S02 - 36C10B27Q0049.pdf

PAGE 1 OF 1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

36C10B27Q0049 10-20-2026

Shakiya Harris 512-981-4021 10-28-2026

13:00 CDT

Department of Veterans Affairs Technology Acquisition Center

23 Christopher Way Eatontown NJ 07724

X 100

X

561499

$21.5 Million

N/A

X

See Delivery Schedule

Financial Services Center PO Box 149971 Austin TX 78714-8971

Blanket Purchase Agreement (BPA) for Austin Information and Technology Center (AITC)

Equipment, installation, preventative maintenance and Support for various conference rooms

NAICS: 561499

PSC: DE01

To be identified on individual BPA Call Orders

X 1

Mary Accomando Contracting Officer

36C10B27Q0049

Table of Contents

SECTION A

SECTION B - CONTINUATION OF SF 1449 BLOCKS

SECTION C - CONTRACT CLAUSES

SECTION D – ATTACHMENTS

SECTION E - SOLICITATION PROVISIONS

Solicitation Number: 36C10A27Q0049 Blanket Purchase Agreement Number: TBD

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 DESCRIPTION OF BLANKET PURCHASE AGREEMENT (BPA).

Austin Information and Technology Center (AITC) has a need to provide equipment preventative maintenance and support for AITC Conference Systems and to replace or expand the capabilities of the existing equipment at 1615 Woodward Street. Austin, TX 78772. The process of the implementation of new equipment includes a report with a cost estimate, equipment procurement, equipment shipment and delivery, followed by the installation of a complete conference system. Whether maintenance of existing equipment, new installation, or expansion of existing systems, the equipment must meet all specifications included in this PWS.

B.2 EXTENT OF OBLIGATION.

It is understood and agreed that this BPA obligates the government only to the extent that authorized BPA calls are actually made against it and then only when delivery against such calls has been completed. This BPA does not obligate any funds. Funding will be provided for each call placed under this vehicle. An individual BPA is considered complete when the purchases under it equal its total dollar limitation, or when its stated period of performance expires.

B.3 PERIOD OF PERFORMANCE:

Five 12-month ordering periods for a total five-year period for ordering. Individual calls will specify specific period of performance for the order, which will not exceed 12-months after the last date of the ordering period.

B.4 PURCHASE LIMITATION.

B.4.1. The Government estimates, but does not guarantee, that individual BPA Orders placed by the Contracting Officer against this BPA may reach $300,000.00/per Call Order. This Order Limit may be increased by mutual agreement of the parties as necessary, in whole or part. The authorized Ceiling Limit of the BPA is set at $700,000.00 over the period covered by the BPA; this ceiling is also not a guarantee.

The Ceiling Limit may also be raised in association with Order Limit increases or other conditions which, by mutual agreement of the parties, may be considered necessary.

Authorization for individual orders above the stated order and/or Ceiling Limits must be coordinated through the Contracting Officer before larger valued orders can be issued and prior to commencement of work. All unauthorized work, regardless of amount, will be processed through the ratification process.

B.4.2. The purchase limitation for an individual BPA call using the Government Purchase Card (GPC) is $2,500.00 for services per BPA call and $10,000.00 for equipment/parts per BPA call. Vendors must ensure compliance with all applicable regulations and procedures for processing payments.

B.5 INDIVIDUALS AUTHORIZED TO PURCHASE UNDER THE BPA.

B.5.1. Only the Contracting Officer or designated representative(s) are authorized to make calls and sign for the items authorized for purchase per the BPA.

B.5.2. Any Contracting Officer with the Technology Acquisition Center (TAC) may issue

BPA Calls.

B.5.3. The CO may authorize and designate in writing Ordering Officers authorized to place calls or use their GPC as a method of payment for properly issued calls. This authority may not be redelegated. Access to the BPA, along with current price lists or catalogs incorporated into the BPA shall be provided to all authorized Ordering Officers. The Contracting Officer shall ensure that all individuals authorized to place calls under the BPAs have received training and orientation in accordance with their Ordering Officer delegation.

BPA Number: TBD Solicitation No.: 36C10B26Q0049

B.6 PRICING:

The Contractor’s prices offered to the Government shall be as low as or lower than those charged to the Contractor’s most favored customers, for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment.

B.7 DELIVERY TICKETS.

A requirement that all shipments under the agreement, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

B.7.1 Name of supplier.

B.7.2 BPA number.

B.7.3 Date of purchase.

B.7.4 Purchase number.

B.7.5 Itemized list of supplies or services furnished.

B.7.6 Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

B.7.7 Date of delivery or shipment.

B.8 METHODS OF PAYMENT:

This BPA will have two primary methods of payment for BPA calls.

B.8.1. Written BPA calls issued by the CO and invoiced to Tungsten in accordance with VAAR 852.232-72.

B.8.2. Upon receipt of an Ordering Officer appointment, BPA Calls may be placed via a Government Purchase Card (GPC) holder. The contractor must accept credit card payment for purchases.

B.9 INVOICES.

