S02_Sources Sought Notice 36C25724Q1005.pdf

Sources Sought Notice

*= Required Field Sources Sought Notice

SUBJECT* ELP NEW POLICE SECURITY SYSTEMS/ SURVEILLANCE & MAINTENANCE SERVICE CONTRACT (VA- 24-00087771)

GENERAL INFORMATION

CONTRACTING OFFICE’S ZIP CODE* 79930

SOLICITATION NUMBER* 36C25724Q1005

RESPONSE DATE/TIME/ZONE 09-25-2024 12:00PM CENTRAL TIME, CHICAGO, USA

ARCHIVE 15 DAYS AFTER THE RESPONSE DATE

RECOVERY ACT FUNDS N

SET-ASIDE

PRODUCT SERVICE CODE* J063

NAICS CODE* 561621

CONTRACTING OFFICE ADDRESS

Department of Veterans Affairs Central Texas Veterans HCS 1901 Veterans Memorial Dr. Building #171 Temple TX 76504

POINT OF CONTACT*

Contract Specialist Stephanie Reeves stephanie.reeves@va.gov

PLACE OF PERFORMANCE

ADDRESS El Paso VA Health Care System (ELPVAHCS) Multiple Locations

POSTAL CODE

COUNTRY USA

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

This is a source(s) sought notice for information purposes only and it is not a solicitation announcement or an obligation or commitment by the Government. This notice is intended strictly for market research.

The Department of Veterans Affairs - Network Contracting Office 17 is seeking information in response to this Sources Sought Notice for market research purposes only. Interested Service- Disabled Veteran Owned Small Businesses, Veteran Owned Small Businesses, Small Business Administration Section 8a, Women-Owned, and other socio-economically disadvantaged small businesses who believe they possess the experience and qualifications to successfully perform the scope of work described below are encouraged to respond in order for us to make a set-aside determination.

Responses are being sought from qualified businesses capable of providing the required services outlined below. The North American Industry Classification System (NAICS) code for the work is 561621 Security Systems Services (except Locksmiths) with a small business size standard of $25 Million. See below for summary of the project scope.

Summary of Project Scope The Department of Veterans Affairs - Network Contracting Office 17 is seeking: Monitoring and Maintenance Service for Access Control Systems, Motion Intrusion and Cameras for the El Paso VA Health Care System (EPVAHCS).

Contractor shall be responsible for the monitoring, trouble shooting, system updates, and preventive maintenance services for all security systems, integrated intrusion devices , and DSC Alarm Hardware for brand/models such as the Bosch B8512G / CCure9000, American Dynamics, and Illustra Cameras.

Please see attached draft Statement of Work (SOW) for additional details.

Interested Parties Potential candidates having the capabilities necessary to provide the stated items at a fair and reasonable price are invited to respond to this Sources Sought Notice via email to Contract Specialist Stephanie Reeves at stephanie.reeves@va.gov, no later than September 25th, 2024, 12PM CST. No telephone inquiries will be accepted.

All responses to this notice should provide the following information:

1. Company name, address, SAM UEI number, point of contact name, phone number and email address

2. Business size and representation(s) of the company (i.e., Service-Disabled Veteran Owned

Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.)

3. If SDVOSB or VOSB, can business comply with clause 852.219-75 – VA Notice of Limitations on Subcontracting – Certificate of Compliance for Services and Construction in fulfilling the requirement?

4. Is company considered a small business under the NAICS code 561621 identified under this sources sought?

mailto:stephanie.reeves@va.gov

5. Capability statement as it relates to the attached draft Statement of Work and any other information that can aide in determining capability.

6. Does the company have a current federal contract (i.e., GSA, NAC , SAC, NASA SEWP etc.)? If so, provide the contract type, number, and expiration date.

