Audit and Change Monitoring Solution Requirements.pdf

Request for Information Audit and Change Monitoring Solution Requirements

INTRODUCTION

The Department of Veterans Affairs (VA) is seeking a partner with deep expertise and proven experience in deploying, operating, and managing enterprise-level auditing and change monitoring solutions. The prime contractor, not a subcontractor, must demonstrate a strong track record in implementing secure, scalable, and compliant systems that provide real-time visibility into changes across complex Information Technology (IT) environments. Request for Information (RFI) invites vendors to submit their capabilities and proposed approaches for delivering a comprehensive Audit and Change Monitoring Solution that supports the VA’s operational, security, and compliance objectives.

VA’s Office of Information and Technology, within the Infrastructure Operations pillar, requires a robust solution to monitor and audit changes across a wide range of systems, including identity and access management platforms, file systems, databases, cloud services, and collaboration tools. The selected partner shall provide full lifecycle support for the solution, including deployment, configuration, integration, monitoring, and ongoing operations — with coverage during business hours, after-hours, weekends, and Federal holidays.

DESIRED OUTCOMES INCLUDE:

• Real-time detection and alerting of changes to configurations, permissions, and sensitive data.

• Centralized, tamper-resistant audit logging with long-term retention and secure access controls.

• Enhanced visibility into user and administrative activity across hybrid and multi-cloud environments.

• Seamless integration with existing VA security and compliance frameworks, including

Security Information and Event Management (SIEM) platforms.

• Proactive risk mitigation through automated response capabilities and forensic-level audit trails.

REQUIRED CAPABILITIES INCLUDE:

• Ability to track and control Administrator behavior in Active Directory and Entra ID

• Deep expertise in enterprise auditing and change monitoring technologies.

• Experience with auditing identity systems (e.g., Active Directory), file servers, databases, and cloud platforms.

• Ability to track and report on privileged access, group policy changes, and configuration drift.

• Support for compliance with Federal Information Security Modernization Act

(FISMA), Health Insurance Portability and Accountability Act, National Institute of Standards and Technology (NIST), and VA-specific regulatory requirements.

• Role-based access control, encryption, and secure log forwarding capabilities.

• Integration with incident response workflows and change management processes.

PERFORMANCE MEASURES INCLUDE:

• Meeting or exceeding Service Level Agreements (SLA) for alerting, reporting, and issue resolution.

• Ensuring 99.9% availability of the monitoring platform.

• Maintaining current software versions and threat intelligence feeds.

• Providing continuous monitoring, documentation, and proactive communication.

• Full compliance with VA change control processes and regular performance evaluations.

BACKGROUND

HARDWARE

VA operates a complex and distributed IT infrastructure supporting a wide range of mission-critical applications and services. This environment includes enterprise servers, domain controllers, file servers, application servers, and networked storage systems located across multiple VA data centers and field offices. The infrastructure supports both physical and virtualized systems, with a mix of Windows, Linux, and other operating systems.

SOFTWARE

VA utilizes a diverse set of software platforms and enterprise applications that require continuous monitoring for configuration changes, access control modifications, and system-level events. These include identity and access management systems (e.g., Active Directory), email and collaboration platforms, file systems, databases, and custom-built applications. A comprehensive list of monitored systems and software components will be provided as an attachment in the final solicitation.

AUDIT SCOPE

The VA requires a solution that can monitor and audit changes across all critical systems, including but not limited to:

• User and group modifications

• Privileged access changes

• File and folder permission changes

• Group Policy Object (GPO) changes

• System configuration changes

• Application-level changes

• Authentication and access events

SERVICES/LABOR

The VA currently supports its auditing and monitoring needs through a combination of VA full-time employees and contractor staff. Most personnel operate in a remote capacity, with the ability to provide on-site support when necessary for system upgrades, incident response, or hardware-related interventions.