One of the following statements shall be included (except that the statement in paragraph (a)(6)(iii) of this subsection should not be used if the accumulation of the individual invoices by the Government materially increases the administrative costs of this purchase method):

B.9.1. A summary invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value, and supported by receipt copies of the delivery tickets.

B.9.2. An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets.

B.9.3. When billing procedures provide for an individual invoice for each delivery, these invoices shall be accumulated, provided that-

B.9.3.1 A consolidated payment will be made for each specified period; and B.9.3.2 The period of any discounts will commence on the final date of the billing period or on the date of receipt of invoices for all deliveries accepted during the billing period, whichever is later.

B.9.3.4 An invoice for subscriptions or other charges for newspapers, magazines, or other periodicals shall show the starting and ending dates and shall state either that ordered subscriptions have been placed in effect or will be placed in effect upon receipt of payment.

B.9.3.5 All Invoices from the contractor shall be submitted electronically in accordance with VAAR Clause 852.232-72 Electronic Submission of Payment Requests. See website at: https://www.fsc.va.gov/einvoice.asp

B.9.4 Payment and Invoicing for GPC BPA Call Orders:

B.9.4.1 Contractor agrees to accept the government purchase card (currently US Bank VISA). Contractor must also maintain registration with the System for Award Management (SAM) and must have a current DUNS number. The contractor agrees to submit accompanying invoices and support data to the ordering facility within five

(5) days of the VISA charge. Contractor agrees to provide the following data for each invoice or charge against the purchase card monthly.

B.9.4.1.1 The BPA number and BPA Call Order Number B.9.4.1.2 Line-Item detail of work accomplished including:

B.9.4.1.2.1 Line-item number from contract B.9.4.1.2.2 Line-item price from contract B.9.4.1.2.3 Line-item note if Item is open market item

B.9.4.1.3 A copy of the signed acceptance receipt B.9.4.1.4 VISA slip and authorization number B.9.4.1.5 Description of services performed, and equipment installed.

B.9.4.1.6 Shipping date B.9.4.1.7 Total price for the invoice

B.9.4.2 In using the Government Purchase Card, a credit card receipt with the invoice and signed acceptance receipt must be forwarded to the appropriate VA facility as soon as the transaction has been completed in accordance with Government Purchase Card guidelines and time frames. The Government Purchase Card should not be charged until the item/s has been delivered and accepted. No VA purchase card information should be transmitted back to anyone but the purchase card holder.

B.9.4.3 Any billing discrepancies shall be addressed with the vendor for resolution within 15 days from the receipt of the invoice.

B.9.4.4 The VA may dispute all charges if an invoice has not been received and/or the item was not received.

B.10 ANNUAL REVIEW:

This BPA shall be reviewed annually by the Government before the anniversary of its effective date and revised as necessary to comply with the requirements of governing regulation.

B.11 CONTRACT ADMINISTRATION DATA

B.11.1. Contract Administration: All contract administration matters will be handled by the following individuals:

a. CONTRACTOR: See Block 17a

b. GOVERNMENT: Contracting Officer 36C10A See Block 31b https://www.fsc.va.gov/einvoice.asp

Procurement Services Division

B.12 ACKNOWLEDGMENT OF AMENDMENTS:

The offeror acknowledges receipt of amendments to the Solicitation numbered and dated as follows:

AMENDMENT NO DATE

B.13ACCOUNTING AND APPROPRIATION DATA

Funds will be identified and obligated on individual BPA Call Orders.

B.14 GOVERNING LAW CLAUSE

Federal law and regulations, including the Federal Acquisition Regulations (FAR), shall govern this Contract/Order. Commercial license agreements may be made a part of this Contract/Order but only if both parties expressly make them an addendum hereto, as permitted by FAR 12.212.

If the commercial license agreement is not made an addendum, it shall not apply, govern, be a part of or have any effect whatsoever on the Contract/Order; this includes, but is not limited to, any agreement embedded in the computer software (clickwrap), any agreement that is otherwise delivered with or provided to the Government with the commercial computer software or documentation (shrinkwrap), or any other license agreement otherwise referred to in any document. If a commercial license agreement is made an addendum, only those provisions addressing data rights regarding the Government’s use, duplication and disclosure of data (e.g., restricted computer software) are included and made a part of this Contract/Order, and only to the extent that those provisions are not duplicative or inconsistent with Federal law, Federal regulation, the incorporated FAR clauses and the provisions of this Contract/Order; those provisions in the commercial license agreement that do not address data rights regarding the Government’s use, duplication and disclosure of data shall not be included or made a part of the Contract/Order. Federal law and regulation including, without limitation, the Contract Disputes Act (41 U.S.C. § 7101 et seq.), the Anti-Deficiency Act (31 U.S.C. § 1341 et seq.), the Competition in Contracting Act (41 U.S.C. § 3301 et seq.), the Prompt Payment Act (31 U.S.C.