7. If the company has a current federal contract, are the required services available on the contract?

8. Please provide any concerns/questions in regard to the draft SOW.

Disclaimer and Important Notes: This Sources Sought Notice is issued solely for information and planning purposes only and does not constitute a solicitation. This Sources Sought Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. The Government will treat any information received as proprietary and will not share such information with other companies. Any organization responding to this Sources Sought Notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. The Government may or may not issue a solicitation as a result of this announcement. There is no solicitation available at this time.

/END OF NOTICE/

See attached document: DRAFT SOW Police digital Communicators Alarm Monitoring - Maintenance Services

Statement of Work (SOW)

El Paso Veterans Affairs Health Care System (ELPVAHCS) Monitoring and Maintenance Service for Access Control Systems, Motion

Intrusion and Cameras for the Sleep Center, Las Cruces, Warehouse & Bldg. 116 & 117

1. GENERAL INFORMATION

1.1. El Paso VA Health Care System (EPVAHCS), Police Services, requires monitoring, trouble shooting, system updates, and preventive maintenance services for all security systems:

1.1.1. Las Cruces Cameras

1.1.1.1. 1 - VideoEdge 2U NVR, 48TB, RAID 5, (60 Total) 4 NIC, Redundant PS

1.1.1.2. 1 - victor Professional Software License

1.1.1.3. 1 - victor Professional Central License Management for VideoEdge

1.1.1.4. 1 - Unification lic,CC9000/victor

1.1.1.5. 1 - DSC Integration

1.1.1.6. 1 - C-Video Edge NVR

1.1.1.7. 6 - Illustra Pro Gen4 20MP (5MP x4) Multisensor, 2.7-13.5mm, Edge AI, TDN

1.1.1.8. 6 - Pendant Cap

1.1.1.9. 6 - Short Wall Mount

1.1.1.10. 6 - Conduit Adapter

1.1.1.11. 6 - 90w PoE Injector

1.1.1.12. 26 - Illustra Pro Gen4 2MP MiniDome, 2.7-13.5mm, Indoor/Outdoor

1.1.1.13. 1 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.1.14. 2 - Vigitron 24 Port POE+ Switch

1.1.1.15. 1 - Patch Panel

1.1.1.16. 32 - Patch Cords

1.1.1.17. 6 - Cat6 Plenum Cable

1.1.1.18. 75 - J-Hooks

1.1.1.19. 1 - Conduit and Penetrations

1.1.2. Las Cruces Motion Intrusion

1.1.2.1. 1 - DSC Power Series Control Panel with Key Pad

1.1.2.2. 4 - DSC Zone Expander

1.1.2.3. 1 - DSC Alarm Communicator

1.1.2.4. 1 - Altronix Power Supply/Charger Kit

1.1.2.5. 2 - Back Up Battery

1.1.2.6. 1 - DSC Back Up Battery

1.1.2.7. 1 - DSC Integration Modules for CCURE Integration

1.1.2.8. 5 - Door Contact

1.1.2.9. 8 - Motion Detector

1.1.2.10. 18 - Hardwired Glass Break Detector

1.1.2.11. 8 – Cable

1.1.3. Las Cruces Access Control

1.1.3.1. 1 - C·CURE 9000 - Series N Bundled Tower System1 Includes C·CURE 9000

Series N software pre-installed on a Dell small form factor PC(config #1 listed below). Includes MS Windows 10 Professional, 64-bit and SQL

1.1.3.2. 1 - C•CURE 9000 Unification with victor Site manager

1.1.3.3. 1 - C•CURE 9000 video integration option with American Dynamics NVR

1.1.3.4. 3 - iSTAR Ultra G2, 16 readers, w/enclosure, no PSU

1.1.3.5. 3 - Wall-mount 20" x 16" enclosure w/lock and tamper. Includes BDM low battery disconnect switch. Fits three 14 AHr batteries

