Attachment C - 1449.docx
DOCX document 253 KB Posted
- Solicitation number
- 36C25926Q0646_0001
About this file
This is an attachment document that appears to serve as a template or appendix to the J066 Eye Laser & Cryostat Service Agreement solicitation. Without access to the actual content of the Attachment C file, a detailed summary cannot be provided. Based on the solicitation metadata, this opportunity covers laser and cryostat service and support for the Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 19, with a period of performance from September 1, 2026, through August 31, 2031. The solicitation number is 36C25926Q0646. To provide a comprehensive summary of the specific requirements, pricing terms, evaluation criteria, or other substantive details contained within Attachment C, the actual file content would need to be reviewed.
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Other files
| File | Type | Posted |
|---|---|---|
| Amendment 0004 36C25926Q0646.docx | DOCX document | |
| SOW Laser and Cryostat Service and Support rv.docx | DOCX document | |
| AMENDMENT SUMMARY.docx | DOCX document | |
| Amendment36C25926Q0646 0001 - Eye Laser and cryostats svs.docx | DOCX document | |
| Attachment B - DOL 2015-6031 MT Lewis Clark rv4 5.12.26.pdf | ||
| Attachment A - DOL 2015-5389 MT Yellowstone rv28 5.12.26.pdf | ||
| Attachment 2 - LOS 852.219-75 - SERVICES.docx | DOCX document | |
| 36C25926Q0646.docx | DOCX document | |
| Attachment 1 - Price Schedule.xlsx | XLSX spreadsheet |
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36C25926Q0646
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
07-17-2026 Christine jarvis 303-712-5784 07-31-2026 10:00am
MDT
36C259 Department of Veterans Affairs Network Contracting Office
NCO 19
6162 South Willow Drive, Suite 300 Greenwood Village CO 80111
X
811210 $34 Million
N/A
36C259 Department of Veterans Affairs Network Contracting Office
NCO 19
6162 South Willow Drive, Suite 300 Greenwood Village CO 80111
Financial Service Center PO Box 149971 Austin TX 78714-9971
See CONTINUATION Page Eye Lasers and Cryostats Services IAW the Statement of Work.
See CONTINUATION Page x
Christine Jarvis
Table of Contents
| SECTION A | 1 |
| A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES | 1 |
| SECTION B - CONTINUATION OF SF 1449 BLOCKS | 5 |
| B.1 CONTRACT ADMINISTRATION DATA | 5 |
| B.2 PRICE/COST SCHEDULE | 6 |
| ITEM INFORMATION | 6 |
| B.3 DELIVERY SCHEDULE | 14 |
| B.4 STATEMENT OF WORK | 18 |
| Laser and Cryostat Service and Support | 18 |
| Purpose | 18 |
| Equipment Covered | 18 |
| Scope of Services | 18 |
| Preventive Maintenance (PM) | 18 |
| Corrective Maintenance | 18 |
| Reporting | 19 |
| Place of Performance | 19 |
| Contractor Responsibilities | 19 |
| Technical Support | 20 |
| Safety Standards | 20 |
| Additional Services | 20 |
| Authorized Services | 20 |
| Discontinuance of Service | 20 |
| Reconditioning | 20 |
| Remedy or Rework | 20 |
| Inspection and Acceptance of Services: | 20 |
| Subcontracting | 21 |
| Parts Requirements | 21 |
| Test Equipment | 21 |
| Contractor Furnished Equipment/Service Manuals/Tools | 21 |
