RFI - Draft Performance Work Statement.docx

B.4 PERFORMANCE WORK STATEMENT

PERFORMANCE WORK STATEMENT

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology State Home (SH) Per Diem Program 10-10SH Modernization Software as a Service (SaaS) Date: July 12, 2023 PWS Version Number: 7.0

1.0 REQUIREMENTS

The State Home Per Diem Program (SHPDP) Office is requesting VA Office of Information and Technology, Veterans Centered Experience (VCE), Enterprise Health Benefits Determination (EHBD) program to support and provide a secure automated Software as a Service (SaaS) online platform to build upon the current automated PDF version of the VA form 10-10SH State Home Program Application for Veteran Care Medical Certification.

The SaaS will allow the SHPDP Office to automate the 10-10SH process in the contractor-managed cloud to reduce delays that Veterans experience with the current manual application process; securely provide discrete data needed to conduct detailed analyses of the entire process and identify areas of improvement; and decrease the amount of improper payments made by VA to State Veterans Homes (SVHs) and VA Medical Centers (VAMCs) of jurisdiction. Automation will also enable the SHPDP to comply with the Data Act by providing the information needed to track compliance with the 10-day submission process.

For the past year, the VHA’s SHPDP rolled out the both the automated offline and online versions 10-10SH Adobe Experience Manager (AEM) in the Cloud for 160 State Veteran Homes requesting reimbursement of services provided to Veterans. The main purpose of the improvement established an offline/online in the cloud interaction process that can be tracked in real time the completion of the process according to managed business rules thereby reducing the cost to the government of inappropriate reimbursements resulting from inaccurate, incomplete forms.

For the past year, the program developed the process to operate on a Federal Risk and Authorization Management Program (FedRAMP) approved Cloud space such as Amazon Web Services using the Adobe Experience Manager Managed Services (AEMMS-GC). This request is for the updates of forms, maintenance, and sustainability of what was accomplished with the implementation phase into a SaaS production.

See attachment 1 for specific tasks for this follow on to the implementation phase.

The Federal Chief Information Officer (CIO) has confirmed that for SaaS, agencies have the option of: (1) leveraging a 3-year Authority to Operate (ATO) completed by the Joint Authorization Board; (2) leveraging an ATO completed by another agency, or (3) conducting their own ATO. However, if either the Joint Authorization Board (JAB) or another agency has already gone through the Risk Management Framework (RMF) process with the cloud service provider then we encourage the agency to leverage the work already done. This is less burdensome for both the agencies and the service providers.

Regardless of the approach, VA will be using the FedRAMP baselines as a starting point, since they are specifically tailored for cloud services.

Table 1

Number

Qty

AEM FORMS:MS ENTERPRISE 99.5% -750K/10M

Adobe Inc.

Start Date: 08/05/2023 End Date: 08/04/2024

38054714

AEM FORMS:MS JEE WORKFLOW FOR OSGI -

Managed Services - Per Base (JEE Workflow is available for Enterprise only) - Per Year Adobe Inc. - 38054719JA Start Date: 08/05/2023 End Date: 08/04/2024

210-1427-MG-JWB

AEM:MS DEV/QA - Per Instance (Non-Production Dev QA) - Per Year Adobe Inc. - 38055792JA Start Date: 08/05/2023

210-8023-MG-NPQ

AEM MS ENHANCED SECURITY - Managed SVC Special Security/Cert FEDRAMP - per yr. Adobe Inc. - 38052582JA Start Date: 08/05/2023 End Date: 08/04/2024

210-1437-MG-SSC-F0

Adobe Experience Manager - Managed Services Increase Instance By 1 VCPU - Per Instance - 12 Months Adobe Inc. - 58051770JA Start Date: 08/05/2023

210-1429-MG-BVA-1

AEM FORMS:OPT JEE DEV LIC-MS FULFILMENT

Adobe Inc.

38056874

AEM FORMS:OPT OSGI DEV LIC-MS FULFILMENT

Adobe Inc.

