 calendar days from the ship date on the invoice.

Severe Hearing Loss

Hearing loss where the air conduction thresholds fall within the range of 61 dB and 90 dB HL, referenced to ANSI S3.6-2010.

Shell Casing in which circuitry is housed

Ship To All “ship to” addresses for VA repairs will be solely to the Government authorized facility stated on the purchase order to include Choice vendors, without exception. Shipments shall not be sent directly to patients

Simple Remote Controls

Remote controls are compatible with hearing aids in Groups 1-3, Group 7 and Group 8, if offered.

Solid State Batteries batteries that use solid electrolytes

Speech Processing Mathematical algorithm that attempts to separate speech from competing noise. May incorporate a separation algorithm based on statistical patterns in incoming sounds, e.g.

speech microstructure, spectral and temporal patterns (modulation), speech feature algorithms, speech recognition, or frequency transposition.

Standard Tessellation Language (STL)

A file format native to the stereolithography CAD software created by 3D Systems. This file format is supported by many other software packages; it is widely used for rapid prototyping and computer-aided manufacturing (additive manufacturing or 3D printing). STL files describe only the surface geometry of a three-dimensional object without any representation of color, texture or other common CAD model attributes. The STL format specifies both ASCII and binary representations.

Super-Power Hearing Aid

A hearing aid which has a matrix at or above a maximum power output (MPO) of 135 dB SPL and maximum gain of 70 dB SPL.

Unrepairable A hearing device that can no longer be repaired due to age, missing and obsolete components, or where substitute comparable components are unavailable and original specifications are unattainable will be returned to the authorizing facility stated on the purchase order. For unrepairable earmolds, the earmold will also be returned to the authorizing facility stated on the purchase order.

VA/VHA Clinic Veterans Affairs / Veterans Health Administration clinic that is part of the Veterans Health Administration of the VA.

Wireless Connectivity

Technology that connects a hearing aid through wireless (e.g. Bluetooth, magnetic induction, or proprietary RF) interface to other devices.

Wireless Programmability

Wireless communication between the programming interface device and hearing aids. For the purpose of this contract, wireless programming does not include NOAHLink™, which allows wireless communication between PC and the programming unit but has wired connections between the programming interface and the hearing aids.

Wireless FM Receiver

A wireless receiver is a device that receives signals (e.g. DM/FM) from a wireless transmitter

Wireless System

(WS)

A system designed to interface to hearing aids through any wireless technology, including but not limited to Bluetooth™, 900 MHz Industrial Scientific Medical (ISM) band, 2.4 GHz ISM, or proprietary RF. Wireless systems consist of a full suite of transmitters, receivers, adaptors, and interfaces designed to function with hearing aids as an integrated system to optimize communication in various listening environments and interface with various devices such as TV, telephones, and computers to the hearing aids. Wireless systems shall be compatible with at least one device in Groups 1-3 if offered.

Wireless FM System

A system designed to interface to hearing aids through any wireless technology, including but not limited to Bluetooth™, 900 MHz Industrial Scientific Medical (ISM) band, 2.4 GHz ISM, or proprietary RF.

Wireless FM Transmitter

Device that converts a sound signal, either acoustic or electric representation, to a wireless signal and transmits it to hearing aids, either directly or through a wireless adaptor.

Year For this contract, 365 calendar days

ABBREVIATIONS

AAA – American Academy of Audiology AM/FM – Amplitude Modulation/Frequency Modulation ANSI – American National Standards Institute AQL – Acceptable Quality Level ARO – After Receipt of Order ASHA – American Speech-Language-Hearing Association AV – Antivirus BICROS – Bilateral Contralateral Routing of Signal BLE – Bluetooth Low Energy BOP – US Bureau of Prisons BTE – Behind-the-Ear CE – Continuing Education CEU – Continuing Education Unit CFR – Code of Federal Regulations CI – Cochlear Implant CIC – Completely-in-the-Canal CCR – Channel Compression Ratio (multichannel)

IRC – Internal Revenue Code ISM – Industrial Scientific Medical Band ISO – International Standards Organization ISR – Individual Subcontract Report IT – Information Technology ITC – In-the-Canal ITE – In-the-Ear KEMAR – Knowles Electronics Manikin for Auditory Research L&D – Loss and Damage MIH – Microphone-in-the-Helix mm – Millimeter ms – Millisecond NAICS – North American Industry Classification System NAL – National Acoustic Laboratories (Australia) NASA – US National Aeronautics and Space Administration NFMI – Near Field Magnetic Induction

