FY27 LV5 Vocera Service DRAFT PD for RFI.docx

FY27 Vocera Service and Support TAC Number: VA-27-00012318

DRAFT PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

Veterans Health Administration Legacy VISN 5 Biomedical Engineering

FY27 Brand Name Vocera Service and Support

Date: 10/23/2026

VA-27-00012318

PD Version Number: 0.1

Contents

PRODUCT REQUIREMENTS

Legacy VISN 5 (VA Capitol Health Care Network) consists of 6 VA Medical Centers across the DC, Maryland and West Virginia areas. Each of these medical centers utilize a singular instance of the Vocera hands free communication system. Vocera is utilized throughout each Legacy VISN 5 facility for quick communication, between both clinical and support staff. Vocera is connected to the VA telephony system, enabling users that don't have Vocera badges to take advantage of its built in phone book and call routing capabilities. Some VISN 5 sites have also taken advantage of Vocera Engage integrations into clinical systems for automatic alert transmission. Examples of these clinical integrations include: Nurse Call, CPRS, and telemetry.

The scope of the Vocera service contract is two-fold. The first piece of the service contract is the licensing component. Vocera requires individual licenses for: concurrent Vocera Voice users, concurrent Vocera Messaging Users, Vocera Engage licenses for all beds integrated with a clinical system, and concurrent sessions between the VA telephony system and Vocera. Corrective service and support is included with each of Vocera licenses. The second piece of the service contract is the Premier Plus Support Services. This grants Legacy VISN 5 access to all software upgrades (major and minor) and services relating to the general upkeep and administration of the system. Examples include: training, badge deployment, database administration, and vulnerability management.

The purpose of this requirement is to procure all labor, personnel, equipment, tools, materials, supervision and other items and services necessary to maintain and support the existing the Vocera Hands Free Communication System in place at Legacy VISN 5 VAMCs.

TECHNICAL REQUIREMENTS

1.1.1 Licenses

a. Licenses - The Vocera Communication system has been deployed with voice, messaging and integration capabilities, each with their own licensing requirements.

i. The following licenses shall be included but are not limited to:

1. Telephony: Analog Telephony, Digital T1/PR1 Telephony, SIP Telephony

2. Server Licenses: Staging Server License, Vocera Messaging Interface (VMI), Report Server Licenses

3. Engage Interface Licenses

4. Voice Licenses

5. Messaging Licenses

1.1.2 Maintenance/Administrative Support Services

b. Maintenance/Administrative Support Services - System service maintenance agreements shall provide for any standard upgrades or updates to software and hardware during the covered period at no additional charge.

i. The following services shall be included but are not limited to:

1. Software upgrades

2. Vulnerability remediation

3. Corrective Maintenance

4. Administrative Support – call routing administration, database administration, inventory tracking, badge configuration, building scheduled reports, end user training

a. Administrative services to be completed in line with the best practices defined in the Vocera administrative responsibilities documentation.

1.1.3 Vocera Brand Name Line Items

The following Vocera Brand Name Part Numbers shall all be delivered as a part of this requirement. The associated period of performance has been identified for each line item.

Part #: 920-00055

POP: 12-01-2026 - 11-30-2027

Part #: 920-00430

POP: 12-01-2026 - 11-30-2027

Part #: 920-00438

POP: 12-01-2026 - 11-30-2027

Part #: 920-00434 (101-200)

POP: 12-01-2026 - 11-30-2027

Part #: 920-00434 (101-200)

POP: 12-01-2026 - 11-30-2027

Part #: 920-00434 (101-200)

POP: 12-01-2026 - 11-30-2027

Part #: 920-00434 (101-200)

POP: 1-30-2027 - 11-30-2027

Part #: 920-00434 (101-200)

POP: 1-30-2027 - 11-30-2027

Part #: 920-01111

POP: 12-01-2026 - 11-30-2027

Part #: 920-01337

POP: 12-01-2026 - 11-30-2027

Part #: 920-01742

POP: 12-01-2026 - 11-30-2027

Part #: 920-02080

POP: 12-01-2026 - 11-30-2027

Part #: 920-02051

POP: 12-01-2026 - 11-30-2027

Part #: 920-02079

POP: 12-01-2026 - 11-30-2027

Part #: 920-02078

POP: 12-01-2026 - 11-30-2027

Part #: 920-02077

POP: 12-01-2026 - 11-30-2027

Part #: 920-01965

POP: 12-01-2026 - 11-30-2027

Part #: 920-04137

POP: 12-01-2026 - 11-30-2027

Part #: 240-01405

POP: 12-01-2026 - 11-30-2027

1.1.4 CONTRACT PERFORMANCE LOCATIONS

Contract licenses and services shall be provided at the following locations:

Station 512 VA Maryland Healthcare System, 10 N Greene St, Baltimore, MD 21201 Loch Raven VA Medical Center, 3901 The Alameda, Baltimore, MD 21218-2100

Station 517 Beckley VA Medical Center, 200 Veterans Ave, Beckley WV 25801-6444

Station 581 Hershel "Woody" Williams VA Medical Center, 1540 Spring Valley Drive, Huntington WV 25704

Station 613 Martinsburg VA Medical Center, 510 Butler Avenue, Martinsburg WV 25405

Station 688 Washington DC VA Medical Center, 50 Irving Street, NW, Washington DC 20422

Station 540 Louis A. Johnson VA Medical Center, 1 Medical Center Drive, Clarksburg WV 26301

REPORTING REQUIREMENTS

The Contractor shall provide a Price and Utilization Report using the M-26-10 Template, completing the appropriate tabs, which collects information related to Software, Artificial Intelligence, Cloud, and Hardware acquisitions in accordance with OMB M-26-10. This information shall be submitted on a quarterly basis throughout the period of performance, including any exercised options or contract extensions. OMB M-26-10 is a requirement of this contract and requires IT vendors to disclose utilization and pricing information to the Government, without limiting the extent to which that information may be shared across agencies. The Contractor shall access the M-26-10 Template, located here, prior to reporting each quarter to ensure latest template is used.

Deliverable:

A. Price and Utilization Report

NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508)

On January 18, 2017, the Access Board issued a final rule that updated accessibility requirements covered by Section 508 and refreshed guidelines for telecommunications equipment subject to Section 255 of the Communications Act. The final rule went into effect on January 18, 2018. The revisions and updates to the Section 508-based standards and Section 255-based guidelines are intended to ensure that information and communication technology (ICT) covered by the respective statutes is accessible to and usable by individuals with disabilities.

SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS

The Section 508 standards established by the Access Board are incorporated into, and made part of all VA orders, solicitations and purchase orders developed to procure ICT. These standards are found in their entirety at: Revised 508 Standards and 255 Guidelines (access-board.gov). A single PDF file version of the Revised Section 508 Standards and 255 Guidelines will be supplied upon request, or can be obtained from the Access Board website. Federal agencies must comply with the Rehabilitation Act of 1973, as amended.

The Contractor shall comply with “508 Chapter 2: Scoping Requirements” for all electronic ICT and content delivered under this contract. Specifically, as appropriate for the technology and its functionality, the Contractor shall comply with the technical standards marked here:

COMPATABILITY WITH ASSISTIVE TECHNOLOGY

The standards do not require installation of specific accessibility-related software or attachment of an assistive technology device. Section 508 requires that ICT be compatible with such software and devices so that ICT can be accessible to and usable by individuals using assistive technology, including but not limited to screen readers, screen magnifiers, and speech recognition software.

ACCEPTANCE AND ACCEPTANCE TESTING

Deliverables resulting from this solicitation will be accepted based in part on satisfaction of the Section 508 Chapter 2: Scoping Requirements standards identified above.

The Government reserves the right to test for Section 508 Compliance before delivery. The Contractor shall be able to demonstrate Section 508 Compliance upon delivery.

GENERAL REQUIREMENTS

VA TECHNICAL REFERENCE MODEL

The Contractor shall comply with the VA OIT Technical Reference Model (VA TRM). Compliance with the VA TRM is achieved by using only technologies and standards that are listed as approved for use in the VA TRM. The Contractor shall provide all necessary information requested by VA to ensure TRM approval is obtained prior to use on VA’s network.

ZERO TRUST – VA CRITICAL SECURITY CONTROLS

VA has established minimum mandatory security requirements and requires that any network connected software system or service must meet the VA Critical Security Controls as outlined in the VA Memorandum, “VA Security Controls”, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010. VA Critical Security Controls identify the minimum mandatory requirements that must be implemented across all VA enterprise infrastructure, cloud computing environments, information systems, networks, and specialized devices (medical devices/systems, special-purpose systems, and research scientific computing devices) that process, store, and/or transmit VA data. Effective July 1, 2025, the Contractor shall implement these VA Critical Security Controls, within any network connected software system or service prior to being authorized for use in the VA. This functional requirement is not negotiable, and Plan of Action & Milestones (POAM) will not be accepted in the event these controls cannot be implemented for new systems. Critical Security Controls are intended to increase VA’s security posture and provide security and privacy risk visibility into the VA network and is not a new requirement. The Contractor’s failure to maintain these VA Critical Controls after implementation will result in VA discontinuing the use of the system.