38056875

OPTIONAL CLINS

Start Date: 08/05/2023 End Date: 08/04/2024

38048516

Start Date: 08/05/2023 End Date: 08/04/2024

38050968

OPTION YEAR 1

Adobe Inc. - 38054714 Start Date: 08/05/2024 End Date: 08/04/2025

38054714

AEM FORMS:MS JEE WORKFLOW FOR OSGI -

for Enterprise only) - Per Year Adobe Inc. - 38054719JA Start Date: 08/05/2024 End Date: 08/04/2025

AEM:MS DEV/QA - Per Instance (Non-Production Dev

Start Date: 08/05/2024

AEM MS ENHANCED SECURITY - Managed SVC Special Security/Cert FEDRAMP - per yr. Adobe Inc. - 38052582JA Start Date: 08/05/2023 End Date: 08/04/2024

210-1437-MG-SSC-F1

Adobe Experience Manager - Managed Services Increase Instance By 1 VCPU - Per Instance - 12 Months Adobe Inc. - 58051770JA Start Date: 08/05/2024

AEM FORMS:OPT JEE DEV LIC-MS FULFILMENT

Adobe Inc. - 38056874 Start Date: 08/05/2024 End Date: 08/04/2025

38056874

AEM FORMS:OPT OSGI DEV LIC-MS FULFILMENT

Adobe Inc. - 38056875 Start Date: 08/05/2024 End Date: 08/04/2025

Start Date: 08/05/2024 End Date: 08/04/2025

38048516

Start Date: 08/05/2024 End Date: 08/04/2025

OPTION YEAR 2

Adobe Inc. - 38054714 Start Date: 08/05/2025 End Date: 08/04/2026

38054714

AEM FORMS:MS JEE WORKFLOW FOR OSGI -

for Enterprise only) - Per Year Adobe Inc. - 38054719JA Start Date: 08/05/2025 End Date: 08/04/2026

AEM:MS DEV/QA - Per Instance (Non-Production Dev

Start Date: 08/05/2025

AEM MS ENHANCED SECURITY - Managed SVC Special Security/Cert FEDRAMP - per yr. The published E8 price is not the Customer's final price. The purchase rice of the software maint is based on a Commercial List Price that is 25% of the price you paid for th Adobe Inc. - 38052582JA Start Date: 08/05/2025 End Date: 08/04/2026

210-1437-MG-SSC-F1

Adobe Experience Manager - Managed Services Increase Instance By 1 VCPU - Per Instance - 12 Months Adobe Inc. - 58051770JA Start Date: 08/05/2025

Adobe Inc. - 38056874 Start Date: 08/05/2025 End Date: 08/04/2026

38056874

AEM FORMS:OPT OSGI DEV LIC-MS FULFILMENT

Adobe Inc. - 38056875 Start Date: 08/05/2025 End Date: 08/04/2026

Start Date: 08/05/2025 End Date: 08/04/2026

38048516

Start Date: 08/05/2025 End Date: 08/04/2026

1.1A REQUIREMENTS (OPTIONAL CLINs 0017 & 0018) 10-10SH Post Go-Live Rollout Engagement Onshore and Offshore Required and Optional Not to Exceed CLINs.

If exercised, the additional onshore/offshore option CLINs will allow for post implementation support, Adobe AdminUI Administration and Adobe Admin Console while the 10-10SH online form is operational for existing SVHs and VAMCs.

The services shall provide proactive maintenance and operational support and provide Subject Matter Experts Support for 10-10SH personnel.

SHPDP Help Desk will provide Tier 1 activities/issues and direct specific 10-10SH Application request(s) to the 10-10SH Project Team as appropriate, during normal business hours.

Adobe Professional Services shall address Tier 2 and 3 activities/issues. Adobe Professional Services shall triage, direct and report unresolved Tier 2 and 3 activities/issues to the core 10-10SH Project Team as appropriate. Adobe Professional Services shall capture all activities in the Weekly Status Report and shall mutually align with the VA 10-10SH Project team on reporting structure to track issues daily.

Deliverable:

Weekly and Monthly Status/Milestone Report The Contractor shall address Tier 3 items that cannot be resolved by 10-10SH Project Team.