1.1.3.6. 37 - Door Position Switch

1.1.3.7. 6 - Battery Back Up

1.1.3.8. 3 - Magnetic Lock

1.1.3.9. 3 - Request to Exit Button

1.1.3.10. 3 - Request to Exit Motion

1.1.3.11. 11 - Delayed Egress Magnetic Lock

1.1.3.12. 23 - Recessed Strike for Mortise Locks

1.1.3.13. 2 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.3.14. 16 - Plenum Composite Cable

1.1.3.15. 1 - Cat6 Cable SCRAP. Need 150 Feet

1.1.3.16. 125 - J-Hooks

1.1.3.17. 1 - Innometriks High Assurance Software Suite, includes Enrollment Server, Panel Server, Enrollment Plug-in, for Series L, M, N and SiteServers

1.1.3.18. 48 - WaveLynx Reader with Pin Pad

1.1.3.19. 1 - Innometriks Stand-Alone Enrollment Client, for PIV card validation and enrollment into ID Server, per client

1.1.3.20. 1 - Identive SPR3310 USB enrollment reader, contact interface

1.1.3.21. 1 - Targus USB PIN Pad

1.1.3.22. 1 - Tripp Lite SU2200RTXL2UA Smartonline 120V

1.1.4. Warehouse Cameras

1.1.4.1. 1 - VideoEdge 2U NVR, 18TB, RAID 5, (24 Total) 4 NIC, Redundant PS

1.1.4.2. 1 - victor Professional Software License

1.1.4.3. 1 - victor Professional Central License Management for VideoEdge

1.1.4.4. 1 - Unification lic,CC9000/victor

1.1.4.5. 1 - DSC Integration

1.1.4.6. 1 - C-Video Edge NVR

1.1.4.7. 3 - Illustra Pro Gen4 20MP (5MP x4) Multisensor, 2.7-13.5mm, Edge AI, TDN

1.1.4.8. 3 - Pendant Cap

1.1.4.9. 3 - Short Wall Mount

1.1.4.10. 3 - Conduit Adapter

1.1.4.11. 3 - 90w PoE Injector

1.1.4.12. 8 - Illustra Pro Gen4 4MP MiniDome, 2.7-13.5mm, Indoor/Outdoor

1.1.4.13. 2 - Illustra Pro Gen4 2MP MiniDome, 2.7-13.5mm, Indoor/Outdoor

1.1.4.14. 1 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.4.15. 1 - Vigitron 24 Port POE+ Switch

1.1.4.16. 1 - Patch Panels

1.1.4.17. 13 - Patch Cords

1.1.4.18. 4 - Cat6 Plenum Cable

1.1.4.19. 25 - J-Hooks

1.1.4.20. 1 - Conduit and Penetrations

1.1.5. Warehouse Motion Intrusion

1.1.5.1. 1 - DSC Power Series Control Panel with Key Pad

1.1.5.2. 2 - DSC Zone Expander

1.1.5.3. 1 - DSC Alarm Communicator

1.1.5.4. 1 - Altronix Power Supply/Charger Kit

1.1.5.5. 2 - Back Up Battery

1.1.5.6. 1 - DSC Back Up Battery

1.1.5.7. 1 - DSC Integration Modules for CCURE Integration

1.1.5.8. 4 - Motion Detector

1.1.5.9. 4 - Door Contact

1.1.5.10. 2 - Overhead Door Contact

1.1.5.11. 4 - Hardwired Panic Button

1.1.5.12. 8 - Cable

1.1.5.13. 4 - Siren Strobe

1.1.5.14. 1 – Conduit

1.1.6. Warehouse Access Control

1.1.6.1. 1 - C•CURE 9000-Series L Bundled Tower System Includes C·CURE 9000

Series L software pre-installed on a Dell small form factor PC. Includes MS Windows 10 Professional, 64-bit and SQL Express.