ENTERPRISE SOCIAL SECURITY NUMBER (ESSN) REDUCTION

The Contractor solution shall comply with the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 (P.L. 115-59 (Sept. 15, 2017)) which prohibits the inclusion of Social Security Numbers (SSNs) on any document sent by mail, except for limited exemptions codified in 38 C.F.R. § 1.575 (2022). The Contractor solution shall only include a SSN on a mailed document with an approved Exemption from VA Enterprise Social Security Number Reduction (ESSNR) Leadership.. The Contractor solution shall also comply with the Continuing Appropriations, Agriculture, Legislative Branch, Military Construction and Veterans Affairs, and Extensions Act (CAA), 2026 (P.L. 119-37, Div. D, Title II, Sect. 237 (Nov. 12, 2025)) that prohibits VA from using SSN for VA system authentication and restricts VA’s use of a SSN to identify an individual in a VA information system. The Contractor solution shall only use a SSN to identify an individual in a VA information system if its use complies with CAA’s Acceptable Use and the information system has received approval from ESSNR Leadership.

INTERNET PROTOCOL VERSION 6 (IPV6)

The Contractor solution shall support IPv6-Only based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). Which defines IPv6-only as the state of an operational system or service when IPv4 protocol functions (addressing, packet forwarding) are not in use. The NIST USGv6 profile defines technical requirements for a product to be capable of operating in IPv6-Only environments. IPv6-Only technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500-267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices, applications, and systems shall support all applicable functionality on native IPv6-Only as well as dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment. All public/external facing servers and services (e.g., web, email, DNS, ISP services, etc.) shall support native IPv6-Only and dual stack (IPv6 / IPv4) users and all internal infrastructure and applications shall support using native IPv6-Only and dual stack (IPv6 / IPv4) for all functionality and operations.

SOFTWARE AND LICENSING REQUIREMENTS

The Contractor shall be responsible for the provision of all software licenses and any associated licensing maintenance required for any development, delivery, integration, operation, and/or maintenance associated with its proposed application(s), software products, software solution, and/or system including, but not limited to, any and all application(s), software and/or software products that comprise, are a part of, or integrate with the Contractor’s proposed application(s), software products, software solution, and/or system for the life of any resulting contract.

TRUSTED INTERNET CONNECTION (TIC)

The Contractor solution shall meet the requirements outlined in Office of Management and Budget Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative“ (https://www.whitehouse.gov/wp-content/uploads/2019/09/M-19-26.pdf), VA Directive 6513 “Secure External Connections”, and shall comply with the TIC 3.0 Core Guidance Documents, including all Volumes and TIC Use Cases, found at the Cybersecurity & Infrastructure Security Agency (CISA) (https://www.cisa.gov/publication/tic-30-core-guidance-documents.)

GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS

If Artificial Intelligence (AI) is part of the Contractor system/solution, the Contractor shall be in compliance with E.O. 13960 and 14319, OMB Memorandums M-25-21, M-25-22, and M-26-04, and VA Directive and Handbook 6500 to support VA in trustworthy, secure, responsible, accountable, Truth Seeking, and Ideologically Neutral AI innovation.

The Contractor shall protect VA Sensitive data from unauthorized disclosure or use, and from being used to train or improve the functionality of the vendor's commercial offerings without express permission from VA. Current guidance and approved AI tools are available here: https://department.va.gov/ai/guidance-for-generative-ai-use-at-va/. The entire definition of VA Sensitive Data can be found at 38 U.S.C. § 5727 (23).

The Contractor shall deliver the services, technical data, configurations, models, weights, documentation or other information, including source code, developed during contract performance. The Contractor, in collaboration with VA, must evaluate the output of any AI tool for accuracy prior to using the output in VA efforts. All data, including models, weights, algorithms, and outputs generated using either Government-furnished data or data first developed under this contract shall be the property of the Government with unlimited rights as defined by FAR 52.227-14. The Contractor shall also deliver any custom-developed code developed with AI methodologies in accordance with the SHARE IT Act, if applicable. VA shall also retain unlimited rights to any improvements to that data, including the continued design, development, testing, and operation of AI systems and/or systems utilizing AI.