The Tiers of Assistance have been defined as follows:

• Tier 0 – Self-help/knowledge base:

· User guide, admin guide, training videos

• Tier 1 – State Home Per Diem Program SME and VA IT:

· Basic troubleshooting and triaging by Service Desk Agent if additional support is required

· Address basic issues related to offline and online 10-10SH

· Routes Users to Id.ME or PIV Support for account creation issue resolution

· Troubleshoot User Errors and Desktop Issues

· Route remaining Issues to Tier 2, Adobe 10-10SH SME

• Tier 2 – Adobe 10-10SH SME:

· Adobe Managed Services (AMS) to provide 24/7 support to priority 1 (P1) issues and production outages

· AMS schedules monthly security patches, security scanning and base product upgrades with VA

· The following tasks are performed during Adobe Professional Services core business hours:

· Monday – Friday

· 9am ET – 5pm ET

· Following government holiday schedule and Adobe Global holidays

· In-depth technical support provided from backend, usually from trained specialists within the Service Desk pool of resources

· Routes issue to correct Adobe team: Adobe support, Adobe consulting services, or AMS

• Tier 3 – Adobe Professional Services:

· The following tasks are performed during Adobe Professional Services core business hours:

· Troubleshoot provisioning user accounts

· SME and product specialist support. Third party vendor engineers with experience with the application and access to project specific documentation.

· Provides AdminUI and Adobe console support

· Resolve form defects

· Implement form enhancements and upgrades

Contractor shall manage Services for Service Level Agreement (SLA) for Adobe Experience Manager Platform (hosted on AMS).

Adobe Professional Services shall assist 10-10 SH Project team with configuration/development (estimated at 90% configuration and 10% development effort associated with implementation activities) related specifically to the custom created 10-10SH form and with approval from 10-10SH Business Owners.

Adobe Professional Services will provide web application (website) vulnerability assessment and penetration testing (VAPT) service and leverage its solution expertise and testing best practices to precisely conduct VAPT testing and share high level findings with regards to custom implementation only. Adobe VAPT team shall conduct a vulnerability assessment and penetration test (VAPT) that will allow it to:

• Gain better understanding of potential web application (website) vulnerabilities that may be visible internally and/or externally to the end users

• Determine if the website is free from Open Worldwide Application Security Project (OWASP) Top 10 vulnerabilities

• Evaluate OWASP 4.0 standards against public facing websites

• Identify vulnerabilities in the final stable build/application/website

DELIVERABLE: Vulnerability Assessment and Penetration Testing (VAPT) Report Table 1.1A Task details (items 32-33 in Table 1) Scope of work - Onshore

Project Management / Application Product Owner

Online form maintenance during implementation, update user guide and/or develop Standard Operating Procedures (SOP) and fine tune additional items found during implementation

Offline form maintenance during implementation and fine tune additional items found during implementation

Online forms and workflow enhancement such as share queue, additional search templates, monthly reports (submission status), Doc, FAQ

Adobe Consulting to assist with onboarding of new, existing, and mutually agreed upon SVH and VAMC

Production and application tier 2 and tier 3 assistance during implementation, including AdminUI and Adobe admin console

Adobe Consulting Knowledge Transfer to VA's IT and Trainers

Scope of work - Offshore

Online form phase 2 items analysis and development (10 items)

Offline form phase 2 items analysis and development (10 items)

Perform system analysis, development and testing for Online forms and workflow enhancement

Perform system analysis and debugging for items found during implementation additional SVH and VAMC

Perform system analysis and debugging for items found during application tier 3 assistance

10-10SH Application Maintenance and Sustainability Contractor shall provide post implementation assistance, ensuring a direct line of communication with the 10-10SH Application Core Project Team for SVH and VAMC core users. Post implementation assistance improves the feedback loop, the ability for the 10-10SH Application Core Project Team to triage feedback, requests, feature enhancements, correct bugs and build a plan for end user communication.

