S02- RFQ 36C25623Q0843.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

36C25623Q0843 19 April 2023

Marisol Sherer, Contract Specialist 206-762-1010 05-10-2023

10:00 CDT

Department of Veterans Affairs

Network Contracting Office 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

North Little Rock AR 72114 1706

X 100

X

541990

$17 Million

N/A

X

Department of Veterans Affairs

Alexandria VA Health Care System

Alexandria VA Health Care System

Pineville

LA 71360

Department of Veterans Affairs

Network Contracting Office 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

North Little Rock AR 72114 1706

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp

Invoice Setup Information 1-877-489-6135 invoice must be submitted electronically

1-877-489-6135

See CONTINUATION Page

The Contractor shall furnish One (1) onsite Medical Physicist to provide Services to the Department of Veterans, Alexandria VA Health Care System. Located at Pineville, LA 71360 as identified in the Performance Work

Statement (PWS).

Proposals are due by 10 May 2023 at 10:00AM CST. No late proposals will be accepted. All questions must be submitted by email to marisol.sherer@va.gov no later than 5 May

2023.

EST.

See CONTINUATION Page

X

X 1

Billy Morris

Contracting Officer

36C25623Q0843

Table of Contents

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

B.2 PERFORMANCE WORK STATEMENT

B.3 PRICE/COST SCHEDULE

ITEM INFORMATION

B.4 IT CONTRACT SECURITY

SECTION C - CONTRACT CLAUSES

C.1 52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES (DEC 2022)

C.2 ADDENDUM to FAR 52.212-4 CONTRACT TERMS AND CONDITIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

C.3 52.216-18 ORDERING (AUG 2020)

C.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

C.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

C.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

C.7 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

C.8 SUPPLEMENTAL INSURANCE REQUIREMENTS

C.9 VAAR 852.201-70 CONTRACTING OFFICER'S REPRESENTATIVE (DEC 2022) 44

C.10 VAAR 852.219-73 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED SERVICE-

DISABLED VETERAN OWNED SMALL BUSINESSES (NOV 2022)

C.11 VAAR 852.219-75 VA NOTICE OF LIMITATIONS ON SUBCONTRACTING--

CERTIFICATE OF COMPLIANCE FOR SERVICES AND CONSTRUCTION (NOV 2022)

C.12 VAAR 852.242-71 ADMINISTRATIVE CONTRACTING OFFICER (OCT 2020) ... 49

C.13 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

C.14 VAAR 852.237-74 NON-DISCRIMINATION IN SERVICE DELIVERY (OCT 2019)

PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE

RIGHTS IN DATA-SPECIAL WORKS

C.15 52.232-19 AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984)

C.16 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT

STATUTES OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAR 2023)

C.17 VAAR 852.237-75 KEY PERSONNEL (OCT 2019)

C.18 VAAR 852.237-70 INDEMNIFICATION AND MEDICAL LIABILITY INSURANCE

(OCT 2019)

C.19 VAAR 852.232-72 ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (NOV

2018)

C.20 VAAR 852.203-70 COMMERCIAL ADVERTISING (MAY 2018)

C.21 VAAR 852.219-74 VA NOTICE OF TOTAL SET-ASIDE FOR VERIFIED

VETERAN-OWNED SMALL BUSINESSES (NOV 2022)

C.22 VAAR 852.204-70 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL (MAY 2020)

C.23 52.227-14 RIGHTS IN DATA—GENERAL (MAY 2014)

SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

ATTACHMENT 1 QASP

ATTACHMENT 2 - CONTRACTOR KEY PERSONNEL AND COI

ATTACHMENT 3 -CONTRACTOR CERTIFICATION IMMIGRATION

ATTACHMENT 4 - EXPERIENCE REFERENCE CONTRACT WORKSHEET

SECTION E - SOLICITATION PROVISIONS

E.1 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (NOV 2021)

E.2 ADDENDUM TO 52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL

ITEMS (MAR 2020)

E.3 52.212-2 EVALUATION—COMMERCIAL PRODUCTS AND COMMERCIAL

SERVICES (NOV 2021)

