Archives and Museum Support PWS.docx

VAHO Archives and Museum Support Services Performance Work Statement

BACKGROUND

The VA History Office (VAHO) was established on April 10, 2020, at the direction of the Secretary of Veterans Affairs. VAHO’s mission includes the establishment of a VA history program and the establishment of the National VA History Center (NVAHC) under development on the Dayton VA campus. This contract position supports VAHO, the NVAHC Archives (NVAHCA) and the NVAHC Museum (NVAHCM).

SCOPE OF WORK

The scope of this services contract includes providing the NVAHC with support across its operations. The government estimates the need for three full-time positions: Archivist, Digital Imaging Specialist, Museum Specialist. It also estimates the need for one half-time position: Historian.

The vendor shall staff the NVAHC and provide support in the following areas: access, acquisitions, arrangement, appraisal, conservation, description, digitization, imaging, and preservation of both artifacts and archival materials. Further support include conducting archival research for inquiries and written materials, creating bibliographies and topical guides, reviewing footnotes for proper content and format, gathering, and captioning illustrations, creating indexes, and researching and writing short monographs. Services include assisting with preparation for and conduct of oral histories, researching and writing information papers, and answering historical inquiries.

The three full-time positions require the contractor to be on site at NVAHC with telework options. The half-time position is a remote position but should be in the Washington, D.C. region.

PERIOD OF PERFORMANCE

The period of performance shall be for one 12-month Base Period and four 12-month Option Periods. The Periods of Performance follow:

PLACE OF PERFORMANCE

This contract will require virtual, on-site, and offsite performance. The primary locations of onsite performance are 810 Vermont Ave, Washington, DC, 20420 (VAHO) and the historic campus section of the Dayton VA Medical Center located at 4100 W Third St, Dayton, OH 45428 (NVAHC). Offsite performance locations (for interviews and archival research) will be primarily performed within the National Capital Region, Washington, D.C. Contractor personnel may be requested to work at the Government’s alternate locations during emergencies and emergency exercises.

TRAVEL

The Government anticipates travel under this effort. Travel must be pre-approved by the Contracting Officer’s Representative (COR) and will be reimbursed in accordance with Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. General and Administration expenses will not be reimbursed. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed. The COR will document pre-approval in writing. Contractor and subcontractors deviating from this may have certain travel expenses declined.

TYPE OF CONTRACT

This is firm fixed price contract.

SPECIFIC TASKS and DELIVERABLES (Base Period and Option Years) This PWS consists of four (4) major task areas:

· Archival Support

· Curation Support

· Digital Imaging Support

· Historian Support

1. Archival Support Vendor will provide 2080 hours of archival processing and management services by a qualified archivist. Requirements include bachelor’s degree in history, museum studies or related field from an accredited institution; a master’s degree in Library Science or Archives and Records Administration is strongly preferred. Requires at least three years of professional experience in archival industry. This work must include at least one year of experience processing, describing, and cataloging of archival materials.

1.1 Appraisal and Acquisitions

The contractor shall provide support to the Senior Archivist in appraisal and acquisitions of archival materials. This includes providing input on gaps in the collections, and what may be unnecessary duplication of records. The contractor shall defer final appraisal and acquisitions decisions to the Senior Archivist.

1.2 Arrangement and Description

The contractor shall observe original order and provenance, a standard archival practice. Contractors will consult with the Senior Archivist before attempting any rearrangement of an original collection. For secondary materials, the contractor shall arrange records in the order deemed most closely aligned with similar collections. For digitized and born-digital records, the contractor will use metadata to ensure organizational relationships are not lost.

The contractor shall inventory and prepare finding aids for collections contained in NVAHCA regardless of format and maintain the finding aids in the database located in the Archives Office.

The contractor shall catalog any books and reports and add them to the publications section of the Archives.

The contractor shall provide support in evaluating new hardware and software for the Archives Office as the need arises.