§ 3901 et seq.), Contracts for Data Processing or Maintenance (38 USC § 5725), and FAR clauses 52.212-4, 52.227-14, 52.227-19 shall supersede, control, and render ineffective any inconsistent, conflicting, or duplicative provision in any commercial license agreement. In the event of conflict between this clause and any provision in the Contract/Order or the commercial license agreement or elsewhere, the terms of this clause shall prevail. The Contractor shall deliver to the Government all data first produced under this Contract/Order with unlimited rights as defined by FAR 52.227-14. Claims of patent or copyright infringement brought against the Government as a party shall be defended by the U.S. Department of Justice (DOJ) in accordance with 28 U.S.C. § 516; at the discretion of DOJ, the Contractor may be allowed reasonable participation in the defense of the litigation. Any additional changes to the Contract/Order must be made by modification (Standard Form 30) and shall only be made by a warranted Contracting Officer. Nothing in this Contract/Order or any commercial license agreement shall be construed as a waiver of sovereign immunity.

B.15 DESCRIPTION OF REQUIREMENTS

PERFORMANCE WORK STATEMENT (PWS)

DEPARTMENT OF VETERANS AFFAIRS

Office of Information & Technology (OIT) Infrastructure Operations (IO)

AITC Conference System Maintenance and Support

Date: October 13, 2026

VA-27-00003197

PWS Version Number: 1.1

BACKGROUND

Austin Information and Technology Center (AITC) strives to provide high quality, effective, and efficient Information Technology (IT) services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans’ health care in an effective, timely and compassionate manner. VA depends on Information Management/Information Technology (IM/IT) systems to meet mission goals.

Austin Information and Technology Center has a need to provide equipment preventative maintenance and support for AITC Conference Systems and to replace or expand the capabilities of the existing equipment at 1615 Woodward Street. Austin, TX 78772. The process of the implementation of new equipment includes a report with a cost estimate, equipment procurement, equipment shipment and delivery, followed by the installation of a complete conference system. Whether maintenance of existing equipment, new installation, or expansion of existing systems, the equipment must meet all specifications included in this PWS.

APPLICABLE DOCUMENTS

In the performance of the tasks associated with this Performance Work Statement, the Contractor shall comply with the following:

1. “Federal Information Security Modernization Act of 2014”

2. Federal Information Processing Standards (FIPS) Publication 140-3, “Security

Requirements for Cryptographic Modules”, March 22, 2019

3. FIPS Pub 199. “Standards for Security Categorization of Federal Information and

Information Systems,” February 2004

4. FIPS Pub 200, “Minimum Security Requirements for Federal Information and

Information Systems,” March 2006

5. FIPS Pub 201-3, “Personal Identity Verification of Federal Employees and

Contractors,” January 2022

6. 10 U.S.C. § 2224, "Defense Information Assurance Program", as amended

7. 5 U.S.C. § 552a, as amended, “The Privacy Act of 1974”

8. Public Law 109-461 (P.L. 109-461), Veterans Benefits, Health Care, and

Information Technology Act of 2006, as amended, Title IX, Information Security Matters

9. 42 U.S.C. § 2000d “Title VI of the Civil Rights Act of 1964”, as amended

10. VA Directive 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

11. VA Handbook 0710, “Personnel Vetting Program,” September 8, 2025, https://www.va.gov/vapubs/index.cfm

12. VA Directive 6102, “Internet/Intranet Services,” August 5, 2019

13. 36 C.F.R. Part 1194 “Information and Communication Technology Standards and

Guidelines,” as amended

14. Office of Management and Budget (OMB) Circular A-130, “Managing Federal

Information as a Strategic Resource,” July 28, 2016

15. 32 C.F.R. Part 199, “Civilian Health and Medical Program of the Uniformed Services

(CHAMPUS)”, as amended https://www.va.gov/vapubs/index.cfm https://www.va.gov/vapubs/index.cfm http://www.va.gov/vapubs http://www.va.gov/vapubs

16. NIST SP 800-66 Rev. 2, “Implementing the Health Insurance Portability and Accountability Act (HIPAA) Security Rule: A Cybersecurity Resource Guide,” February 2024

17. 45 C.F.R Parts 160 and 164, Subparts A and E, the Standards for Privacy of Individually Identifiable Health Information (“Privacy Rule”); and 45 C.F.R. Parts 160 and 164, Subparts A and C, the Security Standard (“Security Rule”); as amended

18. Sections 504 and 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended

19. Homeland Security Presidential Directive (12) (HSPD-12), August 27, 2004

20. VA Directive 6500, “VA Cybersecurity Program,” February 24, 2021 (see VA

NOTICE 24-18, dated September 27, 2024, “Update to VA Directive 6500 Cybersecurity Program”, and VA Notice 25-07, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”)

21. VA Handbook 6500, “Risk Management Framework for VA Information Systems VA Information Security Program,” February 24, 2021 (see VA Notice 25-01, dated October 15, 2024, “Update to VA Handbook 6500 Risk Management Framework for VA Information Systems VA Information Security Program”, and VA Notice 25-06, dated 3/18/25, “Amending VA Directive 6500 to incorporate M-24-15”, VA Notice 25-16, dated September 15, 2025, “Amending VA Handbook 6500 to Replace Enterprise Mission Assurance Support Services Tool With Office of Information Technology Governance Risk Compliance Tool, and VA Notice 25-17, dated September 22, 2025, “Rescission Of Office Of Information Security (OIS) Deputy Assistant Secretary (DAS) Memorandum – Requirements of Proper Plan of Action and Milestones (POA&M) Completion)