E.4 ADDENDUM TO 52.212-2 EVALUATION—COMMERCIAL ITEMS (OCT 2014)

E.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021)

E.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

E.7 52.216-1 TYPE OF CONTRACT (APR 1984)

E.8 52.233-2 SERVICE OF PROTEST (SEP 2006)

E.9 VAAR 852.233-71 ALTERNATE PROTEST PROCEDURE (OCT 2018)

E.10 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

E.11 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—

COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (DEC 2022)

SECTION B - CONTINUATION OF SF 1449 BLOCKS

B.1 CONTRACT ADMINISTRATION DATA

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

a. CONTRACTOR:

b. GOVERNMENT: Contracting Officer 36C256

Department of Veterans Affairs

Network Contracting Office 16

Central Arkansas Veterans HCS

2200 Fort Roots Drive, Bldg 41, Room 200

North Little Rock AR 72114 1706

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

[X] 52.232-33, Payment by Electronic Funds Transfer—System For Award Management, or

[] 52.232-36, Payment by Third Party

3. INVOICES: Invoices shall be submitted in arrears:

a. Quarterly []

b. Semi-Annually []

c. Other [X] Monthly

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

Requests.

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

AMENDMENT NO DATE

B.2 PERFORMANCE WORK STATEMENT

RADIATION SAFETY ASSESSMENTS

1.1 GENERAL INFORMATION:

The Alexandria VA HealthCare System (AVAHCS) currently uses X ray equipment, MRI, and

CT for medical diagnostic measures. To ensure the safety of all personnel and patients, an annual radiation safety assessment is required. This is a non-personal services contract to provide Radiation Safety Assessment at Alexandria Veterans Affairs Medical Center, (VAMC) and associated Community Based Outpatient Clinics, (CBOCs). The Government shall not exercise any supervision or control over the contract service provider performing the service herein. Such contract service providers shall be accountable solely to the contractor, who in turn is responsible to the Government.

1.2 ACRONYMS:

Terms used in this contract shall be interpreted as follows unless the context expressly requires a different construction and/or interpretation. In case of a conflict in language between the definitions and other sections of this PWS, the guidance inhered in FAR 108.8 govern. For more details visit: FAR | Acquisition.GOV

American Board Medical Physics, (ABMP)

American College of Radiology, (ACR)

Alexandria Veterans Affairs Health Care System, (AVAHCS)

Contracting Officer, (CO)

Contracting Officer Representative, (COR)

The Joint Commission, (TJC)

National Council on Radiation Protection and Measurements, (NCRP)

VHA National Health Physics Program, (NHPP)

American College of Radiology, (ACR), Food and Drug Administration, (FDA).

1.3 SCOPE:

The Contractor shall provide all personnel, transportation, equipment, and software to provide

Health Physics consultation and Radiation Assessment Services in support of the Alexandria

Veterans Affairs Health Care System (AVAHCS) and off - site clinics. These services shall adhere to the requirements of the National Council on Radiation Protection and Measurements

(NCRP), The Joint Commission (TJC), VHA National Health Physics Program (NHPP), the

American College of Radiology (ACR), and the Food and Drug Administration (FDA).

https://www.acquisition.gov/browse/index/far

1.3.1 Task 1: Annual quality assurance testing survey and certification of all diagnostic x-ray and other imaging equipment. See ATTACHMENTS 5 & 6 for Government Owned Equipment.

1.3.2 Task 2: Written reports signed by the diagnostic Medical Physicist t documenting the testing, including a summary of methods, instruments used, measurements and deficiencies identified, for all diagnostic x-ray and imaging equipment listed in SEE

ATTACHMENTS 5 & 6.

1.3.3 Task 3: Deficiencies or non-conformances found during testing shall be reported to the

Biomedical Department

1.3.4 The annual Radiation Safety testing shall include all government owned equipment listed under ATTACHMENTS 6 & 7. Locations include, Pineville, Louisiana, Lafayette, Louisiana, and

Lake Charles, Louisiana. All quality assurance testing reports and performance evaluation reports shall be submitted to the AVAHCS Biomedical Department for review and approval after completion of all testing and surveys of the equipment. The reports shall identify all items of noncompliance and include general and specific recommendations for correcting any items of noncompliance. All records (administrative and program specific) created during the period of the contract belong to AVAHCS and must be returned to AVAHCS at the end of the contract.

