36C24226Q0530_1.docx

36C24226Q0530

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. SIGNATURE 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

630-26-3-3086-0185 36C24226Q0530 06/04/2026 Aleta Jennette 914-737-4400xt202068 06/ 2/2026

10 AM

EST

36C242 Department of Veterans Affairs Hudson Valley Healthcare System Montrose Campus 2094 Albany Post Road Montrose NY 10548-1454 X X 334510 1250 Employees N/A X See Delivery Schedule

36C242 Department of Veterans Affairs James J. Peters VA Medical Center Network Contracting Office 2 130 West Kingsbridge Road Bronx NY 10468-3904

Tungsten Network https://www.tungsten-network.com/ customer-campaigns/ veterans affairs

See CONTINUATION Page This RFQ is for Patient Elopement System for ST Albans VAMC.

Review the tailored CO Instruction to Offerors at (FAR Provision 52.212-1 on page s

48-49 carefully.

**Site visit is highly encouraged, date shall be scheduled with each vendor with facility. * See CONTINUATION Page 630-3660160-3086-824100-3131 0100J0075 x Aleta Jennette, CO Table of Contents

C.4 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (APR 2026)………………………………………………………………………………………………31

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 36C242 Aleta.Jennette@va.gov Department of Veterans Affairs Hudson Valley Healthcare System Montrose Campus 2094 Albany Post Road Montrose NY 10548-1454

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

3. INVOICES: Invoices shall be submitted in arrears:

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.

ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

B.2 STATEMENT OF WORK

SPECIFICATION FOR Patient Elopement Management System

1 BACKGROUND

The VA New York Harbor Health Care System is requiring the purchase and installation of the patient elopement management system in Buildings 85, 86, 87, 88, 89, 91, 92 and 93 at St. Albans Campus, located at 179-00 Linden Blvd, Jamaica, NY 11425. There have been several cases reported where cognitively impaired patients have been found wandering outside of the campus without acknowledgement of the clinical staff members. The system is in need to properly managing the locations of those patients with cognitive impairment.

2 PURPOSE OF PROJECT

The purpose of this contract is to purchase and install the patient elopement management system. The implementation has the goal to improve patient safety by managing the location of the patients with cognitive impairment.

3 PART 1 GENERAL

3.01 OVERVIEW

A. Provide a complete working patient elopement management system based upon the specification outlined here to include all necessary devices that provide the functions listed in this specification for VA New York Harbor Health Care System St. Albans Campus. This facility will be referenced as St. Albans CLC in this specification.

B. This system should include geofencing functionality to track the cognitive impaired patients and their locations in the St. Albans CLC, with resident ID at the door. The geofencing feature should be displayed on the workstation monitors by the nursing station, the police, and WHEN office. Wireless programming and configuration are preferred for access control.

C. If an operational function is specified that requires hardware or software to complete that specific function, then consider that software or hardware is part of this specification.

D. This patient elopement management system should utilize existing VA network switches and provide workstations at nurse stations as well at police and WHEN station. The system shall utilize uninterrupted power supply whenever possible to ensure operational continuity during unexpected power outages. Wiring shall be CAT 6A cable, control wiring for power distribution. All remote devices utilizing standard structured cabling shall be capable of PoE (Power over Ethernet) or power supplied within the CAT 6A cable jacket. Wiring shall be capable of either being installed in conduit or cable trays, where shown on the plans. Patient elopement management system cabling may be run along with other low voltage and data cables where permitted by code. The system cabling to be separated from any high voltage AC or DC wiring that exceeds 90 volts, or which violates any national or local electrical code. The system shall include a signaling mechanism that automatically notifies the server or designated workstation whenever any hardware component experiences a loss of power or communication, triggering a maintenance alert.

E. The system shall be utilizing the existing VA network infrastructure to minimize the cost of this project. The system shall utilize endpoint hardware and software components that possess an existing, approved Enterprise Risk Assessment (ERA), and the application shall be listed as approved in the VA Technical Reference Model (TRM).

F. All software applications shall be HIPAA and PIPEDA compliant and shall allow for patient name aliases and alternative display methods. Complex usernames, expiring passwords, granular permission settings and role-based security shall be standard. All databases shall be ODBC compliant.

G. If a Windows system is used for the workstations, it needs to have the most updated Operation System version, preferably Windows 11.

H. The disposable bracelets must be cut-resistant and available in different sizes for patients. The tags on the bracelet must have a battery life of at least 3 years.

I. The detectors are to be installed on the elevator and ceiling of every door exiting a patient ward, including those toward the main hallway, exiting the fire emergency staircases, exiting the main building, and elevators. There is a need for coverage for a total of 76 doors and 4 elevators in the building.