The Contractor shall ensure that all AI Systems, including Large Language Models (LLM), whether standalone LLMs or integrated into broader software platforms, procured under this effort and/or used in performance of this contract complies with the Unbiased AI Principles as defined in Executive Order 14319 and OMB Memorandum M-26-04, e.g. Truth Seeking and Ideologically Neutral, as applicable to the intended use of the system.

The Contractor shall ensure that AI System/LLM generated outputs are truthful in responding to user prompts seeking factual information or analysis, prioritize historical accuracy, scientific inquiry, and objectivity, as well as acknowledge uncertainty where reliable information is incomplete or contradictory and do not fabricate, hallucinate, or present unverifiable information as fact.

The Contractor shall ensure that LLMs and AI outputs are neutral, nonpartisan tools that do not manipulate responses in favor of ideological dogmas such as Diversity, Equity, and Inclusion (DEI). The Contractor shall ensure that the LLMs, including the AI System, are not intentionally encoded with partisan or ideological judgments within an AI System’s/LLM’s outputs unless those judgments are prompted by or otherwise readily accessible to the end user.

Compliance with the AI requirements of this contract, including adherence to the Unbiased AI Principles, Truth-Seeking and Ideological Neutrality requirements, disclosure obligations, monitoring and reporting requirements, and corrective action responsibilities, is a material condition of eligibility for payment and continued performance. In accordance with OMB Memorandum M-26-04, failure to comply with these requirements, or refusal to take timely and appropriate corrective action to remedy identified noncompliance, may constitute a material breach of contract and may result in remedies consistent with the terms of the contract and applicable law including but not limited to withholding of payment, termination for cause/default, or other appropriate contractual remedies, as determined by the Contracting Officer.

All AI for delivery and/or use in performance of the contract shall adhere to the VA Trustworthy AI Framework, available at https://department.va.gov/ai/trustworthy/. Once the Contractor has obtained CO authorization to use specific AI in contract performance, the Contractor shall provide the COR a signed Statement of Attestation prior to AI implementation as identified in the Artificial Intelligence in VA Contracts clause, to include its associated list of AI being used in contract performance.

Deliverable:

1. Statement of Attestation

AI SYSTEM/LLM DEVELOPMENT AND OPERATION DOCUMENTATION REQUIREMENTS

To enable Government continued assessment of compliance with Trustworthy AI requirements and both Unbiased AI Principles, Truth-seeking and Ideological Neutrality, in accordance with OMB M-26-04, the Contractor shall provide AI System/LLM Development and Operation Documentation Package to include, at a minimum:

1. Acceptable Use Policy The Contractor shall provide an Acceptable Use Policy document governing its AI operation that characterizes and differentiates appropriate and inappropriate use of their product offering

1. Model Cards, System Cards and/or Data Cards The Contractor shall provide documentation describing essential information about the model, system, and or data as it relates to the AI/LLM product offering. The documentation shall address summaries of training process, identified risks and mitigations, and model evaluation scores on LLM benchmarks at a minimum, where appropriate

1. End User Resources The Contractor shall provide documentation to include product tutorials, developer guides, and/or other tools to assist VA in ensuring proper use of the AI/LLM to maximize utility

1. Mechanism for End User Feedback The Contractor shall provide documentation describing the mechanism employed to provide feedback to the Offeror on outputs identified that violate the Unbiased AI Principles. This may be satisfied by a general inbox, specific Point of Contact, or similar feedback mechanism.

1. Pre-Training and Post-Training Activities of the AI System/LLM The Contractor shall provide documentation of Pre-Training and Post Training Activity that provides details on:

4. Actions taken that impact the factuality and grounding of AI System/LLM outputs

4. System-level prompts that provide natural language instructions to the model specifying guidelines on responding to user-generated queries, to include how a model responds when reliable information is incomplete, contradictory, or subject to individual interpretation

4. The type of outputs restricted via content moderation and safety filters

4. The use of red teaming as a means of continuously assessing the model to protect against incidents of bias in generated output.

4. Training or development, if any, that occurred outside the United States, to include the type of activity and the country in which it occurred.

4. Any modifications or configurations undertaken to comply with any regulation from a government other than the U.S. Federal Government.

1. Model Evaluation Results and Methodologies The Contractor shall provide documentation describing the Evaluation Results of bias evaluations conducted by the Vendor to include the methodology for performing such tests (e.g., testing prompt pairs for politically oriented topics).