22. VA Handbook 6500.2, “Management of Breaches Involving Sensitive Personal Information (SPI),” June 30, 2023

23. VA Handbook 6500.6, “Contract Security,” March 12, 2010 (see VA Notice 24-12, dated April 22, 2024, “Update to VA Handbook 6500.6, Contract Security, Appendix C VA Information and Information System Security/Privacy Language For Inclusion Into Contracts, As Appropriate”)

24. VA Handbook 6500.8, “Information System Contingency Planning,” March 25, 2025

25. VA Handbook 6500.10, “Mobile Device Security Policy,” February 15, 2018 (see VA

NOTICE 25-10, dated June 9, 2025, “Use of Personally Owned Mobile Devices Policy Amendment of Department of Veterans Affairs Handbook 6500.10”, and VA Notice 25-15, dated August 22, 2025, “Update to VA Handbook 6500.10 Mobile Device Security Policy”)

26. VA Handbook 6500.11, “VA Firewall Configuration,” August 22, 2017

27. OIT Process Asset Library (PAL), OIT Process Asset Library.

28. One-VA Technical Reference Model (TRM) (reference at https://www.va.gov/trm/TRMHomePage.aspx)

29. VA Directive 6508, “Implementation of Privacy Threshold Analysis and Privacy

Impact Assessment,” October 15, 2014

30. VA Directive 6510, “VA Identity, Credential and Access Management,” September

3, 2024

31. VA Handbook 6510, “VA Identity, Credential and Access Management,” September

27, 2024 https://digital.va.gov/process-asset-library/ https://www.va.gov/trm/TRMHomePage.aspx

32. VA Directive and Handbook 6513, “Secure External Connections,” October 12,

33. VA Directive 6300, “Records and Information Management,” September 21, 2018

34. VA Handbook, 6300.1, “Records Management Procedures, “ March 24, 2010

35. NIST SP 800-37 Rev 2, “Risk Management Framework for Information Systems and

Organizations: A System Life Cycle Approach for Security and Privacy,” December

36. NIST SP 800-53 Rev. 5, “Security and Privacy Controls for Federal Information Systems and Organizations,” September 23, 2020 (includes updates as of 12/10/2020)

37. VA Directive 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” October 26, 2015

38. VA Handbook 0735, “Homeland Security Presidential Directive 12 (HSPD-12) Program,” March 24, 2014

39. OMB Memorandum 05-24, “Implementation of Homeland Security Presidential Directive (HSPD) 12 – Policy for a Common Identification Standard for Federal Employees and Contractors,” August 5, 2005

40. OMB Memorandum M-19-17, “Enabling Mission Delivery Through Improved Identity, Credential, and Access Management,” May 21, 2019

41. OMB Memorandum, “Guidance for Homeland Security Presidential Directive (HSPD) 12 Implementation,” May 23, 2008

42. Federal Identity, Credential, and Access Management (FICAM) Architecture, June 30, 2023 (FICAM Architecture (idmanagement.gov))

43. NIST SP 800-116 Rev 1, “Guidelines for the Use of Personal Identity Verification (PIV) Credentials in Facility Access, “ June 2018

44. NIST SP 800-63 Rev 4, 800-63A-4, 800-63B-4, 800-63C-4, “Digital Identity Guidelines,” August 1, 2025

45. NIST SP 800-157, “Guidelines for Derived PIV Credentials,” December 2014

46. VA Memorandum, VAIQ #7100147, “Continued Implementation of Homeland

Security Presidential Directive 12 (HSPD-12),” April 29, 2011 (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

47. IAM Identity Management Business Requirements Guidance document, May 2013, (reference Enterprise Architecture Section, PIV/IAM (reference https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514)

48. VA Memorandum “Personal Identity Verification (PIV) Logical Access Policy Clarification,” July 17, 2019, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896

49. Trusted Internet Connections (TIC) 3.0 Core Guidance Documents, https://www.cisa.gov/publication/tic-30-core-guidance-documents

50. OMB Memorandum M-19-26, “Update to the Trusted Internet Connections (TIC) Initiative,” September 12, 2019

51. OMB Memorandum M-08-23, “Securing the Federal Government’s Domain Name System Infrastructure,” August 22, 2008 https://www.idmanagement.gov/arch/#:%7E:text=FICAM%20is%20the%20federal%20government%E2%80%99s%20enterprise%20approach%20to,identity%20processes%2C%20practices%2C%20policies%2C%20and%20information%20security%20disciplines.

https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/documentlistpublic.aspx?NodeID=514 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896 https://www.cisa.gov/publication/tic-30-core-guidance-documents