1.4 SPECIFIC TASKS:

1.4.1 Annual quality assurance testing assessment and certification of all Government owned diagnostic X-RAY and other imaging equipment. See ATTACHMENTS 5 & 6 for Government owned equipment.

1.4.2 The Physicist shall provide a completed certified report. The report shall include full details of the testing to include a summary of methods, instruments used, measurements and deficiencies identified, for all diagnostic X-RAY and imaging equipment listed in

ATTACHMENTS 5 & 6.

1.4.3 Additionally, the Physicist shall include a corrective plan of actions for each identified deficiency.

1.4.4 The report and certification shall be completed withing two (2) weeks of assessment.

1.4.5 Life-threatening deficiencies or critical non-conformances founds during testing shall be reported immediate to the COR. If the COR is not available, the contractor shall report to the near staff member in-charge, and to the Biomedical Department.

1.4.6 It is the Physicist responsibility to stop on the spot any unsafe utilization of equipment.

1.5 QUALITY ASSURANCE TESTING:

All Quality Assurance Tests shall meet or exceed current NRCP, FDA, NHPP, ACR and TJC requirements and recommendations. All Radiation Safety Assessments shall meet or exceed the requirements in the following VHA directives and handbooks and future directives and handbooks.

VHA Directive 1105.01, Management of Radioactive Materials

VHA Handbook 1105.04, Fluoroscopy Safety

VHA Handbook 1105.05, MRI Safety

VHA Directive 1129, Radiation Protection for Machine Sources of Ionizing radiation

1.6 SECURITY REQUIREMENTS:

The C&A requirements do not apply, and a Security Accreditation Package is not required. The contractor employees shall not have access to AVAHCS sensitive or computer information and will not require routine access to AVAHCS Facilities. The contractor employees shall require intermittent access only and will be escorted by AVAHCS employees while at AVAHC Facilities.

No background investigation is required.

1.7 QUALIFICATIONS:

Prior to commencing work, all contractor employees shall meet certain criteria to perform work under this contract as a Diagnostic Medical Physicist t. Qualification documents must be submitted as part of the bid to the Contracting Officer. All qualifications are subject to review by the AVAHCS. The Diagnostic Medical Physicist t who performs work for the AVAHCS shall meet or exceed the following education, certification, and qualification standards:

▪ Hold a graduate degree in physics, medical physics, biophysics, radiological physics, medical health physics, or a closely related science or engineering discipline from an accredited college or a university’.

▪ Formal graduate level college coursework in the biological sciences with at least one course in biology or radiation biology and one course in anatomy, physiology, or a similar topic related to the practice of medical physics.

▪ Hold current Board Certification by the American Board of Radiology or American Board of Medical Physics.

▪ Meet all respective NRCP, FDA, NHPP, ACR and TJC requirements for a qualified diagnostic Medical Physicist t.

▪ A physicist in training or under a temporary license must be accompanied at any visit by and directly supervised by a fully licensed qualified diagnostic Medical Physicist t.

1.8 PERIOD OF PERFORMANCE:

The Government anticipates awarding a firm-fixed-priced service contract. The period of performance shall be for a base year plus four (4) one-year option periods.

BASE: 06-01-2023 TO 05-31-2024

Option Year One (1): 06-01-2024 TO 05-31-2025

Option Year Two (2): 06-01-2025 TO 05-31-2026

Option Year Three (3): 06-01-2026 TO 05-31-2027

Option Year Four (4): 06-01-2027 TO 05-31-2028

1.9 PLACE OF PERFORMANCE:

The selected vendor for the Annual Radiation Safety Assessment shall perform the assessment at the AVAHCS located at 2495 Shreveport Highway, Pineville, Louisiana 71360, the Lafayette

VA clinic located at 3149 Ambassador Caffery Pkwy, Lafayette, LA 70506, and the Lake

Charles VA clinic located at 3903 Gerstner Memorial Hwy, Lake Charles, LA 70607. Alexandria

VA HealthCare System 2495 Shreveport Hwy 71, Pineville, LA 71360

1.10 HOURS OF OPERATION:

The contractor shall provide services between the hours of 7:00 AM through 4:30 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

The contractor must at all times maintain an adequate workforce for the performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the workforce are essential. The contractor shall be reachable both through telecommunications and the Internet during normal business hours.

