P02 - DRAFT PD for MR Posting 8-26-2026.docx

VA POLICE ENTERPRISE SECURITY SYSTEM UPGRADE

TAC Number: VA-26-00085372

PRODUCT DESCRIPTION (PD) TEMPLATE

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology (OIT) VISN 2 – VA New York Harbor Healthcare System

VA POLICE ENTERPRISE PELCO SECURITY SYSTEM UPGRADE

Date: August 14, 2026

VA-26-00085372

PD Version Number: 1.0

Table of Contents

1.0 PRODUCT REQUIREMENTS – 3

1.1 GENERAL - 3

1.2 REQUIREMENT BACKGROUND - 3

1.3 OBJECTIVES - 4

1.4 SCOPE - 4

1.5 TECHNICAL REQUIREMENTS - 6

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) - 11

2.1 SECTION 508 – INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) STANDARDS - 12

2.2 COMPATABILITY WITH ASSISTIVE TECHNOLOGY - 12

2.3 ACCEPTANCE AND ACCEPTANCE TESTING - 12

3.0 INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS - 13

4.0 SHIPMENT OF HARDWARE OR EQUIPMENT - 13

4.1 SPECIAL SHIPPING INSTRUCTIONS - 14

4.2 NATIONAL ACQUISITIONS - 14

5.0 GENERAL REQUIREMENTS - 14

5.1 VA TECHNICAL REFERENCE MODEL - 15

5.2 ZERO TRUST – VA CRITICAL SECURITY CONTROLS - 15

5.3 SOCIAL SECURITY NUMBER (SSN) REDUCTION - 15

5.4 INTERNET PROTOCOL VERSION 6 (IPV6) - 16

5.5 SOFTWARE AND LICENSING REQUIREMENTS - 16

5.6 TRUSTED INTERNET CONNECTION (TIC) - 16

5.7 GENERATIVE ARTIFICIAL INTELLIGENCE REQUIREMENTS - 16

5.7.1 AI SYSTEM/LLM DEVELOPMENT AND OPERATION DOCUMENTATION REQUIREMENTS - 18

5.7.2 MONITORING, REPORTING, AND CORRECTIVE ACTION - 18

5.7.3 AI MODEL UPDATES AND CHANGE DISCLOSURES - 18

5.8 SOURCE CODE HARMONIZATION AND REUSE IN INFORMATION TECHNOLOGY (SHARE IT Act) - 18

6.0 SECURITY AND PRIVACY REQUIREMENTS- 18

6.1 POSITION/TASK RISK DESIGNATION LEVEL(S) - 18

6.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS - 19

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/ PRIVACY LANGUAGE - 19

PRODUCT / SERVICEs REQUIREMENTS The VA New York Harbor Healthcare System (VISN 2), requires the acquisition, installation, configuration, integration, testing, commissioning, documentation, and warranty support of an enterprise physical security system upgrade supporting VA Police operations across three geographically separated VA Medical Center campuses.

The requirement includes replacement and expansion of Closed-Circuit Television (CCTV) infrastructure, installation of enterprise video analytics, network connectivity between campuses, replacement of cellular alarm communicators, and integration with the Medical Center’s existing enterprise Pelco Video Management System (VMS).

The Contractor shall provide all equipment, software, licenses, materials, labor, installation, engineering, programming, configuration, testing, training, documentation, and other services necessary to provide a complete and operational solution.

1.1 Requirement Background

The VA New York Harbor Healthcare System, (VA NYHHS) is a high-complexity VA healthcare system consisting of three (3) campuses operating continuously.

Margaret Cochran Corbin Campus (Manhattan Campus) 423rd E 23rd St New York, NY 10010

Brooklyn VAMC 800 Poly Place Brooklyn, NY 11209

St. Albans VAMC Community Living Center 179-00 Linden Blvd Jamaica, NY 11425

VA Police provide 24-hour security services supporting:

· Emergency response;

· Crime prevention;

· Incident investigation;

· Workplace violence response;

· Protection of Veterans;

· Protection of employees;

· Protection of visitors;

· Protection of government property;

· Restricted-area monitoring;

· Parking and perimeter security;

· Emergency management; and

· Evidence preservation.