DELIVERABLE: Provide updated defect log Continuation of implementing the 10-10SH Application, Core Project Team will define the timeframe for directing an email distribution list so requests, defects, bugs, feature enhancements and how-to respond to questions are monitored by a team of experts for up to 160 SHs and 105 VAMC core users. Emails are triaged, categorized and discussed in a daily or as needed scrum meeting with the business owner to:

· assign priority, approve configuration assistance and define end user communication/follow-up

· ensure technical support for users will be available post-implementation.

maintain web based 10-10SH process availability for users 24 hours per day/7 days per week.

1.1

1.2 ASSESSMENT, AUTHORIZATION, AND CONTINUOUS MONITORING

1. The information system solution selected by the Contractor shall comply with the Federal Information Security Management Act (FISMA).

2. The Contractor shall comply with FedRAMP requirements as mandated by Federal laws and policies, including making available any documentation, physical access, and logical access needed to support this requirement.

3. Following guidance from the Federal CIO, VA will utilize existing JAB ATO or agency ATO issued by another agency as a starting point for FedRAMP requirements. If neither of those exist, VA will sponsor FedRAMP ATO. VA will be using the FedRAMP baselines as a starting point, since they are specifically tailored for cloud services.

4. The Contractor shall, where applicable, assist with the VA Authority to Operate (ATO) Process to help achieve agency authorization of the cloud service or migrated application.

5. The Contractor shall afford VA access to the Contractor’s and Cloud Service Provider’s facilities, installations, technical capabilities, operations, documentation, records, and databases.

6. If new or unanticipated threats or hazards are discovered by either VA or the Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party in accordance with the security appendix B (see attachment).

7. The Contractor shall not release any data without the consent of VA in writing. All requests for release must be submitted in writing to the COR/CO.

1.3 CAPABILITIES:

The Contractor shall provide an upgradeable 10-10SH process compatible across the VA/Veteran State Homes web browsers and capable of remaining current with updates. The 10-10SH process solution will have the following capabilities:

· Cloud-based and FedRAMP compliant making it compatible with OITs Cloud-First Initiative.

· Multiple channels and is accessible via a laptop, tablet, or phone with no degradation in user experience.

· Adaptive and is personalized to the user with analytics (i.e., length of time per field, abandonment rates) to optimize performance.

· Scalable and future-proof. It includes centralized management of forms with a user-friendly interface, low code/copy and paste capabilities and leverages reusable components and templates giving it the ability to easily adapt to any changes required.

· Workflows specialized for forms and robust document services.

· Ability to generate a Document of Record for archival and retrieval.

· Maximized value as the best path for on-time completion and will simplify the VA’s operations with end-to-end engagement.

The Contractor shall:

· Support and provide a secure automated Software as a Service (SaaS) online platform to build upon the current PDF version of the 10-10SH process.

· Automate the 10-10SH process to an online web-based platform to:

· reduce the application processing time

· increase accuracy of application information

· allow for detailed analysis of application data

· process and approve 90 percent of applications within 10 days without manual intervention

· Maintain and host data in an environment authorized for use at the FedRAMP Moderate impact level. The FedRAMP framework includes continuous monitoring of baseline controls for security and encryption. Therefore, when the data is entered on the form, e.g. DOB, SSN, address, etc., that data is secure in the FedRAMP environment when in process and when at rest, then purge after 45 days of completion date.

· Archive the 10-10SH form that was processed via workflow, to be sent as a PDF via encrypted Digital Rights Email and stored on the 10-10SH VA SharePoint site where the VA retains the data for auditing and historical access.

· Ensure the security protocol of the data during the transmission is SSL. There are certain project-level controls, such as user authentication, that will fall to the customer (VA stakeholders) to implement later during the VA ATO process.

· Allow capability to create the new SVH and VAMC of jurisdiction in the system.

· Allow capability for each SVH and VAMC of jurisdiction to be able to create customized forms.

· Allow capability to configure the groups for the specified SVH and VAMC of jurisdiction.

· Allow capability to create the SVH and VAMC of jurisdiction’s users in the system.

· Allow capability for Users and Groups to be added.

