PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

VA Central Office (VACO), National Capital Region (NCR)

Physical Access Control Systems (PACS) Maintenance

Date: June 3, 2026

VA-26-00045201

PWS Version Number: 1.3

Contents

1.0 BACKGROUND

2.0 APPLICABLE DOCUMENTS

3.0 SCOPE OF WORK

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

4.2 PLACE OF PERFORMANCE

4.3 TRAVEL

5.0 SPECIFIC TASKS AND DELIVERABLES

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

5.1.2 KICKOFF MEETING

5.1.3 REPORTING REQUIREMENTS

5.1.4 PRIVACY AND HIPAA TRAINING

5.1.5 CONTRACTOR PROJECT MANAGEMENT

5.1.5.1 CONTRACT TECHNICIANS

5.1.5.2 CONTRACTOR IDENTIFICATION AND ATTIRE

5.2 PACS MAINTENANCE

5.2.1 INITIAL PACS ASSESSMENT

5.2.2 PACS INVENTORY ASSESSMENT

5.2.3 PHYSICAL MAINTENANCE

5.2.4 SOFTWARE AND SYSTEMS ADMINISTRATION

5.2.5 PREVENTATIVE MAINTENANCE

5.2.5.1 PREVENTATIVE MAINTENANCE CHECKLISTS

5.2.6 INSPECTION REQUIREMENTS

5.2.7 REMEDIAL MAINTENACE

5.2.7.1 WORK ORDERS, INCIDENT REPORTING AND REPAIR TRACKING ... 28

5.2.8 EMERGENCY REMEDIAL MAINTENANCE

5.2.8.1 SPECIAL CONDITIONS

5.3 VIRTUAL MAINTENANCE

5.4 OPTION YEARS 1-4

5.5 PHYSICAL RELOCATIONS/RENOVATIONS – OPTIONAL TASK 1

5.6 MODERNIZATION MAINTENANCE – OPTIONAL TASK 2

6.0 GENERAL REQUIREMENTS

6.1 ENTERPRISE AND IT FRAMEWORK

6.1.1 VA TECHNICAL REFERENCE MODEL

6.1.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS

6.1.3 FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM)

6.1.4 INTERNET PROTOCOL VERSION 6 (IPv6)

6.1.5 TRUSTED INTERNET CONNECTION (TIC)

6.1.6 STANDARD COMPUTER CONFIGURATION

6.1.7 VETERAN FOCUSED INTEGRATION PROCESS (VIP) AND PRODUCT LINE

MANAGEMENT (PLM)

6.1.8 PROCESS ASSET LIBRARY (PAL)

6.1.9 AUTHORITATIVE DATA SOURCES

6.1.10 SOCIAL SECURITY NUMBER (SSN) REDUCTION

6.1.11 SOFTWARE AND LICENSING REQUIREMENTS

6.1.12 GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS

6.1.12.1 AI SYSTEM/LLM DEVELOPMENT AND OPERATION DOCUMENTATION

REQUIREMENTS

6.1.12.2 MONITORING, REPORTING, AND CORRECTIVE ACTION

6.1.12.3 AI MODEL UPDATES AND CHANGE DISCLOSURES

6.2 SECURITY AND PRIVACY REQUIREMENTS

6.2.1 POSITION/TASK RISK DESIGNATION LEVEL(S)

6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

6.3 METHOD AND DISTRIBUTION OF DELIVERABLES

6.4 PERFORMANCE METRICS

6.5 FACILITY/RESOURCE PROVISIONS

6.6 GOVERNMENT FURNISHED PROPERTY

6.7 SHIPMENT OF HARDWARE OR EQUIPMENT

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/ PRIVACY

LANGUAGE

1.0 BACKGROUND

The Department of Veterans Affairs (VA), VA Central Office (VACO), National Capital Region strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

Homeland Security Presidential Directive 12 (HSPD-12) requires federal agencies to issue secure and reliable identification to all Employees and Contractors. Federal Information Processing Standards (FIPS) Publication 201-1/2/3 Personal Identify Verification (PIV) of Federal Employees and Contractors, issued by The National Institute of Standards and Technology (NIST), establishes many of the technical specifications for smart cards that respond to this requirement and the card used for physical and logical access.

On February 3, 2011, the Office of Management and Budget (OMB) released Memorandum 11-11 (OMB M-11-11), Continued Identification of Homeland Security Presidential Directive (HSPD) 12, that requires all Federal agency systems be enabled to use PIV credentials in accordance with NIST guidelines. OMB directs agencies to use PIV badges in daily operations and integrate centrally managed PIV with the Physical Access Control Systems

(PACS).