The VA NYHHS currently operates an enterprise Pelco Video Management System.

The existing system contains equipment that requires replacement, expansion, modernization, and integration. The requirement includes replacement of a water-damaged camera, expansion of surveillance coverage, modernization of the Police workstation, AI analytics, enterprise network connectivity, and replacement of alarm communications.

This requirement supports VA physical security modernization and mandatory security requirements intended to protect Veterans, employees, visitors, facilities, government property, and critical healthcare infrastructure.

VA Police require reliable enterprise surveillance, alarm communications, and security monitoring capabilities to support 24-hour operations.

The solution shall be compatible with the Medical Center’s existing enterprise Pelco CCTV environment where compatibility is identified as a mandatory technical requirement.

1.2 Objective

The objective of this requirement is to provide a modern, reliable, scalable, and enterprise-capable security system that improves VA Police situational awareness and supports the protection of Veterans, employees, visitors, facilities, and government property.

The solution shall:

1. Replace failed or obsolete surveillance equipment.

1. Expand CCTV coverage.

1. Improve enterprise monitoring across three campuses.

1. Implement AI-assisted video analytics.

1. Improve alarm communications reliability.

1. Provide secure network connectivity between all three campuses.

1. Maintain compatibility with the existing Pelco Enterprise VMS.

1. Minimize operational disruption.

1. Improve system reliability and maintainability.

1. Provide complete documentation and training.

1.3 Scope

The Contractor shall provide hardware and associated services for the Brand Name Pelco Security System at VA NYHHS to include the following:

Services to include project management, installation, wiring, configuration, programming, and systems integration.

The period of performance shall be a delivery of a Brand Name Pelco Security System Upgrade to be completed within seven (7) days of the date of award. Additionally, installation, configuration, programming, and testing shall be completed within 60 days of award.

1.3.1 CCTV Infrastructure

· One (1) Pelco VX Workstation

· One (1) 32-inch LCD monitor

· One (1) keyboard

· One (1) mouse

· Four (4) Pelco four-head exterior dome cameras

· One (1) Axis IP Network Video Intercom

· One (1) wireless backhaul system

· Nine (9) Pelco Sarix Value IMV 2MP vandal dome cameras

· One (1) Pelco 360-degree camera

· One (1) PoE+ 24-port switch

· CAT6 network cabling and associated installation materials

· Seven (7) PIV Card Readers

1.3.2 Software

· Pelco Calipsa AI Video Analytics software

· Required Pelco Calipsa licenses

· Required software activation

· Required integration and programming

1.3.3 Enterprise Networking

· Three (3) Verizon Business-Class ISP devices

· One (1) device per campus

· Verizon service for each ISP device

· Required configuration and integration

1.3.4 Alarm Communications

· Forty-one (41) Verizon cellular communicators

· Installation

· Activation

· Programming

· Alarm panel integration

· Testing

1.3.5 Services

· Project management

· Installation

· Wiring

· Configuration

· Programming

· Systems integration

· Testing

· Troubleshooting

· Training

· Documentation

· Warranty support

Deliverable:

A. “DOCUMENTATION”

1.4 Technical Requirements

1.4.1 Pelco VX Workstation (Brooklyn VAMC)

· 32-inch LCD monitor

· Keyboard

· Mouse

· Required licenses

· Required accessories

· All necessary cabling

The workstation shall be configured to:

· Display live video;

· Display recorded video;

· Support authorized user access;

· Support video playback;

· Support system monitoring;

· Support applicable alarm/event notifications; and

· Operate as part of the existing enterprise Pelco environment.

1.4.2 Exterior Four-Head Dome Cameras (Brooklyn VAMC)

The Contractor shall furnish and install four (4) Pelco four-head exterior dome cameras.

Installation shall include:

· Mounting hardware;

· Weatherproofing;

· Network connection;

· Power connection;

· Configuration;

· Camera naming;

· Recording configuration;

· Image adjustment; and

· Functional testing.