| Post Award Conference | 21 |
| Hazard Communication Statement | 21 |
| Parts Coverage and Explicit Exclusions | 21 |
| Service Calls | 22 |
| Facility Access | 22 |
| Contractor Submittals | 23 |
| Protection from Damage | 23 |
| Conformance Standards | 23 |
| Safety | 23 |
| MEDICAL CENTER POLICIES | 23 |
| Performance Standards | 24 |
| General Information Security Requirements | 25 |
| VA Information Custodial Language | 25 |
| ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. | 27 |
| TRAINING. | 29 |
| SECURITY INCIDENT INVESTIGATION | 29 |
| INFORMATION SYSTEM DESIGN AND DEVELOPMENT. | 30 |
| INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE OR USE. | 32 |
| SECURITY AND PRIVACY CONTROLS COMPLIANCE TESTING, ASSESSMENT | 34 |
| AND AUDITING | 34 |
| PRODUCT INTEGRITY, AUTHENTICITY, PROVENANCE, ANTI-COUNTERFEIT | 35 |
| AND ANTI-TAMPERING. | 35 |
| VIRUSES, FIRMWARE AND MALWARE. | 36 |
| CRYPTOGRAPHIC REQUIREMENT. | 37 |
| PATCHING GOVERNANCE. | 37 |
| SPECIALIZED DEVICES/SYSTEMS (MEDICAL DEVICES, SPECIAL PURPOSE | 38 |
| SYSTEMS, RESEARCH SCIENTIFIC COMPUTING). | 38 |
| DATA CENTER PROVISIONS. | 39 |
| SECTION C - CONTRACT CLAUSES | 41 |
| C.1 IT CONTRACT SECURITY | 41 |
| C.2 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT 2025) (DEVIATION) | 50 |
| C.3 52.216-18 ORDERING (AUG 2020) | 56 |
| C.4 52.216-19 ORDER LIMITATIONS (OCT 1995) | 56 |
| C.5 52.216-22 INDEFINITE QUANTITY (NOV 2025) (DEVIATION) | 57 |
| C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) | 58 |
| C.7 52.222-90 ADDRESSING DEI DISCRIMINATION BY FEDERAL CONTRACTORS (DEVIATION APR 2026) | 58 |
| C.8 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) | 59 |
| C.9 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION) | 59 |
| C.10 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) | 68 |
| C.11 52.252-6 AUTHORIZED DEVIATIONS IN CLAUSES (NOV 2020) | 70 |
| C.12 VAAR 852.204-72 PERSONNEL VETTING AND CREDENTIALING (DEVIATION) (MAR 2026) | 70 |
| C.13 VAAR 852.211-72 TECHNICAL INDUSTRY STANDARDS (NOV 2018) | 74 |
| C.14 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION) | 74 |
| C.15 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION) | 76 |
| C.16 VAAR 852.240-70 COMPLIANCE WITH PUBLIC LAW 119-37, SECTION 258 (DEVIATION) (MAR 2026) | 79 |
| C.17 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) | 80 |
| C.18 52.216-1 TYPE OF CONTRACT (NOV 2025) (DEVIATION) | 80 |
| C.19 52.219-1 SMALL BUSINESS PROGRAM REPRESENTATIONS (NOV 2025) (DEVIATION) | 80 |
| C.20 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS AND CERTIFICATIONS (NOV 2025) (DEVIATION) | 83 |
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 36C259
Network Contracting Office
NCO 19
6162 South Willow Drive, Suite 300 Greenwood Village CO 80111
2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:
| [] |
| 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or |
| [] |
| 52.232-36, Payment by Third Party |
3. INVOICES: Invoices shall be submitted in arrears:
| a. Quarterly | [] |
| b. Semi-Annually | [] |
| c. Other | [x] Monthly 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.