52. Sections 524 and 525 of the Energy Independence and Security Act of 2007, (P.L.

110–140), December 19, 2007

53. Section 104 of the Energy Policy Act of 2005, (P.L. 109–58), August 8, 2005

54. Executive Order 13221, “Energy-Efficient Standby Power Devices,” August 2, 2001

55. Executive Order 14148, “Initial Rescissions of Harmful Executive Orders and

Actions,” dated January 20, 2025

56. VA Directive 0057, “VA Environmental Management Program,” October 25, 2022

57. OIS VAIQ #7424808 Memorandum, “Remote Access,” January 15, 2014, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

58. Clinger-Cohen Act of 1996, 40 U.S.C. §11101 and §11103

59. “Veteran Focused Integration Process (VIP) Guide 4.0,” March 2021, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371

60. VA Memorandum “Proper Use of Email and Other Messaging Services,” January 2, 2018, https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28

61. “Product Line Management Transformation Playbook” version 3.1, August 2023, https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946

62. NIST SP 500-267B Revision 1, “USGv6 Profile,” November 2020

63. OMB Memorandum M-21-07, “Completing the Transition to Internet Protocol

Version 6 (IPv6),” November 19, 2020

64. Social Security Number (SSN) Fraud Prevention Act of 2017

65. Section 240 of the Consolidated Appropriations Act (CAA) 2018, March 23, 2018

66. C.F.R Title 15 Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”, as amended

67. Executive Order 14028, “Executive Order on Improving the Nation's Cybersecurity,”

May 12, 2021, https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/

68. OMB Memorandum M-22-09, “Moving the U.S. Government Toward Zero Trust Cybersecurity Principles”, January 26, 2022, https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf.

69. NIST SP 800-52 Revision 2, “Guidelines for the Selection, Configuration, and Use of Transport Layer Security (TLS) Implementations

70. OMB M-26-05, “Adopting a Risk-based Approach to Software and Hardware Security,” January 23, 2026

71. OMB M-21-31, “Improving the Federal Government’s Investigative and Remediation Capabilities Related to Cybersecurity Incidents,” August 27, 2021

72. NIST SP 800-88 Revision 1 “Guidelines for Media Sanitization,” December 2014

73. CISA Binding Operational Directive (BOD) 19-02: “Vulnerability Remediation

Requirements of Internet-Accessible Systems,” April 29, 2019, BOD 19-02:

Vulnerability Remediation Requirements for Internet-Accessible Systems | CISA

74. CISA BOD 22-01: “Reducing the Significant Risk of Known Exploited Vulnerabilities,” November 3, 2021, BOD 22-01: Reducing the Significant Risk of Known Exploited Vulnerabilities | CISA https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4371 https://www.voa.va.gov/DocumentListPublic.aspx?NodeId=28 https://www.voa.va.gov/DocumentView.aspx?DocumentID=4946 https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://bidenwhitehouse.archives.gov/briefing-room/presidential-actions/2025/01/16/executive-order-on-strengthening-and-promoting-innovation-in-the-nations-cybersecurity/ https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.whitehouse.gov/wp-content/uploads/2022/01/M-22-09.pdf https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-19-02-vulnerability-remediation-requirements-internet-accessible-systems https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities https://www.cisa.gov/news-events/directives/bod-22-01-reducing-significant-risk-known-exploited-vulnerabilities

75. CISA BOD 23-01: Improving Asset Visibility and Vulnerability Detection on Federal Networks.” Cybersecurity & Infrastructure Security Agency (CISA), BOD 23-01:

Improving Asset Visibility and Vulnerability Detection on Federal Networks | CISA

76. VA Directive 6550, Pre-Procurement Assessment and Implementation of Medical Devices/Systems, June 03, 2019

77. VA Memorandum, “VA Security Controls,” January 17, 2025, https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010

78. E.O. 13960, “Promoting the Use of Trustworthy Artificial Intelligence in the Federal Government,” December 3, 2020

79. E.O. 14319, “Preventing Woke AI in the Federal Government,” July 23, 2025

80. OMB Memorandum M-25-21, “Accelerating Federal Use of AI through Innovation, Governance, and Public Trust,” April 3, 2025

81. OMB Memorandum M-25-22, “Driving Efficient Acquisition of Artificial Intelligence in

Government,” April 3, 2025

82. OMB Memorandum M-26-04, “Increasing Public Trust in Artificial Intelligence (AI)

Through Unbiased AI Principles,” December 11, 2025

SCOPE OF WORK

The Contractor shall provide maintenance for the AITC Conference Systems, which may require site visits and/or consist of phone support, equipment replacement or repair, or system integration updates to assure the proper operation of the AITC Conference System located at 1615 Woodward Street, Austin Texas 78741.

PERFORMANCE DETAILS

PERFORMANCE PERIOD

The Period of Performance (PoP) will be established on each BPA Call.

Any work at the Government site shall not take place on Federal holidays or weekends, unless directed by the Contracting Officer (CO).

There are 11 Federal holidays set by law (USC Title 5 Section 6103) that VA follows:

Under current definitions, five are set by date:

New Year's Day January 1 Juneteenth June 19 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday.