The requirement to provide a reliable and robust level of security for people in federal buildings is rooted in the mandates of HSPD-7 and various other federal, state, and local directives. This security mandate also extends to the protection of workforce, assets, building, property and information. PACS are meant to be a holistic, integrated system of systems that provide compliant protection in a multitiered approach.

The primary focus of this PWS is the proactive and preventive maintenance of the PACS deployed throughout the National Capital Region (NCR) at the 11 facilities identified in Appendix B. Appendix B identifies a total of 13 locations; however, two locations—Little Rock, Arkansas, and Richmond, Virginia—are located outside the NCR and shall receive remote troubleshooting support only. No on-site maintenance services are required at these locations unless specifically authorized by the Government.

2.0 APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. “Federal Information Security Modernization Act of 2014”

2. Federal Information Processing Standards (FIPS) Publication 140-3, “Security

Requirements for Cryptographic Modules”, March 22, 2019

3. FIPS Pub 199. “Standards for Security Categorization of Federal Information and

Information Systems,” February 2004

4. FIPS Pub 200, “Minimum Security Requirements for Federal Information and

Information Systems,” March 2006

5. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and Contractors,” January 2022

6. 10 U.S.C. § 2224, "Defense Information Assurance Program", as amended

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461 (P.L. 109-461), Veterans Benefits, Health Care, and

Information Technology Act of 2006, as amended, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”, as amended

10. VA Directive 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

12. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and

Guidelines,” as amended

14. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

15. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed

Services (CHAMPUS)”, as amended

16. NIST SP 800-66 Rev. 2, “Implementing the Health Insurance Portability and

Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide,” February 2024

17. 45 C.F.R Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 C.F.R. Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); as amended

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021 (see VA

NOTICE 24-18, dated September 27, 2024, “Update to VA Directive 6500 Cybersecurity Program”, and VA Notice 25-07, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 (see VA Notice 25-01, dated October 15, 2024, “Update to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program”, and VA Notice 25- 06, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”, VA Notice 25-16, dated September 15, 2025, “Amending VA Handbook 6500 to Replace Enterprise Mission Assurance Support Services Tool With Office of Information Technology Governance Risk Compliance Tool, and VA Notice 25-17, dated September 22, 2025, “Rescission Of Office Of Information Security (OIS) Deputy Assistant Secretary (DAS) Memorandum – Requirements of Proper Plan of Action and Milestones (POA&M) Completion)

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (see VA Notice 24-12, dated April 22, 2024, “Update to VA Handbook 6500.6, Contract Security, Appendix C VA Information and Information System Security/Privacy Language For Inclusion Into Contracts, As Appropriate”) https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs http://www.va.gov/vapubs

24. VA Handbook 6500.8, “Information System Contingency Planning,” March 25,

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018 (see VA NOTICE 25-10, dated June 9, 2025, “Use of Personally Owned Mobile Devices Policy Amendment of Department of Veterans Affairs Handbook 6500.10”, and VA Notice 25-15, dated August 22, 2025, “Update to VA Handbook

6500.10 Mobile Device Security Policy”)

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), OIT Process Asset Library.

28. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

29. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy

Impact Assessment,” October 15, 2014

30. VA Directive 6510, “VA Identity, Credential and Access Management,” September

3, 2024

31. VA Handbook 6510, “VA Identity, Credential and Access Management,”

September 27, 2024

32. VA Directive and Handbook 6513, “Secure External Connections,” October 12,

33. VA Directive 6300, “Records and Information Management,” September 21, 2018

34. VA Handbook, 6300.1, “Records Management Procedures,“ March 24, 2010

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and Organizations: A System Life Cycle Approach for Security and Privacy,” December 2018

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

37. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

38. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

39. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

41. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

42. Federal Identity, Credential, and Access Management (FICAM) Architecture, June 30, 2023 (FICAM Architecture (idmanagement.gov))

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access,“ June 2018

44. NIST SP 800-63 Rev 4, 800-63A-4, 800-63B-4, 800-63C-4, “Digital Identity Guidelines,” August 1, 2025

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514) https://digital.va.gov/process-asset-library/ https://www.va.gov/trm/TRMHomePage.aspx https://www.idmanagement.gov/arch/#:~:text=FICAM%20is%20the%20federal%20government%E2%80%99s%20enterprise%20approach%20to,identity%20processes%2C%20practices%2C%20policies%2C%20and%20information%20security%20disciplines.

https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514

47. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

48. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

49. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

50. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

51. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008

52. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (P.L.