----------------------------------------------------END OF PWS-----------------------------------------------

B.3 PRICE/COST SCHEDULE

Pricing Instructions: The offeror shall provide their best Unit Price and Total Annual Cost estimates for the Base and four (4) Option Years. This numbers shall include any direct or indirect applicable and/or predictable fees, based on market fluctuations for this type of service.

The offeror shall include any documents with their price offer to justify the proposed prices. This is the only authorize format to submit pricing. Fail to follow instructions may disqualify the contractor from being considered for further evaluations.

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

GENERAL INFORMATION

ANNUAL RADIATION SAFETY TESTING:

BASE PERIOD 06/01/2023 TO 05/31/2024

TOTAL EQUIPMENT COUNT: 30

Contract Period: Base POP Begin: 06-01-2023 POP End: 05-31-2024

1.00 EA __________________ __________________

ANNUAL RADIATION SAFETY TESTING FOR: ONE (1)

Planmeca Promax Panoramic X-RAY SERIAL No. RPX236569 LOCATION: Pineville, BLDG 7

ROOM: 339

Contract Period: Base

10.00 EA __________________ __________________

ANNUAL RADIATION SAFETY TESTING FOR: TEN (10)

Planmeca Promax Panoramic X-RAY SERIAL No. IPX030678; IPX030666; IPX030679; IPX030694; IPX030668; IPX030667;

IPX030695; IPX030676; IPX030677; IPX030670

LOCATION: Pineville, BLDG 7

ROOM: 339A,309; 315; 316; 317; 318; 319; 320; 321; 322; 339

Contract Period: Base

2.00 EA __________________ __________________

ANNUAL RADIATION SAFETY TESTING FOR: TWO (2)

GE Optima XR200AMX X-RAY Mobile SERIAL No.1033319WK3; 1033321WK9 LOCATION: Pineville, BLDG 7

ROOM: A02; 146

Contract Period: Base

GEOEC 9900 X-RAY

SERIAL No. E24094 LOCATION: Pineville, BLDG 7

ROOM: 446

Contract Period: Base

Toshiba Rad. Rex X-RAY SERIAL No. U8B14Z2019 LOCATION: Pineville, BLDG 7

ROOM: 153

Contract Period: Base

Aquillion Prime CT X-RAY SERIAL No. 2BA1632025 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Base

Philips Digital Diagnost DUAL DETECTOR X-RAY SERIAL No. 410861008 LOCATION: Pineville, BLDG 7

ROOM: 156

Contract Period: Base

Philips EZ Diagnost Eleva X-RAY and Fluoroscopy SERIAL No. 11000083; 250331 LOCATION: Pineville, BLDG 7

ROOM: 154;155

Contract Period: Base

Philips 1.2 Neo C-Arm X-RAY SERIAL No. 592 LOCATION: Pineville, BLDG 7

ROOM: 459

Contract Period: Base

Hologic Bone Densitometer X-RAY SERIAL No. 301447M LOCATION: Pineville, BLDG 7

ROOM: 124

Contract Period: Base

Philips Ingenia 1.5T MRI SERIAL No.70894 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Base

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.10039 LOCATION: Lafayette CBOC

ROOM: 116

Contract Period: Base

Planmeca Intraoral X-RAY Units SERIAL No.1PX019871; 1PX019869 LOCATION: Lafayette CBOC

ROOM: 132;133

Contract Period: Base

Planmeca Promax Panoramic X-RAY SERIAL No.252273

LOCATION:

Lafayette CBOC

ROOM: 144

Contract Period: Base

Planmeca Intraoral X-RAY Units

SERIAL No. 1PX022543; 1PX022532 LOCATION: Lake Charles CBOC

ROOM: 190;190

Contract Period: Base POP Begin: 06-01-2023

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No. 1706170 LOCATION: Lake Charles CBOC