The documentation shall also include Benchmark scoring results measuring the model’s bias, helpfulness, honesty, or accuracy when provided with ambiguous versus straightforward questions. (Including any benchmarks comparing performance across multiple languages, where applicable).

1. Description of Enterprise-Level Controls The Contractor shall provide documentation describing the Enterprise Governance tools and controls, such as:

6. Customizable system instructions that are additive to a base model’s system prompts or content generation filters.

6. Product features that require a model to cite sources of its outputs or otherwise provide visibility into the provenance of the model’s outputs.

6. AI System/LLM model evaluation tools that enable comparisons either between a model’s outputs, or across various models.

1. Third Party Modification Disclosure The Contractor shall disclose of any additional controls to modify an AI Model’s/LLM’s output applied by the Contractor if the Contractor is not a direct developer of the LLM (e.g., classifiers, system prompts, fine-tuning, content moderation and filters, etc.)

Deliverable:

A. AI System/LLM Development and Operation Documentation Package

MONITORING, REPORTING, AND CORRECTIVE ACTION

The Contractor shall develop and implement a Compliance Monitoring and Reporting Plan supporting ongoing monitoring processes to evaluate AI outputs for compliance with Trustworthy AI and Unbiased AI principles. This plan shall include the mechanism for authorized users to provide end user feedback to report suspected violations of Truth-Seeking or Ideological Neutrality requirements.

The Contractor shall notify the COR within 10 business days of identifying any material deviation from these principles and shall submit a written Corrective Action Plan describing mitigation steps, responsible parties, and timelines. Any material deviation, corrective action taken, and results shall be detailed in the <Weekly or Monthly> Progress Reports.

Deliverable:

1. Compliance Monitoring and Reporting Plan

1. Corrective Action Plan

AI MODEL UPDATES AND CHANGE DISCLOSURES

The Contractor, in an AI Model/LLM Change Disclosure, shall notify the Government throughout the PoP in advance of any material changes to AI models, including new AI enhancements, features and/or components, controls, retraining, classifiers, system prompts, fine-tuning, content moderation, filters, version replacement, or architectural changes, that could reasonably affect compliance with Trustworthy AI or Unbiased AI principles. Updated documentation shall be provided to VA for VA approval prior to implementation of such changes.

Deliverable:

1. AI Model/LLM Change Disclosure

SECURITY AND PRIVACY REQUIREMENTS

POSITION/TASK RISK DESIGNATION LEVEL(S)

In accordance with VA Handbook 0710, Personnel Vetting Program, the position sensitivity and the level of background investigation commensurate with the required level of access for the following tasks within the PD are:

Position Sensitivity and Background Investigation Requirements by Service Task/Item Number Service Task / Item Number

The Tasks identified above and the resulting Position Sensitivity and Background Investigation requirements identify, in effect, the Background Investigation requirements for Contractor individuals, based upon the tasks the particular Contractor individual will be working. The submitted Contractor Staff Roster must indicate the required Background Investigation Level for each Contractor individual based upon the tasks the Contractor individual will be working, in accordance with their submitted proposal.

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Contractor Responsibilities:

1. The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain the appropriate Background Investigation, and are able to read, write, speak, and understand the English language.

Within 3 business days after award, the Contractor shall provide a roster of Contractor and Subcontractor employees to the COR to begin their background investigations in accordance with the PAL template artifact. The Contractor Staff Roster shall contain the Contractor’s Full Name, Date of Birth, Place of Birth, individual background investigation level requirement (based upon Section 6.2.1 Tasks), as well as the following information IAW VAAR 852.204-72 Personnel Vetting and Credentialing:

i. Name of VA facility where Contractor/subcontractor employee works, if applicable.

ii. Date background check submitted for Contractor/subcontractor employee.

iii. Date PIV/identification card issued to Contractor/subcontractor employee.

iv. Contractor/subcontractor employee’s PIV/identification card number, as applicable.

v. Date Contractor/subcontractor employee no longer has need for PIV/identification card.

vi. Date Contractor notified VA that PIV/identification card is no longer required.

vii. Date Contractor returned PIV/identification card to VA.