The other six are set by a day of the week and month:

Martin Luther King's Birthday Third Monday in January Washington's Birthday Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.cisa.gov/news-events/directives/bod-23-01-improving-asset-visibility-and-vulnerability-detection-federal-networks https://www.voa.va.gov/DocumentView.aspx?DocumentID=5010 https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-21-Accelerating-Federal-Use-of-AI-through-Innovation-Governance-and-Public-Trust.pdf https://www.whitehouse.gov/wp-content/uploads/2025/02/M-25-22-Driving-Efficient-Acquisition-of-Artificial-Intelligence-in-Government.pdf https://www.whitehouse.gov/wp-content/uploads/2025/12/M-26-04-Increasing-Public-Trust-in-Artificial-Intelligence-Through-Unbiased-AI-Principles-1.pdf?_bhlid=c0113a16495d987bc33f63e3dccf35c28d6bfd15

PLACE OF PERFORMANCE

BPA Calls issued by the designated representative shall be performed at VA facilities located in Austin Texas. Work may be performed at remote locations with prior concurrence from the Contracting Officer’s Representative (COR).

Normal hours of operation at VA facilities are Monday through Friday, 7:00am to 5:00pm Central Standard Time (CST). Access after normal administrative hours shall be coordinated and approved with each room identified in the BPA Call Order.

The Contractor shall seek permission and schedule via the COR entrance to the Government facility for the purpose of installing, inspecting, maintaining, or repairing of Conference Systems and its associated equipment. The Contractor shall notify the COR within one business day, if access is not obtained.

TRAVEL

The Government anticipates travel under this effort to perform the tasks associated with the effort. Include all estimated travel costs in your firm-fixed price Contract Line-Item Numbers (CLINs). These costs will not be directly reimbursed by the Government.

SPECIFIC TASKS AND DELIVERABLES

The Contractor shall perform the following:

PROJECT MANAGEMENT

CONTRACTOR PROJECT MANAGEMENT PLAN

The Contractor shall manage individual projects ordered through the BPA Call Orders.

Maintenance Support Call-In and Service Documentation

The Contractor shall provide one (1) telephone number for the VA to contact and open a maintenance support call, staffed 24x7x365/366 days/year. All VA support calls will be initiated by the VA COR or designee.

For each BPA Call Order, the Contractor shall complete the Deliverable Support Information form (DSI) at no additional cost to the VA, filling in blocks 15–32. For asset-specific information spanning multiple CLINs (e.g., serial numbers, license keys), the Contractor shall provide a correlating attachment. The Contractor shall provide OEM confirmation that all software support/licenses have been purchased, and shall provide service call instructions covering how to obtain maintenance, support, updates, and/or licenses via telephone and electronic access.

Repair Services — General Requirements

General Support Availability The Contractor shall provide a Help Desk / remote technical support capability Monday through Friday, 7:00 AM–4:00 PM Central Standard Time (excluding Federal holidays), for maintenance-related inquiries, troubleshooting, and service request intake.

Service Request Response Tiers

Tier Acknowledge/Respond Complete/Onsite

Routine 1 business day 5 business days

Emergency (≤6x/year) 1 hour Onsite within 6 hours; remain until resolved or escalate

Preventative Maintenance The Contractor shall perform Preventative Maintenance Inspections on-site every six (6) months during the period of performance identified on each BPA Call Order, including inspection, cleaning, calibration, and functional testing of all installed VTC equipment.

Points of Contact The Contractor shall designate a single POC responsible for service coordination and account representation, who shall respond to all VA questions or concerns related to this requirement.

The Contractor shall deliver a staff roster (POC plus all authorized technicians) within five (5) business days of award.

Temporary Replacement Equipment If equipment requires off-site repair exceeding three (3) business days, the Contractor shall provide temporary replacement equipment of equal make, model, and functionality at no additional cost until the original equipment is returned and verified operational.

Manufacturer Warranty Repairs If a defective part removed from service is still under manufacturer warranty, the Contractor shall facilitate repair or replacement directly with the manufacturer at no additional cost to the

VA.

System Availability The Contractor shall be responsible for maintaining all installed VTC systems in full operational condition throughout the period of performance, consistent with the service levels in 5.1.3.1– 5.1.3.6.

Onsite Conduct — Safety, Security, and Escort When providing on-site maintenance or repair services, the Contractor shall comply with all Federal and VA security and safety regulations and policies, and shall always be escorted by the COR or an authorized VA employee/representative.

Service Reporting and Closeout The Contractor shall provide a Detailed Service Report following each Routine and Emergency Maintenance Service, documenting how the incident occurred and what actions were taken to resolve it. If unresolved, the report shall include a plan of action with timeline and location. The Contractor shall maintain a spare parts list sufficient to fix or replace any VTC component.

Periodic Progress Reporting The Contractor shall provide the COR, VA PM, and CO a Bi-Annual Progress Report (Microsoft Word and Project formats), reflecting data as of the last day of the preceding six months, delivered on the fifth day of each six-month period. The report shall cover work completed and planned, problems and resolutions, status of all open service tickets, and shall include: type of work (inspection/service/repair), what was serviced (part/serial number), start/completion dates, and work status.