http://www.fsc.va.gov/einvoice.asp http://www.tungsten-network.com/US/en/veterans-affairs/ ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:
| AMENDMENT NO |
| DATE |
B.2 PRICE/COST SCHEDULE
ITEM INFORMATION
| ITEM NUMBER |
| DESCRIPTION OF SUPPLIES/SERVICES |
| QUANTITY |
| UNIT |
| UNIT PRICE |
| AMOUNT |
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision laser PM and repair:
Preventative & Corrective Maintenance Services and support IAW SOW Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
NATIONAL STOCK NUMBER: 0
LOCAL STOCK NUMBER: Alcon Laser
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision Laser Preventative & Corrective Maintenance Services and support IAW SOW - Billings Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Lumenis Selecta Trio Laser
Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
LOCAL STOCK NUMBER: lumenis laser
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
LOCAL STOCK NUMBER: cryostat
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Base POP Begin: 09-01-2026 POP End: 08-31-2027 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision laser PM and repair:
Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision Laser
Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Lumenis Selecta Trio Laser
Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 1 POP Begin: 09-01-2027 POP End: 08-31-2028 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision laser PM and repair:
Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision Laser
Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Lumenis Selecta Trio Laser
Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 2 POP Begin: 09-01-2028 POP End: 08-31-2029 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision laser PM and repair:
Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision Laser
Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Lumenis Selecta Trio Laser
Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 3 POP Begin: 09-01-2029 POP End: 08-31-2030 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision laser PM and repair:
Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Alcon Centurian Vision Laser
Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Lumenis Selecta Trio Laser
Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| 1.00 |
| YR |
| _____________ |
| _____________ |
Leica CM1860 Cryostat
Contract Period: Option 4 POP Begin: 09-01-2030 POP End: 08-31-2031 PRINCIPAL NAICS CODE: 811210 - Electronic and Precision Equipment Repair and Maintenance PRODUCT/SERVICE CODE: J066 - Maintenance, Repair, and Rebuilding of Equipment - Instruments and Laboratory Equipment
MANUFACTURER PART NUMBER (MPN): 0
| GRAND TOTAL |
| _____________ |
B.3 DELIVERY SCHEDULE
| ITEM NUMBER |
| SHIPPING INFORMATION |
| QUANTITY |
| DELIVERY DATE |
| 0001 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
USA
1.00
| 0002 |
| SHIP TO: |
| Benjamin Charles Steele VA Clinic |
1766 Majestic Lane Billings, MT 59102 6759
1.00
| 0003 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 0004 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 0005 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 1001 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 1002 |
| SHIP TO: |
| Benjamin Charles Steele VA Clinic |
1766 Majestic Lane Billings, MT 59102 6759
1.00
| 1003 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 1004 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 1005 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 2001 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 2002 |
| SHIP TO: |
| Benjamin Charles Steele VA Clinic |
1766 Majestic Lane Billings, MT 59102 6759
1.00
| 2003 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 2004 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 2005 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 3001 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 3002 |
| SHIP TO: |
| Benjamin Charles Steele VA Clinic |
1766 Majestic Lane Billings, MT 59102 6759
1.00
| 3003 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 3004 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 3005 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 4001 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 4002 |
| SHIP TO: |
| Benjamin Charles Steele VA Clinic |
1766 Majestic Lane Billings, MT 59102 6759
1.00
| 4003 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 4004 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
| 4005 |
| SHIP TO: |
| Ft. Harrison VA Medical Center |
3687 Veterans Drive Fort Harrison, MT 59636 1500
1.00
Page 1 of Page 1 of
B.4 STATEMENT OF WORK
Laser and Cryostat Service and Support Purpose The Contractor shall provide at contractor expense, full-service support, including preventive maintenance (PM), corrective maintenance, and system support for the equipment listed below. Services shall be performed at VA Montana Healthcare System facilities, including Fort Harrison VA Medical Center and Billings VA Clinic, in accordance with Original Equipment Manufacturer (OEM) specifications, regulatory requirements, and VA guidelines.
Services on the equipment include maintenance support, corrective maintenance repair, telephone support 8:00am-4:30pm local time M-F, provision of parts (comprehensive parts coverage), and service and modification as required due to safety or reliability. All OEM software updates shall be included.
Equipment Covered
• Alcon Centurian Vision System, SN: 1701880501X (Fort Harrison)
• Alcon Centurian Vision System, SN: 1401586901X (Billings)
• Lumenis Selecta Trio Laser, SN: 10262 (Fort Harrison)
• Leica CM1860 Cryostat, SN: 4250 (Fort Harrison)
• Leica CM1860 Cryostat, SN: 2912 (Fort Harrison) Scope of Services This is a non-personal services requirement. The Contractor, its employees, agents and subcontractors shall not be considered government employees for any purpose.
