RFQ 36C25626Q0226 VOCERA Software License Subscription.pdf

Combined Synopsis/Solicitation Notice

*= Required Field Combined Synopsis/Solicitation Notice

SUBJECT* Vocera Software License/Subscription Support and Maintenance

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 77056-5643

SOLICITATION NUMBER* 36C25626Q0226

RESPONSE DATE/TIME/ZONE 01-15-2026 1600 CENTRAL TIME, CHICAGO,

USA

ARCHIVE 9 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE SDVOSBC

PRODUCT SERVICE CODE* R499

NAICS CODE* 541519

CONTRACTING OFFICE ADDRESS Department of Veterans Affairs

Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

POINT OF CONTACT*

Contract Specialist Jeneice Matthews jeneice.matthews@va.gov

PLACE OF PERFORMANCE

ADDRESS Michael E. DeBakey VAMC ATTN: Warehouse, Bldg 100

2002 Holcombe Blvd.

Houston TX

POSTAL CODE 77030

COUNTRY US

ADDITIONAL INFORMATION

AGENCY’S URL https://www.va.gov

URL DESCRIPTION Department of Veterans Affairs

AGENCY CONTACT’S EMAIL ADDRESS jeneice.matthews@va.gov

EMAIL DESCRIPTION 36C25626Q0226 Vocera Communications

DESCRIPTION

36C25626Q0226 – Vocera Software License/Subscription Support and Maintenance at the Department of Veterans Affairs (VA), Michael E. DeBakey VA Medical Center (VAMC) located in Houston, Texas.

1. This is a combined synopsis/solicitation (CSS) for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) Overhaul Part 12 Acquisition of Commercial Products and Commercial Services with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued.

2. The CSS number is 36C25626Q0226. It is issued as a Request for Quote (RFQ). The government anticipates awarding a Firm-Fixed Price resulting from this solicitation.

3. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-06 (effective: 10/01/2025).

4. This solicitation is issued as a Service Disabled Veteran-Owned Small Business (SDVOSB) set aside.

5. The associated North American Industrial Classification System (NAICS) code for this procurement is 541519 with a small business size standard of $34,000,000.00.

6. The Contractor shall provide Vocera Software License/Subscription Support and

Maintenance for the Vocera Communications in use at Michael E. DeBakey VAMC located at 2002 Holcombe Boulevard, Houston, Texas 77030 as operationally capable intended by the manufacturer and VA specifications.

7. A complete description of the requirement and/or applicable government need(s) are as follows: See attached 36C25626Q0226.

Contracting Office:

Department of Veteran Affairs Network Contracting Office (NCO)-16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston, TX 77056

Contract Specialist:

Jeneice Matthews POC: jeneice.matthews@va.gov

Quote in response to this RFQ are due at 4:00 PM Central Standard Time, January 15, 2026. Quotes shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

Please insert “36C25626Q0226 Quote” in the subject line of your email. OFFEROR SHALL

COMPLETE THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS SOLICITATION

36C25626Q0226 TO BE DEEMED ACCEPTABLE:

1) Section B- Contract Administration Data, Contractor contact information.

2) Volume 1- Technical / Volume 1 shall not contain any pricing information and shall clearly be labeled Volume 1 (Technical Volume).

3) Volume 2--Price / Volume 2 shall clearly be labeled Volume 2 (Price Volume) and shall not contain any technical information that should otherwise be contained within Volume

1. Complete and return Section B.2 Price/Cost Schedule. Contractor shall complete all pricing in the B.2 Price schedule. Contract Line Items (CLINS) without pricing will be found unacceptable. The price quote shall be legible, specific, and complete in every detail. (The Government seeks discounts. Identify any discounts offered and the amount within the line-item description).

4) Attachment B- 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING —

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023)

(DEVIATION)

5) Return signed copy Attachment C- Business Associate Agreement

6) Attachment D - Relevant Experience Form

EVALUATION: The Government will award a contract resulting from this solicitation to quoter with lowest price technically acceptable. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award. All quoters shall be certified in the U.S. Small Business Administration (SBA) database to receive credit as a SDVOSB at the closing of the solicitation due date and time, and at the time of award.

Please contact Jeneice Matthews for questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 4:00p.m. Central Standard Time on January 7, 2026. If questions are received, an amendment to this RFQ will be posted with all questions and answers.