110–140), December 19, 2007

53. Section 104 of the Energy Policy Act of 2005, (P.L. 109–58), August 8, 2005

54. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2,

55. Executive Order 14148, “Initial Rescissions of Harmful Executive Orders and

Actions,” dated January 20, 2025

56. VA Directive 0057, “VA Environmental Management Program,” October 25, 2022

57. OIS VAIQ #7424808 Memorandum, “Remote Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

58. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

59. “Veteran Focused Integration Process (VIP) Guide 4.0,” March 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

60. VA Memorandum “Proper Use of Email and Other Messaging Services,” January

2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

61. “Product Line Management Transformation Playbook” version 3.1, August 2023, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

62. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

63. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol

Version 6 (IPv6),” November 19, 2020

64. Social Security Number (SSN) Fraud Prevention Act of 2017

65. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

66. C.F.R Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, as amended

67. Executive Order 14028, “Executive Order on Improving the Nation's

Cybersecurity,” May 12, 2021, https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/

68. OMB Memorandum M-22-09, “Moving the U.S. Government Toward Zero Trust Cybersecurity Principles”, January 26, 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf.

69. NIST SP 800-52 Revision 2, “Guidelines for the Selection, Configuration, and Use of Transport Layer Security (TLS) Implementations

70. OMB M-26-05, “Adopting a Risk-based Approach to Software and Hardware Security,” January 23, 2026

71. OMB M-21-31, “Improving the Federal Government’s Investigative and Remediation Capabilities Related to Cybersecurity Incidents,” August 27, 2021 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.cisa.gov/publication/tic-30-core-guidance-documents https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946 https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf

72. NIST SP 800-88 Revision 1 “Guidelines for Media Sanitization,” December 2014

73. CISA Binding Operational Directive (BOD) 19-02: “Vulnerability Remediation

Requirements of Internet-Accessible Systems,” April 29, 2019, BOD 19-02:

Vulnerability Remediation Requirements for Internet-Accessible Systems | CISA

74. CISA BOD 22-01: “Reducing the Significant Risk of Known Exploited Vulnerabilities,” November 3, 2021, BOD 22-01: Reducing the Significant Risk of Known Exploited Vulnerabilities | CISA

75. CISA BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks.” Cybersecurity & Infrastructure Security Agency (CISA), BOD 23-01:

Improving Asset Visibility and Vulnerability Detection on Federal Networks | CISA

76. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, June 03, 2019

77. VA Memorandum, “VA Security Controls,” January 17, 2025, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010

78. E.O. 13960, “Promoting the Use of Trustworthy Artificial Intelligence in the Federal Government,” December 3, 2020

79. E.O. 14319, “Preventing Woke AI in the Federal Government,” July 23, 2025

80. OMB Memorandum M-25-21, “Accelerating Federal Use of AI through Innovation, Governance, and Public Trust,” April 3, 2025

81. OMB Memorandum M-25-22, “Driving Efficient Acquisition of Artificial Intelligence in Government,” April 3, 2025

82. OMB Memorandum M-26-04, “Increasing Public Trust in Artificial Intelligence (AI)

Through Unbiased AI Principles,” December 11, 2025

83. HSPD-7 - Homeland Security Presidential Directive 7

84. National Defense Act of 2019

85. OMB issued 19-17 GSA Approved Product List (APL)

86. FIPS 201-1 - Personal Identity Verification (PIV) of Federal Employees and

Contractors

87. SP 800-73 - Interfaces for Personal Identify Verification

88. SP 800-116- A Recommendation for the Use of PIV Credentials in Physical

Access Control Systems (PACS)

89. Technical Specifications for Construction and Management of Sensitive

Compartmented Information Facilities ICD 705 Tech Spec-for ICD/ICS 705

90. The National Fire Protection Association [Codes and Standards]

91. VA Directive 6008 Acquisition and Management of VA Information Technology

Resources

92. VA Physical Access Control Systems (PACS) Requirements

93. VA Master Construction Specifications:

a. 28 13 00 Physical Access Control System (PACS)

b. 28 13 16 Physical Access Control System and Database Management

c. 01 00 00 General Requirements

d. 28 05 00 Common Work Results for Electronic Safety and Security

e. 28 05 13 Conductors and Cables for Electronic Safety and Security

f. VA Directive 0730 Appendix B (current version)

g. VA Physical Security Design Manual (current version)

94. Federal Funding Accountability and Transparency Act (FFATA) [2006] https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010 https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-21-Accelerating-Federal-Use-of-AI-through-Innovation-Governance-and-Public-Trust.pdf https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-22-Driving-Efficient-Acquisition-of-Artificial-Intelligence-in-Government.pdf https://www.whitehouse.gov/wp-content/uploads/2025/12/M-26-04-Increasing-Public-Trust-in-Artificial-Intelligence-Through-Unbiased-AI-Principles-1.pdf?_bhlid=c0113a16495d987bc33f63e3dccf35c28d6bfd15

3.0 SCOPE OF WORK

The Contractor shall provide all labor, supervision, tools, equipment, materials, and transportation necessary to perform preventive, remedial, and corrective maintenance for the Physical Access Control System (PACS) at multiple NCR VACO locations, including PACS components installed within Sensitive Compartmented Information Facilities (SCIFs).