Contractor shall provide OEM-trained technicians to perform OEM-standard preventative and corrective maintenance on equipment in this SOW with defined responsibilities for parts and repair actions.
Contractor, at contractor expense shall provide all labor, travel, diagnostics, replacement parts for corrective and preventative maintenance, and the technical expertise necessary to maintain and service the listed devices. The Contractor is responsible for all charges and fees related to disposal.
Preventive Maintenance (PM) The Contractor shall provide one (1) onsite PM visit per equipment item per year, performed according to OEM guidelines. A detailed PM service report must be submitted to the COR within 15 calendar days.
Scheduling shall be coordinated with Contracting Officer Representative (COR) to minimize clinical impact.
Contractor shall provide/install any software updates, as they become available, for all equipment, at no additional cost.
Corrective Maintenance Corrective maintenance shall include:
• Troubleshooting and diagnosis
• Onsite repair actions
• Replacement of covered components
• Functional testing and verification
• Software-related corrections when applicable Contractor, at contractor expense, shall provide all parts required for preventative and corrective maintenance.
Corrective maintenance does not include major reconditioning, overhaul, upgrades, or excluded parts.
Reporting Contractor shall provide Service Reports for every service. Reports shall be transmitted electronically to the COR within 3 business days of work completion.
The Service Report shall document the following data legibly and in complete detail:
· Reason for visit
· Diagnostics completed
· Equipment serviced
· Parts replaced
· Tests performed
· Final operational status
· Technician name and credentials
The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in the equipment discovered and recommendation for repair/replacement. Additionally, Contractor shall identify any defects discovered that Contractor considers they are not responsible for under the terms of the contract.
Place of Performance Montana VA Health Care System 3687 Veterans Drive Fort Harrison, MT 59636 -1500
Benjamin Charles Steele VA Clinic 1766 Majestic Lane Billings, MT 59102 Contractor Responsibilities The Contractor shall maintain all equipment according to OEM specifications including calibration, electrical safety, and software requirements.
The Contract shall respond to *requests for service within two (2) business hours either by phone or electronic communication.
Technical Support Contractor shall provide technical support during support hours: *8:00 AM to 4:30 PM, Monday–Friday local time, excluding Federal Holidays.
*If after-hours support is required due to Contractor error, no additional cost will be charged to the VA.
Safety Standards The Contractor shall perform all safety, operational, and calibration checks according to OEM specifications. Work performed is subject to review or audit by the COR.
Additional Services Contractor shall ensure that covered equipment is left in proper operational condition after corrective or preventative maintenance is completed. All updates or retrofit actions must be documented.
Authorized Services Only services within this agreement are authorized. Non‑contract repairs require written approval from the CO or COR.
Upon contract commencement, the Contracting Officer will notify the Contractor in writing as to the COR assigned to this contract, and upon reassignment of a new COR, as applicable.
Contractor shall only respond to requests for service from the COR or the CO.
Any billing resulting from unauthorized service will not be paid by the government. The COR will evaluate the contractor’s performance in accordance with the performance standards included in the SOW.
Discontinuance of Service The Government reserves the right to terminate service on specific equipment that meets replacement criteria with 30-days written notice to the Contractor. In the event that equipment is discontinued, payment for services would be prorated accordingly.
Reconditioning Major reconditioning or non‑economical repairs are not included and may be procured separately by the Government.
Remedy or Rework Rework or Remedy is defined as performing the Service again until the Purpose of this PWS is achieved in full. This involves less than Satisfactory Service by the Contractor and as noted by the local VA POC. Rework or Remedy must occur within 3 business days of the notice of the rework or remedy requirement from the local VA POC and at no additional cost to the Government.
Inspection and Acceptance of Services:
The Government reserves the right to inspect in accordance with this PWS and the Contract. The only individual authorized to officially accept services is the local VA POC. While inspection of services may be delegated by the local VA POC and a shared responsibility with departmental management staff, the local VA POC is ultimately the only authorized individual to approve and accept services on behalf of the VA.