Table of Contents

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

B.2 IT CONTRACT SECURITY

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 STATEMENT OF WORK

SECTION C - CONTRACT CLAUSES

C.1 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

PRODUCTS AND COMMERCIAL SERVICES

C.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.3 52.201-1 ACQUISITION 360: VOLUNTARY SURVEY (SEP 2023)

C.4 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.5 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.6 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.7 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022)

C.8 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.9 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR CERTIFIED SERVICE-DISABLED

VETERAN-OWNED SMALL BUSINESSES (JAN 2023) (DEVIATION)

C.10 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING—CERTIFICATE OF

COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

C.11 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV 2018)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

D.1 LIST OF ATTACHMENTS _TABLE

SECTION E - SOLICITATION PROVISIONS

E.1 ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

E.2 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

E.3 52.204-22 ALTERNATIVE LINE ITEM PROPOSAL (JAN 2017)

E.4 52.216-1 TYPE OF CONTRACT (APR 1984)

E.5 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.6 52.240-90 SECURITY PROHIBITIONS AND EXCLUSIONS REPRESENTATIONS AND

CERTIFICATIONS (NOV 2025) (DEVIATION)

E.7 52.240-91 SECURITY PROHIBITIONS AND EXCLUSIONS (NOV 2025) (DEVIATION)

E.8 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.9 ADDENDUM 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

36C25626Q0226 2

SECTION B

B.1 CONTRACT ADMINISTRATION DATA

1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR ADMINISTRATOR: _______________________________

CONTRACTOR POC NAME: ____________________________________

CONTRACTOR POC PHONE NUMBER: _________________________

CONTRACTOR ADDRESS: ___________________________________

EMAIL ADDRESS: ___________________________________________

UEI No. __________________________________________________ CAGE Code: ________________________________________________

TAX ID ____________________________________________________

GSA/FSS, NAC, SEWP Contract No (if applicable) _______________________

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs Network Contracting Office 16 Galleria Financial Center 5075 Westheimer Road, Suite 750 Houston TX 77056-5643

2. CONTRACTOR REMITTANCE ADDRESS: All payments by the Government to the contractor will be made in accordance with:

[x] 52.232-33, Payment by Electronic Funds Transfer—System for Award

Management

3. INVOICES: Invoices shall be submitted in arrears:

a. Other [x] Payment for services provided under the terms of this contract will be made upon delivery, inspection, and acceptance of all line items.

4. GOVERNMENT INVOICE ADDRESS: All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests.

Department of Veteran Affairs Financial Service Center (FSC) e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

5. ACKNOWLEDGMENT OF AMENDMENTS: The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

Quote in response to this RFQ are due at 4:00 PM Central Standard Time, January 15, 2026. Quotes shall be submitted in writing and sent via email to jeneice.matthews@va.gov .

http://www.fsc.va.gov/fsc/einvoice.asp

36C25626Q0226 3

Please insert “36C25626Q0226 Quote” in the subject line of your email. OFFEROR SHALL COMPLETE

THE FOLLOWING LOCATED IN SECTIONS BELOW OF THIS SOLICITATION 36C25626Q0226 TO BE

DEEMED ACCEPTABLE:

1) Section B- Contract Administration Data, Contractor contact information.

2) Volume 1- Technical / Volume 1 shall not contain any pricing information and shall clearly be labeled Volume 1 (Technical Volume).

3) Volume 2--Price / Volume 2 shall clearly be labeled Volume 2 (Price Volume) and shall not contain any technical information that should otherwise be contained within Volume 1. Complete and return Section B.2 Price/Cost Schedule. Contractor shall complete all pricing in the B.2 Price schedule. Contract Line Items (CLINS) without pricing will be found unacceptable. The price quote shall be legible, specific, and complete in every detail. (The Government seeks discounts. Identify any discounts offered and the amount within the line-item description).

4) Attachment B- 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING —CERTIFICATE

OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (JAN 2023) (DEVIATION)

5) Return signed copy Attachment C- Business Associate Agreement

6) Attachment D - Relevant Experience Form

EVALUATION: The Government will award a contract resulting from this solicitation to quoter with lowest price technically acceptable. All quoters shall have a current registration in the System for Award Management (SAM) to be considered for award. All quoters shall be certified in the U.S. Small Business Administration (SBA) database to receive credit as a SDVOSB at the closing of the solicitation due date and time, and at the time of award.

