SOW - Security Systems Services - 40 Hours.docx

VA Pittsburgh Healthcare System Security, Surveillance and Communications Systems Services

Performance Work Statement

Purpose

The VA Pittsburgh Healthcare System (VAPHS) as a requirement for all labor, equipment and travel to provide Security, Surveillance and Communications Systems Maintenance Services. The Contractor shall provide field service hours necessary to troubleshoot and maintain designated security, surveillance, and electronic systems at two campus locations in the Pittsburgh PA area. Limited service hours may also be allocated to projects involved with installing new and upgraded systems. In some cases, most of the work involved with new and upgraded systems shall be performed by VAPHS staff and the Contractor shall provide service hours for material sourcing, final connections, troubleshooting and programming to complete projects. Utilization of service hours for project work shall be at the discretion of the VA Point of Contact (POC).

Scope of Work

The Contractor shall provide a block of service labor hours scheduled on a weekly basis. Specific work hours shall be mutually agreed upon with the Contractor and the VAPHS POC. Service hours shall be provided for regular scheduled maintenance and for emergency service calls when required.

The Contractor shall track the number of services hours provided. The Contractor shall dispatch a service technician within the required response time to provide scheduled and emergency services. Materials and supplies shall be provided by VAPHS or procured by a separate purchase agreement with the Contractor as needed.

Service hours shall be limited to 40 total service hours per week for 52 weeks each contract year, not to exceed 2080 hours per year. The number of weekly hours may vary based on VAPHS needs. The Contractor shall not provide services that exceed the number of hours in any given week.

Service hours performed in excess of 2080 hours in any contract year shall be the responsibility of the contractor unless VAPHS authorized the additional hours.

1.1. Systems Description

Avigilon Network Based CCTV System:

1) Quarterly Maintenance performed on all serviceable Pelco/Endura appliances on the VAPHS network. This process includes firmware/software updates, server to system data management, and CCTV camera cleaning, adjusting and focusing.

2) Troubleshooting Services.

3) General maintenance on recording management for the NSM5200.

4) Assisting VAPHS to build risers to reflect point to point data for all Avigilon devices over the CCTV

VLANS.

RS2 Access Control System:

1) Troubleshooting Services for all installed points.

2) Support for critical integration with Intrusion Detection and Hardwired Panic Buttons will be supported.

3) All existing Mercury hardware is Generation 2 and is now no longer being sold by RS2.

Generation 3 hardware sets (EP & MR hardware). Contractor will advise and facilitate these repairs/upgrades as needed.

Emergency Call Stations:

Currently, Stentofon is utilized in the UD Parking Garage and AiPhone IS Series is utilized around the UD Building 30 perimeter and under the Building 1 Bed Tower.

1) Although Stentofon’s analog system is End of Life, there are still limited parts that can be procured to keep the system running until an upgrade to the whole system is completed.

2) AiPhone systems are still supported by the vendor and are IP based.

3) Code Blue is the Emergency Call system in place for the HZ Campus.

4) Contractor shall service all installed technology, within limits and support established by the manufacturers, to maximize the life span of these systems.

AiPhone Intercom Systems:

1) Contractor shall service all AiPhone technology to maximize the life span of this system. This also includes intercom stations that integrate with Access Control.

Bogen Overhead Paging System:

Although the Contractor may not be a Bogen-certified service provider, VAPHS is seeking a Contractor that can utilize general electronics maintenance knowledge and experience to maintain the overhead paging system including tasks as follows:

1) System troubleshooting and repair

2) Source parts through existing distributor channels

3) Perform preventive maintenance per manufacturers recommendations

4) Installation and replacement of system components including speakers, amplifiers, etc.

1.2. Preventive Maintenance Tasks for Specific Equipment Included in Contract

The following are mandatory tasks and associated deliverables to ensure that the systems are maintained in optimal working condition:

Workstations:

1. Check for any mechanical loose connections.

2. Check for any electrical loose connections.

3. Check for connections to RS232 or TC/PIP.

4. Check for Modem Operation.

5. Test for proper voltages on power supply.

6. Run Diagnostics on Security Application.

7. Run Indexing on database if applicable.

8. Check for proper AC voltage input, it must be connected to a dedicated circuit only.

9. Check for proper version level on the security application and update any files needed if available for the operating system.

10. Back Up entire Security System and check previous back up files.

Intrusion Detection System:

1. Check for Alarm Message Paging Software with live alarm tests.

2. Check for Modem Operation.

3. Check for connections to RS232 or TC/PIP.

4. Test all Alarm Sensors.

5. Test all Door Contacts.

6. Test all Motion Detectors.

7. If the IDS system uses a PC, you need to check for proper version level on the security application and update any files needed if available for the operating system.