1.3 Processing

The contractor shall process a large volume of original and record-copy materials. This includes re-boxing and re-foldering the records using acid free housing. The contractor shall add accreted archival materials to the collection, and when necessary, create new subject folders, re-label folders, physically shift folders to make room for additional material, and update the finding aids to reflect these changes.

The Government will provide the archival supplies required.

The contractor shall, during the review process, discard duplicates, as well as extraneous and non-archival records. While doing so, the contractor shall use four Administration Records Retention Schedules to ensure the correct disposition requirements have been adhered to. If it is determined that records are permanent and must transfer to the National Archives, the contractor will work with Records Management and the Senior Archivist to facilitate the process.

1.4 Reference and Access

The contractor shall support the reference activity by responding to approximately 200 reference requests made in person, letter, email, and telephone. The contractor shall answer reference requests within two business days of the date received, spending no more than two hours of research time per individual reference request. The contractor shall maintain statistics on reference activity (i.e., number of requests received, by what source; and other pertinent reference requests.)

The contractor shall provide support to onsite researchers by helping them locate hardcopy files, electronic documents, audio visual records, and publications that are likely to contain responsive information.

The contractor shall be prepared to provide extensive reference services periodically to satisfy high level special research projects with short deadlines. The contractor shall consult with the Senior Archivist or Chief Historian to determine which reference requests rise to this level.

1.4 Administrative Support

The contractor shall provide general administrative support to include using Microsoft Office programs such as Word, Excel, and PowerPoint.

1.4.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

1.4.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

2. Curation Support Vendor will provide 2080 hours of collections processing and management services by a qualified museum professional. Position requires bachelor’s degree in history, museum studies or related field from an accredited institution; a master’s degree in museum studies is strongly preferred. Requires at least three years of experience in the management of museum collections. This work must include at least one year of experience accessioning, cataloging, and re-housing of three-dimensional objects.

2.1 Physical Maintenance of Artifacts

The contractor shall support the Curator in evaluation and acquisitions of three-dimensional historical artifacts. The contractor will provide input on gaps in the collections, and what may be unnecessary duplication. The contractor will conduct research on potential objects and present that information to the collections committee and will defer final acquisitions decisions to the Curator. The contractor will document and catalog artifacts following the NHVACM collections management plan.

2.2 Planning and Arranging Storage Space

The contractor shall observe provenance, a standard museum practice, and consult the curator before attempting any rearrangement of collections space. Considerations include but are not limited to artifact requirements, needs of the building and location, supplies and other requirements, and incoming materials. The contractor shall inventory and prepare a recommendations report for large-scale movements and update locations in spreadsheets or a collections management system. The contractor shall provide support in evaluating new hardware and software for the Museum as the need arises.

2.3 Handling Incoming Artifacts

The contractor shall process and handle incoming artifacts following museum best practices and standards. The contractor shall appropriately document shipment, arrival condition, immediate requirements, and longer concerns, adding all arrivals to the database that documents NVAHCM’s acceptance of the shipment. The government will provide the curatorial supplies required.

2.4 Specialist Research Assistance

The contractor shall support the reference activity function by responding to inquiries made in person, letter, email, and telephone. The NVAHC Curator and Senior Archivist will provide guidance in ensuring compliance with established process. The contractor shall support reference requests and perform database searches, such as approximately 50 reference requests per year and approximately 100 database searches per year. The contractor shall respond to reference requests within two business days of the date received.

Time-spent allowances will vary with the complexity of the question.

For non-routine requests, the contractor shall coordinate with the Curator and Senior Archivist for a response.

The contractor shall provide extensive reference services periodically to satisfy high level special research projects with short deadlines. The contractor shall consult with the Chief Historian, Senior Archivist, and/or Curator to determine which reference requests rise to this level.

2.5 Maintaining Collection Records

The contractor will create reports on collections management efforts using the collections management system and provide technical assistance to other VA employees regarding the management of three-dimensional object collections. In partnership with the Curator, Senior Archivist, and Digital Imaging Specialist, the contractor will develop a digitization plan for objects that will be included in online exhibits. The contractor will also collaborate with NVAHCA staff on digitization of objects and collections management space planning. The contractor will process donation and transfer forms for incoming objects and ensure all registration and supporting documentation is captured in the collections management system. The contractor will provide analysis and recommendations on collections management practices and policies.