Please contact Jeneice Matthews for questions or other inquiries about this solicitation via email at jeneice.matthews@va.gov by 4:00p.m. Central Standard Time on January 7, 2026. If questions are received, an amendment to this RFQ will be posted with all questions and answers.

36C25626Q0226 4

B.2 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. 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.

2. VA INFORMATION CUSTODIAL LANGUAGE. This entire section applies to all acquisitions requiring any Information Security and Privacy 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. The primary clause used to define computer software license (not data/intellectual property first produced under this contractor or order) is FAR 52.227-19, Commercial Computer Software License.

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 contactor.

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

36C25626Q0226 5

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 abovementioned 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.

3. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS. This section applies when any person requires access to 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.

36C25626Q0226 6

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 Suitability and Security 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. PIV and

36C25626Q0226 7

PIV-I access badges shall be returned to the nearest VA PIV Badge Issuance Office. Once they have had access to VA information, information systems, networks and VA property in their possessions removed, contractors shall notify the appropriate VA COR/CO.

4. TRAINING. This entire section applies to all acquisitions which include section 3.

a. All contractors and subcontractors requiring access to VA information and VA information systems shall successfully complete the following before being granted access to VA information and its systems:

(1) VA Privacy and Information Security Awareness and Rules of Behavior course #10706 Talent Management System (TMS) and HIPAA & Privacy Training course #10203.

(2) Sign and acknowledge (manually through TMS #10706) understanding of and responsibilities for compliance with the Organizational Rules of Behavior, relating to access to VA information and information systems initially and annually thereafter; and

(3) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system or information access [to be defined by the VA program official and provided to the VA CO for inclusion in the solicitation document – i.e., any role based information security training].

b. The contractor shall provide the COR/CO a copy of the training certificates and certification of signing the Organizational Rules of Behavior for each applicable Contractor personnel within five days of the initiation of the contract and annually thereafter, as required.

c. Failure to complete the mandatory annual training is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the required training is complete.

5. SECURITY INCIDENT INVESTIGATION. This entire section applies to all acquisitions requiring any Information Security and Privacy language.

a. The contractor, subcontractor, their employees, or business associates shall immediately (within one hour) report suspected security / privacy incidents to the VA OIT’s Enterprise Service Desk (ESD) by calling (855) 673-4357 (TTY: 711). The ESD is OIT’s 24/7/365 single point of contact for IT-related issues. After reporting to the ESD, the contractor, subcontractor, their employees, or business associates shall, within one hour, provide the COR/CO the incident number received from the ESD.

b. To the extent known by the contractor/subcontractor, the contractor/subcontractor's notice to VA shall identify the information involved and the circumstances surrounding the incident, including the following:

(1) The date and time (or approximation of) the Security Incident occurred.

(2) The names of individuals involved (when applicable).

(3) The physical and logical (if applicable) location of the incident.

(4) Why the Security Incident took place (i.e., catalyst for the failure).

(5) The amount of data belonging to VA believed to have been compromised.

(6) The remediation measures the contractor is taking to ensure no future incidents of a similar nature.

c. After the contractor has provided the initial detailed incident summary to VA, they will continue to provide written updates on any new and relevant circumstances or facts they discover. The contractor, subcontractor, and their employees shall fully cooperate with VA or third-party entity performing an independent risk analysis on behalf of VA. Failure to cooperate may be deemed a material breach and grounds for contract termination.

d. VA IT contractors shall follow VA Handbook 6500, Risk Management Framework for VA Information Systems VA Information Security Program, and VA Information Security Knowledge Service guidance for implementing an Incident Response Plan or integrating with an existing VA implementation.

e. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG, and the VA Office of Security and Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation (s) associated with any incident. The contractor/

36C25626Q0226 8 subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident.

f. The contractor shall comply with VA Handbook 6500.2, Management of Breaches Involving Sensitive Personal Information, which establishes the breach management policies and assigns responsibilities for the oversight, management and reporting procedures associated with managing of breaches.

g. With respect to unsecured Protected Health Information (PHI), the contractor is deemed to have discovered a data breach when the contractor knew or should have known of breach of such information. When a business associate is part of VHA contract, notification to the covered entity (VHA) shall be made in accordance with the executed BAA.

h. If the contractor or any of its agents fails to protect VA sensitive personal information or otherwise engages in conduct which results in a data breach involving any VA sensitive personal information the contractor/ subcontractor processes or maintains under the contract; the contractor shall pay liquidated damages to the VA as set forth in clause 852.211-76, Liquidated Damages— Reimbursement for Data Breach Costs.