ROOM: 188

Contract Period: Base

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.266004B2 LOCATION: Lake Charles CBOC

ROOM: 200

Contract Period: Base

BASE TOTAL __________________

OPTION YEAR ONE (1) 06/01/2024 TO 05/31/2025

TOTAL EQUIPMENT COUNT: 30

Contract Period: Option 1 POP Begin: 06-01-2024 POP End: 05-31-2025

Planmeca Promax Panoramic X-RAY SERIAL No. RPX236569 LOCATION: Pineville, BLDG 7

ROOM: 339

Contract Period: Option 1

Planmeca Promax Panoramic X-RAY SERIAL No. IPX030678; IPX030666; IPX030679; IPX030694; IPX030668;

IPX030667; IPX030695; IPX030676; IPX030677; IPX030670

LOCATION: Pineville, BLDG 7

ROOM: 339A,309; 315; 316; 317; 318; 319; 320; 321; 322; 339

Contract Period: Option 1

GE Optima XR200AMX X-RAY Mobile SERIAL No.1033319WK3; 1033321WK9 LOCATION: Pineville, BLDG 7

ROOM: A02; 146

Contract Period: Option 1

GEOEC 9900 X-RAY

SERIAL No. E24094 LOCATION: Pineville, BLDG 7

ROOM: 446

Contract Period: Option 1

Toshiba Rad.Rex X-RAY SERIAL No. U8B14Z2019 LOCATION: Pineville, BLDG 7

ROOM: 153

Contract Period: Option 1

Aquillion Prime CT X-RAY SERIAL No. 2BA1632025 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 1

Philips Digital Diagnost DUAL DETECTOR X-RAY SERIAL No. 410861008 LOCATION: Pineville, BLDG 7

ROOM: 156

Contract Period: Option 1

Philips EZ Diagnost Eleva X-RAY and Fluoroscopy SERIAL No. 11000083; 250331 LOCATION: Pineville, BLDG 7

ROOM: 154;155

Contract Period: Option 1

Philips 1.2 Neo C-Arm X-RAY SERIAL No. 592 LOCATION: Pineville, BLDG 7

ROOM: 459

Contract Period: Option 1

Hologic Bone Densitometer X-RAY SERIAL No. 301447M LOCATION: Pineville, BLDG 7

ROOM: 124

Contract Period: Option 1

Philips Ingenia 1.5T MRI SERIAL No. 70894

LOCATION:

Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 1

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.10039 LOCATION: Lafayette CBOC

ROOM: 116

Contract Period: Option 1

Planmeca Intraoral X-RAY Units SERIAL No.1PX019871; 1PX019869 LOCATION: Lafayette CBOC

ROOM: 132;133

Contract Period: Option 1

Planmeca Promax Panoramic X-RAY SERIAL No.252273 LOCATION: Lafayette CBOC

ROOM: 144

Contract Period: Option 1

Planmeca Intraoral X-RAY Units SERIAL No. 1PX022543; 1PX022532 LOCATION: Lake Charles CBOC

ROOM: 190;190

Contract Period: Option 1

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.1706170 LOCATION: Lake Charles CBOC

ROOM: 188

Contract Period: Option 1

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.266004B2 LOCATION: Lake Charles CBOC

ROOM: 200

Contract Period: Option 1

OPTION YEAR ONE (1) TOTAL __________________

OPTION YEAR TWO (2) 06/01/2025 TO 05/31/2026

TOTAL EQUIPMENT COUNT: 30

Contract Period: Option 2 POP Begin: 06-01-2025 POP End: 05-31-2026

Planmeca Promax Panoramic X-RAY SERIAL No. RPX236569 LOCATION: Pineville, BLDG 7

ROOM: 339

Contract Period: Option 2 POP Begin: 06-01-2025

Planmeca Promax Panoramic X-RAY SERIAL No. IPX030678; IPX030666; IPX030679; IPX030694; IPX030668;