CLIN – Contract Line Item Number COR – Contracting Officer Representative CPARS – Contractor Performance Assessment Reporting System CROS – Contralateral Routing of Signal CSCA – Contractor Security Control Assessment CUF – Customer User Fee DAI – Direct Audio Input dB – Decibel DLC – Denver Logistics Center DM – Digital Modulation DoD – US Department of Defense DUNS – Data Universal Numbering System ECD – Electronic Commerce Division EDI = Electronic Data Interchange EDWOSB – Economically Disadvantaged Women Owned Small Business EFT – Electronic Funds Transfer EG – Eyeglass EIN – Equivalent Input Noise EPA – US Environmental Protection Agency eSRS – Electronic Subcontracting Reporting System FAR – Federal Acquisition Regulation FDA – United States Food and Drug Administration FOB – Free on Board FISMA – Federal Information Security Management Act FSC – Financial Services Center GSA – US General Services Administration HARC – Hearing Aid Repair Coordinator HHS – US Department of Health and Human Services HIMSA – Hearing Instrument Manufacturer’s Software Association HIPAA – Health Insurance Portability and Accountability Act HL – Hearing Level (ANSI S3.6-2010) HTA – Health Technician (Audiology) HT (HIS) – Health Technician (Hearing Instrument Specialist) HT (TC) – Health Technician (Telehealth Clinical- Audiology) HUBZone – Historically Underutilized Business Zone Hz – Hertz IDIQ – Indefinite Delivery Indefinite Quantity IEEE – Institute of Electrical and Electronics Engineers IHS – US Indian Health Service IIHI – Individually Identifiable Health Information I/O – Input/Output

NiMH – Nickel Metal Hydride NIST – US National Institute of Standards and Technology OB – On-the-Body OE – Over-the-Ear OGA – Other Government Agencies OMB – US Office of Management and Budget PAN – Personal Area Network PC – Personal Computer PHI – Protected Health Information PII – Personally Identifiable Information PO – Post Office or Purchase Order POC – Point of Contact Pub. L. – Public Law RFP – Request for Proposal RIC – Receiver-in-the-Canal RITE – Receiver-in-the-Ear RM - Remote ROES – Remote Order/Entry System, Version 3 RTG – Reference Test Gain SAV – Select-a-Vent SB – Small Business SBA – United States Small Business Administration SCIF – Sensitive Compartmented Information Facility SDB – Small Disadvantaged Business SF – Standard Form SIG – Special Interest Group SPL – Sound Pressure Level SSR – Summary Subcontract Report STL – Standard Tessellation Language THD – Total Harmonic Distortion TIN – Taxpayer Identification Number TV – Television USB – Universal Serial Port U.S.C. – United States Code VA – US Department of Veterans Affairs VAAR – Veterans Affairs Acquisition Regulation VA DLC – See DLC VAMC – VA Medical Center VSD – Veterans Service Division (See DLC) WOC – Without Compensation WOSB – Women-Owned Small Business

REFERENCES

VA or VHA references https://www.va.gov/vapubs/search_action.cfm?dType=1

ATTACHMENT B: RULES OF BEHAVIOR – VENDOR TRAINING

Upon registration to attend training provided by _______________________ covered by contract number __________, Hearing Aids and Wireless Systems, I understand I am personally responsible for observing the following rules:

• I understand that I am responsible for attending all training sessions

• I understand that I shall not bring a spouse/partner, friends, etc., to training sessions or related activities, including vendor-sponsored meals

• I understand that I am responsible for scheduling and meeting travel dates and times

• I understand that I am responsible for coordinating any changes with Vendor’s

Authorized Travel Agency, in a timely manner

• I understand that I shall not solicit directly or indirectly any services or items that are not expressly defined by the training agreement

• I will not accept any travel-related services for non-participants (for example, booking airline tickets or providing transportation to or from an airport).

• I will not accept room upgrades to accommodate non-participants if an extra cost will be incurred.

• I understand that accepting alcohol is prohibited during training events. This includes accepting tickets or vouchers for drinks.

NOTE: Please do not schedule your travel arrangements until you are sure you can meet the dates/times so excess costs are not incurred by the vendor. Cancellations and changes to travel plans incur extra expenses for the vendor and must be avoided.

I understand that the vendor is authorized to cover only the following:

• Travel mode (airfare, bus, or train)

• Transportation to and from airport/hotel, hotel/training site and hotel/restaurant

• Accommodations (to include room costs and taxes only, no incidentals)

• Meals (excluding alcohol)

• Reasonable accommodation, if requested by government participants with disabilities

The above-mentioned expenses are paid by the vendor. Vendor cannot reimburse me for any expenses that I have paid from personal funds.