The Contractor shall verify that each camera provides appropriate coverage of the designated area.

1.4.3 Axis IP Network Video Intercom (Brooklyn VAMC)

The Contractor shall furnish and install one (1) Axis IP Network Video Intercom.

The intercom shall provide:

· IP network connectivity;

· Two-way audio;

· Video capability;

· Remote monitoring;

· Event notification where supported;

· Integration with the existing security environment; and

· Recording capability where technically supported.

The Contractor shall configure the intercom to permit authorized VA Police personnel to monitor and respond to communications.

1.4.4 Wireless Backhaul (Brooklyn VAMC)

The Contractor shall furnish and install one (1) wireless backhaul system.

The wireless backhaul shall provide reliable network connectivity between designated CCTV equipment and the Medical Center’s security network.

The Contractor shall:

· Perform site assessment;

· Establish appropriate antenna alignment;

· Configure network addressing;

· Configure encryption/security;

· Verify signal strength;

· Test throughput;

· Test connectivity; and

· Document final configuration.

1.4.5 Pelco Sarix Value IMV Cameras (Brooklyn VAMC)

The Contractor shall install nine (9) Pelco Sarix Value IMV 2MP vandal dome cameras.

The Contractor shall provide all:

· Mounting hardware;

· Network connections;

· CAT6 cabling;

· PoE connections;

· Camera configuration;

· Recording configuration;

· Programming;

· Testing; and documentation.

Each camera shall be fully integrated into the existing Pelco Enterprise VMS.

1.4.6 Water-Damaged Camera Replacement (Brooklyn VAMC)

The Contractor shall replace one (1) water-damaged surveillance camera located on the tenth floor.

The replacement shall be a Pelco 360-degree camera compatible with the existing enterprise security system.

The Contractor shall:

· Remove the damaged camera;

· Inspect existing cabling;

· Replace damaged cabling if necessary;

· Install the replacement camera;

· Configure the camera;

· Integrate the camera into the VMS;

· Verify recording; and

· Test the camera from the designated VA Police workstation.

1.4.7 CAT6 Cabling (Brooklyn VAMC)

The Contractor shall furnish and install all CAT6 network cabling required for the CCTV installation.

Installation shall include, as applicable:

· CAT6 cable;

· Patch panels;

· Patch cords;

· Cable supports;

· Terminations;

· Jacks;

· Raceway;

· Conduit;

· Labels; and

· Associated installation hardware.

All cabling shall be properly supported, labeled, terminated, and tested.

The Contractor shall provide cable test results as part of project closeout documentation.

Deliverables:

A. Cable Test Results

1.4.8 PoE Network Switch (Brooklyn VAMC)

The Contractor shall furnish and install one (1) TRENDnet PoE+ 24-port switch.

The switch shall support the connected CCTV devices and provide adequate PoE capacity for the installed cameras and associated devices.

The Contractor shall configure the switch in accordance with VA network requirements and coordinate all network configurations with the designated VA OI&T personnel.

1.4.9 Pelco Enterprise Video Management System (VMS) Programming (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

The Contractor shall program all new devices into the existing Pelco Enterprise VMS.

Programming shall include, as applicable:

· Device registration;

· Camera naming;

· User permissions;

· Recording configuration;

· Video retention configuration;

· Camera grouping;

· Alarm/event configuration;

· Display configuration;

· Workstation configuration;

· Intercom integration;

· AI event integration; and

· Verification of system communication.

The Contractor shall not modify existing system configurations unless specifically authorized by the Contracting Officer Representative (COR).

1.4.10 Pelco Calipsa Video Analytics (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

The Contractor shall furnish, install, license, configure, and integrate Pelco Calipsa Video Analytics software.

The software shall be configured to support intelligent analysis of designated CCTV feeds.

Configuration shall include, as applicable:

· People detection;

· Vehicle detection;

· Detection zones;

· Virtual trip lines;

· Event rules;

· Notifications;

· Alarm/event integration;

· False alarm reduction;

· User access; and

· Event review.