IPX030667; IPX030695; IPX030676; IPX030677; IPX030670

LOCATION: Pineville, BLDG 7

ROOM: 339A,309; 315; 316; 317; 318; 319; 320; 321; 322; 339

Contract Period: Option 2

GE Optima XR200AMX X-RAY Mobile SERIAL No.1033319WK3; 1033321WK9 LOCATION: Pineville, BLDG 7

ROOM: A02; 146

Contract Period: Option 2

GEOEC 9900 X-RAY

SERIAL No. E24094 LOCATION: Pineville, BLDG 7

ROOM: 446

Contract Period: Option 2

Toshiba Rad.Rex X-RAY SERIAL No. U8B14Z2019 LOCATION: Pineville, BLDG 7

ROOM: 153

Contract Period: Option 2

Aquillion Prime CT X-RAY SERIAL No.2BA1632025 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 2

Philips Digital Diagnost DUAL DETECTOR X-RAY SERIAL No. 410861008

ROOM: 156

Contract Period: Option 2 POP Begin: 06-01-2025

Philips EZ Diagnost Eleva X-RAY and Fluoroscopy SERIAL No. 11000083; 250331 LOCATION: Pineville, BLDG 7

ROOM: 154;155

Contract Period: Option 2

Philips 1.2 Neo C-Arm X-RAY SERIAL No. 592 LOCATION: Pineville, BLDG 7

ROOM: 459

Contract Period: Option 2

Hologic Bone Densitometer X-RAY SERIAL No. 301447M LOCATION: Pineville, BLDG 7

ROOM: 124

Contract Period: Option 2

Philips Ingenia 1.5T MRI SERIAL No.70894 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 2

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.10039 LOCATION: Lafayette CBOC

ROOM: 116

Contract Period: Option 2

ANNUAL RADIATION SAFETY TESTING FOR: TWO (2)

Planmeca Intraoral X-RAY Units SERIAL No.1PX019871; 1PX019869 LOCATION: Lafayette CBOC

ROOM: 132;133

Contract Period: Option 2

Planmeca Promax Panoramic X-RAY SERIAL No.252273 LOCATION: Lafayette CBOC

ROOM: 144

Contract Period: Option 2

Planmeca Intraoral X-RAY Units SERIAL No. 1PX022543; 1PX022532 LOCATION: Lake Charles CBOC

ROOM: 190;190

Contract Period: Option 2

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.1706170 LOCATION: Lake Charles CBOC

ROOM: 188

Contract Period: Option 2

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.266004B2 LOCATION: Lake Charles CBOC

ROOM: 200

Contract Period: Option 2

OPTION YEAR TWO (2) TOTAL __________________

OPTION YEAR THREE (3) 06/01/2026 TO 05/31/2027

TOTAL EQUIPMENT COUNT: 30

Contract Period: Option 3 POP Begin: 06-01-2026

POP End: 05-31-2027

Planmeca Promax Panoramic X-RAY SERIAL No. RPX236569 LOCATION: Pineville, BLDG 7

ROOM: 339

Contract Period: Option 3

Planmeca Promax Panoramic X-RAY SERIAL No. IPX030678; IPX030666; IPX030679; IPX030694; IPX030668;

IPX030667; IPX030695; IPX030676; IPX030677; IPX030670

LOCATION: Pineville, BLDG 7

ROOM: 339A; 309; 315; 316; 317; 318; 319; 320; 321; 322; 339

Contract Period: Option 3

GE Optima XR200AMX X-RAY Mobile SERIAL No. 1033319WK3; 1033321WK9 LOCATION: Pineville, BLDG 7

ROOM: A02; 146

Contract Period: Option 3

GEOEC 9900 X-RAY

SERIAL No. E24094 LOCATION: Pineville, BLDG 7

ROOM: 446

Contract Period: Option 3

Toshiba Rad.Rex X-RAY SERIAL No. U8B14Z2019 LOCATION: Pineville, BLDG 7

ROOM: 153

Contract Period: Option 3

Aquillion Prime CT X-RAY SERIAL No. 2BA1632025

ROOM: 126A

Contract Period: Option 3 POP Begin: 06-01-2026

Philips Digital Diagnost DUAL DETECTOR X-RAY SERIAL No. 410861008 LOCATION: Pineville, BLDG 7