TOUR OF DUTY

Category Description

Day Shift 8:00 AM – 4:30 PM, based on the contractor’s local time zone

Normal Business Hours

Monday–Friday, excluding Federal Holidays

Call Back As requested, in the event support is needed outside of normal hours

After Hours All hours outside of normal business hours, including weekends and holidays

Holidays Federal Holidays as published by the U.S. Government

Location All support personnel must be U.S.-based

DESIRED OUTCOMES

Provide a comprehensive, enterprise-grade Audit and Change Monitoring Solution to manage all software, services, and operational support for VA’s current and future auditing needs. Performance is required during normal business hours with callback support for after-hours and critical events.

1) System Monitoring and Audit Logging (Normal Business Hours with Callback)

The Contractor shall:

• Ensure 24x7x365 availability of the audit and monitoring platform with 99.9% uptime, with no unplanned outages affecting log collection or alerting.

• Resolve customer issues and requests within 1 business day using VA’s ticketing system (currently ServiceNow), with callback support as needed.

• Maintain audit logging infrastructure at peak efficiency through tuning, configuration management, and proactive issue resolution.

• Ensure all software and hardware components are compliant with VA security and operational standards, with upgrades coordinated to avoid downtime.

• Ensure seamless integration with VA systems, including identity platforms, file servers, databases, and enterprise applications.

• Provide and maintain up-to-date documentation of system configurations, audit policies, and operational procedures.

• Support and maintain the existing Authority to Operate (ATO) for the audit solution.

2) Performance Tuning and Optimization (Normal Business Hours with Callback)

• Ensure audit and monitoring tools operate efficiently, with no delays in event collection, correlation, or alerting.

• Use performance monitoring tools and automation to maintain system responsiveness and minimize resource consumption.

• Continuously assess and optimize system configurations to support high-volume environments without data loss or performance degradation.

3) Change Tracking and Event Correlation (Normal Business Hours with Callback)

The Contractor shall:

• Ensure all tracked changes (e.g., user access, configuration changes, file modifications) are captured and logged in real time.

• Provide immediate support for customer requests related to change tracking, including custom reports or alert configurations.

• Ensure all monitored systems are properly onboarded and configured to support full visibility into user and system activity.

4) Security Administration and Access Control (Normal Business Hours with Callback)

The Contractor shall:

• Provide 24/7/365 virtual support to strengthen the security posture of the audit and monitoring environment.

• Ensure access to the audit platform follows the principle of least privilege, with role-based access controls and audit trails for all administrative actions.

• Align all access control and security policies with VA and Federal regulatory standards (e.g., FISMA, NIST).

• Establish and maintain a clear incident management process, including timely and accurate reporting of security incidents.

• Update security procedures regularly to reflect evolving threats and compliance requirements.

• Respond to access control issues within two hours during normal business hours and callback periods.

5) Software Procurement, Tracking, Installation, and Administration

• Procure, install, and maintain all software components required for the audit and monitoring solution.

• Validate and track software usage in coordination with VA application owners and IT stakeholders.

• Reconcile software licenses with original equipment manufacturers and VA customers to ensure compliance and cost efficiency.

• Ensure all software tools are compatible with VA’s enterprise systems and meet Technical Reference Model (TRM) approval requirements.

• Provide scalability to support additional software tools or remove those no longer needed.

• Conduct regular analysis of software usage and optimization levels, identifying opportunities to reduce redundancy and improve performance.

6) Program Management, Integration, and Optimization

The Contractor shall provide:

• Expert-level knowledge in the configuration and integration of enterprise audit and monitoring tools across diverse environments.

• Experience writing and managing custom audit rules, filters, and alerting policies tailored to VA’s operational needs.

• Comprehensive understanding of log management, event correlation, and forensic analysis techniques.

• Expertise in integrating with SIEM platforms, identity systems (e.g., Active Directory), and endpoint security tools.

• Proficiency in scripting and automation (e.g., PowerShell, Python) to support custom reporting and alerting workflows.

• Strong communication and collaboration skills to work effectively with VA teams and stakeholders.

• Experience with security software, including access control systems and SIEM platforms.