2.6 Quality Assurance

The contractor shall maintain a log of reference requests detailing method of contact, and whether VA employees, Veterans, contractors, or external customers made them. The contractor shall maintain statistics on database activity (i.e., work conducted on artifacts, reference provided, and other cataloging information.) The contractor shall maintain statistics on reference activity (i.e., number of requests received, by what source; and other pertinent reference requests.) The contractor shall maintain statistics on collections management activity coordinated with the Curator. The requests shall be completed within two business days, or by the requested due date of assigned projects.

2.6.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

2.6.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

3. Digital Imaging Support Vendor will provide 2080 hours of digital archival and museum imaging, image processing and post-production services by a qualified museum professional. A bachelor’s degree in photography or digital fine arts is required. Requires at least three years of experience in an archival or museum setting, with at least one year in imaging for digital display.

3.1 Workflow Creation

The contractor will collaborate with other NVAHC custodial units, technical staff, and external organizations to establish best practices, implement new and streamline existing digitization workflows, and identify problems and propose solutions for the workflows within the scope of the section. The contractor will also assist in the implementation of digitization and conversion processes, including bit-level preservation.

3.2 Imaging

The contractor will provide technical service and support with image capture, image editing, and quality reviewing of assigned portions of projects using high-end digital cameras located in controlled environments and on location. The contractor, with archival and curatorial staff, will perform technical evaluations of hardware set up, including lighting and captures device target to collect data on camera setup, calibrating for tonal and color accuracy, and determining resolution. The contractor will select proper equipment for the project, work with standard user requirements and collection material characteristics for proper handling. This includes using specialized book cradles and other props to ensure compliance of material handling requirements provided by the Senior Archivist and Curator. The contractor will assist senior staff in evaluating the results of digital collections projects. The contractor will work with archival and curatorial staff to ensure all digital activities and plans for assigned portions of projects conform to or enhance current Federal Agencies Digital Guidelines Initiative (FADGI) standards and NVAHC custodial practices. The contractor must have comprehensive understanding of FADGI.

3.3 Collaboration

The contractor will work with other NVAHC specialists to implement assigned portions of projects. This includes improvements to basic workflows for multiple content streams and identifying standard risks and challenges to implementation. According to practices of the Section, the contractor will establish priorities and timeframes in coordination with management, other specialists, and stakeholders. The contractor will participate in implementing approved plans for assigned portions of projects, including recommendations on division of work.

3.4.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

3.4.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

4. Historian Support Vendor will provide 1040 hours of Historian services by a qualified historian. Position requires a master’s degree in public history or other directly related field. Requires demonstrated publication and/or presentation portfolio. Significant background and experience in the history of the United States history, military history, public history, or political science related to those topics is strongly preferred. Requires at least three years’ experience in conducting research in major archives, evidenced by the sources used in research and writing projects. Possess effective communication skills evidenced by writing projects, as well as public speaking experience evidenced by presentations at scholarly conferences or work as a teaching assistant.

4.1 Writing

The contractor shall conduct historical research and provide supporting materials for assigned writing projects, to include reference inquiries, information papers, short monographs, and articles for various VA entities.

The contractor shall create historical summaries or gather historical images, documents, and other materials for inclusion on the VAHO website.

The contractor shall conduct archival research, create bibliographies, review footnotes for proper content and format, gather and caption illustrations, and create indexes for VAHO book projects.

The contractor shall conduct research and write material supporting specific artifacts or for potential inclusion in museum exhibits.

4.2 Research

The contractor shall analyze historical material and develop planned responses to research queries.

The contractor shall assist in preparation of oral history interviews with current and former VA officials by researching primary and secondary sources to develop appropriate questions; formatting, editing, and revising transcripts; and ensuring transcripts and audio recordings are properly accessioned into the oral history archive.