The Contractor shall submit associated full Social Security Numbers either within the Contractor Staff Roster or under separate cover to the COR. The Contractor Staff Roster shall be updated and provided to VA within 5 working days after the end of each calendar quarter, and within 1 day of any changes in employee status, training certification completion status, Background Investigation level status, additions/removal of employees, etc. throughout the Period of Performance. The Contractor Staff Roster shall remain a historical document indicating all past information and the Contractor shall indicate in the Comment field, employees no longer supporting this contract. The preferred method to send the Contractor Staff Roster or Social Security Number is by encrypted e-mail. If unable to send encrypted e-mail, other methods which comply with FIPS 140-2 (or its successor) are to encrypt the file, use a secure fax, or use a traceable mail service. (Note that by September 22, 2026, all FIPS 140-2 certificate validations will be placed on the Historical List. See FIPS Transition Effort Timeline for more details: https://csrc.nist.gov/projects/fips-140-3-transition-effort#schedule)

1. The Contractor should coordinate with the location of the nearest VA fingerprinting office through the COR. Only electronic fingerprints are authorized. The Contractor shall bring their completed Personnel Security Adjudication Center (PSAC) Fingerprint request form with them (see paragraph e.4. below) when getting fingerprints taken.

b. The Contractor shall ensure the following required forms are submitted to the COR within 5 days after contract award:

1) Optional Form 306

2) Self-Certification of Continuous Service

3) VA Form 0710

4) Completed PSAC Fingerprint Request Form The Contractor personnel shall submit all required information related to their background investigations (completion of the investigation documents (SF85, SF85P, or SF 86) utilizing the Defense Counterintelligence and Security Agency (DCSA) National Background Investigation Services (NBIS) Electronic Application (eAPP) (formerly e-QIP) after receiving an email notification from the PSAC.

The Contractor employee shall certify and release the eAPP document, print, and sign the signature pages, and send them encrypted to the COR for electronic submission to the PSAC. These documents shall be submitted to the COR within 3 business days of receipt of the eAPP) notification email. (Note: DCSA is moving towards a “click to sign” process. If click to sign is used, the Contractor employee should notify the COR within 3 business days that documents were signed via eAPP).

1. The Contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident.

1. A Contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreement Check (SAC), completed training delineated in VA Handbook 6500.6 (Section 8.c.(5)), signed “Contractor Rules of Behavior”, and with a valid, operational Personal Identity Verification (PIV) credential for PIV-only logical access to VA’s network. A PIV card credential can be issued once your SAC has been favorably adjudicated and your background investigation has been scheduled by DCSA. However, the Contractor will be responsible for the actions of the Contractor personnel they provide to perform work for VA. The investigative history for Contractor personnel working under this contract must be maintained in the database of DCSA.

1. The Contractor, when notified of an unfavorably adjudicated background investigation on a Contractor employee as determined by the Government, shall withdraw the employee from consideration in working under the contract.

Failure to comply with the Contractor personnel security investigative requirements may result in loss of physical and/or logical access to VA facilities and systems by Contractor and Subcontractor employees and/or termination of the contract for default.

PIV Credential Holders must follow all HSPD-12 policies and procedures as well as use and protect their assigned identity credentials in accordance with VA policies and procedures, displaying their badges at all times, and returning the identity credentials upon termination of their relationship with VA.

Deliverable:

A. Contractor Staff Roster

ADDENDUM B – VA CYBERSECURITY AND PRIVACY LANGUAGE FOR INCLUSION IN ACQUISITIONS

NOTE: In the event of a conflict, VA Acquisition Regulation (VAAR) Security Clauses take precedence over the language in this Addendum B.

FROM: VA HANDBOOK 6500.6, ACQUISITION CYBERSECURITY, SECTION 8, VA CYBERSECURITY AND PRIVACY LANGUAGE, FOR INCLUSION IN CONTRACTS

a. GENERAL

1) Contractors, Contractor personnel, Sub-Contractor and Sub-Contractor personnel (hereinafter referred to as “Contractor”) will be subject to the same Federal laws, regulations, standards, VA directives and handbooks as VA personnel regarding information and information system security and privacy.

2) VA Cybersecurity and Privacy language included in the solicitation or contract applies to the Contractor and all Contractor affiliates and agents.