· Allow capability for data to be saved to an External Adobe Cloud Database VA database so the reporting team can create ad-hoc reports on 10-10SH data. The information is collected via a Web Form based on the VA 10-10SH (OMB Approval No. 2900-0160). The form data resides on the: AEMMS-GC Server. VA personnel will access the AEMMS-GC Server to retrieve any VA 10-10SH forms for review and approval. The AEMMS-GC Server Web Based system will be SSL based.

· Ensure online 10-10SH will provide capability to perform analytics on application data fields.

· Ensure web based 10-10SH process must comply with VA regulations and directives.

· Ensure web based 10-10SH process must be 508 compliant.

· Conduct Load testing to ensure optimal performance measures as per potential demand.

· Conduct end to end testing to ensure that the entire process integrates and performs as required given the varied scenarios of end user environments.

· Provide “Train the Trainer” documentation, facilitation, and support.

· Ensure technical support for users will be available post-implementation.

· Maintain web based 10-10SH process availability for users 24 hours per day/7 days per week.

Contractor Project Management Plan shall include plan to incorporate implementation with State Veteran Homes and VAMCs of jurisdiction.

Deliverable:

A. Contractor Project Management Plan

2.0 NOTICE OF THE FEDERAL ACCESSIBILITY LAW AFFECTING ALL INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) PROCUREMENTS (SECTION 508) On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. 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.

2.1 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: https://www.access-board.gov/guidelines- and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the- standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and- standards/communications-and-it/about-the-ict-refresh/final-rule.

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:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines) E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements

2.2 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.

2.3 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 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.

3.0 SHIPMENT OF HARDWARE OR EQUIPMENT

NA

3.1 NATIONAL ACQUISITIONS

NA

4.0 GENERAL REQUIREMENTS

4.1 VA TECHNICAL REFERENCE MODEL

The Contractor shall support the VA enterprise management framework. In association with the framework, the Contractor shall comply with OI&T Technical Reference Model (VA TRM). The VA TRM is one component within the overall Enterprise Architecture (EA) that establishes a common vocabulary and structure for describing the information technology used to develop, operate, and maintain enterprise applications. Moreover, the VA TRM, which includes the Standards Profile and Product List, serves as a technology roadmap and tool for supporting OI&T. Architecture & Engineering Services (AES) has overall responsibility for the VA TRM.

4.2 POSITION/TASK RISK DESIGNATION LEVEL(S)

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

1.0

1.1

1.2

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.

POINTS OF CONTACT

VA Program Manager:

Name: Colette Alvarez Voice: (775) 842-5755 Email: Colette.Alvarez@va.gov

Contracting Officer’s Representative:

Name: Brenda O. Wiggins Voice: (202) 578-7550 Email: Brenda.Wiggins3@va.gov Contracting Officer:

Name: Lori L. Walker Voice: (512) 981-4134 Email: Lori.Walker1@va.gov

Contract Specialist:

Name: Daniel Winterroth Voice: (512) 981-4418 Email: Daniel.Winterroth@va.gov

PERFORMANCE METRICS

The table below defines the Performance Standards and Acceptable Performance Levels for Objectives associated with this effort.

1. Efficient and effective in meeting requirements

1. Meets technical needs and mission requirements

1. Offers quality services/products Satisfactory or higher

1. Products completed, reviewed, delivered in timely manner

1. Notifies customer in advance of potential problems Satisfactory or higher

1. Personnel possess necessary knowledge, skills and abilities to perform tasks

1. Personnel meet onboarding/security requirements Satisfactory or higher

1. Services/products delivered were of desired quality Satisfactory or higher

The Government will utilize a Quality Assurance Surveillance Plan (QASP) throughout the life of the task order to ensure that the Contractor is performing the services required by this PWS in an acceptable manner. The Government reserves the right to alter or change the surveillance methods in the QASP at its own discretion. A Performance Based Service Assessment Survey, contractor’s weekly monthly, and quarterly reports will be used in combination with the QASP to assist the Government in determining acceptable performance levels.