4.3 Presentations

The contractor shall assist in arranging and conducting lectures, conferences, or other public presentations, to include commemorative activities.

4.4 Administrative Support

The contractor shall provide general administrative support to include using Microsoft Office programs such as Word, Excel, and PowerPoint.

4.5 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, oral histories conducted, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the History Office in quantifying and qualifying the work.

4.5.1.1 Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

DELIVERABLES or REPORTING REQUIREMENTS All Contractor-provided work products are to be furnished within the specified delivery dates (see Schedule of Deliverables below). Any changes to delivery dates must be discussed with the Contracting Officer Representative (COR) and requested in writing to the CO. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the COR and CO including a firm commitment of when the work shall be completed. This notice to the COR and CO shall cite the reasons for the delay and the impact on the overall project. The CO shall then review the facts and issue a response in accordance with applicable regulations. Government review for all deliverables will be within 10 working days. All deliverables noted in the table below must be emailed to the COR and Program Manager.

SCHEDULE OF DELIVERABLES

1.4.1.1. Monthly Briefing

Deliverable 1.4.1 : Within (5) calendar days after the days end of each calendar month Deliverable 1.4.1.1.: Within (5) calendar days after the days end of each calendar month

2.6.1.1. Monthly Briefing

2.6.1.: Within (5) calendar days after the days end of each calendar month 2.6.1.1.: Within (5) calendar days after the days end of each calendar month

3.4.1.1. Monthly Briefing

Deliverable 3.4.1.: Within (5) calendar days after the days end of each calendar month Deliverable 3.4.1.1.: Within (5) calendar days after the days end of each calendar month

4.5.1.1. Monthly Briefing

Deliverable 4.5.1.: Within (5) calendar days after the days end of each calendar month Deliverable 4.5.1.1.: Within (5) calendar days after the days end of each calendar month

GOVERNMENT FURNISHED PROPERTY

Government-furnished workspace, computers and telephone service will be provided for Contractor personnel and will be determined after award. If the Contractor requests to have additional personnel on-site, the Government, after Contracting Officer approval, may provide workspace, but will not provide computers, internet access and landline telephone service. Secure remote access will be provided to VA government email, calendar, instant messenger, and VAHO managed SharePoint repositories.

GENERAL EXPERIENCE REQUIREMENTS

Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this PWS. In addition, Contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge.

Furthermore, Contractor personnel are expected to be proficient using office automation equipment and software, and have sufficient written and verbal communication skills to support VA. The work accomplished in this Contract shall not use offshore labor unless specifically agreed to by the contracting office. Should any Contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable personal conduct while on-site or while working on contract activities, the Contractor shall immediately remove and replace the unacceptable on-site personnel at no additional cost to the Government. Contractor personnel are to serve in a support role; final decisions regarding VA business will always be made by Government personnel.

KEY PERSONNEL

Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key Personnel” whose experience biographies shall be submitted and marked by the Contractor as “Key Personnel”. Substitutions shall only be accepted if in compliance with the “Substitution of Key Personnel” provision identified below. Key Personnel are: Archivist, Curator, Digital Imaging Specialist, and Historian.

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. Contractor management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the

PWS.

Contractor shall, at minimum, provide the following designated Key Personnel:

Archivist

Experience: Requires at least three years of experience in archival setting. Must be able to correctly lift 30-pound boxes of archival material. Requires relevant professional archival experience, including records management, appraisal, processing, description, preservation, conservation, and digitization of analog and digital records.

Education: Bachelor’s degree in history, museum studies or related field. Master’s degree in Library and Information Science, Archives and Records Administration, or related field is strongly preferred

Curator Experience: Requires at least three years of experience in the management of museum collections. This work must include at least one year of experience accessioning, cataloging, and re-housing of three-dimensional objects.

Education: Bachelor’s degree in history, museum studies or related field from an accredited institution. Master’s degree in museum studies is strongly preferred.

Education: Bachelors Degree in Fine Arts or Arts-related field.