ROOM: 156

Contract Period: Option 3

Philips EZ Diagnost Eleva X-RAY and Fluoroscopy SERIAL No. 11000083; 250331 LOCATION: Pineville, BLDG 7

ROOM: 154;155

Contract Period: Option 3

Philips 1.2 Neo C-Arm X-RAY SERIAL No. 592 LOCATION: Pineville, BLDG 7

ROOM: 459

Contract Period: Option 3

Hologic Bone Densitometer X-RAY SERIAL No. 301447M LOCATION: Pineville, BLDG 7

ROOM: 124

Contract Period: Option 3

Philips Ingenia 1.5T MRI SERIAL No. 70894 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 3

ANNUAL RADIATION SAFETY TESTING FOR: ONE (1)

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.10039 LOCATION: Lafayette CBOC

ROOM: 116

Contract Period: Option 3

Planmeca Intraoral X-RAY Units SERIAL No.1PX019871; 1PX019869 LOCATION: Lafayette CBOC

ROOM: 132;133

Contract Period: Option 3

Planmeca Promax Panoramic X-RAY SERIAL No.252273 LOCATION: Lafayette CBOC

ROOM: 144

Contract Period: Option 3

Planmeca Intraoral X-RAY Units SERIAL No. 1PX022543; 1PX022532 LOCATION: Lake Charles CBOC

ROOM: 190;190

Contract Period: Option 3

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.1706170 LOCATION: Lake Charles CBOC

ROOM: 188

Contract Period: Option 3

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.266004B2 LOCATION: Lake Charles CBOC

ROOM: 200

Contract Period: Option 3

OPTION YEAR THREE (3) TOTAL __________________

OPTION YEAR FOUR (4) 06/01/2027 TO 05/31/2028

TOTAL EQUIPMENT COUNT: 30

Contract Period: Option 4 POP Begin: 06-01-2027 POP End: 05-31-2028

Planmeca Promax Panoramic X-RAY SERIAL No. RPX236569 LOCATION: Pineville, BLDG 7

ROOM: 339

Contract Period: Option 4

Planmeca Promax Panoramic X-RAY SERIAL No. IPX030678; IPX030666; IPX030679; IPX030694; IPX030668;

IPX030667; IPX030695; IPX030676; IPX030677; IPX030670

ROOM: 339A; 309; 315; 316; 317; 318; 319; 320; 321; 322; 339

Contract Period: Option 4

GE Optima XR200AMX X-RAY Mobile SERIAL No.1033319WK3; 1033321WK9 LOCATION: Pineville, BLDG 7

ROOM: A02; 146

Contract Period: Option 4

GEOEC 9900 X-RAY

SERIAL No. E24094 LOCATION: Pineville, BLDG 7

ROOM: 446

Contract Period: Option 4

ANNUAL RADIATION SAFETY TESTING FOR: ONE (1)

Toshiba Rad.Rex X-RAY SERIAL No. U8B14Z2019 LOCATION: Pineville, BLDG 7

ROOM: 153

Contract Period: Option 4

Aquillion Prime CT X-RAY SERIAL No.2BA1632025 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 4

Philips Digital Diagnost DUAL DETECTOR X-RAY SERIAL No. 410861008 LOCATION: Pineville, BLDG 7

ROOM: 156

Contract Period: Option 4

Philips EZ Diagnost Eleva X-RAY and Fluoroscopy SERIAL No. 11000083; 250331 LOCATION: Pineville, BLDG 7

ROOM: 154;155

Contract Period: Option 4

Hologic Bone Densitometer X-RAY SERIAL No. 301447M LOCATION: Pineville, BLDG 7

ROOM: 124

Contract Period: Option 4

Philips Ingenia 1.5T MRI SERIAL No.70894 LOCATION: Pineville, BLDG 7

ROOM: 126A

Contract Period: Option 4

ANNUAL RADIATION SAFETY TESTING FOR: ONE (1)

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.10039 LOCATION: Lafayette CBOC