Request for Information

VA-25-00065932

ADDENDUM A – ADDITIONAL VA REQUIREMENTS, CONSOLIDATED

A1.0 Cyber and Information Security Requirements for VA IT Services The Contractor shall ensure adequate LAN/Internet, data, information, and system security in accordance with VA standard operating procedures and standard PWS language, conditions, laws, and regulations. The Contractor’s firewall and web server shall meet or exceed VA minimum requirements for security. All VA data shall be protected behind an approved firewall. Any security violations or attempted violations shall be reported to the VA Program Manager and VA Information Security Officer as soon as possible. The Contractor shall follow all applicable VA policies and procedures governing information security, especially those that pertain to assessment and authorization and continuous monitoring Contractor supplied equipment, PCs of all types, equipment with hard drives, etc. for contract services must meet all security requirements that apply to Government Furnished Equipment (GFE) and Government Owned Equipment (GOE). Security Requirements include: a) VA Approved Encryption Software must be installed on all laptops or mobile devices before placed into operation, b) Bluetooth equipped devices are prohibited within VA; Bluetooth must be permanently disabled or removed from the device, unless the connection uses FIPS 140-2 (or its successor) validated encryption, c) VA approved anti-virus and firewall software, d) Equipment must meet all VA sanitization requirements and procedures before disposal. The COR, CO, the PM, and the Information Security Officer (ISO) must be notified and verify all security requirements have been adhered to.

Each documented initiative under this contract incorporates VA Handbook 6500.6, “Contract Security,” March 12, 2010 by reference as though fully set forth therein. The VA Handbook 6500.6, “Contract Security” shall also be included in every related agreement, contract, or order. The VA Handbook 6500.6, Appendix C, is included in this document as Addendum B.

Training requirements: The Contractor shall complete all mandatory training courses on the current VA training site, the VA Talent Management System (TMS) 2.0, and will be tracked therein. The TMS 2.0 may be accessed at https://www.tms.va.gov/SecureAuth35/ . If you do not have a TMS 2.0 profile, go to https://www.tms.va.gov/SecureAuth35/ and click on the “Create New User” link on the TMS 2.0 to gain access.

Contractor employees shall complete a VA Systems Access Agreement if they are provided access privileges as an authorized user of the computer system of VA.

A2.0 VA Enterprise Architecture Compliance The applications, supplies, and services furnished under this contract must comply with VA Enterprise Architecture (EA), available at http://www.ea.oit.va.gov/index.asp in force at the time of issuance of this contract, including the Program Management Plan and VA's rules, standards, and guidelines in the Technical Reference Model/Standards Profile (TRMSP). VA reserves the right to assess contract deliverables for EA compliance prior to acceptance.

A2.1. VA Internet and Intranet Standards The Contractor shall adhere to and comply with VA Directive 6102 and VA Handbook 6102, Internet/Intranet Services, including applicable amendments and changes, if the Contractor’s work includes managing, maintaining, establishing, and presenting information on VA’s Internet/Intranet Service Sites. This pertains, but is not limited to: creating announcements; collecting information; databases to be accessed, graphics and links to external sites.

Internet/Intranet Services Directive 6102 is posted at (copy and paste the following URL to browser): https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1056&FType=2 Internet/Intranet Services Handbook 6102 is posted at (copy and paste following URL to browser): https://www.va.gov/vapubs/viewPublication.asp?Pub_ID=1055&FType=2 A3.0 Notice of the Federal Accessibility Law Affecting All Information and Communication Technology (ICT) Procurements (Section 508) (Three standards listed in Section A3.1 below [E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines), E204 Functional Performance Criteria, and E208 Support Documentation and Services] always apply to the evaluation of ICT, and should remain marked as “x”. The requiring activity should un-mark any of the other remaining standards below [E206 and/or E207] that do not apply to this effort. The Accessibility Requirements Tool (ART) is a web-based application that will help the requiring activity determine the Section 508 standards that apply to their specific acquisition. The ART tool is located at https://app.buyaccessible.gov/home.)