Education: Master’s degree in Public History or other directly related field.

Substitution of Key Personnel:

Contractor requests for approval of Key Personnel substitutions hereunder shall be submitted in writing to the COR, or Authorized Designee, and the CO at least 15 calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution.

New personnel shall not commence work until all necessary security requirements have been fulfilled and resumes provided and accepted. The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

QUALITY ASSURANCE SURVEILLANCE PLAN

Quality Management is the process used to validate that the services provided, and deliverables produced during the program meet established standards for completeness, accuracy, and acceptability. The objective of quality management is to minimize quality issues and optimize program outcomes within each Task and deliverable.

Quality Standards The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the contract to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion.

The Contractor shall perform the tasks and complete the associated deliverables under this task order by the scheduled due dates within the overall period of performance. If the Contractor cannot deliver those deliverables specified by this task order by the required due date, then the Contractor shall provide a written explanation to the Contracting Officer (CO) within one (1) business day of the deliverable due date. This written transmittal shall include the reasons for the delay; when the Contractor knew or should have known a delay would incur; due diligence taken to mitigate the problems, the impact on the overall project; and a firm commitment of when the work is to be completed.

The Government will have five (5) business days to review each deliverable and provide feedback/comments. The Contractor shall have three (3) business days to incorporate feedback/comments and make appropriate revisions. The Contractor shall provide the revised version of each deliverable to the Contracting Officer Representative (COR) and VAHO Project Liaison. The COR will review and determine final acceptance by the Government. The COR will notify the Contractor of final acceptance within five (5) business days.

The Contractor shall be responsible for adhering to all pertinent VA standards including but not limited to ensuring that all documentation and deliverables are stored on appropriate VA servers within one week of their completion. The Contractor shall use the VA Nationwide Teleconferencing System (VANTS) for all pertinent conference calls, and the VA Exchange server for all pertinent email. Upon assignment of VA email accounts, use of external email accounts for the purpose of VA communications and business will be prohibited. The Contractor shall be responsible for adhering to all pertinent VA information technology policies and procedures, which will be made available at the Contractor’s request on award.

Contractor approach will be to work with VAHO to identify and document the quality standards that will be used as a basis for assessing service and deliverable quality, assess team compliance with agreed standards of care, remediate any quality issues encountered within either the services component or the deliverables component of the program. These quality standards will be separate from KPIs discussed below and will focus more on the qualitative aspects of service delivery vs. the quantitative measures in the KPIs. Quality standards that may be agreed and applied at noted below:

Oral and written communications between staff members uses appropriate language and is culturally sensitive.

Written requests made by client staff for information (typically via email) is acknowledged within one business day, and a schedule for delivery of information agreed in writing between the parties Team members are accessible during the business day (8am – 4:30 pm ET) via email, phone, and text.

Information provided by team members is accurate and complete.

All planned deliverables provide the required information, using proper grammar, format and media as outlined in the contract.

All deliverables are reviewed in draft and verified as compliant by Contractor leadership prior to delivery to VAHO.

No Veteran PII or PHI will be included in any deliverable or shared externally; veteran PII will be masked, as required by HIPAA and the Privacy Act, when applicable.

Team members will have received basic HIPAA and Privacy Act training prior to beginning work.

Meeting minutes will be published for all meetings.

Meeting minutes will be approved by the VAHO leader involved in the meeting.

All documents generated during the program will be maintained on a secure SharePoint or comparable site (e.g., Atlassian, etc.)

Deliverables are complete and are fit for their intended purpose.

Appropriate supporting material is included and accessible by users.

Quality measurement will typically be conducted by Contractor on an ongoing basis for each of the standards agreed between the parties. VAHO team members may also assess quality, particularly pertaining to professional conduct and team member responsiveness.