Subcontracting Subcontracting is permitted as long as regulatory requirements are met.
Parts Requirements
a. All replacement parts furnished under this agreement must be new OEM parts.
b. Removed parts become Government property unless otherwise approved by the COR.
c. Contractor shall be responsible for shipment of repair parts and substitute equipment at no expense to the government, with FOB destination terms applicable in these circumstances, and in favor of the VA Medical Center at this location.
Test Equipment The Contractor is responsible for supplying all necessary equipment to complete work in accordance with OEM standards. The VA shall not provide diagnostic tools, test equipment, or specialized instruments required to perform contracted services.
Contractor Furnished Equipment/Service Manuals/Tools The VAMC shall not provide tools, (test) equipment, service manuals or service diagnostic software to the contractor. The contractor shall obtain, have on file, and make available to its FSE's all operational and technical documentation (such as; operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the CO upon request.
Post Award Conference Upon award, the CO may schedule an orientation conference with the Contractor to review contract requirements, performance standards, administrative procedures, and points of contact.
Hazard Communication Statement The Contractor shall be responsible for ensuring compliance with all VA hazard communication policies when working in areas containing hazardous chemicals. This includes:
· Coordination with exposure zone supervisors
· Maintaining Material Safety Data Sheets (MSDS)
· Proper labeling and storage of chemicals
· Ensuring contractor staff possess appropriate PPE
· Compliance with OSHA and VA regulations
Contractors must also brief their personnel and subcontractors on hazard communication requirements.
Parts Coverage and Explicit Exclusions Included Parts Coverage: Contractor shall provide the following parts when needed for Corrective and Preventative Maintenance:
• Standard mechanical and electrical components necessary to restore normal operation
• OEM approved wear components (except those listed under exclusions)
• OEM firmware/software provided specifically for corrective operation
Excluded Parts (Not Covered):
The following items are not included:
1. Consumables and accessories, including but not limited to:
• Filters
• Ink cartridges
• Single use blades
• Any consumable laboratory supplies
2. Parts damaged due to customer misuse or neglect, including:
• Liquid intrusion not caused by equipment defect
• Improper operation by non-authorized personnel
3. Environmental or external damage, including:
• Electrical surges
• Storm damage
• Water damage
4. Upgrades or enhancements, including:
• Optional OEM software packages
• Hardware upgrades or performance enhancements
| 5. | Non-OEM parts or modifications |
| 6. | Major component replacements where repair is not economically feasible |
• Repairs requiring excluded parts will require separate VA funding approval.
Service Calls Unscheduled service should be conducted at no additional cost, 8:00 AM to 4:30 PM, Monday–Friday local time, excluding Federal Holidays.
The Contractor must respond to service calls within two business days of notification and return call within 6 hours.
Non-emergent service (machine still able to run with no increased patient risk) should be available, with a technician onsite at location, within 72 hours’ notice from the COR.
If support call for repair service is deemed mission-critical, contractor will be on-site performing corrective action response to service calls within 48 hours of notice from COR, barring special circumstances.
Technical phone support shall be available 8:00 AM to 4:30 PM, Monday–Friday local time, excluding Federal Holidays at no additional charge.
Facility Access Contractor shall follow VA HCS facility access procedures including checkin/checkout as detailed by the COR. Prior to commencement of, and immediately after each service visit, the Contractor or his authorized repair technician must check in and out with the VA HCS COR (during normal working hours). Contractor will be required to obtain contractor badges provided by the VA HCS.
Contractor Submittals Within fifteen calendar days after award date, but not later than performance of the first servicing of equipment, the Contractor will furnish two (2) copies of its preventive maintenance procedures manual which will be used during the preventive maintenance services of this contract to the Contracting Officer. These manuals are required by the Government as a condition of the facility's TJC accreditation and must be received before any invoice can be certified for payment.
Protection from Damage Contractor shall provide all labor, materials, and equipment necessary for protection of VA personnel, furnishings, equipment and buildings from damage, and will replace or repair any damage due to work performed under this contract equal to its original quality.
