S02 36C26026Q0494 Prism.docx

DOCX document 55 KB Posted Apr 2, 2026

Attached to: Hospital Paging System Federal contract opportunity
Solicitation number: 36C26026Q0494
Issued by: Department of Veterans Affairs Veterans Health Administration Veterans Integrated Service Network 20

About this file

Written by GovTribe AI · Apr 2, 2026

This is a Combined Synopsis/Solicitation Notice and Request for Quote (RFQ) for a hospital-wide paging system to be installed at the Portland VA Medical Center in Portland, Oregon. The solicitation number is 36C26026Q0494, issued by the Department of Veterans Affairs Network Contracting Office 20, with a response deadline of April 10, 2026 at 10:00 AM Pacific Time. This is a 100% small business set-aside procurement with NAICS code 517121 and PSC code DA10, to be awarded as a firm-fixed-price service order on an all-or-nothing basis.

The contractor must provide a complete Prism IPX paging system including hardware (dual quad-core servers with redundant power supplies, base station controllers, GPS receivers), software licenses (Primega Gateway, encryption servers, various input/output modules), installation services, configuration, factory and field testing, user training for two people for one day, go-live support, and one year of on-site support. The price/cost schedule specifies 26 line items with required quantities, including servers, warranties, software modules, installation labor, documentation, training, and technical support. All work must be performed by OEM-certified personnel during regular business hours (8:00 AM–5:00 PM, Monday–Friday, excluding federal holidays), with coordination required with the VA medical center point of contact. The contractor must demonstrate OEM authorization to distribute and install equipment, provide evidence of technical certifications for personnel performing the work, and submit a firm-fixed-price quote encompassing all labor, materials, travel, and applicable fees. The performance period is twelve months from the award date, and no travel costs will be reimbursed by VA. Strict VA information security and privacy requirements apply, including background investigations for contractor personnel, encryption standards, annual security training, and potential liquidated damages of $37.50 per affected individual in the event of a data breach.

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SUBJECT*

Hospital Paging System

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE*

98661

SOLICITATION NUMBER*

36C26026Q0494

RESPONSE DATE/TIME/ZONE

04-10-2026 10:00 AM PACIFIC TIME, LOS ANGELES, USA

ARCHIVE

30 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS

SET-ASIDE

SBA

PRODUCT SERVICE CODE*

DA10

NAICS CODE*

517121

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs

Network Contracting Office 20 1601 E. Fourth Plain Blvd Bldg.17, Suite B428 Vancouver WA 98661

POINT OF CONTACT*

Contract Specialist Maureen Sundstrom Maureen.Sundstrom@va.gov

PLACE OF PERFORMANCE

ADDRESS

Department of Veterans Affairs

Portland VA Medical Center

3710 SW US Veterans Hospital Road

Portland OR

POSTAL CODE

97239

COUNTRY

USA

ADDITIONAL INFORMATION

AGENCY’S URL

https://www.va.gov/portland-health-care/

URL DESCRIPTION

VA Portland Health Care

AGENCY CONTACT’S EMAIL ADDRESS

Maureen.Sundstrom@va.gov

EMAIL DESCRIPTION

Contracting POC

Combined Synopsis/Solicitation Notice Combined Synopsis/Solicitation Notice

DESCRIPTION

*= Required Field

Combined Synopsis/Solicitation Notice

This is a combined synopsis/solicitation for commercial products prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, “Streamlined Procedures for Evaluation and Solicitation for Commercial Products,” as supplemented 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.

This is a Request for Quote (RFQ), and the solicitation number is 36C26026Q0494. The Government anticipates awarding a firm-fixed price service order from this solicitation.

This is a solicitation for Prism IPX Paging System. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01 Effective March 13, 2026.

This solicitation is 100% small business set-aside. The associated North American Industrial Classification System (NAICS) code for this procurement is 517121, and the PSC is DA10.

All interested companies shall provide the following:

The Department of Veterans Affairs, Veterans Healthcare Administration, Regional Procurement Office West, Network Contracting Office 20, on behalf of the Portland VA Medical Center, requires a hospital-wide paging system in accordance with the below Statement of Work.