The Contractor shall tune the analytics for the VA NYHHS environment and demonstrate operational functionality prior to acceptance.

1.4.11 Enterprise CCTV Networking (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

The Contractor shall establish secure network connectivity between all three VA Medical Center campuses to support enterprise-level CCTV monitoring.

The Contractor shall furnish:

· Three (3) Verizon Business-Class ISP devices;

· One (1) device per campus;

· Verizon service for each device; and

· Required installation and configuration services.

The Contractor shall not be connect security devices to the VA network.

1.4.12 Cellular Alarm Communicators (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

The Contractor shall furnish and install forty-one (41) Verizon cellular communicators for designated alarm panels.

The Contractor shall:

· Remove existing communication equipment where applicable;

· Install new cellular communicators;

· Activate cellular service;

· Program each communicator;

· Configure alarm panel interfaces;

· Verify cellular signal strength;

· Conduct alarm transmission testing;

· Verify receipt of alarm signals at the designated monitoring location; and

· Provide documentation for each installed communicator.

1.4.13 PIV Card Readers (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

Furnish and install seven (7) PIV Class Readers

HID pivCLASS® readers deliver government-grade security and compliance for access control systems requiring PIV, PIV-I, and CAC credential authentication. Developed by HID Global, pivCLASS readers—including models such as the R10-H, R15-H, R40-H, and advanced RP40-H—are specifically designed to meet FIPS 201 standards and enable strong identity verification using secure smart card credentials. Supporting 13.56MHz technologies including PIV, CAC, TWIC®, and other PKI-based credentials, these readers provide encrypted communication, certificate validation, and multi-factor authentication for high-security environments.

1.4.14 System Integration (Harborwide – Manhattan, Brooklyn and St. Albans Campuses)

The Contractor shall provide complete system integration.

The completed system shall function as an integrated enterprise security solution rather than as independent components.

Integration shall include:

· CCTV;

· VMS;

· AI analytics;

· Workstations;

· Intercom;

· Network infrastructure;

· Wireless backhaul;

· Enterprise connectivity

· Alarm communications.

The Contractor shall be responsible for resolving integration problems associated with equipment furnished and installed under this requirement.

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.

INFORMATION TECHNOLOGY USING SUSTAINABLE PRODUCTS

The Contractor shall comply with Sections 524 and Sections 525 of the Energy Independence and Security Act of 2007; Section 104 of the Energy Policy Act of 2005; Executive Order 14148, “Initial Rescissions of Harmful Executive Orders and Actions,” dated January 20, 2025; Executive Order 13221, “Energy-Efficient Standby Power Devices,” dated August 2, 2001; and the Revolutionary Federal Acquisition Regulation (FAR) Overhaul (RFO) to provide ENERGY STAR® certified and Federal Energy Management Program (FEMP) Designated Low Standby Power information technology products, see https://www.energy.gov/femp/search-energy-efficient-products. See http://www.energystar.gov for complete product specifications and updated lists of Energy Star certified products. FEMP low standby power product listing can be found at https://www.energy.gov/femp/low-standby-power-product-list.

The Contractor shall provide products that meet the definition of sustainable products if the products are delivered to the Government; furnished by the Contractor for use by the Government, incorporated into the construction of a public building or public work, or acquired by the Contractor for use in performing services under a Government contract where the cost of the products is a direct cost to a Government contract (versus costs which are normally applied to a contractor's general and administrative expenses or indirect costs).

Specifically, the Contractor shall provide sustainable products under this contract in accordance with RFO 52.223-23 (NOV 2025). The applicable products with their associated certification and/or designation required (e.g. Energy Star, FEMP Low Standby Power) are identified within the product requirements specifications in this PD. The Contractor shall self-certify that its proposed products meet the certification(s) and/or designation(s) specified.

