Attachment A - Statement of Work.docx

STATEMENT OF WORK

PERSONAL IDENTIFICATION VERIFICATION (PIV) ACCESS CONTROL MAINTENANCE SERVICE AND INSTALLATION

1. INTRODUCTION:

Background: The Wilkes Bare VA Medical Center (WBVAMC) needs assistance maintaining its access control system commonly called Personal Identification Verification (PIV). Assistance includes updating and maintaining software licenses, servers, installation of new access control hardware, and troubleshooting hardware/software as needed.

Performance period: The contract is for up to five years. The work will take place at the WBVAMC Campus located in Wilkes Barre, PA, and outpatient clinic locations. Generally, work hours are limited to Monday through Friday 7:00 AM to 4:00 PM without prior coordination with the program point of contact (POC).

Type of Contract: Firm Fixed Price

2. TASKS AND DELIVERABLES:

2.1 Preventive Maintenance & Validation: The contractor shall inspect all I-Star panels, including power supplies, at the WBVAMC and outpatient clinics. The contractor shall replace all batteries in the I-Star panels and power supplies. A report of deficiencies and repairs will be submitted to the POC.

The contractor shall inspect all access-controlled egress doors in the Wilkes Barre VAMC emergency department, operating room suite, inpatient mental health, nursing home, and stairwells annually. The inspection is to test the proper function, programming, and electric overrides to allow the fire alarm to override the door security. The test will be via fire alarm activation testing both the fire alarm programming/output and the result of the door changing state to allow egress. The report will identify any National Fire Protection Association (NFPA) non-code compliant, including NFPA 99 and be submitted to the POC and electronically (email) to the Wilkes Barre Safety office.

The contractor shall provide 50 man-hours per contract period to train VA staff in the operation of the system including the software and basic troubleshooting of hardware. The contractor’s primary technician will provide information needed for a background check including ePass criminal history. The purpose is so the technician can be vetted and granted a PIV card and logical access to the VA network.

2.2 Service Call Agreement: The contractor shall provide a service call response providing a technician capable of troubleshooting and repair services for all PIV door hardware, I-STARS, power supplies, card readers, sensors, and programming on the server or software. The contractor is responsible for the labor associated with the troubleshooting or repair service call. The government is responsible for providing the replacement part(s) associated with damaged hardware (e.g. T-Rex, power supply, latch, REX, etc.). Service requests will be placed via the contactors existing service request phone number 24 hours a day 7 days a week. The contractor shall have a 3-hour response time to the Wilkes Barre VA medical center if a service call is placed during the morning of a business day, otherwise next business day is acceptable. This contract provides no premium time and is assumed servicesares within typical business hours.

2.3 Software Licensing: The contractor shall provide the following and install on the VA-owned servers with the assistance of VA IT Staff. – see Section 3 VA Software Technical Security Requirements for additional requirements.

2.3.1 Contactor to provide and install, C-CURE 9000 license in a version meeting the most current requirements of the VA Technical Reference Model (TRM) C-CURE 9000 (va.gov). The contractor must install version 2.7 or better as identified in TRM. As of spring 2024, releases C-CURE 9000 2.7,2.8,2.9, and 3.0 are the only approved versions listed in TRM.

2.3.2 Contactor to provide any required sub-licensed program required to integrate the issuances and validation of government-issued ID/PIV cards to C-CURE 9000.

2.3.3 Contactor to provide and install, Lynx (LynxClient) license in a version meeting the most current requirements of the VA Technical Reference Model (TRM) VA Technical Reference Model. The contractor must install version 10.4.X or better as identified as approved in TRM. As of spring 2024, LynxClient 10.4.X is the only approved version listed in TRM.

2.3.4 Contractor must show that they are a certified Software House Channel Partner.

2.4 C-CURE Server Migration (Base year service only): The contractor shall provide onsite and offsite staff to migrate the data from the VA-owned C-CURE physical server onto the VA-owned virtual server with limited assistance from the VA IT staff.

2.5 Spare Equipment (Base year service only): The contractor shall provide the following hardware components for the government to use as replacement stock.

2.5.1 Two (2), I-Stars ultra SE wall mount panels with 2 ACM boards in each with fire alarm override functions

2.5.2 Three (3), PSX-WISU16-E8SNE power supplies; 150/250W, Wired for 16 readers iStar Ultra SE, Tie Wrap, Network Connected, 16 Aux Outputs

2.6 New Installations (Base year service only): The contractor shall provide, replace, repair and/or install the following items to upgrade the current system. Due to the criticality of areas that the I-Stars serve, no access control door should be out of service longer than ½ hour and all planned outages must be coordinated with the end-users via the POC at least 48 hours prior to an outage. (i.e. emergency room I-Star 25)

3. VA Software Technical Security Requirements for Software

3.1. The contractor will notify the government and patch any vulnerability identified by the manufacturer, or the government including National Institute of Standards and Technology (NIST). The contractor will review the NIST vulnerability listing at least semi- annually. Any patches to the software are at no cost to the government. The local WBVAMC ISSO (Information System Security Officer) can assist in reviewing the NIST vulnerabilities.