Services shall include troubleshooting, repair, replacement, testing, and restoration of inoperative or malfunctioning PACS equipment, hardware, software, and all associated Security System administrative functions to ensure continuous operability and performance across all supported locations.

The Contractor shall also provide support for Program Management Office (PMO)– and Contracting Officer’s Representative (COR)–directed PACS modernization efforts. These efforts include installation, configuration, upgrade, and replacement of PACS‑related equipment, hardware, and software, including systems located in SCIF spaces. All work performed within SCIFs must comply with applicable security policies, access requirements, accreditation conditions, and any Government‑provided SCIF‑specific procedures.

4.0 PERFORMANCE DETAILS

4.1 PERFORMANCE PERIOD

The Period of Performance (PoP) shall be a base period of 12 months from the date of award with 4 Option Years and 2 Optional Tasks. The overall Period of Performance shall not exceed 60 months.

Any work at the Government site shall not take place on Federal holidays or weekends unless directed by the Contracting Officer (CO).

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25

If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November

4.2 PLACE OF PERFORMANCE

Tasks under this PWS shall be performed in VA facilities located at the facilities detailed in Appendix B. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

4.3 TRAVEL

The Government anticipates travel within the National Capital Region (NCR) will be required to perform the tasks associated with the effort, as well as to attend program-related meetings or conferences throughout the PoP. The Contractor shall include all travel-related costs in its firm-fixed-price contract line items. Travel costs will not be separately reimbursed by the Government.

The Contractor shall provide all transportation necessary to perform work at the locations identified in this contract. Travel may be required between VA-owned and leased facilities throughout the NCR and surrounding areas. The Contractor shall be responsible for determining and providing the appropriate means of transportation necessary to meet all contract requirements and performance standards.

For proposal pricing purposes, Contractors should anticipate routine travel among all covered NCR locations during normal business operations.

5.0 SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

5.1 PROJECT MANAGEMENT

5.1.1 CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall deliver a Contractor Project Management Plan (CPMP) that lays out the Contractor’s approach, timeline, and tools to be used in execution of the contract. The CPMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks, and resource support. The CPMP shall also include how the Contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline CPMP shall be concurred upon and updated in accordance with Section B of the contract. The Contractor shall update and maintain the VA Program Manager (PM) approved CPMP throughout the PoP.

Deliverable:

A. Contractor Project Management Plan

5.1.2 KICKOFF MEETING

The Contractor shall conduct an initial kickoff meeting within 10 business days of the PoP start date. The purpose of this meeting is to ensure all stakeholders have a mutual understanding of project objectives, key deliverables, technical requirements, contract milestones, and communication protocols. The Contractor shall develop an agenda, in coordination with the COR) and provide it to the Government at least three (3) business days prior to the meeting. At a minimum, the meeting shall address the following topics:

• Introduction of key Government and Contractor personnel, including roles and responsibilities.

• Review of the contract scope, including all deliverables, milestones, and required performance standards.

• Overview of the CPMP, schedule, and risk management approach.

• Discussion of site access requirements, including background investigations, badging, and security protocols for all personnel.

• Outline of technical requirements specific to the Physical Access Control System, including integration with existing systems and compliance requirements (e.g., Federal Identity, Credential, and Access Management (FICAM), VA directives).

• Review of communication procedures, escalation protocols, and regular meeting schedules (such as weekly status meetings and reports).

• Discussion of project documentation, change management, and quality assurance processes.

• Identification and discussion of any constraints, dependencies, or potential risks known at project initiation.

• Review of any immediate action items and the plan for follow-up.

The Contractor shall prepare and submit written meeting minutes, including an action item log and attendance list, to the Government for review and approval within five (5) business days following the kickoff meeting.

5.1.3 REPORTING REQUIREMENTS

The Contractor shall provide the COR with Weekly Progress Reports in electronic form in Microsoft Word and Project formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data is accurate and consistent. These reports shall reflect data as of the last day of the preceding Week.