8. Back Up entire Security files and check previous back up files.

HUB, Switch and Router:

1. Check Fan for proper movement and clean filters.

2. Check for any mechanical loose connections.

3. Run Diagnostics from the Communication’s Application if applicable.

Microcontroller, Channel Expander and Multiplexers:

1. Check Fan for proper movement, clean filters.

2. Check for any mechanical loose connections.

3. Check for any electrical loose connections.

4. Check for connections to RS232, Current Loop, RS485, Wiegand or TC/PIP.

5. Check all plug-in connectors for loose data wires.

6. Test proper voltages on power supply, clean voltage no ripple on scope +/-5vdc and +/- 12 vdc.

7. Run Diagnostics from the Security Application if applicable.

8. Download, Reload or Reallocate the Database to the Controller.

Power Supplies and Battery Backups:

1. Check for proper AC voltage input, it must be connected to a dedicated circuit only.

2. Check for proper DC voltage input, from Battery Backup Circuitry.

3. Assist to develop/maintain Replacement Schedule Power Supply and battery replacements, every two (2) years. Review battery replacement procedure with VA electronics technicians.

4. Test for proper voltages on power supply, look for clean voltage look for no ripple on scope +5vdc and +12 vdc.

Reader and Reader Interface:

1. Check for any mechanical loose connections.

2. Check for any electrical loose connections.

3. Check for Data communication connectors.

4. Do a visual check for Relay contact, especially if it is connected to a Gate Operator.

5. Check for any loose connections to ground.

6. Test voltages on power supply circuitry, clean voltage look ripple on scope +5vdc and +12 vdc.

7. Test for Input and Output signals, and intermediate relays.

Life Safety System:

1. Check for Fire Alarm Interface Connection, do a Test with Fire Alarm System, coordinate this test with building engineer.

2. Check for any mechanical loose connections.

3. Check for any electrical loose connections.

4. Check for control cable communication connectors.

5. Check for any debris or oil residues in the Mortise Lockset, make the necessary adjustments.

6. Adjust and make necessary adjustments to solenoid in the Mortise Lockset.

7. Adjust Magnetic Lock strike plate.

8. Test for Battery Backup for proper voltage levels.

9. Replace batteries every two years.

10. Test for proper output from reader or reader interface.

11. Test for proper operation on Master Intercom.

12. Test for proper operation on Intercom station.

Door Strikes, Door Contact, and Electromechanical Door Hardware:

1. Check for any mechanical loose connections.

2. Check for any electrical loose connections.

3. Check for control cable communication connectors.

4. Check for any debris or oil residues in the mechanical moving parts of the door strike, make the necessary adjustments.

5. If necessary, adjust and make necessary adjustments to solenoid in the door strike.

6. Adjust the strike plate.

7. Have the door closers adjusted for proper operation by building manager.

8. Look for any physical damage on the door hardware and make the necessary adjustments.

1.3. Documentation

Contractor shall establish, maintain, and update documentation for all work performed. When existing documentation is inadequate, the Contractor shall assist VAPHS with reviews of existing documentation and revise documentation methods and format as mutually agreed upon by the Contractor and the POC. Documentation shall include hard copies and electronic access to systems components including, but not limited to:

· equipment name, make and model

· manufacturer

· serial number

· physical location where installed

· door and area supported

· alarm modes

· associated (linked) equipment and settings

· wiring/schematic diagrams

The Contractor shall track all work hours in a service report to be submitted each week to the POC. The report shall state the number of hours worked and the specific equipment and systems that were serviced. The report shall also include the equipment condition as found, actions taken, and either confirmation of completion or additional actions that are required.

1.4. Scheduled Work Hours

The Contractor shall provide most service hours between 7:00 a.m. and 4:00 p.m. Monday through Friday. The Contractor may be required to provide services outside of normal business hours.

1.5. Emergency Work Hours

Contractor shall provide 24/7/365 emergency contact information for emergent work required outside of normally scheduled hours. The Contractor shall dispatch a technician in response to a request made VAPHS. At a minimum, the Contractor shall dispatch a technician to respond to an emergency request by 7:00 a.m. on the first regular business day following the request.

1.6. Special Purpose System Vulnerability

For all systems covered by this Contract, the Contractor shall respond immediately in the event of a suspected information security breach, computer virus or malicious code that could spread to other systems and devices connected to the VA computer network. The Contractor shall immediately assist VAPHS to remove the affected system from the network as necessary, determine the cause of the incident and establish a plan to address and remediate the issue. The Contractor shall also take longer-term actions to address potential vulnerabilities.