1.1.6.2. 1 - C•CURE 9000 Unification with victor Site manager

1.1.6.3. 1 - C•CURE 9000 video integration option with American Dynamics NVR

1.1.6.4. 1 - iSTAR Ultra, 8-Reader, in Wall Mount Enclosure

1.1.6.5. 1 - Wall-mount 20" x 16" enclosure w/lock and tamper. Includes BDM low battery disconnect switch. Fits three 14 AHr batteries

1.1.6.6. 6 - Door Position Switch

1.1.6.7. 2 - Battery Back Up

1.1.6.8. 2 - Magnetic Lock

1.1.6.9. 2 - Request to Exit Button

1.1.6.10. 2 - Request to Exit Motion

1.1.6.11. 3 - Rim Strike

1.1.6.12. 1 - Recessed Strike

1.1.6.13. 2 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.6.14. 2 - Plenum Composite Cable

1.1.6.15. 1 - Cat6 Cable SCRAP. Need 150 Feet

1.1.6.16. 75 - J-Hooks

1.1.6.17. 1 - Innometriks High Assurance Software Suite, includes Enrollment Server, Panel Server, Enrollment Plug-in, for Series L, M, N and SiteServers

1.1.6.18. 6 - WaveLynx Reader with Pin Pad

1.1.6.19. 1 - Innometriks Stand-Alone Enrollment Client, for PIV card validation and enrollment into ID Server, per client

1.1.6.20. 1 - Identive SPR3310 USB enrollment reader, contact interface

1.1.6.21. 1 - One day of Professional Services - To be accomplished via remote access. Otherwise 2 day minimum for on-site support

1.1.6.22. 1 - Targus USB PIN Pad

1.1.6.23. 1 - Tripp Lite SU2200RTXL2UA Smartonline 120V

1.1.6.24. 1 – Conduit

1.1.7. Sleep Center Cameras

1.1.7.1. 1 - VideoEdge 2U NVR, 18TB, RAID 5, (24 Total) 4 NIC, Redundant PS

1.1.7.2. 1 - victor Professional Software License,

1.1.7.3. 1 - victor Professional Central License Management for VideoEdge

1.1.7.4. 1 - Unification lic,CC9000/victor

1.1.7.5. 1 - DSC Integration

1.1.7.6. 1 - C-Video Edge NVR

1.1.7.7. 5 - Illustra Pro Gen4 20MP (5MP x4) Multisensor, 2.7-13.5mm, Edge AI, TDN w/IR, TWDR, PTRZ, IP66, IK10, Quad SDXC

1.1.7.8. 4 - Corner adapter for use w/RHOxW

1.1.7.9. 4 - Short Wall Mount

1.1.7.10. 4 - Pendant Cap

1.1.7.11. 4 - Conduit Adapter

1.1.7.12. 5 - 90w PoE Injector

1.1.7.13. 1 - Illustra Pro Gen4 Multisensor 2x2 Ceiling Tile

1.1.7.14. 9 - Illustra Pro Gen4 2MP MiniDome, 2.7-13.5mm, Indoor/Outdoor, IP67, IK10, TDN w/IR, TWDR

1.1.7.15. 1 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.7.16. 1 - Vigitron 24 Port POE+ Switch