The Weekly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the problems were resolved. If problems have not been completely resolved, the Contractor shall provide an explanation including their plan and timeframe for resolving the issue. The report shall also include an itemized list of all Information and Communication Technology (ICT) deliverables and their current Section 508 conformance status. The Contractor shall monitor performance against the CPMP and report any deviations. It is expected that the Contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues.

In addition to the Weekly Progress Report, the Contractor PM and team shall conduct virtual Weekly Status Meetings with the Government’s designated representatives throughout the contract PoP. The purpose of these meetings is to facilitate ongoing project oversight, enhance communication, and ensure alignment on all operational and technical aspects of the PACS maintenance and support activities. This established meeting shall cover:

• Summary of all open, closed, and pending work orders to include both software and hardware

• Status updates on the estimated delivery and installation of equipment and parts.

• Progress and status of ongoing software, database, or system maintenance tasks.

• Identification of issues, risks, and action items requiring Government or contractor attention.

• Schedule updates and milestone tracking, including any potential impacts to contract performance.

• Provide the Government with the PowerPoint briefing slides no later than one (1) business day prior to the meeting.

• Document attendees and key discussion points, and provide written meeting minutes, including an action item tracker, to the Government within two (2) business days after each meeting.

A. Weekly Progress Report

5.1.4 PRIVACY AND HIPAA TRAINING

The Contractor shall submit Talent Management System (TMS) training certificates of completion for VA Privacy and Information Security Awareness and Rules of Behavior Training and Health Insurance Portability and Accountability Act (HIPAA) training and provide signed copies of the Contractor Rules of Behavior in accordance with Section 9, Training, from Appendix C of the VA Handbook 6500.6, “Contract Security”.

Deliverables:

A. VA Privacy and Information Security Awareness and Rules of Behavior Training Certificate

B. VA HIPAA Certificate of Completion

5.1.5 CONTRACTOR PROJECT MANAGEMENT

The Contractor shall designate a Contractor PM who shall serve as the primary point of contact between the Contractor and the Government, including the CO, COR, and other authorized Government representatives. The Contractor shall provide the name, telephone number, and email address of the PM and at least one alternate in writing to the CO within five (5) business days after contract award and shall notify the CO and COR of any changes.

The PM shall be responsible for the overall management and performance of the contract, including personnel management, scheduling, quality control, communications, contract compliance, risk management, and coordination of contract activities. The PM or designated alternate shall be available during normal business hours (7 am - 4:30 pm) and shall be capable of participating in a virtual or telephone meeting with the CO or COR within one (1) business day of notification.

The Contractor shall ensure that all personnel assigned to the contract satisfy applicable VA personnel security, suitability, credentialing, background investigation, and network access requirements prior to performing work under the contract. Contractor personnel shall maintain all licenses, certifications, manufacturer authorizations, and training necessary to perform work on the systems covered by this contract and shall comply with all applicable Federal, state, local, and District of Columbia requirements.

Contractor personnel shall use Government-provided email accounts, when issued, for official communications with Government personnel related to contract performance unless otherwise authorized by the COR. The Government will provide workspace for on-site Contractor personnel at the VA Central Office, 810 Vermont Avenue NW, Washington, DC, as required for contract performance. Use of Government-furnished workspace shall be coordinated with the COR.

The Contractor shall maintain a sufficient number of qualified personnel to meet all contract requirements, response times, and service-level standards identified in this PWS, including the on-site staffing requirements specified in Section 5.1.5.

The Contractor shall be capable of providing personnel who possess an active Top Secret/Sensitive Compartmented Information (TS/SCI) clearance when access to a Sensitive Compartmented Information Facility (SCIF) is required to perform maintenance, troubleshooting, repair, replacement, installation, or testing of covered PACS equipment.

Such support is anticipated to occur infrequently and is estimated at approximately one occurrence every six (6) months for a duration not to exceed eight (8) hours per occurrence.

5.1.5.1 CONTRACT TECHNICIANS

The Contractor shall provide two (2) full-time, on-site Physical Access Control System (PACS) Technicians at the VA Central Office, 810 Vermont Avenue NW, Washington, DC 20420, during normal business hours, Monday through Friday, 7am - 4:30 pm, excluding Federal holidays unless otherwise directed by the Government.

The Contractor shall provide, at a minimum:

• One (1) Senior PACS Technician

• One (1) Associate PACS Technician

Both technicians shall possess active VA Personal Identity Verification (PIV) credentials and maintain all required access privileges necessary to perform work under this contract. The Contractor shall ensure that both technicians are available for emergency recall support outside normal business hours, including evenings, weekends, and Federal holidays, as required.