SHIPMENT OF HARDWARE OR EQUIPMENT/PLACE OF PERFORMANCE

Margaret Cochran Corbin Campus (Manhattan Campus) 423rd E 23rd St New York, NY 10010

Brooklyn VAMC 800 Poly Place Brooklyn, NY 11209

St. Albans VAMC Community Living Center 179-00 Linden Blvd Jamaica, NY 11425

Inspection: Destination Acceptance: Destination Free on Board (FOB): Destination

Ship To and Mark For:

Primary

Alternate

SPECIAL SHIPPING INSTRUCTIONS

Prior to shipping, Contractor shall notify Site POCs, by phone followed by email, of all incoming deliveries including line-by-line details for review of requirements. The Contractor shall not make any changes to the delivery schedule at the request of Site POC.

Contractors shall coordinate deliveries with Site POCs before shipment of <hardware> hardware to ensure sites have adequate storage space.

All shipments, either single or multiple container deliveries, shall bear the VA IFCAP Purchase Order number (if applicable) on external shipping labels and associated manifests or packing lists. In the case of multiple container deliveries, a statement readable near the VA Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) Purchase Order (PO) or Contract number shall indicate total number of containers for the complete shipment (e.g. “Package 1 of 2”), clearly readable on manifests and external shipping labels.

Packing Slips/Labels and Lists shall also include the following:

IFCAP PO # or Contract No.: ____________ (e.g., 166-E11234 (the IFCAP PO number is located in block #20 of the Standard Form, SF 1449)) Project Description: (e.g. Tier I Lifecycle Refresh)

Total number of Containers: Package ___ of ___. (e.g., Package 1 of 3)

NATIONAL ACQUISITIONS

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.

SOCIAL SECURITY NUMBER (SSN) REDUCTION

The Contractor solution shall support the Social Security Number (SSN) Fraud Prevention Act (FPA) of 2017 which prohibits the inclusion of SSNs on any document sent by mail. The Contractor support shall also be performed in accordance with Section 240 of the Consolidated Appropriations Act (CAA) 2018, enacted March 23, 2018, which mandates VA to discontinue using SSNs to identify individuals in all VA information systems as the Primary Identifier. The Contractor shall ensure that any new IT solution discontinues the use of SSN as the Primary Identifier to replace the SSN with the Integrated Control Number (ICN) in all VA information systems for all individuals. The Contractor shall ensure that all Contractor delivered applications and systems integrate with the VA Master Person Index (MPI) for identity traits to include the use of the ICN as the Primary Identifier. The Contractor solution may only use a Social Security Number to identify an individual in an information system if and only if the use of such number is required to obtain information VA requires from an information system that is not under the jurisdiction of VA.

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 AI 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:

A. 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:

A. AI Model/LLM Change Disclosure

SOURCE CODE HARMONIZATION AND REUSE IN INFORMATION TECHNOLOGY (SHARE IT Act) Not Applicable

SECURITY AND PRIVACY REQUIREMENTS

POSITION/TASK RISK DESIGNATION LEVEL(S)

Not Applicable

CONTRACTOR PERSONNEL SECURITY REQUIREMENTS

Not Applicable

ADDENDUM B – VA INFORMATION AND INFORMATION SYSTEM SECURITY/ PRIVACY LANGUAGE

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

APPLICABLE SECTIONS TAILORED FROM: VA NOTICE 24-12, 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

GENERAL

This entire section applies to all acquisitions requiring any Information Security and Privacy language. Contractors, contractor personnel, Subcontractors and subcontractor personnel 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.

VA INFORMATION CUSTODIAL LANGUAGE

a. The Government shall receive unlimited rights to data/intellectual property first produced and delivered in the performance of this contract or order (hereinafter “contract”) unless expressly stated otherwise in this contract. This includes all rights to source code and all documentation created in support thereof. The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

b. Information made available to the Contractor by VA for the performance or administration of this contract will be used only for the purposes specified in the service agreement, SOW, PWS, PD, and/or contract. The Contractor shall not use VA information in any other manner without prior written approval from a VA Contracting Officer (CO). The primary clause used to define Government and Contractor data rights is FAR 52.227-14 Rights in Data – General.