1.1.7.17. 1 - Patch Panels

1.1.7.18. 14 - Patch Cords $3.71 $51.98

1.1.7.19. 4 - Cat6 Plenum Cable $486.75 $1,947.00

1.1.7.20. 75 - J-Hooks

1.1.8. Sleep Center Motion Intrusion

1.1.8.1. 1 - DSC Power Series Control Panel with Key Pad

1.1.8.2. 2 - DSC Zone Expander

1.1.8.3. 1 - DSC Alarm Communicator

1.1.8.4. 1 - Altronix Power Supply/Charger Kit

1.1.8.5. 2 - Back Up Battery

1.1.8.6. 1 - DSC Back Up Battery

1.1.8.7. 1 - DSC Integration Modules for CCURE Integration

1.1.9. Sleep Center Access Control

1.1.9.1. 1 - C•CURE 9000 Unification with victor Site manager $0.00 $0.00

1.1.9.2. 1 - C•CURE 9000 video integration option with American Dynamics NVR

1.1.9.3. 1 - iSTAR Ultra ACM board, 8 readers. Includes USB cable

1.1.9.4. 4 - Door Position Switch

1.1.9.5. 2 - Battery Back Up

1.1.9.6. 4 - Recessed Strike

1.1.9.7. 2 - Planar PZN2410 24" Full HD LCD Desktop Monitor

1.1.9.8. 2 - Plenum Composite Cable

1.1.9.9. 1 - Cat6 Cable SCRAP. Need 150 Feet

1.1.9.10. 75 - J-Hooks

1.1.9.11. 1 - Innometriks High Assurance Software Suite, includes Enrollment Server, Panel Server, Enrollment Plug-in, for Series L, M, N and SiteServers

1.1.9.12. 10 - WaveLynx Reader with Pin Pad

1.1.9.13. 1 - Innometriks Stand-Alone Enrollment Client, for PIV card validation and enrollment into ID Server, per client

1.1.9.14. 1 - Identive SPR3310 USB enrollment reader, contact interface

1.1.9.15. 1 - One day of Professional Services - To be accomplished via remote access. Otherwise 2 day minimum for on-site support

1.1.9.16. 1 - Targus USB PIN Pad

1.1.9.17. 1 - Tripp Lite SU2200RTXL2UA Smartonline 120V

1.1.10. Building 116 Motion Intrusion

1.1.10.1. 1 - DSC Alarm Communicator

1.1.11. Building 117 Motion Intrusion

1.1.11.1. 1 - DSC Alarm Communicator

1.2. PERIOD OF PERFORMANCE: The service contrat shall include a Base + 4 Option Years.

1.3. The exact location for services are listed below:

• Bldgs. 116 & 117: Pershing Rd, Fort Bliss Texas 79916

• Warehouse: 6 Founders Blvd, El Paso, TX 79906

• The Sleep Center: : 1250 E Cliff Dr, El Paso, TX 79902

• Las Cruces: Location: 3401 Del Rey Blvd. Las Cruces, NM 88012

1.2. The ELP VA Police Services is required by the Physical Security and Resiliency Design Manual revised March 1-2022, the RCS 10-1 manual, OSLE Inspection Guide and 0730-4 VA Handbook to have a motion intrusion alarm system. It is also required that the motion intrusion be monitored. The motion intrusion allows Police Services the ability to mitigate risk based off the 33 Undesirable Events (UEs), including Unauthorized Entry – Forced & Surreptitious and Breach of Access Control Point – Covert & Overt.

1.4. 1.3. These monitoring & maintenance services must allow for continuous detection for entry into any of the Bldgs. 116 & 117, Sleep Center , Warehouse, and the Las Cruces CBOC after hours and immediately notify VA Police Services and the Fort Bliss Military Police to respond to the alarm; thus providing a deterrent to theft, and unauthorized entry.

2. SCOPE OF WORK

2.1. Monitoring (24/7) must enable the digital dialer via an Ethernet connection to communicate to a local area or wide area network - or to an optional cellular module -and send reports to a receiver at the central monitoring station, who will contact the VA Police, Fort Bliss Military Police (For BLDG 116 &117), El Paso PD (For Warehouse and Sleep Center) and Las Cruces PD (For Las Cruces CBOC) in the event of an incident 24/7. The scope of work includes the following:

• Contractor shall provide replacement parts, conduct repairs and troubleshooting.

• All Costs associated with replacement parts, shipment, delivery, and installation

(equipment fully mission capable) will be included within the contract.

• The vendor must provide an emergency service call number and the response time of no less than 4 hours from the time called and notified of a deficiency during normal business hours.

• The vendor must provide 24/7 fast, reliable, and professional monitoring services with a properly trained response team.