Safety Requirements

1. The Contractor shall adhere to all OSHA, EPA, NFPA Life Safety Codes, and all other regulatory requirements.

2. In performance of this contract, the Contractor shall follow VAPHS safety policies and standards for safe work practices and take such safety precautions as the VAPHS Safety Officer or designee may determine to be reasonably necessary to protect the lives and health of occupants of VAPHS facilities. The Contractor shall comply with VAPHS smoking policy, which designates that all VAPHS property as non-smoking and non-vaping areas.

3. The Contractor shall be responsible for the safety and health of his/her employees.

4. The Contractor shall submit to the POC, prior to the start of the contract, the Material Safety Data Sheets (MSDS) for all potentially hazardous materials (lubricants, cleaners, working fluids, etc.) to be used in VAPHS facilities during performance of the contract, and shall not use in VAPHS facilities, any materials which have not been cleared for use in advance with the POC. MSDS for new chemicals shall be furnished concurrently with the arrival of the chemical on site. The Contractor shall maintain a copy of all MSDS at the chemical storage site in a location accessible to VAPHS personnel to assure compliance with all laws and requirements regarding the “Right to Know” law.

5. The Contractor is responsible for identifying, providing and maintaining all personal protective equipment (PPE) required to perform the duties outlined in the contract. Additionally, the Contractor is responsible for identifying and adhering to all applicable safety program guidelines (lockout/tag out, confined space entry, universal precautions, etc.) required to perform the work. Contractor is responsible for providing and documenting all required safety training and proper use of PPE to their employees. Training documentation shall be provided to the COR upon request.

6. The Contractor shall obtain a Hot Work Permit from the VAPHS Safety Office whenever soldering, welding, using a cutting torch, or other open flame, spark, or heat producing equipment is required. The Contractor is required to follow all requirements outlined for the issuance of the Hot Work Permit.

7. The Contractor shall be notified of any non-compliance with the provisions of the contract. The Contractor shall, after receipt of such notice, immediately correct the condition and notify the COR/contracting officer in writing that the condition has been corrected. If, in the opinion of the VAPHS Safety Officer or designee, the compliance condition is considered to be life threatening, he/she shall instruct the Contractor to stop work until the condition has been corrected. If the Contractor fails or refuses to comply promptly, the contracting officer may issue an order halting all or any part of the work, and Contractor may be held in default. The Contractor shall bear all costs associated with a stoppage of work or time spent correcting any safety hazards.

8. The Contractor shall provide the following information within ten (10) working days after award of the contract:

a. A detailed listing of safety programs and procedures that will be followed by the Contractor during the performance of the contract, and the work activities indicating when such procedures would be required.

b. A detailed listing of the personal protective equipment (PPE) which Contractor personnel will utilize during the performance of the contract, and the work activities indicating when such equipment would be required.

c. Material Safety Data Sheet (MSDS) for any chemical(s) utilized by the Contractor in the performance of this contract.

d. The Contractor is responsible for the supervision of all its employees while on government property. It is the Contractor’s responsibility to assure compliance with the scope of work and the requirements of this contract. Provisions provided in the scope of work are not intended to relieve the Contractor of this responsibility.

9. Asbestos. Fire Alarm System maintenance and repair may impact asbestos containing materials (ACM). ACM is often found in sprayed-on fireproofing (on ceiling slabs, and support beams); insulation (on pipes, valves, boilers) and within wall materials. The Government shall inform the Contractor of a known ACM in an individual building. If the Contractor must disturb materials he suspects may contain ACM, the Contractor shall immediately report it to the COR, and the COR shall investigate and instruct the Contractor how to avoid an airborne asbestos exposure.

10. Lead-Based Paint. Fire Alarm System maintenance and repair may impact lead-based paint. The Government shall inform the Contractor of any known lead-based paint in an individual building. If the Contractor must disturb materials he suspects may contain lead-based paint, the Contractor shall immediately report it to the Contracting Officer’s Representative (COR) and the COR shall investigate and instruct the Contractor how to avoid lead-based paint contamination.

11. In the event of an accident or injury, the Contractor shall submit a written report to the POC within five working days of the incident detailing the malfunction, accident or injury. The report shall state the cause of the injury or accident, and a list of completed or scheduled corrective actions to avoid further incidents.

Work Locations

Contractor shall perform work at locations as follows:

1. H.J. Heinz Progressive Care Center 1010 Delafield Rd Pittsburgh, PA 15215

2. University Drive Division Medical Center University Drive C Pittsburgh, PA 15240

3. VA Pittsburgh Human Engineering Research Laboratory (HERL) 6425 Penn Ave., Suite 400 (Bakery Square) Pittsburgh, PA 15206

4. PWC Property Solutions, LLC 3 Parkway Center, Building 3 ground floor 875 Green tree Road, Pittsburgh, PA 15220

5. Monroeville VA Clinic 421 Mall Circle Drive Monroeville, PA 15146

Contractor Personnel Security Requirements

1. VA shall coordinate with Veterans Service Center (VSC) to process necessary contractor security clearances and Personal Identity Verification (PIV) badges. Contractor shall cooperate fully with these processes.