Price/Cost Schedule:

Prism part are provided for reference:

Line Item

Quantity

Total

Computer Rack Server

Dual Quad Core Multi-Thread Zeon, 64 GB, Redundant Power Supplies, 2 400 GB SSD OS Drives, 1 TB SATA Disk Drive configured in RAID 1 and RAID 10 arrays, Quad NIC Card, Oracle Linux 9 OS Part # PIPX-Server R746xd

5 Year NBDS Warranty

On-site server 5X8 hardware warranty Part # PIPX-NBD5 Warranty

Primega Gateway Software Version 11

Includes 20,000 notification delivery points, Postgres 15 database Part # PIPX-OM11

Primega OAMv 11 Interface

With auto site switchover/control/monitoring Part # PIPX-OAMv11

Primega Noloss Server Interface

With auto site switchover/control/monitoring Part # PIPX-NoLoss

Primega SIP License per active line

Part # PIPX-PriMegaSIP+Beep

Paging Encryption Server

With multiple TNPP routes, includes 20,000 capcodes, multiple encryption methods, web GUI, load balanced system, minimum 2 servers Part # PIPX-PES-LB

TAP-INPUT over IP for SPOK

Input to Primega server Part # PIPX-TAP Input

SNPP-INPUT Over IP

Input to Primega server Part # PIPX-SNPP Input

SNPP-OUTPUT to cellphone service

Part # PIPX-SNPP Output

SMTP-Text message input from email

Part # PICX-SMTP Input

SMTP-Message output to cellphones or emails

Part # PIPX-SMTP Output

Web message Entry

Part # PIXP-web_message

PIPX Linux v6 Encoding Software

Supports up to 25 ipBSC Part # PIPX-ENC6-1ch-SW025

Prism IP Base Station Controller v3

Part # PIPX-ipBSCv3-OAD-HS

External GPS Receiver for ipBSC

Part # PIPX-ipGPSRx

GPS Zaptec Surge protection kits

For both ends of GPS cable Part # PIPX-GPS-Surgeprotect

OMI System alarm monitoring and remote management

For up to 10 base station controllers Part # PIPX-OMI-010

Database Extraction and Conversion to Postgre SQL

Part # PIPX-Xlate

Install, Configure, and Test Oracle Linux OS Server Software installed, testing and configuring paging, Encryption Software and feature software

Includes configuration for ipBSC's and OMI.

Part # PIPX-Factory-PriMega

Documentation, Configuration, Factory Test, Field Test Plan, and SOW

Part # PIPX-Doc+

Customer Training on Prism IPX System

2 people, 1 day

Prism Installation Assistance per Engineer

Includes time, travel and expenses

Suport Contract – 10 prepaid hours of remote technical support

Project Management – Installation, configuring paging transmitters, field test, and overseeing completion of Prism IPX System

On-site service Prism IPX System and Installation 4-paging transmitters, ONE YEAR SUPPORT

Connected OR Hub Device Control Package

Manufacturer’s Part # 0240-200-103

STATEMENT OF WORK

Background:

The hospital-wide paging system is used to immediately notify clinicians of physiological changes in patients from heart arrythmias to myocardial infraction (heart attacks). It is also used for notification of patient seizure, or other patient incidents requiring immediate medical response. The specific responses include paging notification of several teams, including, but not limited to, Code Blue, RRT, and Telemetry.

Scope of Work:

The contractor shall provide all parts and components, software, software licenses, documentation, etc. required to provide and install a complete, fully operational paging system, and provide all labor, technical support and resources necessary to unpack, prepare, install, setup, configure, test, train users, ensure go-live readiness, provide go-live support, and provide post go-live support on the operation of a new paging system.

After installation and configuration, the contractor will ensure that the system operates according to the manufacturer’s specifications, and meets all the needs of the VA Portland, as determined by end users and the Electronics section of Facility Management services.

Performance Period: The period of performance of the contract starts from the date of the award and continues for twelve months after that. Work at the government site shall not take place on Federal holidays or weekends unless preapproved in writing by the Contracting Officer or Contracting Officer’s Technical Representative.

Type of Contract: Firm Fixed Price.

Place of Performance: VA Portland Health Care System in Portland, OR.

Performance Tasks:

1.	General Requirements:
a.	Contractor shall provide all parts, labor, transportation, supervision, software, software licensing, documentation, labor, project management and all associated items or systems required for a complete, hospital-wide paging system, and to install, configure, factory test, field test, activate, provide training for two people for one day, and provide go live support the system.
b.	The contractor’s representative shall coordinate all on-site work with the medical center POC prior to performing service at the VA Portland Health Care System hospital.
c.	Contractor’s employees must be vetted by the Contractor.
2.	Specific Mandatory Requirements and Deliverables:
a.	The system provided by the Contractor must have an existing and approved VHA ERA (Enterprise Risk Analysis) that permits it to be connected to the VHA OIT network. There are no exceptions to this requirement.
b.	The paging system provided by the Contractor must operate on 115/120VAC
c.	The paging system provided by the Contractor must have the capability to be upgraded
d.	The paging system provided by the Contractor must be designed for standalone or redundant high availability systems.
e.	The paging system provided by the Contractor must have the capability of managing a paging network from the message input using telephone and data lines to the data output to one or more paging transmitters, email or text messaging destinations.
f.	The paging system provided by the Contractor must have encryption methodologies.
g.	The paging system provided by the Contractor must have a database that can handle more than 500,000 users.
h.	The paging system provided by the Contractor must have a VoIP SIP Telephony input.
i.	The paging system provided by the Contractor must have IP connected modules for local or diverse locations.
j.	The paging system provided by the Contractor must have Auto-failover to hot swap standby – local and across subnets.
k.	The paging system provided by the Contractor must meet all the Industry Protocols.
l.	The paging system provided by the Contractor must have capability for email In/Out.
m.	The paging system provided by the Contractor must have Secure access and data transport.
n.	The paging system provided by the Contractor must have the capability of being managed via the web/web browser.
o.	The paging system provided by the Contractor must have High Speed Paging – Digital and Analog.
p.	The paging system provided by the Contractor must be designed for ipBSC Simulcast system.
q.	The paging system provided by the Contractor must have capability for the paging dispatcher to track paging acknowledgements, negative paging acknowledgements, and “no responses” from base station controllers.
r.	The paging system provided by the Contractor must have a server that ensures no messages are lost when switched between redundant systems.
s.	The paging system provided by the Contractor must have an Operations Management Interface module that manages the system components and data flowing through the system.
t.	The paging system provided by the Contractor must log all required data and provide site monitoring and alarm processing.
u.	The paging system provided by the Contractor must produce usage and diagnostic reports.
v.	Installation, configuration, testing, validation, calibration, training and go-live support must be provided by personnel who have had current factory training on the equipment and any action needed during the installation and go-live process.

Security:

Contractor shall report to Facility Management Office (Bldg 100) to obtain vendor identification badging and to check in before being escorted to the clinical area for service.

1. All mobile media (i.e., flash drives, CD/DVD disks, etc.) that are required to complete the repairs on the equipment listed in Attachment 1 must be given to Biomedical Engineering to be scanned for viruses prior to being connected to VA equipment. Any mobile media for equipment that is removed for replacement or disposal must be surrendered to Biomedical Engineering for media sanitization and destruction. If the vendor must connect a vendor-owned laptop to perform the repairs, they must show proof that the laptop has current anti-virus software and that a recent scan shows no infections on the laptop.

Schedule of Deliverables:

Document of necessary repairs accomplished (service report) will be forwarded when the service is completed, and equipment is returned to use. This shall be completed within 14 days from completion of service. If the contractor requires a longer period of time to complete the service report, a written justification shall be sent to the end user and Contracting Officer for approval.

Changes to Statement of Work:

Any changes to this SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other products of the project. Costs incurred by the contractor through the actions of parties other than the CO shall be borne by the contractor.

Contractor Experience Requirements—Key Personnel:

Contractor personnel shall be OEM. All tasks shall be accomplished in accordance with the manufacturer’s standards.

Travel for Installation, Implementation and Training.

The Government anticipates Contractor travel under this contract. No travel costs will be reimbursed by VA.

The Government acknowledges the use of remote access for training and implementation purposes, within the constraints of all applicable VA Information Security Requirements.

Government Furnished Equipment/Information.

The Contractor shall be allowed access to Government equipment to perform the necessary upgrades. No Government-owned property will be transferred into the Contractor’s control.

Invoicing.

Invoices shall be submitted electronically via the Financial Services Center Mandatory Electronic Invoice System, upon VA acceptance. Invoices must include, at a minimum, the following information:

-	Contractor name
-	Purchase order number
-	Period of service the billing covers
-	a list of equipment items covered during the stated period of performance.

This requirement is in accordance with VARR Clause 852.232-72 Electronic Submission of Payment Requests: http://www.fsc.va.gov/einvoice.asp. Electronic payments are net 30 days.

Hours of Coverage & Federal Holidays.

Service will be provided during regular coverage hours of 8:00am to 5:00pm, Monday through Friday, excluding federal holidays. The contractor shall contact the POC or his/her designee prior to commencing any work on the premises.

Federal Holidays are:

New Years' Day, Martin Luther King Day, Presidents' Day, Memorial Day, Juneteenth Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, Christmas Day Any declaration of other public holidays by the President of the United States.