• Vendor must be certified to install, service or repair Bosch B8512G / CCure9000 security systems /intrusion devices. At a minimum must have the following Certificates;

CCure9000 High Assurance with Innometriks; CCure9000 Advanced Intergrator;

CCure9000 System Installer/Maintainer; Basic Installation – Victor VMS and VideoEdge NVR; and Bosch G Series Expert.

• The vendor shall provide direct access to a live call center for online technical troubleshooting and diagnostic test from 8am-5pm MST. This includes same day dispatching, emailing and providing support to troubleshoot any issue. When over the phone resolution is not possible, the vendor will provide technical and troubleshooting services on-site (dispatching) by no later than 1pm the following day.

• The vendor must include replacement parts unit- if required- plus software upgrades and licenses, and/or updates as needed by the service. In addition, the vendor must trouble shoot all technical issues and resolve them over the phone- when possible. If a replacement part, unit or software upgrade is needed, the vendor will contact the manufacturer of the product and will request the necessary item to be sent to the end user thereby streamlining the process for the end user.

• The vendor shall provide service packs, downloads, upgrades, updates, and documents for the communicators and intrusion devices and all related software. This includes new recovery discs that apply the latest Windows updates and other updated drivers to keep the embedded system running safe and secure.

• Vendor must provide next day equipment exchange and shipping costs, repair labor, and any part or expenses associated with that exchange or returns of equipment shall be included in the firm-fixed price.

2.2. MISCELLANEOUS & TRAINING:

a. Monitoring and technical service support must be initiated minimum five (5) days of contract award and specialized training for Administrator/s, supervisors as needed to the Police Service.

b. Initiation of services must be coordinated in advanced with the logistics and the Police Services at 915-564-6100 ext. 6365 or 7428

2.3 . REQUIRED LICENSE AND CERTIFICATIONS

a) Vendor must be certified to install, service or repair

a. Bosch B8512G intrusion devices

b. CCure9000 security systems

c. CCure9000 High Assurance with Innometriks

d. CCure9000 Advanced Intergrator

e. CCure9000 System Installer/Maintainer

f. Basic Installation – Victor VMS and VideoEdge NVR

g. Bosch G Series Expert

b) The Vendor must ensure that CCure9000 License Renewals for the Sleep Center, Warehouse, and Las Cruces CBOC are completed on a yearly basis.

3. WORK HOURS:

3.1. Normal Work Hours: The service schedule shall be developed between the contractor and Contractor’s Representative (COR) prior to any service being performed.

3.2. The following is a list of U.S. Government holidays. If the holiday falls on a Saturday, the proceeding Friday is observed as the holiday; if the holiday falls on a Sunday, the following Monday is observed as the holiday and any other day specifically declared by the President of the United States to be a national holiday.

HOLIDAY DATE

New Year’s Day Jan 1 Martin Luther King’s Birthday 3rd Monday in Jan President’s Day 3rd Monday in Feb Memorial Day Last Monday in May Juneteenth National Independence Day June 19th

Independence Day July 4 Labor Day 1st Monday in Sep Columbus Day 2nd Monday in Oct Veterans Day Nov 11 Thanksgiving Day 4th Thursday in November Christmas Day December 25

4. PERSONNEL

4.1. The contractor shall provide in writing the personnel name and phone number within (10) ten calendar days of the award of the contract. Personnel shall be qualified and experienced to oversee the personnel assigned to perform the installation. The contractor’s personnel shall correspond with the logistics department and the Police Service on a regular basis to discuss any problems related to delivery and installation.

Unresolved problems shall be referred to the Contracting Officer for resolution.

4.2. Contractor Service Personnel (CSP). All subcontractors performing work for primary contractor shall meet all specifications and standards that apply to CSP under this agreement. CSP shall maintain clean and neat appearance and shall wear an identification badge at all times when performing services at the Government site.