Conformance Standards Contractor shall ensure that their services, staff and equipment used in the performance of this contract conform and comply with the latest industry service standards, information, guidance, regulations and publications of the following:
1) AAMI-ANSI ST-79:2010 Part 7.7 standards (Servicing and Repairs of Devices in the Health Care Facility). This can be obtained at http://www.aami.org/publications/standards/st79.html
2) IAHCSMM - International Association of Healthcare Central Service Materiel Management
3) US FDA – US Food and Drug Administration
4) CDC – Centers for Disease Control and Prevention
5) CDRH – Center for Devices and Radiological Health
6) ISO (As a minimum: ISO 9001:2008 Certification and ISO 13485:2003 certification (medical devices))
7) ASQ – American Society for Quality
8) UL – Underwriters Laboratories
9) OSHA – Occupational Safety and Health Administration
Safety The Contractor must perform services in accordance with:
a) local, state and federal Occupational Safety and Health guidelines and legislation, to include Occupational Safety and Health Administration (OSHA), the American National Standards Institute (ANSI) safety guidelines, and any VA Medical Center Directives.
b) local, state and federal Fire and Safety legislation and guidelines, to include VA Medical Center directives and legislation on Fire and Safety.
c) all other Conformance Standards identified in this PWS
MEDICAL CENTER POLICIES
Each VA Medical Center has policies that are updated from time to time. The COR can provide more detailed information to the contractor of these upon commencement of the contract and throughout the term of the contract, as needed, especially policies regarding, parking, possession of weapons, cell phone use and photography as well as smoking on VA property. Violations of such policies may result in individual fines or citation answerable in the United States (Federal) District Court.
Performance Standards The table below defines the Performance Standards and Acceptable Levels of Performance associated with this effort. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).
| Performance Objective |
| Performance Standard |
| Acceptable Levels of Performance |
| A. Technical / Quality of Service |
| · Contractor shall provide service/support to equipment systems in accordance with the SOW and OEM specifications |
| 100% |
| B. Reliability |
| · All equipment covered by this contract shall be in optimum working condition at the completion of each contracted Period of Performance |
| 95% up time of equipment |
| C. Communication |
| · Contractor responds within 2 business hours to requests for service |
· Post visit reporting is completed timely.
90% of time
| D. Staffing |
| · Personnel possess necessary knowledge, tools, skills, and abilities to perform tasks. |
| Satisfactory or higher |
Acceptable Performance: The Government shall document positive or negative performance. Any report may become a part of the supporting documentation for any contractual action.
Unacceptable Performance: When unacceptable performance occurs, the COR shall work with the Contracting Officer (CO) inform the contractor. This will normally be in writing unless circumstances necessitate verbal communication. In any case, the COR shall document the discussion and place it in the COR file.
To assure that the contractor receives impartial, fair, and equitable treatment under this contract, the COR will work with the contractor to increase performance to an acceptable level. When the COR and CO determines formal written communication is required, the COR and CO shall prepare a Notification (Letter or Concern (LOC), Cure Notice, Show Cause Notice) and present it to the Contractor.
1. The contractor shall acknowledge receipt of the LOC Notice in writing.
2. The LOC will specify if the contractor is required to prepare a corrective action plan (CAP) to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The Notice will also state how long after receipt the contractor shall present this corrective action plan to the CO.
3. The Government shall review the contractor's corrective action plan to determine acceptability.
Any Notice may become a part of the supporting documentation for any contractual action deemed necessary by the CO.
General Information Security Requirements The Contractor, its personnel, and any subcontractors (if ever authorized) shall comply with all Federal laws, VA directives, regulations, and policies related to safety, and information security and privacy. This includes requirements equivalent to those governing VA personnel regarding access, handling, protection, and disclosure of VA information systems and data.
The Contractor shall protect all VA-sensitive information encountered during service activities and ensure that no copies, extracts, or transmissions occur except as required for contract completion.
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. |
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. |
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. |
SECURITY INCIDENT INVESTIGATION
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