• Knowledge of Federal audit requirements and the ability to provide evidence of security controls during audits or compliance reviews.

• Experience managing digital certificates, keyrings, and secure communications protocols.

7) Performance Measures

• Ensure 99.9% uptime of the audit and monitoring infrastructure that supports VA’s enterprise systems.

• Resolve and close service tickets within the agreed SLAs, using VA’s ticketing system (currently ServiceNow).

• Maintain all deployed software at current and supported levels, applying patches and updates in accordance with VA change control procedures.

• Provide continuous monitoring of key systems, including identity and access management platforms, file systems, and databases, with real-time alerting for unauthorized or anomalous changes.

• Create and maintain a centralized knowledge repository of documentation and Standard Operating Procedures (SOPs). All documentation remains the property of the Department of Veterans Affairs.

• Monitor progress against agreed-upon milestones and timelines, and provide regular updates to VA stakeholders.

• Periodically review the project schedule and discuss accomplishments, planned activities, and any issues or risks that may impact task objectives.

• Identify and proactively mitigate potential issues that could affect contract performance or mission outcomes.

• Conduct regular meetings or conference calls with VA to review schedule adherence, work quality, and performance metrics.

• Maintain open and transparent communication to address concerns, escalate issues, and ensure alignment with VA goals.

• Keep detailed records of all monitoring activities, including progress reports, inspections, and communications.

8) Monitoring and Evaluation

• Adhere to the VA’s established change control process for all system, software, and configuration changes.

• Conduct periodic performance and quality review meetings with VA stakeholders to ensure alignment with mission objectives.

• Provide timely and clear communication regarding any issues, risks, or deviations from expected performance.

• Establish and maintain an escalation process for unresolved or high-impact issues.

9) Forecasted Deliverables

The Contractor shall provide the following deliverables on a recurring or as-needed basis:

• Monthly Ticket Resolution Report – Summary of ServiceNow ticket activity, including resolution timelines, troubleshooting steps, and outcomes.

• Monthly Audit Efficiency Report – Details of tuning and optimization efforts to ensure peak performance of the audit and monitoring solution.

• Compliance and Upgrade Documentation – Records of all software/hardware compliance activities and upgrade coordination.

• Integration Documentation – Evidence of successful integration with VA systems and confirmation of compatibility with existing infrastructure.

• Procedures and SOPs – Up-to-date documentation of all procedures, processes, configurations, and SOPs.

• ATO Maintenance Documentation – Documentation supporting the maintenance of

ATO, including evidence of compliance with security controls.

• Monthly Performance Monitoring Report – Overview of monitoring tools and automation used to ensure system uptime and performance.

• Change Activity Log – Monthly log of all tracked changes, including user actions, system modifications, and access control events.

• Monthly Resource Utilization Report – Analysis of system resource usage and allocation related to audit and monitoring activities.

• Support Availability Report – Documentation of 24/7/365 support availability, including response times and support logs.

• Security Incident Reports – Reports detailing any security incidents, including root cause analysis, response actions, and resolution timelines.

• Compatibility Documentation – Verification that all software tools are compatible with VA’s enterprise systems and environments.

• Scalability Plans – Documentation outlining the ability to scale the solution, add or remove components, and adapt to evolving VA needs.

• Audit Rule and Policy Documentation – Documentation of audit rules, filters, and policies implemented to meet VA’s monitoring objectives.

• Monthly Uptime Report – Demonstration of system uptime, with supporting metrics to validate 99.9% availability.

• Monitoring Reports – Continuous monitoring reports for key systems, including identity platforms, file systems, and databases.

• Monthly Progress Report – Summary of accomplishments, milestones achieved, upcoming activities, and any identified risks or issues.

• Software Inventory Report – Detailed inventory of all software in use, including license types, keys, support levels, and compliance with VA’s TRM.

• Software Optimization Report – Analysis of software usage, identification of redundant tools, and recommendations for consolidation or efficiency improvements.