VA Information and Information System Security/Privacy Language

a.	General
i.	Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security.
b.	Access to VA Information and VA Information Systems
i.	A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

ii.	Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness.
iii.	Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor.
iv.	The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor’s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination.
c.	VA Information Custodial Language
i.	Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1).
ii.	VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor’s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA’s information is returned to the VA or destroyed in accordance with VA’s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.
iii.	Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract.
iv.	The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract.
v.	The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

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

vi. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship.

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

vii.	The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed VA’s minimum requirements. VA Configuration Guidelines are available upon request.
viii.	Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response.
ix.	Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.
x.	For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COR.
d.	Information System Design and Development
i.	Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.
ii.	The contractor/subcontractor shall certify to the COR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required.
iii.	The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default “program files” directory and silently install and uninstall.
iv.	Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.
v.	The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Information Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Development Lifecycle.
vi.	The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties.
vii.	The contractor/subcontractor agrees to:
a.	Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies:
i.	The Systems of Records (SOR); and
ii.	The design, development, or operation work that the contractor/subcontractor is to perform;
b.	Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and
c.	Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR.
viii.	In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a SOR on individuals to accomplish an agency function, the contractor/subcontractor is considered to be an employee of the agency.
ix.		“Operation of a System of Records” means performance of any of the activities associated with maintaining the SOR, including the collection, use, maintenance, and dissemination of records.
x.	“Record” means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person’s name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph.
xi.	“System of Records” means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual.
xii.	The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as “Systems”), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware. The vendor shall ensure that Security Fixes shall not negatively impact the Systems.
xiii.	The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than 10 days.
xiv.	When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within 10 days.
xv.	All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology.
e.	Information System Hosting, Operation, Maintenance, or Use
i.	For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerability scanning, system patching and change management procedures, and the completion of an acceptable contingency plan for each system. The contractor’s security control procedures must be equivalent to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA’s network involving VA information must be reviewed and approved by VA prior to implementation.
ii.	Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (PII), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Action and Milestones (POA&M) must be submitted and approved prior to the collection of PII.
iii.	Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor’s systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office. Government-owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and

interconnection agreements (MOU-ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks.

iv.

The contractor/subcontractor’s system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA’s POA&M management process. The contractor/subcontractor must use VA’s POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re-authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan). The Certification Program Office can provide guidance on whether a new C&A would be necessary.

The contractor/subcontractor must conduct an annual self-assessment on all systems and

outsourced services as required. Both hard copy and electronic copies of the assessment must be provided to the COR. The government reserves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost.

vi.	VA prohibits the installation and use of personally-owned or contractor/subcontractor-owned equipment or software on VA’s network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the service agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration. Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non-VA owned OE.
vii.	All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon: (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, CDs, back-up tapes, etc.) used by the contractors/subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been disposed of per 6500.1 requirements. This must be completed within 30 days of termination of the contract.
viii.	Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are:
a.	Vendor must accept the system without the drive;
b.	VA’s initial medical device purchase includes a spare drive which must be installed in place of the original drive at time of turn-in; or
c.	VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase.
ix.	Due to the highly specialized and sometimes proprietary hardware and software associated with medical equipment/systems, if it is not possible for the VA to retain the hard drive, then;
x.	The equipment vendor must 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; and
xi.	Any fixed hard drive 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 purchase order or contract.
xii.	A statement needs to be signed by the Director (System Owner) that states that the drive could not be removed and that (a) and (b) controls above are in place and completed. The ISO needs to maintain the documentation.
f.	Security Incident Investigation
i.	The term “security incident” means an event that has, or could have, resulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/subcontractor shall immediately notify the COR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized disclosure of sensitive information, including that contained in system(s) to which the contractor/subcontractor has access.
ii.	To the extent known by the contractor/subcontractor, the contractor/subcontractor’s notice to VA shall identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/subcontractor considers relevant.
iii.	With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or should have known of a breach of such information. Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with the executed business associate agreement.
iv.	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 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/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.
g.	Liquidated Damages for Data Breach
i.	Consistent with the requirements of 38 U.S.C. §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract.
ii.	The contractor/subcontractor shall provide notice to VA of a “security incident” as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.
iii.	Each risk analysis shall address all relevant information concerning the data breach, including the following:
a.	Nature of the event (loss, theft, unauthorized access);
b.	Description of the event, including:
i.	date of occurrence;
ii.	data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code;
iii.	Number of individuals affected or potentially affected;
iv.	Names of individuals or groups affected or potentially affected;
v.	Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text;
vi.	Amount of time the data has been out of VA control;
vii.	The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons);
viii.	Known misuses of data containing sensitive personal information, if any;
ix.	Assessment of the potential harm to the affected individuals;
x.	Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and
xi.	Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.
c.	Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of $37.50 per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:
i.	Notification;
ii.	One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports;
iii.	Data breach analysis;
iv.	Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution;
v.	One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and
vi.	Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.
h.	Security Controls Compliance Testing
i.	On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clauses contained within the contract.
ii.	With 10 working-day’s notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time.
i.	Training
i.	All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems:
ii.	Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems;
iii.	Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training;
iv.	Successfully complete the appropriate VA privacy training and annually complete required privacy training; and
v.	Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer for inclusion in the solicitation document – e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]
vi.	The contractor shall provide to the contracting officer and/or the COR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.
vii.	Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, 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 training and documents are complete.