3) All information systems, applications, and services operating on behalf of or within VA must meet or exceed all applicable federal cybersecurity and risk management minimum standards. At a minimum, systems shall implement and maintain compliance with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-37, Risk Management Framework for Information Systems and Organization: A System Life Cycle Approach for Security and Privacy, Federal Information Security Modernization Act of 2014 (FISMA) requirements, and all applicable federal laws, and Office of Management and Budget (OMB) mandates. Contractual terms, implementation approaches, or operational constraints shall not supersede or circumvent these federal minimum security and compliance requirements. Authority established under this handbook is limited to technical, and enterprise architecture matters; interpretation or adjudication of non-technical policy or programmatic content remains the responsibility of the appropriate business or governing policy offices.

b. VA INFORMATION CUSTODIAL

1) The Contractor must provide 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 Federal Acquisition Regulation (FAR) 52.227-14, Rights in Data – General.

a) The Contractor must provide all custom-developed code and technical components developed in the performance of this contract (e.g., documentation; data models; schemas; metadata; architecture designs; configuration scripts; and artifacts required to develop, build, test, and deploy the code for or on behalf of VA) for storage in a VA-designated repository for custom-developed code in a format that allows VA to access, use, modify, distribute, and reuse it in accordance with the Source Code Harmonization and Reuse in Information Technology Act of 2024 (SHARE IT Act).

b) The Contractor must provide any support and assistance deemed necessary for VA to comply with the SHARE IT Act (e.g., furnishing data for reporting and following federal and VA standards for custom code development).

2) 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 contract, service agreement, SOW, PWS, and / or PD. The Contractor shall not use VA information in any other manner without prior written approval from a VA CO. The Contractor shall disclose to the CO all Data to be collected, stored, and accessed and will only collect, store, and access the minimum Data necessary to perform its services. The Contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal 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. The primary clause used to define Government and Contractor data rights is FAR 52.227-14.

3) The Contractor shall not make copies of VA information unless necessary to perform the requirements 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 Office of Information Security (OIS) Knowledge Service.

4) 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. Exceptions to this paragraph will be granted only with the approval of the VA Program Office communicated to the Contractor by the VA CO.

5) Except for uses and disclosures of VA information specifically authorized by this 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, or inquiries about, VA information and information systems to the VA CO.

6) Notwithstanding the provision above, the Contractor shall not release VA records protected by Title 38 United States Code (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 form of request for the above-mentioned information, the Contractor shall immediately refer that court order or request to the VA CO.

7) If a 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 Veterans Health Administration (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 contractor.

8) 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, VA Directive 6510, VA Identity, Credential, and Access Management, and VA Handbook 6510, VA Identity, Credential and Access Management.

9) The Contractor shall store VA sensitive information in an encrypted form, using VA-approved encryption tools which are Federal Information Processing Standards (FIPS)-validated in accordance with requirements on the OIS Knowledge Service. The Contractor shall verify the integrity of transmitted security and privacy attributes. The Contractor shall provide the capability to check the integrity of VA information while it resides in the external system.

10) The Contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with NIST SP 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations. The cryptographic module used must be FIPS-validated in accordance with requirements on the OIS Knowledge Service.

11) The Contractor’s firewall security shall meet or exceed VA’s minimum requirements.

12) The Contractor shall retain all data storage media which have been used to create, collect, process, store, or disseminate any VA data, information, or agency record 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.

13) The Contractor shall not store or maintain VA sensitive information, including on any form of removable or transportable media, without CO’s prior written approval.

14) The Contractor, in accordance with Federal and VA policy, shall maintain backup of Data containing VA sensitive information, image repositories, and provisioned environments. The backup storage infrastructure shall be located in physically protected, limited-access facilities within the United States and governed by the cybersecurity Controls set forth herein.

15) The Contractor shall provide its plan for the disposition of all VA data in its possession, including destruction and return, in accordance with VA Directive 6500 and requirements specified on the VA OIS Knowledge Service, prior to termination or completion of this contract.

16) The Contractor shall return to VA all data storage media which have been used to create, collect, process, store, or disseminate any VA data, information, or agency record which cannot be sanitized or destroyed as required by Section b(15) of this contract. Such media include, but are not limited to, printed or handwritten hardcopies (containing text or images), magnetic tapes, magnetic discs, optical discs, solid state devices, or any other removable digital or analog data storage media.

17) (17) Media shall be returned using VA-approved methods for secure data transfer. If the media contain VA sensitive information, that information must be encrypted by a VA-approved FIPS-validated encryption tool in accordance with requirements on the OIS Knowledge Service. If the Contractor chooses to ship the media, and the media contain no VA sensitive information, such shipment shall be performed in accordance with VA Directive 6340, Enterprise Mail Management. If any of the media to be shipped contain VA Sensitive Information, the shipment shall be performed in accordance with VA Directive 6609, Mailing of Sensitive Personal Information.

