DEPARTMENT OF VETERANS AFFAIRS

VA Northern California Healthcare System

STATEMENT OF WORK

FOR

Software Updates and Supplies for MEDECO High Security Locks, Cylinders and Key Systems

May 29, 2026

1. Introduction

This Statement of Work (SOW) defines the requirements for supporting the MEDECO high-security locks, cylinders, key systems, and related software for Veterans Affairs Northern California Health Care System (VANCHCS). VANCHS uses ASSAABLOY/MEDECO Intelligent Key products exclusively across our sites and is the only hardware authorized under this contract.

2. Contractor Qualifications

Contractors must be an ASSABLOY/MEDECO authorized vendor and/or distributor to provide materials or licensing and software updates. Proof of certification must be provided with proposal for the VA CO and COR to review prior to award.

3. Deliverables

Contractor shall provide the following items to the VA COR within 60 days of the base contract award and each Option Year award that follows. The most current and up-to-date version of MEDECO equipment is required for the following items:

A. Cores

a. 150 MEDECO Intelligent Key lock cores

B. Key Fobs

a. 200 Intelligent Key fobs, including:

• 25 heavy-duty key fobs

• 175 standard key fobs

b. Keys must be compatible with the existing hardware.

C. Integrated Programming Devices (IPDs)

a. 5 IPD’s

D. Micro SD Card

a. 100 industrial-rated and moisture-resistant micro SD cards.

E. Software

a. Contractor shall perform a minimum of one server MEDECO software upgrade per year, plus critical updates required for security and functionality throughout the contract.

b. 24-hour support for software issues shall be provided.

4. Invoicing

The contractor shall create electronic a consolidated invoice report and email the report to the COR after the services are rendered and five (5) business days prior to invoicing date. At a minimum the contractor shall use the excel version of the attached inventory listing or better, as the electronic report. This report is considered a part of the required services and must be provided prior to invoicing the VA in Tungsten. The COR shall notify the contractor of the acceptance of the report within 7 business days of receipt, so that the contractor can invoice in Tungsten. The purpose of this report is to track the services being performed against the required services outlined in the SOW, as well as keeping track of the invoicing to ensure the government is paying for services that were rendered.

This report service as quality control for both, the government, and the contractor. The contractor shall maintain a complete, orderly, and chronological filing system of the reports and make available to the COR upon request at any time during the POP and 3 years after the contract expires.

a. At a minimum, the report shall include the following:

i. Location of the equipment

ii. Equipment description

iii. Equipment serial number

iv. Manufacturer name

v. Invoice number

vi. Type of service performed (i.e., annual, repair etc.)

vii. Date service was rendered

viii. Invoice amount (as applicable to contract CLINs)

ix. A summary of the grand total and totals by equipment

5. Additional Proposal Requirements

A. If the contractor is using a sub-contractor to perform the work, the contractor shall provide a plan in their quote or proposal during the solicitation that includes the following:

B. Details of the work that will be performed by the sub-contractor and the planned percentage of the work that the subcontractor will perform

RECORDS MANAGEMENT OBLIGATIONS

A. Applicability

This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists.

B. Definitions

“Federal record” as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

The term Federal record:

1. includes VHA records.

2. does not include personal materials.

3. applies to records created, received, or maintained by Contractors pursuant to their VHA contract.

4. may include deliverables and documentation associated with deliverables.

C. Requirements

1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

3. In accordance with 36 CFR 1222.32, the Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law.

Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

4. VHA and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of VHA or destroyed except in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage, or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, the Contractor must report to VHA. The agency must report promptly to NARA in accordance with 36 CFR 1230.

5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records, or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records, and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records, and/or equipment is no longer required, it shall be returned to VHA control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

6. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material, and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and VHA guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with VHA policy.

8. The Contractor shall not create or maintain any records containing any non-public VHA information that is not specifically tied to or authorized by the contract.

9. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

10. The VHA owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which VHA shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

11. Training. All Contractor employees assigned to this contract who create, work with or otherwise handle records are required to take VHA-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

[Note: To the extent an agency requires contractors to complete records management training, the agency must provide the training to the contractor.]

D. Flow down of requirements to subcontractors

1. The Contractor shall incorporate the substance of this clause, its terms, and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same.

2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor.

END

STATEMENT OF WORK