3.2 The contractor will ensure, with VA IT Staff, that Microsoft Edge, Firefox, Google Chrome, Microsoft Internet Information Services (IIS), and Microsoft Structured Query Language (SQL) Server are implemented with VA-approved baselines. Users must not utilize the Secure Sockets Layer (SSL) protocol and Microsoft Sync Framework, as it is unapproved for use on the TRM.

3.3 Per the Initial Product Review, users must abide by the following constraints:

C-Cure 9000 / Lynx will require a 3rd party FIPS 140-2 (or its successor) certified solution for any data containing PHI/PII or VA sensitive information. The system should undergo routine audits to ensure the users of the system have the intended access permissions to the system itself and secured or non-secured access to physical areas it provides.

VA & contractor administrators must ensure that they are using an approved version of SQL Server and that it is configured to meet the VA baseline standard. System owners should use the latest version of this product and monitor both the CVE Details and NIST National Vulnerability Database websites for any new security vulnerabilities.

3.4 System owners should not install or configure the C-Cure / Lynx Auto-Update service. All software updates should only be performed after a thorough examination of the update.

3.5 Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 or its successor to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 or 140-3 compliant full disk encryption (FOE) must be implemented on the storage device where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information System Security Officer (ISSO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP). By September 22, 2026, all FIPS 140-2 certificate validations will be placed on the Historical List, please refer to FIPS Transition Effort for further guidance and a timeline of changes.

4. Uniform and Training Requirements

4.1 A compliant ID badge must be worn by contractors at all times while on VA premises. VA security policies apply.

4.2 See section 5.2 of Appendix C (9. Training) in this Statement of Work. Any required certificates must be submitted to the station POC before starting the required work.

4.3 Contractors’ staff who require access to VA computers, VA network or escorted access to VA servers to include secure IT spaces will require a background investigation and issuance of a PIV card. Background investigation level to be determined by the VA PDAT system. Cost for the background investigation shall be at government expense.

4.4 All contractor employees and subcontractor employees requiring access to VA computers or VA network shall complete the following before being granted access to VA information and its systems:

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

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

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

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

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

5. Security

5.1 Appendix B

VA ACQUISITION REGULATION SOLICITATION PROVISION AND CONTRACT CLAUSE

1. SUBPART 839.2– INFORMATION AND INFORMATION TECHNOLOGY SECURITY

REQUIREMENTS

839.201 Contract clause for Information and Information Technology Security:

a. Due to the threat of data breach, compromise or loss of information that resides on either VA-owned or contractor-owned systems, and to comply with Federal laws and regulations, VA has developed an Information and Information Technology Security clause to be used when VA sensitive information is accessed, used, stored, generated, transmitted, or exchanged by and between VA and a contractor, subcontractor or a third party in any format (e.g., paper, microfiche, electronic or magnetic portable media).

b. In solicitations and contracts where VA Sensitive Information or Information Technology will be accessed or utilized, the CO shall insert the clause found at 852.273-75, Security Requirements for Unclassified Information Technology Resources.

2. 852.273-75- SECURITY REQUIREMENTS FOR UNCLASSIFIED INFORMATION

TECHNOLOGY RESOURCES (INTERIM- OCTOBER 2008)

As prescribed in 839.201, insert the following clause:

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

(END OF CLAUSE)

5.2 Appendix C

VA INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS, AS APPROPRIATE

1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

2. ACCESS TOVAINFORMATION ANDVAINFORMATIONSYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in the performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1).

b. VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

c. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.

d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.

k. Notwithstanding the provision above, the contractor/subcontractor 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 health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

6. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

f. VA prohibits the installation and use of personally-owned or contractor/subcontractor owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.

h. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:

(1) Vendor must accept the system without the drive;

(2) VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or

(3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.

(4) Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;

(a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact; and

(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre approved and described in the purchase order or contract.

(c) A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.

7. SECURITY INCIDENT INVESTIGATION

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

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

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

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

8. LIQUIDATED DAMAGES FOR DATA BREACH

a. Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.

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

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

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

(2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;

(3) Number of individuals affected or potentially affected;

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

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

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

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

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

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

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

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

d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $355.32 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

(1) Notification;

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

(3) Data breach analysis;

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

(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

9. TRAINING

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

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

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

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

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

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

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