The Contractor shall be a current and authorized Value-Added Reseller (VAR) or team with a validated vendor for all PACS and security systems supported under this contract, including but not limited to Lenel OnGuard, Lenel SCIF, Victor Unified, Victor VideoEdge, LYNX, American Dynamics, and Lighthouse. The Contractor shall maintain all required VAR or manufacturer certifications necessary to perform system maintenance, troubleshooting, software updates, license management, and technical support.

The Senior PACS Technician shall possess:

• A minimum of five (5) years of experience installing, configuring, maintaining, and troubleshooting Physical Access Control Systems.

• Experience with PACS-related construction and installation activities, including door hardware, locking systems, access control panels, cameras, server racks, and associated low-voltage electrical components.

• Current Lenel Certified Associate (LCA) and Lenel Certified Professional (LCP) certifications.

• Certification as a locksmith or equivalent demonstrated experience with commercial locking and door hardware systems.

• Experience administering PACS software, credential enrollment, access-level management, system configuration, and system maintenance.

At least one of the two assigned technicians shall possess a current Certified Systems Engineer ICAM PACS (CSEIP) certification.

The Associate PACS Technician shall possess a minimum of two (2) years of experience supporting PACS operations, maintenance, administration, or related security technologies.

The Associate PACS Technician shall:

• Respond to and process Service Request Orders (SROs) received through Government-designated systems and mailboxes.

• Support customers, the COR, and Government Program Manager with day-to-day operational support.

• Assist in preparation of weekly status reports and other required contract deliverables.

• Maintain PACS databases and system records.

• Brief Government personnel regarding system issues, maintenance activities, scheduled outages, software updates, and database concerns.

Both technicians shall possess training and demonstrate proficiency in:

• PACS administration, installation, programming, and configuration.

• Windows-based operating environments.

• Operation of PACS systems within a FISMA-compliant environment; and

• Applicable PACS engineering principles and industry best practices.

Personnel shall maintain all manufacturer certifications necessary to support the systems covered by this contract, including Lenel PACS and LYNX emergency notification systems, as applicable.

5.1.5.2 CONTRACTOR IDENTIFICATION AND ATTIRE

Contractor personnel shall prominently display their Government-issued Personal Identity Verification (PIV) credential at all times while performing work at VA facilities, in accordance with VA security policies and local facility requirements.

In addition to the Government-issued PIV credential, Contractor personnel shall wear company identification that clearly identifies the individual as a Contractor employee.

Company identification may consist of a company-issued badge or professional attire displaying the Contractor’s company name or logo.

When performing installation, maintenance, repair, or construction-related activities, Contractor personnel shall wear and utilize all personal protective equipment (PPE) required by Occupational Safety and Health Administration (OSHA) regulations, manufacturer requirements, site-specific safety policies, and applicable Federal, state, and local safety standards. Required PPE may include, but is not limited to, protective eyewear, protective footwear, gloves, hearing protection, and high-visibility apparel, as applicable to the work being performed.

The Government reserves the right to require the removal and replacement of any Contractor employee who fails to comply with facility identification, security, safety, or professional appearance requirements.

5.2 PACS MAINTENANCE

The main objective of this contract is to provide preventive, corrective, and remedial maintenance services necessary to sustain the operational readiness, reliability, and performance of the PACS and associated equipment and software protecting VA-owned and leased facilities within the NCR as detailed in Appendix B. Of the 13 locations detailed in Appendix B, 11 are in the NCR and require the full maintenance detailed below. The other 2 locations, Richmond, Virginia and Little Rock, Arkansas, require virtual maintenance only, which is detailed in Section 5.3.

The Contractor shall perform routine inspections, testing, troubleshooting, maintenance, repair, and replacement of PACS components, equipment, and software to identify and address actual or potential failures, degraded performance, and end-of-life conditions before they result in system outages or reduced functionality. This requirement includes all PACS equipment installed within Sensitive Compartmented Information Facilities (SCIFs), and all work inside SCIFs shall be performed in compliance with SCIF access protocols, escort requirements, and Government-provided security procedures.

Maintenance activities shall include systematic evaluation of deployed PACS infrastructure, including hardware, software, devices, and associated components, to ensure continued system operability and compliance with applicable manufacturer specifications and VA requirements. SCIF-located PACS devices shall be evaluated with the same frequency and rigor as non-SCIF devices, subject to SCIF scheduling restrictions and any security-related limitations on documentation or equipment handling. The overall goal is to minimize system downtime, prevent major system failures through routine maintenance and inspection, and maintain PACS functionality throughout the period of performance. This effort is intended to sustain and maintain the existing PACS environment and does not include wholesale replacement or modernization of the complete system except as specifically directed elsewhere in Section 5.6.