J. At every designated door, there should be a detector, a controller, an annunciator. Once the patient with a tag is detected near the door, the detectors installed at the doors exiting each patient ward should alarm by the door and the designated workstation at the nurse station. The detectors installed outside of the patient wards should alarm at the workstations at police station and WHEN office.

K. Detectors installed at the elevators can be a stand-alone unit, alarm at the elevator, and prevent the elevator doors from closing. The fire/emergency codes should override the patient elopement management codes programmed on the elevators. VA would provide the information on the current elevator contractor. The selected vendor of this project will need to coordinate all the installation of the device with the elevator company and confirm compatibility of the patient elopement system with the existing elevators on site. If necessary, the selected vendor shall subcontract out to the elevator contractor for labor and material that are not covered under the existing service agreement between the VA and the elevator contractor.

L. Vendor must perform a walk-through with VA stakeholders before submitting any estimates for bid.

3.02 REFERENCES

A. Canadian Standards Association B. National Electrical Code C. NFPA 70 and 99 D. U.S. Dept. of Labor / Occupational Safety and Health Administration E. NEMA installation standards

3.03 QUALIFICATIONS

A. Authorized Distributor for product supplied. Authorized Distributor Letter from manufacturer required upon request of specifying authority.

B. Applicable state licenses. Copy available upon request.

3.04 SYSTEM DESCRIPTION

The system should cover the following areas in Buildings 85, 86, 87, 88, 89, 91, 92 and 93:

1. C1 Fire Exit Stairs

2. D1 Entry Door

3. D1 Fire Exit Stairs (Stair E)

4. C1 & D1 Exit Door to Courtyard

5. C2 Entry Door

6. C2 Fire Exit Stairs

7. D2 Entry Door

8. D2 Fire Exit Stairs

9. C2 & D2 Common Area Stairs

10. C3 Entry Door

11. C3 Fire Exit Stairs

12. D3 Entry Door

13. D3 Fire Exit Stairs

14. C3 & D3 Common Area Stairs

15. Building 87 – Basement Fire Exit Stairs A

16. Building 87 – Basement Fire Exit Stairs B

17. Building 87 – 1st Floor Hallway Stairs – Fire Exit

18. Chapel Fire Exit Door

19. B2 Entry Door

20. B2 Fire Exit Stairs

21. B2 Hallway Stairs

22. B3 Entry Door

23. B3 Fire Exit Stairs

24. B3 Hallway Stairs

25. Building 89 – Basement A Wing Exit

26. Building 89 – Basement Stair A Exit

27. Building 89 – Basement Stair B Exit

28. Building 89 – 1st Floor Mets Patio (terrace)

29. Building 99 – Basement West Door

30. Building 88 – Basement East Door

31. Building 88 Commissary Entrance

32. Building 88 – Stair A Fire Door and Basement Exit

33. Building 88 – Stair B Fire Door and Basement Exit

34. Building 88 – 1st Floor Theatre Exit

35. Building 88 – 1st Floor Ramp to Bowling Alley

36. Bowling Alley Exit Door to Courtyard

37. Bowling Alley Basement Door

38. Building 89 – 1st Floor Facility Entry Door

39. A4 Fire Exit Doors Stair A

40. A4 Fire Exit Doors Stair B

41. A5 Fire Exit Doors Stair A

42. A5 Fire Exit Doors Stair B

43. Outpatient Clinic Door Ramp

44. Loading Dock Hallway Door

45. F Wing Basement Exit Door to Courtyard

46. Stair H Exit Door

47. B1 Stair G Door

48. B1 Stair G Courtyard Door

49. 1st Floor Executive Wing Exit Door

50. 1st Floor Stair F Exit Door

51. 1st Floor HR Wing Exit Door

52. E Wing Stairwell I Double Exit Doors

53. E Wing Stairwell I Exit Door

54. E Wing E 119 Exit Door

55. 1st Floor Outpatient Clinic Sliding Door

56. 1st Floor S-156 Stairwell Door

57. 1st Floor S Stairwell Exit Door

58. 1st Floor S-137 Stairwell Door

59. Basement “VISN 3” Sign Door

60. Basement A9 Door

61. Basement Stair G

62. Basement C/D Hallway

63. Basement E/F Hallway

64. Basement I Stairwell

65. Basement K Stairwell

66. Basement K Stairwell Hallway

67. Basement F Wing East Door

68. 1st Floor Breezeway by D1

69. D1 Courtyard

70. 1st Floor Stair A

71. 1st Floor Stair B

72. Basement to 91 Building

73. Building 89 – Inside the Elevators P1, P2, P3 and S8 that provides access to wards A4 and A5.

Workstations would be installed at the following locations:

1. C2 Nursing Station

2. C3 Nursing Station

3. B2 Nursing Station

4. B3 Nursing Station

5. A4 Nursing Station

6. A5 Nursing Station

7. Police Station – Lobby

8. WHEN Office – Lobby

The full system shall include the following components in quantities sufficient to cover the areas listed above:

B. Branch regional controllers, keypads, and annunciators C. RFID/Bluetooth technology D. All necessary power supplies with battery back ups E. Wall mounting cabinets F. 6 Nurse workstations G. 1 workstation for Duty stations at VA Police Office and 1 workstation at WHEN Office H. VA Programmable start kits for each patient bracelet I. Tablets for programming and troubleshooting the system The full system shall conform to the following standards:

A. System hardware shall consist of a patient elopement management system comprised of personal tags, personal bracelets, door detector, door controller, door alarm/annunciator, set-up tablets, workstations, client software for location monitoring, power supplies, battery back-up, wiring. All necessary equipment required to meet the intent of these specifications, whether enumerated within these specifications, shall be supplied and installed to provide a complete and operating patient elopement management system throughout the main buildings of St. Albans campus.

B. Manufacturer shall provide, free of charge, product firmware/software upgrades for a period of one year from date of installation for any product feature enhancements. Manufacturer shall provide a minimum of 1 year warranty on all manufactured hardware.

i. All communications shall be loud speaking devices, including patient, staff, duty, staff terminals.

ii. Specifying authority may request test procedures and/or results of tests on specific equipment being supplied. Manufacturer’s testing procedures must be available upon request, including test equipment model number, serial numbers and date of last calibration.

iii. Patient elopement management system shall support a data backup system.

C. WARRANTY

i. The supplying contractor shall provide a warranty on the system which shall include all necessary labor and equipment to maintain the system(s) in full operation for a period of one year from the date of acceptance.

ii. Manufacturer shall provide, free of charge, product firmware/software upgrades throughout the 1 year warranty period for any product feature fixes.

iii. In addition, there should be a minimum of 1 year warranty for all core system components including control / switching equipment, power supplies, workstations, controllers, annunciators and keypads.

iv. After the acceptance of the system(s) service shall be provided on the following basis:

4. PART 2 PRODUCTS

A. MANUFACTURERS

The products specified shall be new and of the standard manufacture of reputable manufacturers. As a reference of standard and quality, functionality and operation, it is the request of the NYH VAMC St. Albans Campus that bids be based preferably on equipment manufactured by Securitas.

B. NETWORK WIRING

All patient elopement management wiring shall be CAT 6 or optical fiber. Plenum wire shall be used in open areas and standard CAT 6/optical fiber within conduit.

C. DATABASE MANAGEMENT

Utilize existing databases where possible.

D. REPORTING SOFTWARE

i. Provide software that may be accessed by any networked PC workstation that gives patient elopement management details in clear readable format. The software shall make all pertinent patient details available, including the ability to search by patient name and/or patient ID number for those records associated for that patient during their stay. All reports shall be fully historical.

ii. In addition, the reporting software is preferred to provide the following functions:

1. Standard, global reports

2. Summary reports

3. Detailed reports

4. Graphic reports

5. Productivity reports

6. Staff coverage reports

7. Reports shall be viewed in Adobe Acrobat Reader

5. PART 3 EXECUTION

A. SUPERVISION

i. Only factory certified installers shall install and service the specified network system.

ii. Manufacturer shall have the equipment manufacturer’s engineer, or their designated agents inspect the installation and operation of this network.

B. TRAINING

Contractor shall provide thorough training of all nursing staff/police/WHEN office assigned to those units receiving new patient elopement management system. This training shall be developed and implemented to address different types of staff. Floor nurses/staff shall receive training from their perspective, and likewise, unit secretaries shall also receive operational training from their perspective. In addition, basic maintenance troubleshooting instruction will be provided to VAMC engineering repair/maintenance staff. A separate training room will be set up that allows this type of individualized training utilizing in-service training unit, prior to cut over of the system.

C. WIRING

iii. Contractor shall terminate all wiring with manufacturer approved connectors. The use of wire nuts is prohibited.

iv. All wiring shall be free from shorts and faults. Wiring shall be UL listed, NEC and NFPA 70, Article 25 approved.

v. Patient elopement management system wiring shall not be run in the same conduit with other systems (i.e. Class 1 AC power distribution, fire alarm, entertainment systems, lighting controls, etc.).