6. Not Applicable (N/A)

7. N/A

8. N/A

9. PRODUCT INTEGRITY, AUTHENTICITY, PROVENANCE, ANTI-COUNTERFEIT AND ANTI-TAMPERING.

This entire section applies when the acquisition involves any product (application, hardware, or software) or when section 6 or 7 is included.

a. The contractor shall comply with Code of Federal Regulations (CFR) Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, which prohibits ICTS Transactions from foreign adversaries. ICTS Transactions are defined as any acquisition, importation, transfer, installation, dealing in or use of any information and communications technology or service, including ongoing activities, such as managed services, data transmission, software updates, repairs or the platforming or data hosting of applications for consumer download.

b. When contracting terms require the contractor to procure equipment, the contractor shall purchase or acquire the equipment from an Original Equipment Manufacturer (OEM) or an authorized reseller of the OEM.

The contractor shall attest that equipment procured from an OEM or authorized reseller or distributor are authentic. If procurement is unavailable from an OEM or authorized reseller, the contractor shall submit in writing, details of the circumstances prohibiting this from happening and procure a product waiver from the VA

COR/CO.

c. All contractors shall establish, implement, and provide documentation for risk management practices for supply chain delivery of hardware, software (to include patches) and firmware provided under this agreement.

Documentation will include chain of custody practices, inventory management program, information protection practices, integrity management program for sub-supplier provided components, and replacement parts requests. The contractor shall make spare parts available. All contractor(s) shall specify how digital delivery for procured products, including patches, will be validated and monitored to ensure consistent delivery. The contractor shall apply encryption technology to protect procured products throughout the delivery process.

d. If a contractor provides software or patches to VA, the contractor shall publish or provide a hash conforming to the FIPS Security Requirements for Cryptographic Modules (FIPS 140-2 or successor).

e. The contractor shall provide a software bill of materials (SBOM) for procured (to include licensed products) and consist of a list of components and associated metadata which make up the product. SBOMs must be

36C25626Q0226 9 generated in one of the data formats defined in the National Telecommunications and Information Administration (NTIA) report “The Minimum Elements for a Software Bill of Materials (SBOM).”

f. Contractors shall use or arrange for the use of trusted channels to ship procured products, such as U.S.

registered mail and/or tamper-evident packaging for physical deliveries.

g. Throughout the delivery process, the contractor shall demonstrate a capability for detecting unauthorized access (tampering).

h. The contractor shall demonstrate chain-of-custody documentation for procured products and require tamper-evident packaging for the delivery of this hardware.

10. VIRUSES, FIRMWARE AND MALWARE.

This entire section applies when the acquisition involves any product (application, hardware, or software) or when section 6 or 7 is included.

a. The contractor shall execute due diligence to ensure all provided software and patches, including third-party patches, are free of viruses and/or malware before releasing them to or installing them on VA information systems.

b. The contractor warrants it has no knowledge of and did not insert, any malicious virus and/or malware code into any software or patches provided to VA which could potentially harm or disrupt VA information systems.

The contractor shall use due diligence, if supplying third-party software or patches, to ensure the third-party has not inserted any malicious code and/or virus which could damage or disrupt VA information systems.

c. The contractor shall provide or arrange for the provision of technical justification as to why any “false positive” hit has taken place to ensure their code’s supply chain has not been compromised. Justification may be required, but is not limited to, when install files, scripts, firmware, or other contractor-delivered software solutions (including third-party install files, scripts, firmware, or other software) are flagged as malicious, infected, or suspicious by an anti-virus vendor.

d. The contractor shall not upload (intentionally or negligently) any virus, worm, malware or any harmful or malicious content, component and/or corrupted data/source code (hereinafter “virus or other malware”) onto VA computer and information systems and/or networks. If introduced (and this clause is violated), upon written request from the VA CO, the contractor shall:

(1) Take all necessary action to correct the incident, to include any and all assistance to VA to eliminate the virus or other malware throughout VA’s information networks, computer systems and information systems; and

(2) Use commercially reasonable efforts to restore operational efficiency and remediate damages due to data loss or data integrity damage, if the virus or other malware causes a loss of operational efficiency, data loss, or damage to data integrity.