2. Contractors shall be required to obtain a VA Personal Identification Verification (PIV) credential in accordance with VAPHS Policy. PIV badges are required for all Contract employees on-site. The PIV card serves as a VA ID badge and must always be worn.

3. Public Trust Background Investigation (BI) Security Clearance is required for contractor employees requiring access to data closets, data centers and VA network-connected computer workstations. At least one Contract employee on-site shall have a BI clearance.

4. A BI clearance is required to be granted elevated privileges. Contractor must be approved for elevated privileges for tasks requiring administrative rights on VA network workstations and servers. The Contractor shall comply with all OI&T requirements and staff directives involving use of VA computer equipment.

5. The Contractor shall meet all VA requirements to obtain/maintain computer access. Contractor staff must login to the VA network, including servers and using individual user accounts. Contractors shall not login and perform work using a service account.

6. Contractor-owned computer equipment including laptops are not permitted to be connected to the VA network. An MOU-ISA is required for any remote connection required between a contractor-owned system and the VA network.

7. Contractor employee(s) must sign Appendix D Contractor Rules of Behavior and must complete “VA Privacy and Information Security Awareness and Rules of Behavior” and “Privacy and HIPAA Focused Training” courses prior to the performance of the contract and annually thereafter. Training must be completed in VA’s TMS system https://www.tms.va.gov/. Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. The COR shall ensure that all contractors are validated in the PIH domain. Proof of training completion shall be verified and tracked by the COR.

8. The Contractor shall not have access to any VA sensitive information under this contract.

VA Healthcare Directives

1. The Contractor shall comply with the requirements of the following VA Healthcare Directives:

a. Tuberculosis Screening- VHA Directive 2011-036, Safety and Health During Construction. Contractor must certify annually to the COR(s) that all Contractor employees working at VAPHS facilities have a documented screening for latent Tuberculosis within the last 12 months. If screening for latent Tuberculosis is positive, clearance from a physician is required prior to working at VAPHS. Contractor employees that fail to meet this requirement will not be permitted to work at VAPHS facilities and may be asked to leave VAPHS property without notice until the requirement is met.

b. Seasonal Influenza Vaccination - VHA Directive 1192, Seasonal Influenza Prevention Program for VHA Health Care Personnel. Contractor shall certify annually to the COR(s) that all employees working at VAPHS facilities have received a seasonal influenza vaccination.

HEALTH CARE PERSONNEL INFLUENZA VACCINATION FORM

Select the single answer that best fits your reason:

I acknowledge that VHA policy requires health care personnel to receive the influenza vaccine every year. I understand that if I decline to receive the vaccine and/or to provide proof of vaccination by November 30 or within two weeks of beginning employment if after November 30, I must wear a face mask according to requirements and guidelines within the Directive 1192, Seasonal Influenza Prevention Program.

I have read and fully understand the information on this form and have been given the opportunity to have my questions answered.

Signature: ______________________________ Date: ___________

Name (print): _____________________________ Last 4 SS# _______

Contractor Name: ____________________

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 of Operations, Security, and Preparedness is responsible for these policies and procedures.

c. The contractor or subcontractor must notify the Contracting Officer (CO) 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.

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 procedure 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. Selfcertification 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. 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.

h. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentially of medical quality assurance records and/or Title 38 U.S.C 7332, confidentiality of certain health records pertaining to drug addiction, sickly 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 request for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response.

i. For services 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 COTR.

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 COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment.

b. The contractor/subcontractor shall certify to the COTR 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 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.

g. 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 3 days.

h. 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 3 days.

i. 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.

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 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 COTR 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. 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.

c. 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 COTR. 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.

d. 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.

e. 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.

Security Incident Investigation

a. 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 COTR 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 system(s) to which the Contractor/subcontractor has access.

b. 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.

Security Controls Compliance Testing

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. With 10 working-days’ 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.

Training

a. 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.

(1) 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;

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

(3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and

(4) 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 rolebased information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.]

b. The Contractor shall provide to the Contracting Officer and/or the COTR a copy of the training certificates and certification of singing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required.

c. 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.

Appendix D

Before being granted access to VA information or information systems, all contractor employees and subcontractor employees requiring such access must sign the VA’s Contractor Rules of Behavior. Contractor must complete “VA Privacy and Information Security Awareness and Rules of Behavior” training prior to the performance of the contract and annually thereafter. Training must be completed in VA’s TMS system (https://www.tms.va.gov/SecureAuth35/).

Contractors must use the TMS Managed Self Enrollment method to complete the training in TMS. The COR must ensure that all contractors are validated in the PIH domain. Proof of training completion must be verified and tracked by the COR.