Deliverables:

A. Deliverable Support Information (DSI) Form for each BPA Call Order performed

B. Detailed Service Report

C. Bi-Annual Progress Report

AITC CONFERENCE SYSTEM MAINTENANCE AND SUPPORT

Maintenance and Repair Coordination For each BPA Call, the Contractor shall handle replacement of defective Conference System parts and/or perform maintenance and repair services for Conference System rooms, coordinating all activities through the COR to minimize disruption to VA facility personnel.

The Contractor shall maintain Monthly Service Request Reports in Excel format, subject to audit at any point during the period of performance, including: equipment type/model, resource support, replacement part(s) with quantities and shipment date, data usage, signal quality, and latency.

Notification and Response The Contractor will receive a Service Request by email from the COR, including room/site identifiers, site POC contact information, site address, and issue description. Within 24 hours of receipt, the Contractor shall acknowledge receipt by email, and shall track all Service Requests in a spreadsheet or database.

Response/coordination timeframes by service level:

Tier Time to Contact Site POC & Coordinate

Routine Up to 5 business days

Serious Up to 3 business days

Emergency 1 hour to contact; onsite within 6 hours

The Contractor shall notify the COR within one business day of an unsuccessful attempt to contact the site POC.

Pre-Approval for Repairs The Contractor shall obtain COR pre-approval before any purchase and/or installation of equipment required to complete each BPA Call Order.

Shipment of Replacement Parts The Contractor shall determine, based on site POC information, site survey, and/or the Service Request, which part(s) to ship, and shall ship within three business days of contacting the site POC (unless on backorder, in which case the COR shall be informed). The Contractor shall verify the shipping address with the site POC.

Onsite Service Execution Onsite visits typically involve replacement, relocation, and/or realignment of equipment. The Contractor shall request that the site POC (or alternate) be available for the duration of the visit and shall perform duties only when accompanied by the site POC/alternate. The Contractor shall confirm proper operation of the Conference System Room(s), ensure the system is fully operational before leaving, notify the COR upon completion for inspection/testing, and provide notice of completion after COR inspection. The Contractor shall invoice onsite visits per each BPA Call Order.

Service Request Closeout The Contractor shall complete a Detailed Service Report for every service request after work is completed and signed off by the site POC (if applicable), including but not limited to: work accomplished, system checks performed, problems/deficiencies/malfunctions identified, repair actions, equipment replaced, hardware/materials used, proof-of-performance results, new serial numbers (if applicable), and site POC signoff. This report is due within five (5) business days of service request completion.

Safety, Security, and Site Conduct The Contractor shall follow OSHA safety standards (local/state/federal) when accessing areas requiring climbing or elevated work, and shall discard boxes, bags, cables, and other debris in proper VA receptacles, restoring the work area to pre-visit condition. The Contractor shall present a valid state-issued Real ID (e.g., driver's license) and business identification to VA security for verification/access, and shall have a VA representative present at all times while performing duties at the facility.

Deliverables:

A. Monthly Service Request Report

B. Detailed Service Report

CONFERENCE SYSTEM INSTALLATION

Site Survey and Planning Upon COR authorization, the Contractor shall have 10 business days to contact the site POC, conduct a site survey, and deliver a Site Survey Report (requesting additional time from the COR if needed). The survey shall identify all local requirements; the Contractor shall comply with all local facility safety/building codes and generally accepted industry standards. The Site Survey Report — including installation plan, cost estimates, technical/logistics information, standard install timeframe, and site POC contact information — is due within five business days of the site visit. The COR shall provide comments within five business days of receipt; the

Contractor shall respond in writing within five business days. Upon COR approval, the Contractor shall coordinate a project work plan and timeline with the site POC.

Installation Execution Upon receipt of a BPA Call Order, the Contractor shall install a fully functional conference system compatible with the existing video distribution system, complying with all local safety/building codes and industry standards, within 30 business days of Government approval to proceed (extensions permitted for issues such as equipment backorder). The Contractor shall notify the COR of any change/modification from the approved Site Survey Report.

Alternates and Substitutes If a proposed component's make/model is discontinued after BPA Call receipt, the Contractor shall notify the CO and COR to propose a replacement meeting or exceeding original specifications; the BPA/BPA Call Order will be modified upon CO/COR concurrence.

Equipment Warranties and Documentation The Contractor shall offer commercial standard warranty for all equipment provided, included in the item price. Warranty coverage begins on Government receipt date, and upon installation completion, any warranty extending beyond the last BPA Call Order shall run until its standard end date. The Contractor shall provide the site POC an OEM equipment manual with technical specifications for every component. Within five business days, the Contractor shall provide the

COR/PM:

Deliverables (5.3):

A. Site Survey Report

B. Project Work Plan

C. Master Warranty Report (make, model, serial number)

D. Warranty replacement instructions (address, POC)

E. Warranty cards and related documentation

F. Workmanship warranty use procedures

ZERO TRUST – VA CRITICAL SECURITY CONTROLS

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

FEDERAL IDENTITY, CREDENTIAL, AND ACCESS MANAGEMENT (FICAM)

The Contractor shall ensure Commercial Off-The-Shelf (COTS) product(s), software configuration and customization, and/or new software are Personal Identity Verification (PIV) card-enabled by accepting HSPD-12 PIV credentials using VA Enterprise Architecture (EA), and VA Identity and Access Management (IAM) approved Enterprise Technology Guidelines (ETG).