c. VA information will not be co-mingled with any other data on the Contractor’s information systems or media storage systems. The Contractor shall ensure compliance with Federal and VA requirements related to data protection, data encryption, physical data segregation, logical data segregation, classification requirements and media sanitization.

d. VA reserves the right to conduct scheduled or unscheduled audits, assessments, or investigations of Contractor Information Technology (IT) resources to ensure information security is compliant with Federal and VA requirements. The Contractor shall provide all necessary access to records (including electronic and documentary materials related to the contracts and subcontracts) and support (including access to Contractor and Subcontractor staff associated with the contract) to VA, VA's Office Inspector General (OIG), and/or Government Accountability Office (GAO) staff during periodic control assessments, audits, or investigations.

e. The Contractor may only use VA information within the terms of the contract and applicable Federal law, regulations, and VA policies. If new Federal information security laws, regulations or VA policies become applicable after execution of the contract, the parties agree to negotiate contract modification and adjustment necessary to implement the new laws, regulations, and/or policies.

f. The Contractor shall not make copies of VA information except as specifically authorized and necessary to perform the terms of the contract. If copies are made for restoration purposes, after the restoration is complete, the copies shall be destroyed in accordance with VA Directive 6500, VA Cybersecurity Program and VA Information Security Knowledge Service.

g. If a Veterans Health Administration (VHA) contract is terminated for default or cause with a business associate, the related local Business Associate Agreement (BAA) shall also be terminated and actions taken in accordance with VHA Directive 1605.05, Business Associate Agreements. If there is an executed national BAA associated with the contract, VA will determine what actions are appropriate and notify the contractor.

h. The Contractor shall store and transmit VA sensitive information in an encrypted form, using VA-approved encryption tools which are, at a minimum, Federal Information Processing Standards (FIPS) 140-2, Security Requirements for Cryptographic Modules (or its successor) validated and in conformance with VA Information Security Knowledge Service requirements. The Contractor shall transmit VA sensitive information using VA approved Transport Layer Security (TLS) configured with FIPS based cipher suites in conformance with National Institute of Standards and Technology (NIST) 800-52, Guidelines for the Selection, Configuration and Use of Transport Layer Security (TLS) Implementations.

i. The Contractor’s firewall and web services security controls, as applicable, shall meet or exceed VA’s minimum requirements.

j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the Contractor may use and disclose VA information only in two situations: (i) in response to a qualifying order of a court of competent jurisdiction after notification to VA CO (ii) with written approval from the VA CO. The Contractor shall refer all requests for, demands for production of or inquiries about, VA information and information systems to the VA CO for response.

k. Notwithstanding the provision above, the Contractor shall not release VA records protected by Title 38 U.S.C. § 5705, Confidentiality of medical quality-assurance records and/or Title 38 U.S.C. § 7332, Confidentiality of certain medical records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse or infection with Human Immunodeficiency Virus (HIV). If the Contractor is in receipt of a court order or other requests for the above-mentioned information, the Contractor shall immediately refer such court order or other requests to the VA CO for response.

l. Information made available to the Contractor by VA for the performance or administration of this contract or information developed by the Contractor in performance or administration of the contract will be protected and secured in accordance with VA Directive 6500 and Identity and Access Management (IAM) Security processes specified in the VA Information Security Knowledge Service.

m. Any data destruction done on behalf of VA by a Contractor shall be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management, VA Handbook 6300.1, Records Management Procedures, and applicable VA Records Control Schedules.

n. The Contractor shall provide its plan for destruction of all VA data in its possession according to VA Directive 6500 and NIST 800-88, Guidelines for Media Sanitization prior to termination or completion of this contract. If directed by the COR/CO, the Contractor shall return all Federal Records to VA for disposition.