Maintenance and repair activities shall restore affected systems to fully operational status using equivalent, compatible, manufacturer-supported, and compliant replacement parts and components installed in accordance with applicable industry standards, manufacturer recommendations and VA requirements.

The Contractor shall also provide training to designated government personnel to ensure proper enrollment, operation, and management of the PACS. When applicable, training shall include SCIF-specific PACS procedures, access rules, and operational constraints necessary to support secure access control within classified environments. Training shall be provided in person to five (5) government PACS staff and shall include an overview of the system, procedures for enrolling new users, and the configuration and management of access areas.

Limited software training shall also be provided to PMO and COR personnel, as needed, to support system operations and maintenance. Training shall be conducted once per year and additionally whenever there are major changes to the system, with each session lasting approximately one (1) hour. The Contractor shall provide all necessary instructional materials, a training agenda, and documentation of completion for all attendees. This training requirement ensures that government personnel are adequately prepared to operate and maintain the PACS system in support of the preventive, corrective, and remedial maintenance activities described above.

The Government reserves the right to relocate work performance locations within the NCR during the period of performance. Any such relocation shall be coordinated with the Contractor.

5.2.1 INITIAL PACS ASSESSMENT

The Contractor shall perform a comprehensive assessment of the VACO PACS environment within thirty (30) calendar days after contract award and submit an Initial PACS Assessment Report to the COR. The Assessment shall include a detailed evaluation of the operational condition, configuration, functionality, and supportability of all PACS hardware, software, communications infrastructure, and associated system components covered under this contract, including all PACS components located within SCIFs. Work performed in SCIFs shall comply with SCIF access procedures, escort requirements, and Government-provided security restrictions. The assessment shall identify existing deficiencies, operational concerns, configuration issues, unsupported components, cybersecurity concerns, and any conditions that may adversely affect system reliability or mission performance. The report shall include, at a minimum:

• Executive summary;

• System overview;

• Hardware inventory validation;

• Software inventory and licensing review;

• Identification of operational deficiencies;

• Identification of end-of-life or unsupported components;

• Immediate corrective action recommendations;

• Risk assessment and prioritization of findings; and

• Recommended maintenance and modernization considerations.

The Assessment shall be submitted electronically in PDF format. Final Assessment format shall be proposed by the Contractor and approved by the Government.

Deliverables:

A. Initial PACS Assessment Report

5.2.2 PACS INVENTORY ASSESSMENT

The Contractor shall conduct a comprehensive inventory of all PACS hardware, software, and supporting infrastructure within forty-five (45) calendar days following contract award and within forty-five (45) calendar days following any contract re-award. This inventory shall include all PACS and related components located within SCIF spaces, subject to SCIF documentation and handling requirements.

The inventory shall identify:

1. Software

• Software products in use;

• Version numbers;

• Licensing status;

• Support status;

• Software requiring updates or replacement; and

• Additional software requirements to ensure reliability and compliance.

2. Hardware

• Equipment location;

• Manufacturer;

• Model number;

• Serial number;

• Network connectivity or system relationship;

• Installation condition;

• Equipment age;

• End-of-life status;

• Components approaching replacement thresholds; and

• Recommended upgrades or replacements.

This Assessment shall include consumable or limited-life components such as batteries, power supplies, and storage devices. The Contractor shall provide an Initial PACS Assessment Report. This Report shall include a Microsoft Excel inventory database and a Microsoft Word summary report containing findings, observations, risks, and recommendations. Final report format shall be proposed by the Contractor and approved by the Government.

The Contractor shall submit a System Mitigation Report following contract award and annually thereafter. The Report shall analyze findings identified during the inventory and assessment activities and identify vulnerabilities, deficiencies, or conditions that could adversely affect system reliability, availability, security, compliance, or operational performance. This analysis shall explicitly include SCIF PACS components and any SCIF-unique constraints or risks affecting system sustainment or cybersecurity.

The System Mitigation Report shall:

• Describe each issue;

• Assess operational risk;

• Recommend corrective actions;

• Identify estimated remediation timelines;

• Prioritize actions based on risk and mission impact; and

• Identify issues requiring resolution within ninety (90) days.

The report shall be submitted in Microsoft Word format using a narrative structure consisting of issue identification, discussion, and recommended corrective actions.