Identification badges shall be worn in a clearly visible area of the outer garment. The COR shall furnish this badge.

4.3. Government point of contact (POC). The COR shall be the Government’s POC. If required, the COR shall be designated in writing to the Contractor and the scope of authority shall be set forth therein. Contractor shall respond only to calls from COR or a designated representative from the Medical Center.

5. SECURITY STATEMENT:

5.1. The Vendor shall not transfer any VA information to a location outside the VA and only to VA locations determined by the VA System Administrator. The information in these systems may be covered by the Privacy Act 1974 which contains criminal penalties of abuse of information.

5.2. The Vendor and all VA employees are required to immediately report any security violations to the Information Security Officer. No other security statements are required.

5.3. Information Security & Privacy.

a. The contractor, their personnel, and their subcontractors shall be subject to the Federal laws, regulations, standards, and VA Directives and Handbooks regarding information and information system security as delineated in this contract.

b. 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.

c. A contractor/sub-contractor 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.

d. 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.

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.

f. 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).

g. 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 onsite inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements.

h. 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.

i. 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.

j. 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.

k. 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.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

i. Nature of the event (loss, theft, unauthorized access);

ii. Description of the event, including:

1. date of occurrence;

2. data elements involved, including any PII, such as full name, social security number, date of birth, home address, account number, disability code.

3. Number of individuals affected or potentially affected.

4. Names of individuals or groups affected or potentially affected.

5. 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.

6. Amount of time the data has been out of VA control.

7. The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons).

8. Known misuses of data containing sensitive personal information, if any.

9. Assessment of the potential harm to the affected individuals.

10. Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate.

11. 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.

iii. The contractor/subcontractor agrees to comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act.

m. 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:

iii. 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.

iv. Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training.

v. Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

vi. 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.]

1. The contractor shall provide to the contracting officer and/or the COTR 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.

2. 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.

n. VA sensitive information is to be transferred between the device and VISTA only, will not go outside the VA network or information system.

6. ACRONYMS AND DEFINITIONS

6.1. Contracting Officer (CO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

6.2. Contracting Officer’s Representative (COR). An individual designated in writing by the Contracting Officer to act as an authorized representative of the Contracting Officer to perform specific contract administrative functions within the scope and limitations as defined by the Contracting Officer.

7. VHA PRIVACY AWARENESS

7.1 Pursuant to the Veteran Health Administration (VHA) Privacy principles and practices, Contractors shall comply with VA’s privacy, policies, and legal requirements found in this link: https://www.va.gov/privacy-policy/

7.2 The contractor must contact the education program manager at 915-564-6100 ext.

7600 to take the following Privacy Awareness Training that meets the requirements of the Health Insurance Portability and Accountability Act (HIPAA), Privacy Rule as determined by VHA, and the VA’s Privacy Training Monitoring SOP:

a.VA 10176 – VA Privacy and Information Security Awareness Training and Rules of Behavior b.VA 10203 – Privacy and HIPAA Focused Training c.VA 3185966 – VHA Mandatory Training for Trainees d.VA 3192008 – VHA Mandatory Training for Trainees – Refresher

8. NARA RECORDS MANAGEMENT

8.1 Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.

8.2 In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

8.3 In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.

8.4 El Paso Veteran Affairs Health Care System (EPVAHCS) and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of EPVAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701.

In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to EPVAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

8.5 The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government’s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to EPVAHCS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

8.6 The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and EPVAHCS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

8.7 The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with EPVAHCS policy.

8.8 The Contractor shall not create or maintain any records containing any non-public EPVAHCS information that are not specifically tied to or authorized by the contract.

8.9 The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

8.10 The EPVAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which EPVAHCS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

8.11 Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take VHA-provided records management training, Talent Management System (TMS) Item #10176, Privacy and Information Security, Rules of Behavior. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training.

8.12 References. VHA Directive 6300(1) National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a).

(END OF DOCUMENT)