The Contractor shall ensure all Contractor delivered applications and systems comply with the VA Identity, Credential, and Access Management policies and guidelines set forth in Executive Order 14028, VA Handbook 6510 VA Identity and Access Management, VA Handbook 0735 Homeland Security Presidential Directive 12 (HSPD-12) Program, CISA Binding Operational Directive 23-01, and align with the Federal Identity, Credential, and Access Management Roadmap and Implementation Guidance v2.0.

The Contractor shall ensure all Contractor delivered applications and systems provide user authentication services compliant with the National Institute of Standards and Technology (NIST) Special Publication (SP) 800-63-4, VA Handbook 6500, and VA IAM enterprise requirements for direct, assertion based authentication, and/or trust based authentication, as determined by the ETGs. Direct authentication at a minimum must include Public Key Infrastructure (PKI) based authentication supportive of PIV card and/or Common Access Card (CAC), as determined by the business need.

The Contractor shall ensure all Contractor delivered applications and systems conform to the specific Identity and Access Management PIV requirements set forth in the Office of Management and Budget (OMB) Memoranda M-05-24, M-19-17, M-22-09, and NIST Federal Information Processing Standard (FIPS) 201-3. Contractor delivered applications and systems shall be on the FIPS 201 Approved Product List (APL). If the Contractor delivered application and system is not on the APL, the Contractor shall be responsible for taking the application and system through the FIPS 201 Evaluation Program.

The Contractor shall ensure all Contractor delivered applications and systems support:

1. Automated provisioning and are able to use enterprise provisioning service.

2. Interfacing with VA’s Master Person Index (MPI) to provision identity attributes, if the solution relies on VA user identities. MPI is the authoritative source for VA user identity data.

3. The VA defined unique identity (Secure Identifier [SEC ID] / Integrated Control Number

[ICN]).

4. Multiple authenticators for a given identity and authenticators at every Authenticator Assurance Level (AAL) appropriate for the solution.

5. Identity proofing for each Identity Assurance Level (IAL) appropriate for the solution.

6. Federation for each Federation Assurance Level (FAL) appropriate for the solution, if applicable.

7. Two-factor authentication (2FA) through an applicable Technology Guideline as outlined in VA ETG.

8. A Security Assertion Markup Language (SAML) implementation if the solution relies on assertion-based authentication. Additional assertion implementations, besides the https://www.ea.oit.va.gov/ https://digital.va.gov/office-of-information-and-technology/reference-library/enterprise-technology-guidelines/ https://bidenwhitehouse.archives.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2005/m05-24.pdf https://bidenwhitehouse.archives.gov/wp-content/uploads/2019/05/M-19-17.pdf https://bidenwhitehouse.archives.gov/wp-content/uploads/2022/01/M-22-09.pdf required SAML assertion, may be provided as long as they are compliant with NIST SP 800-63-4 guidelines.

9. Authentication/account binding based on trusted Hypertext Transfer Protocol (HTTP) headers if the solution relies on Trust based authentication.

10. Role Based Access Control.

11. Auditing and reporting capabilities.

12. Compliance with VIEWS 00155984, PIV Logical Access Policy Clarification https://www.voa.va.gov/DocumentView.aspx?DocumentID=4896.

The required Assurance Levels for this specific effort are Identity Assurance Level 3, Authenticator Assurance Level 3, and Federation Assurance Level 3.

INTERNET PROTOCOL VERSION 6 (IPv6)

The Contractor solution shall support IPv6-Only based upon the memo issued by the Office of Management and Budget (OMB) on November 19, 2020 (https://www.whitehouse.gov/wp-content/uploads/2020/11/M-21-07.pdf). Which defines IPv6-only as the state of an operational system or service when IPv4 protocol functions (addressing, packet forwarding) are not in use.

The NIST USGv6 profile defines technical requirements for a product to be capable of operating in IPv6-Only environments. IPv6-Only technology, in accordance with the USGv6 Program (https://www.nist.gov/programs-projects/usgv6-program/usgv6-revision-1), NIST Special Publication (SP) 500-267B Revision 1 “USGv6 Profile” (https://doi.org/10.6028/NIST.SP.500- 267Br1), and NIST SP 800-119 “Guidelines for the Secure Deployment of IPv6” (https://doi.org/10.6028/NIST.SP.800-119), compliance shall be included in all IT infrastructures, application designs, application development, operational systems and sub-systems, and their integration. In addition to the above requirements, all devices, applications, and systems shall support all applicable functionality on native IPv6-Only as well as dual stack (IPv6 / IPv4) connectivity without additional memory or other resources being provided by the Government, so that they can function in a mixed environment.