I will not be reimbursed for any expenses by the vendor such as:

o Transportation to and from home/airport o Home airport parking fees o Baggage fees o Car rentals o Mileage/Gas

ACKNOWLEDGMENT STATEMENT

I acknowledge that I have read the rules of behavior, I understand them, and I will comply with them. I understand that failure to comply with these rules and to conduct myself in a professional and ethical manner at all times may result in disciplinary action by my medical center or facility, and/or not being allowed to attend vendor sponsored Government Wireless Communication Systems for Hearing Impaired Veterans Aid contract training.

Name of Participant (print): Phone Number:

Government Employee Category (circle one):

Audiologist Healthcare Technician (Audiology) Health Technician (Telehealth Audiology Clinical) 4th year Au.D.

Other, specify ____________________ DLC Representative, specify ___________________ Facility Name:

Facility Address:

Name of Supervisor (print): Phone Number:

Supervisor’s Signature: Date:

Participant’s Signature: Date:

ATTACHMENT C: CONTRACTOR RULES OF BEHAVIOR

This User Agreement contains rights and authorizations regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the Department of Veterans Affairs (VA). This User Agreement covers my access to all VA data whether electronic or hard copy ("Data"), VA information systems and resources ("Systems"), and VA sites ("Sites"). This User Agreement incorporates Rules of Behavior for using VA, and other information systems and resources under the contract.

1. GENERAL TERMS AND CONDITIONS FOR ALL ACTIONS AND ACTIVITIES

UNDER THE CONTRACT:

a. I understand and agree that I have no reasonable expectation of privacy in accessing or using any VA, or other Federal Government information systems.

b. I consent to reviews and actions by the Office of Information & Technology (OI&T) staff designated and authorized by the VA Chief Information Officer (CIO) and to the VA OIG regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA. These actions may include monitoring, recording, copying, inspecting, restricting access, blocking, tracking, and disclosing to all authorized OI&T, VA, and law enforcement personnel as directed by the VA CIO without my prior consent or notification.

c. I consent to reviews and actions by authorized VA systems administrators and Information Security Officers solely for protection of the VA infrastructure, including, but not limited to monitoring, recording, auditing, inspecting, investigating, restricting access, blocking, tracking, disclosing to authorized personnel, or any other authorized actions by all authorized OI&T, VA, and law enforcement personnel.

d. I understand and accept that unauthorized attempts or acts to access, upload, change, or delete information on Federal Government systems; modify Federal government systems; deny access to Federal government systems; accrue resources for unauthorized use on Federal government systems; or otherwise misuse Federal government systems or resources are prohibited.

e. I understand that such unauthorized attempts or acts are subject to action that may result in criminal, civil, or administrative penalties. This includes penalties for violations of Federal laws including, but not limited to, 18 U.S.C. §1030 (fraud and related activity in connection with computers) and 18 U.S.C. §2701 (unlawful access to stored communications).

f. I agree that OI&T staff, in the course of obtaining access to information or systems on my behalf for performance under the contract, may provide information about me including, but not limited to, appropriate unique personal identifiers such as date of birth and social security number to other system administrators, Information Security Officers (ISOs), or other authorized staff without further notifying me or obtaining additional written or verbal permission from me.

g. I understand I must comply with VA’s security and data privacy directives and handbooks. I understand that copies of those directives and handbooks can be obtained from the Contracting Officer's Technical Representative (COTR). If the contractor believes the policies and guidance provided by the COTR is a material unilateral change to the contract, the contractor must elevate such concerns to the Contracting Officer for resolution.

h. I will report suspected or identified information security/privacy incidents to the COTR and to the local ISO or Privacy Officer as appropriate.

2. GENERAL RULES OF BEHAVIOR

a. Rules of Behavior are part of a comprehensive program to provide complete information security. These rules establish standards of behavior in recognition of the fact that knowledgeable users are the foundation of a successful security program. Users must understand that taking personal responsibility for the security of their computer and the information it contains is an essential part of their job.

b. The following rules apply to all VA contractors. I agree to:

(1) Follow established procedures for requesting, accessing, and closing user accounts and access. I will not request or obtain access beyond what is normally granted to users or by what is outlined in the contract.

(2) Use only systems, software, databases, and data which I am authorized to use, including any copyright restrictions.