11. N/A

12. N/A

13. SPECIALIZED DEVICES/SYSTEMS (MEDICAL DEVICES, SPECIAL PURPOSE SYSTEMS, RESEARCH

SCIENTIFIC COMPUTING).

This entire section applies when the acquisition includes one or more Medical Device, Special Purpose System or Research Scientific Computing Device. If appropriate, ensure selected clauses from section 6 or 7 and 8 through 12 are included.

a. Contractor supplies/delivered Medical Devices, Special Purpose Systems Operational Technology (SPS-OT) and Research Scientific Computing Devices shall comply with all applicable Federal law, regulations, and VA policies. New developments require creation, testing, evaluation, and authorization in compliance with processes specified on the Specialized Device Cybersecurity Department Enterprise Risk Management (SDCD-ERM) Portal, VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, VA Handbook 6500, and the VA Information Security

36C25626Q0226 10

Knowledge Service. Deviations from Federal law, regulations, and VA Policy are identified and documented as part of VA Directive 6550 and/or the VA Enterprise Risk Analysis (ERA) processes for Specialized Devices/Systems processes.

b. All contractors and third-party service providers shall address and/or integrate applicable VA Handbook 6500 and Information Security Knowledge Service specifications in delivered IT systems/solutions, products and/or services. If systems/solutions, products and/or services do not directly match VA security requirements, the contractor shall work though the COR/CO for governance or resolution.

c. The contractor shall certify to the COR/CO that devices/systems that have completed the VA Enterprise Risk Analysis (ERA) process for Specialized Devices/Systems are fully functional and operate correctly as intended.

Devices/systems must follow the VA ERA authorized configuration prior to acquisition and connection to the VA computing environment. If VA determines a new VA ERA needs to be created, the contractor shall provide required technical support to develop the configuration settings. Major changes to a previously approved device/system will require a new ERA.

d. The contractor shall comply with all practices documented by the Food Drug and Administration (FDA) Premarket Submission for Management of Cybersecurity in Medical Devices and Post market Management of Cybersecurity in Medical Devices.

e. The contractor shall design devices capable of accepting all applicable security patches with or without the support of the contractor personnel. If patching can only be completed by the contractor, the contractor shall commit the resources needed to patch all applicable devices at all VA locations. If unique patching instructions or packaging is needed, the contractor shall provide the necessary information in conjunction with the validation/testing of the patch. The contractor shall apply security patches within 30 business days of the patch release and have a formal tracking process for any security patches not implemented to include explanation when a device cannot be patched.

f. The contractor shall provide devices able to install and maintain VA-approved antivirus capabilities with the capability to quarantine files and be updated as needed in response to incidents. Alternatively, a VA-approved whitelisting application may be used when the contractor cannot install an anti-virus / anti malware application.

g. The contractor shall verify and document all software embedded within the device does not contain any known viruses or malware before delivery to or installation at a VA location.

h. Devices and other equipment or systems containing media (hard drives, optical disks, solid state, and storage via chips/ firmware) with VA sensitive information will be returned to the contractor with media removed. When the contract requires return of equipment, the options available to the contractor are the following:

(1) The contractor shall accept the system without the drive, firmware and solid state.

(2) VA’s initial device purchase includes a spare drive or other replacement media which must be installed in place of the original drive at time of turn in; or

(3) Due to the highly specialized and sometimes proprietary hardware and software associated with the device, if it is not possible for VA to retain the hard drive, firmware, and solid state, then:

(a) The equipment contractor shall have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being returned physically intact.

(b) Any fixed hard drive, Complementary Metal-Oxide-Semiconductor (CMOS), Programmable Read- Only Memory (PROM), solid state and firmware on the device must be non-destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recommended using VA approved and validated overwriting technologies/methods/tools. Applicable media sanitization specifications need to be pre-approved and described in the solicitation, contract, or order.