ROOM: 116

Contract Period: Option 4

Planmeca Intraoral X-RAY Units SERIAL No.1PX019871; 1PX019869 LOCATION: Lafayette CBOC

ROOM: 132;133

Contract Period: Option 4

Planmeca Promax Panoramic X-RAY SERIAL No.252273 LOCATION: Lafayette CBOC

ROOM: 144

Contract Period: Option 4

Planmeca Intraoral X-RAY Units SERIAL No. 1PX022543; 1PX022532 LOCATION: Lake Charles CBOC

ROOM: 190;190

Contract Period: Option 4

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.1706170 LOCATION: Lake Charles CBOC

ROOM: 188

Contract Period: Option 4

Carestream DRX-EVOLUTION X-RAY UNIT SERIAL No.266004B2 LOCATION: Lake Charles CBOC

ROOM: 200

Contract Period: Option 4

OPTION YEAR FOUR (4) TOTAL __________________

TOTAL FOR BASE PERFORMANCE PERIOD AND ALL OPTION YEARS: EST. GRAND TOTAL $_____________

In accordance with FAR 16.504, the guaranteed minimum value of services the Government will acquire under the contract is $1,000.00. The maximum value of services the Government will acquire under the contract for the Period of Performance and all exercised options shall not exceed $200,000.00. Estimated Quantities - LINs and Sub-LINs listed herein are estimated quantities. The Government is not obligated to purchase any specified amount of services under this contract, but will be obligated to make payment for all services requested and received in the quantities and of the quality requested. The Government does not guarantee or imply that any fixed number of orders/referrals for services will be placed under the resultant contract ORDERING PROCEDURES: The Government does not guarantee that it will place any orders under this contract in excess of the guaranteed minimum award amount.

Individual task orders shall be funded annually. The Contracting Officer is the only authorized individual that can place annual task orders against this contract for the estimated amount of services for the specific ordering period, and the task orders shall be issued to the contractor annually at the time each option period is exercised, if applicable.

“Evaluations of Options" : For purposes of award of this Contract, the Government intends to evaluate the option to extend services under FAR 52.217-8 as follows: The evaluation will consider the possibility that the option can be exercised at any time and can be exercised in increments of one to six months, but not for more than a total of six months during the life of the contract. The evaluation will assume that the prices for any option exercised under FAR 52.217-8 will be those rates in effect under the contract each time an option is exercised under this clause. The evaluation will therefore assume that the addition of the price or prices of any possible extension or extensions under FAR 52.217-8 to the total price for the basic requirement and the total price for the priced options has the same effect on the total price of all proposals relative to each other, and will not affect the ranking of proposals based on price, unless, after reviewing the proposals, the Government determines that there is a basis for finding otherwise.

This evaluation will not obligate the Government to exercise any option under FAR 52.217-8.

https://www.acquisition.gov/far/part-52 https://www.acquisition.gov/far/part-52

B.4 IT CONTRACT SECURITY

VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY

1. GENERAL

Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as

VA and VA personnel regarding information and information system security.

2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS

a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order.

b. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and

Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures.

c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive

Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a

Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security

Clearance must be processed through the Special Security Officer located in the Planning and

National Security Service within the Office of Operations, Security, and Preparedness.

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

e. The contractor or subcontractor must notify the 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.

3. VA INFORMATION CUSTODIAL LANGUAGE

a. 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).

b. 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.

c. 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.

d. 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.

e. 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.

f. 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.

g. 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.

h. 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.

i. 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.

j. 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.

k. 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.

l. 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.

4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT

a. 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.

b. 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.

c. 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.

d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges.

e. 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.

f. 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.

g. The contractor/subcontractor agrees to:

(1) 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:

(a) The Systems of Records (SOR); and

(b) The design, development, or operation work that the contractor/ subcontractor is to perform;

(1) 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

(2) 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.

h. 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.

(1) "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.

(2) "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.

(3) "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.

i. 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.

j. 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 5 days.

k. 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 5 days.

l. 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.

5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE

a. 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 vulnerablity 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.

b. 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.

c. 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.

d. 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.