18) The Contractor shall self-certify that the data disposition requirements in Section b (12)-(15) of this contract have been satisfied, and shall send this self-certification to the VA Program Office and the VA CO within 30 business days of the completion or termination of this contract.

19) At the end of any contracted lease, loan, or trade-in of equipment, VA shall not return any electronic storage media included in or with equipment if that media has been used to create, collect, process, store, or disseminate VA data, information, or agency record. Any exception to this stipulation will be granted only with the written approval of the VA CO.

20) 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 in accordance with Title 38 U.S.C. § 5722(b)(1). This includes, but is not limited to, periodic assessments of the risk and magnitude of harm that could result from the unauthorized access, use, disclosure, disruption, modification, or destruction of information and information systems that support the operations and assets of VA. 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 Contractors associated with the contract) to VA, VA's Office Inspector General (OIG), and / or the Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

c. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

1) All Contractors shall comply with conditions specified in the Veterans Affairs Acquisition Regulation (VAAR) 852.204-71(d), and Contractor operations are required to be in U.S. All Contractors working with VA information must be permanently located within a jurisdiction subject to the law of the U.S. to the maximum extent practicable. The Contractor shall also ensure to restrict the geographic location of information processing and data storage to facilities located within the legal jurisdictional boundary of the U.S. If services are proposed to be performed abroad, the Contractor must state where all non-U.S. services are provided and obtain the CO’s prior written approval where required by law.

2) The Contractor shall deliver to VA a detailed risk mitigation plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the Contracting Officer (CO) in writing prior to access being granted.

3) The Contractor shall ensure that all Contractors assigned to work on the contract undergo the same security investigations and obtain the same levels of clearance as VA employees who have been granted access to VA information at the same level of sensitivity. The level and process of background security investigations for Contractors shall be in accordance with VA Directive 0710, Personnel Vetting Program, and VA Handbook 0710, Personnel Vetting Program.

4) The Contractor shall request logical (electronic) or physical access to VA information and VA information systems only to the extent that the requested information is needed to perform the services specified in the solicitation or contract. Contractors who require privileged access to any VA Information System (or component) shall complete the VA elevated privilege access request processes before privileged access is granted.

5) Before being granted access to VA information or VA information systems, Contractors shall:

a) Successfully complete VA Privacy and Information Security Awareness and Rules of Behavior (RoB) course [Talent Management System (TMS) #10176] upon contract initiation and annually thereafter;

b) Sign and acknowledge (electronically through TMS #10176) understanding of and responsibilities for compliance with the VA RoB for Organizational Users; and

c) Successfully complete all additional cybersecurity or privacy training required for personnel granted equivalent information system or information access.

6) The Contractor shall provide to the VA Program Office a copy of each applicable employee’s training certificates and certificate of signature of the VA RoB for Organizational Users within five (5) business days of contract initiation and annually thereafter. Failure by the Contractor to complete the mandatory annual training is grounds for suspension or termination of all privileges to access VA information physically or electronically and removal from work on the contract until such time as the required training has been successfully completed.

a) The Contractor shall notify the VA Program Office and the VA CO in writing immediately (within 24 hours) after any of the following events:

i. The Contractor no longer needs access to VA information or VA information systems.

ii. The Contractor is terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

iii. The Contractor believes that a member of their own personnel may pose a threat to the Contractor’s working environment or to any Contractor-owned assets (e.g., property, buildings, confidential data, COs, employees, networks, systems, trade secrets and / or VA data entrusted to the Contractor).

iv. Discovery or revelation of previously undisclosed changes to a Contractor’s background history, background investigation, or employee record.

v. The Contractor has their authorization to work in the U.S. revoked.

vi. The contract by which Contractors provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and / or physical access for the Contractor.

7) The Contractor is not permitted to access the VA network or internal resources from any foreign country. When travel outside the United States is required for official VA business or an international work location is explicitly specified in the contract, the Contractor must submit a request for accessing the VA internal network and resources internationally subject to the written approval by the Contracting Officer’s Representative (COR) and all required VA approvers. If approved, the Contractor must adhere to all approval conditions for accessing VA networks or internal resources via VA-issued Government Furnished Equipment (GFE), contractor supplied devices, personal devices with appropriate remote desktop features, or personal devices enrolled in VA’s Bring Your Own Device (BYOD) program.

8) The Contractor is not permitted to travel outside the U.S. with any VA-issued GFE.