On January 18, 2017, the Architectural and Transportation Barriers Compliance Board (Access Board) revised and updated, in a single rulemaking, standards for electronic and information technology developed, procured, maintained, or used by Federal agencies covered by Section 508 of the Rehabilitation Act of 1973, as well as our guidelines for telecommunications equipment and customer premises equipment covered by Section 255 of the Communications Act of 1934. 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.

A3.1. 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: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and-guidelines. A printed copy of the standards will be supplied upon request.

Federal agencies must comply with the updated Section 508 Standards beginning on January 18, 2018. The Final Rule as published in the Federal Register is available from the Access Board: https://www.access-board.gov/guidelines-and-standards/communications-and-it/about-the-ict-refresh/final-rule.

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:

E205 Electronic Content – (Accessibility Standard -WCAG 2.0 Level A and AA Guidelines) E204 Functional Performance Criteria E206 Hardware Requirements E207 Software Requirements E208 Support Documentation and Services Requirements A3.2. Compatibility 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.

A3.3. 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.

A4.0 Physical Security & Safety Requirements:

The Contractor and their personnel shall follow all VA policies, standard operating procedures, applicable laws and regulations while on VA property. Violations of VA regulations and policies may result in citation and disciplinary measures for persons violating the law.

1. The Contractor and their personnel shall wear visible identification at all times while they are on the premises.

2. VA does not provide parking spaces at the work site; the Contractor must obtain parking at the work site if needed. It is the responsibility of the Contractor to park in the appropriate designated parking areas. VA will not invalidate or make reimbursement for parking violations of the Contractor under any conditions.

3. Smoking is prohibited inside/outside any building other than the designated smoking areas.

4. Possession of weapons is prohibited.

5. The Contractor shall obtain all necessary licenses and/or permits required to perform the work, with the exception of software licenses that need to be procured from a Contractor or vendor in accordance with the requirements document. The Contractor shall take all reasonable precautions necessary to protect persons and property from injury or damage during the performance of this contract.

A5.0 Confidentiality and Non-Disclosure The Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations.

The Contractor may have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI) that is subject to protection under the regulations issued by the Department of Health and Human Services, as mandated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA); 45 CFR Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 CFR Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”). Pursuant to the Privacy and Security Rules, the Contractor must agree in writing to certain mandatory provisions regarding the use and disclosure of PHI and EPHI.

1. The Contractor will have access to some privileged and confidential materials of VA. These printed and electronic documents are for internal use only, are not to be copied or released without permission, and remain the sole property of VA. Some of these materials are protected by the Privacy Act of 1974 (revised by PL 93-5791) and Title 38. Unauthorized disclosure of Privacy Act or Title 38 covered materials is a criminal offense.

1. 2. The VA CO will be the sole authorized official to release in writing, any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract. The Contractor shall relea no information. Any request for information relating to this contract presented to the Contractor shall be submitted to the VA CO for response.

2. Contractor personnel recognize that in the performance of this effort, Contractor personnel may receive or have access to sensitive information, including information provided on a proprietary basis by carriers, equipment manufacturers and other private or public entities. Contractor personnel agree to safeguard such information and use the information exclusively in the performance of this contract. Contractor shall follow all VA rules and regulations regarding information security to prevent disclosure of sensitive information to unauthorized individuals or organizations as enumerated in this section and elsewhere in this Contract and its subparts and appendices.

3. Contractor shall limit access to the minimum number of personnel necessary for contract performance for all information considered sensitive or proprietary in nature. If the Contractor is uncertain of the sensitivity of any information obtained during the performance this contract, the Contractor has a responsibility to ask the VA CO.

4. Contractor shall train all of their employees involved in the performance of this contract on their roles and responsibilities for proper handling and nondisclosure of sensitive VA or proprietary information. Contractor personnel shall not engage in any other action, venture or employment wherein sensitive information shall be used for the profit of any party other than those furnishing the information. The sensitive information transferred, generated, transmitted, or stored herein is for VA benefit and ownership alone.

5. Contractor shall maintain physical security at all facilities housing the activities performed under this contract, including any Contractor facilities according to VA-approved guidelines and directives. The Contractor shall ensure that security procedures are defined and enforced to ensure all personnel who are provided access to patient data must comply with published procedures to protect the privacy and confidentiality of such information as required by VA.