14. N/A

(End of Clause)

36C25626Q0226 11

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

1.00 EA _______________

BASE

Reinstatement fee for add-on support that is overdue Contract Period: Base POP Begin: 02-01-2026 POP End: 01-31-2027

BASE

Engage, Premier Support, Instance Contract Period: Base

540.00 EA _______________

BASE

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License) Contract Period: Base

5.00 EA _______________

BASE

Vocera Premier Support, SIP Telephony, 6 ports Contract Period: Base

BASE

Vocera Premier Support, Enterprise Lic, 150 Users Contract Period: Base

BASE

Vocera Premier Support, Enterprise Lic, 50 User Add-On Contract Period: Base

BASE

Vocera Premier Support, Enterprise License - Voice, 150 User Add- On Contract Period: Base

36C25626Q0226 12

BASE

Vocera Premier Support, Enterprise License - Voice, 300 User Add- On Contract Period: Base

BASE

Vocera Platform, Premier Support, Instance Contract Period: Base

2.00 EA _______________

BASE

Vocera Platform, Premier Support, Virtual Appliance Contract Period: Base

BASE

Vocera Premier Support, Messaging, 50 users Contract Period: Base

3.00 EA _______________

BASE

Vocera Premier Support, Messaging, 50 user add-on Contract Period: Base

BASE

Vocera Premier Support, Messaging, 25 user add-on Contract Period: Base

BASE

Vocera Premier Support, Messaging, 25 user add-on - Prorated Contract Period: Base

36C25626Q0226 13

BASE

Vocera Premier Support, Messaging, 50 user add-on - Prorated Contract Period: Base

BASE

Vocera Premier Support, Messaging, 300 user add-on - Prorated Contract Period: Base

BASE TOTAL AMOUNT:

1.00 EA

OPTION YEAR 1

Vocera Engage, Premier Support, Instance Contract Period: Option 1 POP Begin: 02-01-2027 POP End: 01-31-2028

OPTION YEAR 1

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License) Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, SIP Telephony, 6 ports Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Enterprise Lic, 150 Users Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Enterprise Lic, 50 User Add-On Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Enterprise License - Voice, 150 User Add-

36C25626Q0226 14

On Contract Period: Option 1 POP Begin: 02-01-2027

OPTION YEAR 1

Vocera Premier Support, Enterprise License - Voice, 300 User Add- On Contract Period: Option 1

OPTION YEAR 1

Vocera Platform, Premier Support, Instance Contract Period: Option 1

OPTION YEAR 1

Vocera Platform, Premier Support, Virtual Appliance Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Messaging, 50 users Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Messaging, 50 user add-on Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Messaging, 25 user add-on Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Messaging, 25 user add-on - Prorated ) Contract Period: Option 1

36C25626Q0226 15

OPTION YEAR 1

Vocera Premier Support, Messaging, 50 user add-on - Prorated Contract Period: Option 1

OPTION YEAR 1

Vocera Premier Support, Messaging, 300 user add-on - Prorated Contract Period: Option 1

OPTION YEAR 1 TOTAL AMOUNT:

OPTION YEAR 2

Vocera Engage, Premier Support, Instance Contract Period: Option 2 POP Begin: 02-01-2028 POP End: 01-31-2029

OPTION YEAR 2

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License) Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, SIP Telephony, 6 ports Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Enterprise Lic, 150 Users Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Enterprise Lic, 50 User Add-On Contract Period: Option 2

36C25626Q0226 16

OPTION YEAR 2

Vocera Premier Support, Enterprise License - Voice, 150 User Add- On Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Enterprise License - Voice, 300 User Add- On Contract Period: Option 2

OPTION YEAR 2

Vocera Platform, Premier Support, Instance Contract Period: Option 2

OPTION YEAR 2

Vocera Platform, Premier Support, Virtual Appliance Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Messaging, 50 users Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Messaging, 50 user add-on Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Messaging, 25 user add-on Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Messaging, 25 user add-on - Prorated ) Contract Period: Option 2

36C25626Q0226 17

OPTION YEAR 2

Vocera Premier Support, Messaging, 50 user add-on - Prorated Contract Period: Option 2

OPTION YEAR 2

Vocera Premier Support, Messaging, 300 user add-on - Prorated Contract Period: Option 2

OPTION YEAR 2 TOTAL AMOUNT:

OPTION YEAR 3

Vocera Engage, Premier Support, Instance Contract Period: Option 3 POP Begin: 02-01-2029 POP End: 01-31-2030