Contractual Compliance and Deliverables The Contractor will be responsible for validating and reporting contractual compliance. Such validation includes verifying that all activities, and the quantity of interactions within an activity (such as number of interviews or focus groups) have been completed as contractually required. The Contractor will work with VAHO to validate that the activity, work product or deliverable is complete and compliant. The Contractor will work with its program and technical leads to validate that work products and deliverables meet quality standards, that appropriate reviews have been conducted and incorporated into work products and deliverables, and that the deliverables subject to acceptance are finalized, presented to VAHO for acceptance and that final acceptance is obtained from VAHO after their reviews are complete.

Late deliverables Deliverables must be provided on the dates specified. Any changes to the delivery date must have prior approval (in writing) by the PM/CO or designate at least two business days prior to the deliverable due date.

If the deliverable cannot be provided within the scheduled time frame, the Contractor is required to contact the VAHO Project Liaison in writing with a reason for the delay and the proposed revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project.

A request for a revised schedule must be reviewed and approved by the PM/CO before placed in effect. Contract Terms and Conditions may dictate penalties, costs, and other actions based on the facts related to the request for a revised schedule.

GOVERNMENT FACILITY/RESOURCE PROVISIONS

The Government will provide office space, telephone service and system access when authorized contract staff work at a Government location as required to accomplish the Tasks associated with this PWS. All procedural guides, reference materials, and program documentation for the project and other Government applications will also be provided on an as-needed basis.

The Contractor shall request other Government documentation deemed pertinent to the work accomplishment directly from the Government officials with whom the Contractor has contact. The Contractor shall consider the COR as the final source for needed Government documentation when the Contractor fails to secure the documents by other means. The Contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work.

VA may provide remote access to VA specific systems/network in accordance with VA Handbook 6500, which requires the use of a VA approved method to connect external equipment/systems to VA’s network. Citrix Access Gateway (CAG) is the current and only VA approved method for remote access users when using or manipulating VA information for official VA Business. VA permits CAG remote access through approved Personally Owned Equipment (POE) and Other Equipment (OE) provided the equipment meets all applicable 6500 Handbook requirements for POE/OE. All the security controls required for Government furnished equipment (GFE) must be utilized in approved POE or OE. The Contractor shall provide proof to the COR for review and approval that their POE or OE meets the VA Handbook 6500 requirements and VA Handbook 6500.6 Appendix C, herein incorporated as Addendum B, before use. CAG authorized users shall not be permitted to copy, print, or save any VA information accessed via CAG at any time. VA prohibits remote access to VA’s network from non-North Atlantic Treaty Organization (NATO) countries. The exception to this are countries where VA has approved operations established (e.g., Philippines and South Korea). Exceptions are determined by the COR in coordination with the Information Security Officer (ISO) and Privacy Officer (PO).

The Contractor shall utilize government-provided software development and test accounts, document, and requirements repositories, etc. as required for the development, storage, maintenance, and delivery of products within the scope of this effort. The Contractor shall not transmit, store, or otherwise maintain sensitive data or products in Contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6 dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with VA Handbook 6500, local security field office System Security Plans (SSP’s) and Authority to Operate (ATO)’s for all systems/LAN’s accessed while performing the tasks detailed in this PWS. he Contractor shall ensure all work is performed in countries deemed not to pose a significant security risk. (For detailed Security and Privacy Requirements reference Addendum B.)

CONTRACT MANAGEMENT

Government Support

Contracting Officer’s Representative (COR) A COR shall be designated for the contract. The COR shall be appointed by the CO and duties delegated in an appointment letter. The COR shall provide the Contractor access to all available Government furnished information, facilities, material, equipment, services, among others as required to accomplish the contract. Contract surveillance duties shall be defined and accomplished in accordance with the Quality Assurance Surveillance Plan.

Contractor Program Management The Contractor shall establish a single management focal point, the Program Manager, to accomplish the administrative, managerial, and financial aspects of this contract.

Work Control All program requirements, contract actions and data interchange shall be conducted in a digital environment using electronic and web-based applications. At minimum, such data shall be compatible with VA standard network protocol. The Government shall designate a standard naming convention for all electronic submissions within 60 days after contract award. An interactive portal concept is envisioned for the interchange of data/documents (to include deliverables and invoices).