6. Contractor must adhere to the following:

a. The use of “thumb drives” or any other medium for transport of information is expressly prohibited.

b. Controlled access to system and security software and documentation.

c. Recording, monitoring, and control of passwords and privileges.

d. All terminated personnel are denied physical and electronic access to all data, program listings, data processing equipment and systems.

e. VA, as well as any Contractor (or Subcontractor) systems used to support development, provide the capability to cancel immediately all access privileges and authorizations upon employee termination.

f. Contractor PM and VA PM are informed within twenty-four (24) hours of any employee termination.

g. Acquisition sensitive information shall be marked "Acquisition Sensitive" and shall be handled as "For Official Use Only (FOUO)".

h. Contractor does not require access to classified data.

7. Regulatory standard of conduct governs all personnel directly and indirectly involved in procurements. All personnel engaged in procurement and related activities shall conduct business in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none. The general rule is to strictly avoid any conflict of interest or even the appearance of a conflict of interest in VA/Contractor relationships.

8. VA Form 0752 shall be completed by all Contractor employees working on this contract, and shall be provided to the CO before any work is performed. In the case that Contractor personnel are replaced in the future, their replacements shall complete VA Form 0752 prior to beginning work.

A6.0 INFORMATION TECHNOLOGY USING ENERGY-EFFICIENT PRODUCTS

A6.1 EPEAT

EPEAT product compliance is not required in this acquisition.

A6.2 ENERGY STAR

Energy Star product compliance is not required in this acquisition.

A6.3 FEMP

FEMP or FEMP low standby power product compliance is not required in this acquisition.

INFORMATION SECURITY CONSIDERATIONS:

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

APPLICABLE PARAGRAPHS TAILORED FROM: THE VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE, VA HANDBOOK 6500.6, APPENDIX C, MARCH 12, 2010

B1. GENERAL

Contractors, Contractor personnel, Subcontractors, and Subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.

B2. 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, Subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All Contractors, Subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative 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 must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.

d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates (e.g. Business Associate Agreement, Section 3G), the Contractor/Subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.

e. The Contractor or Subcontractor must notify the CO immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the Contractor or Subcontractor’s employ. The CO must also be notified immediately by the Contractor or Subcontractor prior to an unfriendly termination.

B3. VA INFORMATION CUSTODIAL LANGUAGE

1. Information made available to the Contractor or Subcontractor by VA for the performance or administration of this contract or information developed by the Contractor/Subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of VA. This clause expressly limits the Contractor/Subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).

2. VA information should not be co-mingled, if possible, with any other data on the Contractors/Subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the Contractor must ensure that VA information is returned to VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct onsite inspections of Contractor and Subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

3. Prior to termination or completion of this contract, Contractor/Subcontractor must not destroy information received from VA, or gathered/created by the Contractor in the course of performing this contract without prior written approval by VA. Any data destruction done on behalf of VA by a Contractor/Subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the Contractor that the data destruction requirements above have been met must be sent to the VA CO within 30 days of termination of the contract.

4. The Contractor/Subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.

5. The Contractor/Subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on Contractor/Subcontractor electronic storage media for restoration in case any electronic equipment or data used by the Contractor/Subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

6. If VA determines that the Contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the Contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12.

7. If a VHA contract is terminated for cause, the associated Business Associate Agreement (BAA) must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.05, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

8. The Contractor/Subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated.

9. The Contractor/Subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA minimum requirements. VA Configuration Guidelines are available upon request.

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

11. Notwithstanding the provision above, the Contractor/Subcontractor 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 health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the Contractor/Subcontractor is in receipt of a court order or other requests for the above-mentioned information, that Contractor/Subcontractor shall immediately refer such court orders or other requests to the VA CO for response.

12. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require Assessment and Authorization (A&A) or a Memorandum of Understanding-Interconnection Security Agreement (MOU-ISA) for system interconnection, the Contractor/Subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.

B4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

1. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R.