OPTION YEAR 3

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License) Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, SIP Telephony, 6 ports Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Enterprise Lic, 150 Users Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Enterprise Lic, 50 User Add-On Contract Period: Option 3

36C25626Q0226 18

OPTION YEAR 3

Vocera Premier Support, Enterprise License - Voice, 150 User Add- On Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Enterprise License - Voice, 300 User Add- On Contract Period: Option 3

OPTION YEAR 3

Vocera Platform, Premier Support, Instance Contract Period: Option 3

OPTION YEAR 3

Vocera Platform, Premier Support, Virtual Appliance Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Messaging, 50 users Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Messaging, 50 user add-on Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Messaging, 25 user add-on Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Messaging, 25 user add-on - Prorated )

36C25626Q0226 19

Contract Period: Option 3 POP Begin: 02-01-2029

OPTION YEAR 3

Vocera Premier Support, Messaging, 50 user add-on - Prorated Contract Period: Option 3

OPTION YEAR 3

Vocera Premier Support, Messaging, 300 user add-on - Prorated Contract Period: Option 3

OPTION YEAR 3 TOTAL AMOUNT:

OPTION YEAR 4

Vocera Engage, Premier Support, Instance Contract Period: Option 4 POP Begin: 02-01-2030 POP End: 01-31-2031

OPTION YEAR 4

Engage, Premier Support, Enterprise License, Per Bed (Includes Platform License) Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, SIP Telephony, 6 ports Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Enterprise Lic, 150 Users Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Enterprise Lic, 50 User Add-On Contract Period: Option 4

36C25626Q0226 20

OPTION YEAR 4

Vocera Premier Support, Enterprise License - Voice, 150 User Add- On Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Enterprise License - Voice, 300 User Add- On Contract Period: Option 4

OPTION YEAR 4

Vocera Platform, Premier Support, Instance Contract Period: Option 4

OPTION YEAR 4

Vocera Platform, Premier Support, Virtual Appliance Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Messaging, 50 users Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Messaging, 50 user add-on Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Messaging, 25 user add-on Contract Period: Option 4

36C25626Q0226 21

OPTION YEAR 4

Vocera Premier Support, Messaging, 25 user add-on - Prorated ) Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Messaging, 50 user add-on - Prorated Contract Period: Option 4

OPTION YEAR 4

Vocera Premier Support, Messaging, 300 user add-on - Prorated Contract Period: Option 4

OPTION YEAR 4 TOTAL AMOUNT:

GRAND TOTAL

i. Prior to exercising any option, the Contracting Officer will ensure that it is still in the government’s best interest, with price and other factors considered.

ii. Any extension, in accordance with FAR 52.217-8 shall utilize pricing provided in the last option year to assist the Contracting Officer in conducting price analysis to determine Fair and Reasonable pricing. Thus, the offeror’s total price for the purpose of evaluation will include the option provision to extend the performance of the contract up to an additional six months, when the contractor is provided written notice. Thus, providing separate pricing for the optional six-month extension period is not required.

36C25626Q0226 22

B.4 STATEMENT OF WORK

1. General Information:

The Department of Veterans Affairs (VA) Michael E. DeBakey VA Medical Center (VAMC) located at 2002 Holcombe Boulevard in Houston, Texas 77030 request Software License/Subscription Support and Maintenance which includes 1) One Year Perpetual License for use by Michael E. DeBakey VAMC, 2) One Year Subscription Term License for use by Michael E. DeBakey VAMC, 3) Software Maintenance Updates, and 4) Unlimited Technical Support as a follow on to the existing communication system. The contract shall be for a Firm- Fixed Price.

2. Non-Personal Services: The government shall neither supervise Contractor personnel nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for, individual Contractor personnel. It shall be the responsibility of the Contractor to manage its personnel and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer immediately.

3. Place of Performance:

3.1 Michael E. DeBakey VA Medical Center

2002 Holcombe Blvd.

Houston, Texas 77030

4. Period of Performance: This is for a base of one (1) year, with four (4) additional, 1-year options to be exercised at the government discretion.

4.1 Base Year: February 1, 2026 – January 31, 2027

4.2 Option Year 1: February 1, 2027 – January 31, 2028

4.3 Option Year 2: February 1, 2028 – January 31, 2029

4.4 Option Year 3: February 1, 2029 – January 31, 2030

4.5 Option…