INVOICING

All invoicing must be submitted in accordance with 852.232-72 Electronic Submission of Payment Requests.

All invoices submitted shall be according to the Task/Delivery and Invoicing Schedule.

All Invoices shall be submitted monthly in arrears.

The Financial Services Center requires the following information be included on invoices received for payment:

Contractor Name Remittance address (address where the payment is to be issued) Complete Purchase Order number (e.g., 101-C12345) (This number will be provided upon contract award) Itemized description of goods or services, quantity, and unit price Total dollar amount of invoice

ORDER ADMINISTRATION

All order administration functions are retained by Program Contracting Activity Central (PCAC):

6150 Oak Tree Boulevard, Suite 300, Independence, Ohio 44131.

The Contractor shall submit copies of all deliverables to the VAHO COR for approval before invoicing.

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

Cyber and Information Security Requirements for VA IT Services The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to certification and accreditation.

Contractor supplied equipment, PCs of all types, equipment with hard drives, etc., for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, unless the connection uses FIPS 140-2 (or its successor) validated encryption, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract, or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS), and will be tracked therein. The TMS may be accessed at https://www.tms.va.gov. If you do not have a TMS profile, go to https://www.tms.va.gov and click on the “Create New User” link on the TMS to gain access.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with One-VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.

VA Internet and Intranet Standards The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing, and presenting information on VA’s Internet/Intranet Service Sites. This pertains but is not limited to creating announcements; collecting information; databases to be accessed, graphics and links to external sites.

Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=409&FType=2 Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=410&FType=2 Notice of the Federal Accessibility Law Affecting All Electronic and Information Technology Procurements (Section 508)

On August 7, 1998, Section 508 of the Rehabilitation Act of 1973 was amended to require that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology, that they shall ensure it allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. Section 508 required the Architectural and Transportation Barriers Compliance Board (Access Board) to publish standards setting forth a definition of electronic and information technology and the technical and functional criteria for such technology to comply with Section 508. These standards have been developed and published with an effective date of December 21, 2000. Federal departments and agencies shall develop all Electronic and Information Technology requirements to comply with the standards found in 36 CFR 1194.

Section 508 – Electronic and Information Technology (EIT) Standards The Section 508 standards established by the Architectural and Transportation Barriers Compliance Board (Access Board) are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure Electronic and Information Technology (EIT). These standards are found in their entirety at: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-section-508-standards/section-508-standards and http://www.section508.gov/content/learn/standards. A printed copy of the standards will be supplied upon request. The Contractor shall comply with the technical standards as marked:

Equivalent Facilitation Alternatively, offerors may propose products and services that provide equivalent facilitation, pursuant to Section 508, subpart A, §1194.5. Such offerors will be considered to have provided equivalent facilitation when the proposed deliverables result in equivalent or greater access to and use of information for those with disabilities.

Compatibility with Assistive Technology The Section 508 standards do not require the installation of specific accessibility-related software or the attachment of an assistive technology device. Section 508 requires that the EIT be compatible with such software and devices so that EIT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

Acceptance and Acceptance Testing Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the identified Section 508 standards’ requirements for accessibility and must include final test results demonstrating Section 508 compliance.

Deliverables should meet applicable accessibility requirements and should not adversely affect accessibility features of existing EIT technologies. The Government reserves the right to independently evaluate for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

Automated test tools and manual techniques are used in the VA Section 508 compliance assessment. Additional information concerning tools and resources can be found at http://www.section508.va.gov/section508/Resources.asp.

Deliverables:

Final Section 508 Compliance Test Results Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws, and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

The Contractor and their personnel shall always wear visible identification while they are on the premises.

VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

Smoking is prohibited inside/outside any building other than the designated smoking areas.

Possession of weapons is prohibited.

The Contractor shall obtain all necessary licenses and/or permits required to perform the work, except for software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

The Contractor will have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

The VA CO will be the sole authorized official to release in writing, any data,…