Deliverables:

A. Annual Inventory Assessment B. System Mitigation Report

5.2.3 PHYSICAL MAINTENANCE

The Contractor shall provide preventive, corrective, remedial, and emergency maintenance services for all PACS hardware, field devices, communications infrastructure, and supporting equipment identified in this PWS and its appendices. This requirement includes all PACS components installed within SCIFs, and the Contractor shall perform SCIF maintenance in accordance with SCIF access rules, escort requirements, and any restrictions on tools, equipment, or electronic devices within classified areas. All maintenance, repair, replacement, installation, and testing activities shall be performed in accordance with manufacturer recommendations, applicable industry standards, VA requirements, and approved installation practices.

The Contractor shall maintain equipment and components including, but not limited to, the following systems and manufacturers:

1. Access Control Systems

• Lenel OnGuard access control systems

• Lenel intelligent system controllers

• Lenel reader interface modules

• Lenel input/output control modules

• HID card readers

• PIV-enabled card readers

• Door position switches

• Request-to-exit devices

• Electric strikes

• Electromagnetic locks (maglocks)

• Power supplies and backup power systems

• Control panel enclosures and cabinets

2. Video Surveillance Systems

• American Dynamics cameras

• Avigilon cameras

• Victor Unified Video Management System components

• Victor VideoEdge Network Video Recorders (NVRs)

• Associated camera mounting hardware and enclosures

3. Emergency Notification and Duress Systems

• Lynx emergency notification and duress system components

• AirPhone video intercom systems

• Associated alarm and detection devices

4. Physical Security Infrastructure

• Turnstiles and associated control devices

• Security system cabling

• Communications wiring

• Network switches and hubs supporting security systems

• Equipment racks and mounting hardware

• Batteries and backup power equipment

• Associated peripheral and supporting devices

The Contractor shall maintain all PACS equipment in a fully operational condition through inspection, testing, troubleshooting, repair, replacement, adjustment, calibration, and restoration activities. For SCIF-located equipment, these activities shall be coordinated with SCIF security personnel and performed in accordance with classification handling rules and operational constraints. Maintenance activities shall include the identification and correction of actual or potential failures, degraded performance conditions, damaged components, unsupported equipment, and end-of-life devices before such conditions result in service interruptions or system failures.

The Contractor shall furnish all labor, supervision, tools, equipment, transportation, materials, replacement parts, and other resources necessary to perform maintenance services under this contract unless otherwise specified by the Government. The Contractor shall be responsible for the proper handling, removal, recycling, and disposal of batteries, electronic waste, and replaced components in accordance with applicable environmental regulations and VA requirements.

The Contractor shall perform specialty maintenance, repair, replacement, installation, or reconfiguration services associated with PACS equipment and supporting infrastructure when directed by the COR and necessary to maintain system functionality, reliability, security, or compliance.

5.2.4 SOFTWARE AND SYSTEMS ADMINISTRATION

The Contractor shall provide software maintenance, systems administration, configuration management, licensing management, manufacturer support coordination, and operational support for all PACS, video management, duress notification, Physical Security Information Management (PSIM), database, server, workstation, and supporting software systems covered under this contract. This includes all PACS and supporting software deployed within SCIF environments, with all administrative actions performed in compliance with SCIF cybersecurity and access requirements. The Contractor shall maintain the operational readiness, cybersecurity posture, availability, performance, licensing compliance, and manufacturer supportability of all PACS software and system components.

PACS systems include, but are not limited to:

• Lenel OnGuard PACS

• Victor Unified Video Management System

• Victor VideoEdge NVRs

• Lynx Emergency Notification and Duress Systems

• Lighthouse PSIM

• Avigilon Video Systems

• Supporting databases, servers, workstations, operating systems, and associated software applications

The Contractor shall perform software and systems administration activities including, but not limited to, the following:

1. Configuration Management

• Verify system configurations, software versions, firmware versions, and system settings against approved baselines and system documentation.

• Identify unauthorized configuration changes and recommend corrective actions.

• Maintain current system documentation reflecting approved changes and modifications.

• For SCIF PACS systems, configuration documentation shall follow SCIF documentation handling rules, and only unclassified configuration data may be included in Contractor reports unless otherwise authorized by the Government.

2. Server and Workstation Administration

• Monitor the health and operational status of PACS, NVR, database, and supporting servers and workstations.

• Verify that server resources, including processor utilization, memory utilization, storage capacity, and network connectivity, remain sufficient to support operational requirements.

• Review available and utilized storage capacity and recommend corrective actions when capacity thresholds may affect system performance.

3. Backup and Recovery

• Verify that system backups are completed successfully in accordance with VA-approved schedules and procedures.

• Identify backup failures and take corrective action to restore backup functionality.

• Support recovery testing activities when…