o. Any media, such as paper, magnetic tape, magnetic disks, solid state devices or optical discs that is used to store, process, or access VA information that cannot be destroyed shall be returned to VA. The Contractor shall hold the appropriate material until otherwise directed by the Contracting Officer’s Representative (COR) or CO. Items shall be returned securely via VA-approved methods. VA sensitive information must be transmitted utilizing VA-approved encryption tools which are validated under FIPS 140-2 (or its successor) and NIST 800-52. If mailed, the Contractor shall send via a trackable method (USPS, UPS, FedEx, etc.) and immediately provide the COR/CO with the tracking information. Self-certification by the Contractor that the data destruction requirements above have been met shall be sent to the COR/CO within 30 business days of termination of the contract.

p. All electronic storage media (hard drives, optical disks, CDs, back-up tapes, etc.) used to store, process or access VA information will not be returned to the Contractor at the end of lease, loan, or trade-in. Exceptions to this paragraph will only be granted with the written approval of the VA CO.

ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A Contractor/Subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees and subcontractors only to the extent necessary to perform the services specified in the solicitation or contract. This includes indirect entities, both affiliate of Contractor/Subcontractor and agent of Contractor/Subcontractor.

b. Contractors and subcontractors shall sign the VA Information Security Rule of Behavior (ROB) before access is provided to VA information and information systems (see Section 4, Training, below). The ROB contains the minimum user compliance requirements and does not supersede any policies of VA facilities or other agency components which provide higher levels of protection to VA’s information or information systems. Users who require privileged access shall complete the VA elevated privilege access request processes before privileged access is granted.

c. All Contractors and Subcontractors working with VA information are subject to the same security investigative and clearance requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors shall be in accordance with VA Directive and Handbook 0710, Personnel Vetting Program. The Office of Human Resources and Administration/Operations, Security and Preparedness (HRA/OSP) is responsible for these policies and procedures. Contract personnel who require access to classified information or information systems shall have an appropriate security clearance. Verification of a Security Clearance shall be processed through the Special Security Officer located in HRA/OSP. Contractors shall conform to all requirements stated in the National Industrial Security Program Operating Manual (NISPOM).

d. All Contractors and subcontractors shall comply with conditions specified in VAAR 852.204-71(d); Contractor operations required to be in United States. All Contractors and Subcontractors working with VA information must be permanently located within a jurisdiction subject to the law of the United States or its Territories to the maximum extent feasible. If services are proposed to be performed abroad the Contractor must state where all non-U.S. services are provided. The Contractor shall deliver to VA a detailed plan specifically addressing communications, personnel control, data protection and potential legal issues. The plan shall be approved by the COR/CO in writing prior to access being granted.

e. The Contractor shall notify the COR/CO in writing immediately (no later than 24 hours) after personnel separation or occurrence of other causes. Causes may include the following:

(1) Contractor/Subcontractor personnel no longer has a need for access to VA information or VA information systems.

(2) Contractor/Subcontractor personnel are terminated, suspended, or otherwise has their work on a VA project discontinued for any reason.

(3) Contractor believes their own personnel or Subcontractor personnel may pose a threat to their company’s working environment or to any company-owned property. This includes Contractor-owned assets, buildings, confidential data, customers, employees, networks, systems, trade secrets and/or VA data.

(4) Any previously undisclosed changes to Contractor/Subcontractor background history are brought to light, including but not limited to changes to background investigation or employee record.

(5) Contractor/Subcontractor personnel have their authorization to work in the United States revoked.

(6) Agreement by which Contractor provides products and services to VA has either been fulfilled or terminated, such that VA can cut off electronic and/or physical access for Contractor personnel.

f. In such cases of contract fulfillment, termination, or other causes; the Contractor shall take the necessary measures to immediately revoke access to VA network, property, information, and information systems (logical and physical) by Contractor/Subcontractor personnel. These measures include (but are not limited to): removing and then securing Personal Identity Verification (PIV) badges and PIV – Interoperable (PIV-I) access badges, VA-issued photo badges, credentials for VA facilities and devices, VA-issued laptops, and authentication tokens. Contractors shall notify the appropriate VA COR/CO immediately to initiate access removal.

g. Contractors/Subcontractors who no longer require VA accesses will return VA-issued property to VA. This property includes (but is not limited to): documents, electronic equipment, keys, and parking passes.