8. Large hospital systems may require multiple equipment cabinets that are separated between floors and buildings.

9. Care should be taken to connect power supply common mode lines when DC current can flow.

ii. Connect all network system power supplies and equipment cabinets to a common earth ground utilizing a 14 AWG, or larger, solid conductor which is at minimum the same conductor size as the AC feed wires.

E. ENVIRONMENTAL PROTECTION

Make certain that all network control equipment is accessible for service. Contractor shall notify specifying authority if designated equipment closet does not meet manufacturer’s requirements for heat, radiation or static electricity.

F. DRAWINGS

Provide as built drawings of all installed network components and associated wiring on building plans.

6. RECORDS MANAGEMENT OBLIGATIONS

A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions “Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VA or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to [Agency]. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to VA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VA policy.

8. The Contractor shall not create or maintain any records containing any non-public VA information that are not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.] D. Flowdown of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

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

7. VA INFORMATION CUSTODIAL LANGUAGE.

A. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software license.

B. Information made available to the contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

C. VA information will not be co-mingled with any other data on the contractor’s information systems or media storage systems. The contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

D. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to contractor and subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

E. The contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

F. The contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

G. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contactor.

H. The contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

I. The contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

J. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

K. Notwithstanding the provision above, the contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the contractor is in receipt of a court order or other requests for the above-mentioned information, the contractor shall immediately refer such court order or other requests to the VA CO for response.

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

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

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

O. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA.The contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

P. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

8. 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 and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of contractor/subcontractor and agent of contractor/subcontractor.

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

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

D. All contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All contractors and subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the contractor must state where all non-U.S. services are provided. The contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

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

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

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

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

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

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

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

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

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

9. TRAINING.

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

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

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

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

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

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

10. SECURITY INCIDENT INVESTIGATION.

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

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

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

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

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

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

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

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

C. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover. The contractor, subcontractor, and their employes shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemed a material breach and grounds for contract termination.

D. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation.

B.3 PRICE/COST SCHEDULE

Patient Elopement Management System-Hardware Package: Includes 76 door detectors, 4 elevator detectors, controllers, keypads, annunciators, branch controllers, RFID/Bluetooth tags, Personal tags + cut-resistant disposable bracelets battery life 3+ years, power supply w/battery back-up, wall mounting cabinets, All cabling (CAT 6A), connectors (no wire nuts), conduit routing, PoE/structured cabling compliant devices, UPS integration, all system components required by SOW.

PRINCIPAL NAICS CODE: 334510 - Electromedical and Electrotherapeutic Apparatus Manufacturing PRODUCT/SERVICE CODE: 6350 - Miscellaneous Alarm, Signal, and Security Detection Systems For Buildings: 85,86,87,88,89,91,92,93

Nurse Station Workstation (A4, A5, B2, B3, C2, C3). Windows 11 preferred.

When Office Workstation (Lobby)

Police Station Workstation (Lobby)

Software Platform Licensing: Location monitoring client software, geofencing/alerting platform, ODBC-compliant database integration, reporting software (global, summary, detailed, graphic productivity, staff coverage), HIPAA/PIPEDA compliance software; 1-year manufacturer-provided software/firmware upgrades, administrator console.

System Installation, Integration, Configuration, & Commissioning. Includes Installation of all detectors, controllers, annunciators, elevator integration and subsystem coordination with elevator contractor, programming of geofencing zones at each building, network integration using VA switches, power distribution connections, system testing and commissioning, walkthrough with stakeholders prior to estimate per SOW, CAT 6A cables installation, testing, and as-built drawings.

Setup & Troubleshooting Tablets, Set-up tablets required for programming, wireless configuration support capability (required quantity per vendor system design).

Patient Bracelet Programming Starter Kits: VA programmable start kits, Initial setup, configuration, credentialing.

Training (onsite, Program-Full Turnkey): Nursing staff training (unit-level functional training), Police station training, When Office training, Engineering/maintenance troubleshooting training, Training room setup with in-service unit, training materials.

Warranty & Support- 1-year full-system warranty (labor + Equipment), manufacturer hardware warranty (minimum 1 year), Firmware/software updates (1 year), Service response: 4 hours for major issues, 24 hours on-site for minor failures, software/firmware updates. Backup system support.

GRAND TOTAL

B.4 DELIVERY SCHEDULE

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

914-737-4400xt20268 Aleta.Jennette@va.gov

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

St Albans Campus 179-00 Linden Blvd Jamaica, NY 11424 1468

USA

36C24226Q0530

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SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEVIATION OCT 2025)

(a) Definitions. The clause at Federal Acquisition Regulation (FAR) 52.202-1, Definitions, is incorporated by reference.

(b) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights—

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(c) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727).