(3) I will not use other equipment (OE) (non-contractor owned) for the storage, transfer, or processing of VA sensitive information without a VA CIO approved waiver, unless it has been reviewed and approved by local management and is included in the language of the contract. If authorized to use OE IT equipment, I must ensure that the system meets all applicable 6500 Handbook requirements for OE.

(4) Not use my position of trust and access rights to exploit system controls or access information for any reason other than in the performance of the contract.

(5) Not attempt to override or disable security, technical, or management controls unless expressly permitted to do so as an explicit requirement under the contract or at the direction of the COTR or ISO. If I am allowed or required to have a local administrator account on a government-owned computer, that local administrative account does not confer me unrestricted access or use, nor the authority to bypass security or other controls except as expressly permitted by the VA CIO or CIO's designee.

(6) Contractors’ use of systems, information, or sites is strictly limited to fulfill the terms of the contract. I understand no personal use is authorized. I will only use other Federal government information systems as expressly authorized by the terms of those systems. I accept that the restrictions under ethics regulations and criminal law still apply.

(7) Grant access to systems and information only to those who have an official need to know.

(8) Protect passwords from access by other individuals.

(9) Create and change passwords in accordance with VA Handbook 6500 on systems and any devices protecting VA information as well as the rules of behavior and security settings for the particular system in question.

(10) Protect information and systems from unauthorized disclosure, use, modification, or destruction. I will only use encryption that is FIPS 140-2 validated to safeguard VA sensitive information, both safeguarding VA sensitive information in storage and in transit regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA.

(11) Follow VA Handbook 6500.1, Electronic Media Sanitization to protect VA information. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders.

(12) Ensure that the COTR has previously approved VA information for public dissemination, including e-mail communications outside of the VA as appropriate. I will not make any unauthorized disclosure of any VA sensitive information through the use of any means of communication including but not limited to e-mail, instant messaging, online chat, and web bulletin boards or logs.

(13) Not host, set up, administer, or run an Internet server related to my access to and use of any information assets or resources associated with my performance of services under the contract terms with the VA unless explicitly authorized under the contract or in writing by the COTR.

(14) Protect government property from theft, destruction, or misuse. I will follow VA directives and handbooks on handling Federal government IT equipment, information, and systems. I will not take VA sensitive information from the workplace without authorization from the COTR.

(15) Only use anti-virus software, antispyware, and firewall/intrusion detection software authorized by VA. I will contact the COTR for policies and guidance on complying with this requirement and will follow the COTR's orders regarding my access to and use of any information assets or resources associated with my performance of services under the contract terms with VA.

(16) Not disable or degrade the standard anti-virus software, antispyware, and/or firewall/intrusion detection software on the computer I use to access and use information assets or resources associated with my performance of services under the contract terms with VA. I will report anti-virus, antispyware, firewall or intrusion detection software errors, or significant alert messages to the COTR.

(17) Understand that restoration of service of any VA system is a concern of all users of the system.

(18) Complete required information security and privacy training, and complete required training for the particular systems to which I require access.

3. ADDITIONAL CONDITIONS FOR USE OF NON- VA INFORMATION

TECHNOLOGY RESOURCES

a. When required to complete work under the contract, I will directly connect to the VA network whenever possible. If a direct connection to the VA network is not possible, then I will use VA approved remote access software and services.

b. Remote access to non-public VA information technology resources is prohibited from publicly-available IT computers, such as remotely connecting to the internal VA network from computers in a public library.

c. I will not have both a VA network line and any kind of non-VA network line including a wireless network card, modem with phone line, or other network device physically connected to my computer at the same time, unless the dual connection is explicitly authorized by the

COTR.

d. I understand that I may not obviate or evade my responsibility to adhere to VA security requirements by subcontracting any work under any given contract or agreement with VA, and that any subcontractor(s) I engage shall likewise be bound by the same security requirements and penalties for violating the same.

4. STATEMENT ON LITIGATION

This User Agreement does not and should not be relied upon to create any other right or benefit, substantive or procedural, enforceable by law, by a party to litigation with the United States Government.

5. ACKNOWLEDGEMENT AND ACCEPTANCE

I acknowledge receipt of this User Agreement. I understand and accept all terms and conditions of this User Agreement, and I will comply with the terms and conditions of this agreement and any additional VA warning banners, directives, handbooks, notices, or directions regarding access to or use of information systems or information. The terms and conditions of this document do not supersede the terms and conditions of the signatory’s employer and VA.

Print or type your full name Signature

Last 4 digits of SSN Date

Office Phone Position Title

Contractor’s Company Name

Please complete and return the original signed document to the COTR within the timeframe stated in the terms of the contract.