The full text of FAR provisions or clauses may be accessed electronically at https://www.acquisition.gov/far-overhaul/far-part-deviation-guide/far-overhaul-part-52 http://www.va.gov/oal/library/vaar/index.asp

The following solicitation provisions apply to this acquisition:

FAR 52.212-1, “Instructions to Offerors–Commercial Products” ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

52.203-11

Certification and Disclosure Regarding Payments to Influence Certain Federal Transactions (SEP 2024)

52.203-18

Prohibition on Contracting with Entities that Require Certain Internal Confidentiality Agreements or Statements-Representations (JAN 2017)

52.204-7

System for Award Management (OCT 2018)

52.222-48

Exemption from Application of the Service Contract Labor Standards (MAY 2014)(DEVIATION NOV 2025)

52.229-11

Tax on Certain Foreign Procurements – Notice and Representation (JUN 2020)

52.233-2

Service of Protest (SEPT 2006)

52.252-1

Provisions Incorporated by Reference (FEB 1998)

852.215-72

Notice of Intent to Re-solicit (OCT 2019)

852.233-70

Protest Content/Alternate Dispute Resolution (OCT 2018)

852.239-71

Information System Security Plan and Accreditation (FEB 2023)

852.239-75

Information and Communication Technology Accessibility Notice (FEB 2023)

“System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications—Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.”

SUBMISSION INSTRUCTIONS

a) Submissions of Offer: Offerors are required to submit their offer in response to this solicitation specifically tailored to the unique requirements of the Statement of Work. Please submit the quote to Maureen.Sundstrom@va.gov by the time and date indicated on the face page of the solicitation document. Include the solicitation number in the Subject line. Any attachments must be readable using Microsoft Office or Adobe PDF. The size of the email is limited to 5 megabytes (MB), but multiple emails are allowable. Quotes must be submitted electronically and will not be accepted through fax or postal mail.

b) Products/service capability description: Offerors shall provide confirmation from OEM that your company is an authorized provider for OEM equipment and parts, and authorization from the OEM authorizing your company to install the equipment proposed.

c) Certification: Offer must demonstrate that personnel have the certification necessary to provide the installation of the proposed equipment.

d) Pricing: Complete the Pricing Table submitting a firm-fixed-price quote to include all costs associated with providing all line items listed. This should encompass labor, materials, travel, equipment, and any applicable fees.

e) Required Submissions: Offers not providing the following may not be considered for award:

1. Signed Authorization from the OEM to distribute and install OEM equipment and	parts,
2. Evidence of ability to provide installation services as detailed in section b above,
3. If not local to the requisite service area, evidence detailing how and by whom all	services in accordance with the Statement of Work will be made,
4. A list of technical certifications and experience of the individuals that will be providing
the services and a company capability statement.
Note: It is essential that all offerors follow these instructions in order to be considered for this award.

Submit offers to Maureen.Sundstrom@va.gov via email referencing the solicitation number in the subject line.

(a) Gray market items are Original Equipment Manufacturers (OEM) goods sold or leased through unauthorized channels in direct competition with authorized distributors. This procurement is for new OEM medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts) for VA Medical Centers. No remanufactures or gray market items will be acceptable.

(b) Offeror shall be an OEM, authorized dealer, authorized distributor or authorized reseller for the proposed medical supplies, medical equipment and/or services contracts for maintenance of medical equipment (i.e., replacement parts), verified by an authorization letter or other documentation, such that the OEM’s warranty and service are provided and maintained by the OEM. All software licensing, warranty and service associated with the medical supplies, medical equipment and/or services contracts for maintenance of medical equipment shall be in accordance with the OEM terms and conditions.

(d) Offerors are warned against contacting any VA personnel other than the Contracting Officer and Contract Specialist prior to placement of any award made resulting from this RFQ. If such contact occurs and found to be prejudicial to competing contractors, the offeror making such contact may be excluded from award considerations.

(e) All proprietary information shall be clearly and properly marked.

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Apr 2, 2026.