Security system service contract

Attachment 2: Combined Synopsis/Solicitation for Commercial Items Template
VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 19 of 19
Original Date: 10/12/17
Revision 01 Date: 01/08/18
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C25219Q0215
Posted Date:
02/08/19
Original Response Date:
02/22/2019
Current Response Date:
02/22/2019
Product or Service Code:
J063
Set Aside (SDVOSB/VOSB):
Total Small Business
NAICS Code:
561621 Security System Services
Contracting Office Address
Great Lakes Acquisition Center NCO12
1900 East Main Street
Building 102 Rm 103J
Danville Illinois 61832-5198
Description
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation document will not be issued.
This solicitation is a request for quotations (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-101.
The associated North American Industrial Classification System (NAICS) code for this procurement is 561621 with a small business size standard of $20.5 Million.
The VA Iliana Healthcare System, 1900 East Main Street, Danville Illinois 61832, is seeking to purchase maintenance of its S2 Security System.
Scheduling of a site visit for the VA Iliana location shall be considered upon request or determination of need.
All interested companies shall provide quotation for the following:
Schedule
Line Item
Description
Quantity
Unit Price
Total Price
0001
Base Year
03/01/2019-02/29/2020
The vendor will provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage will include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement.
12
MO
0002
Option Year One:
03/01/2020-02/28/2021
The vendor will provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage will include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement.
12
MO
0003
Option Year Two:
03/01/2021-02/28/2022
The vendor will provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage will include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement.
12
MO
0004
Option Year Three:
03/01/2022-02/28/2023
The vendor will provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage will include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement.
12
MO
0005
Option Year Four:
03/01/2023-02/29/2024
The vendor will provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage will include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement.
12
MO
Services
STATEMENT OF WORK
1.BACKGROUND
The VA Iliana Health Care System located in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria are currently setup with a S2 security system that includes alarm panels, cameras, magnetic locks badge readers and other various security equipment. These systems require frequent maintenance and repair.
2.SCOPE
The vendor shall provide maintenance and repair services for the S2 security system in Danville and the associated Community Based Outpatient Clinics (CBOCs) in Mattoon, Decatur, Springfield and Peoria. The coverage shall include cover 100% of all material and labor for any defects in materials or workmanship. All materials and software associated with the S2 access control system shall be covered under this agreement. This shall also cover the CBOC S2 systems at the CBOC locations. (2018 price excludes Decatur. The Decatur location shall be covered under standard warranty for 2018). The following are included in the service agreement:
Annual Software Upgrade and Support Plan (annual investment to insure VA is receiving any software updates or patches at no charge)
S2 Control Hardware
177 PIV Badge Readers (standard multiclass badge readers with and without PIN)
177 Door Position Sensors
Request to Exit Devices (both Motions and Buttons)
177 Electronic locks
Any other associated devices required to maintain a complete and functional Access Control System.
Cable replacement up to 250 ft
Any other devices that are an integral part of the S2 system or the video system are included.
Video Surveillance - All materials and software associated with the March Video Surveillance system shall be covered under this agreement. This shall also cover the CBOC locations. (2018 price excludes Decatur. The Decatur location shall be covered under standard warranty for 2018)
All Cameras (Cameras currently known as defective shall not be covered)
All NVR units and storage drives
All switches that are used for Police Services Access or Video systems.
All Panic hardware (Panic and burg systems installed at CBOC locations.
The period of service coverage shall include a base year of 03/01/2019-02/28/2020 and four option years from 03/01/2020 to 2/28/2024.
3. CONFORMANCE STANDARDS
1. All services provided under this contract shall be performed in conformance with the National Fire Protection Agency (NFPA), Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer standards and specifications.
4. HOURS OF WORK
Hours of work for preventative maintenance and emergency repairs are defined as Monday through Friday from 8am to 5pm, excluding Federal holidays or as otherwise arranged with the Contracting Officer's Technical Representative (COR) or his/her designee.
The 10 holidays observed by the Federal Government are: New Year's Day, Martin Luther King Day, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day and Christmas Day. Also, any other day declared by the President of the United States to be a national holiday.
Work performed outside of normal working hours of coverage at the request of the Contracting Officer (CO) or COR shall be billed separately.
For critical equipment failure, Contractor shall respond by phone within four hours of the equipment failure being reported and shall have a tech on-site within two business days after the critical failure has been reported.
5. PARTS
The Contractor shall furnish all non-consumable parts as necessary to maintain the equipment, covered by this contract, in accordance with the Conformance Standards Section. The Contractor stipulates that he/she has ready access to new standard parts
(manufactured, supplied by the manufacturer or equal thereto). All parts supplied shall be of current manufacture and have full compatibility with existing equipment. Documentation of intended parts source(s) shall be provided to the Contracting Officer upon request.
6. DOCUMENTATION/REPORTS
The Contractor shall submit a legal field service report, which shall include detailed specifications of the installation.
7. REPORTING REQUIREMENTS
The Contractor shall be required to report to the VA Police Service (Bldg. 102) to log in during normal working hours as well as after normal working hours. This check-in is mandatory. VA Police Service shall issue a badge that shall expire after 12 hours. The Contractor is now cleared to report to the Biomedical Engineering Service, Building 102, Room 108F to log in during normal working hours. This check-in is mandatory. When the service is completed, the Contractor shall document services rendered on a legible field service report. The Contractor shall return to the same service and building to submit the field service report to the COR for signature during normal working hours, or leave the service ticket at the Police Service after hours.
8. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT
The Contractor's staff shall include a "fully qualified" Field Service Representative assigned to this area and a "fully qualified" Field Service Representative who shall serve as the backup.
"Fully qualified" is based upon training and on experience in the field. For training, the Field Service Representatives shall have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same make and model of equipment covered under this contract.
Contractor shall take all necessary precautions to protect persons and property from damage during performance of this contract. Contractor shall be responsible for any injury to himself or his employees, or others, as well as for any damage to personal property that occurs during the performance of this contract that is caused by him/her or his/her employee's fault or negligence. The Contractor shall maintain personal liability and property damage insurance prescribed by the laws of the State of Illinois.
9. TEST EQUIPMENT
Upon request of the COR or CO, the Contractor shall provide a copy of the current Calibration Certification of all test equipment, which is to be used by the Contractor to perform service under this contract. Calibration of equipment shall be traceable and in conformance with test equipment Original Equipment Manufacturer standards.
10. SAFETY REQUIREMENTS
In the performance of this contract, the Contractor shall take such safety precautions as the CO may determine to be reasonably necessary to protect the lives and health of occupants of the building. The CO shall notify the Contractor of any safety issues and the action necessary to correct these issues. Such notice, when served on the Contractor or his representative at the work site shall be deemed sufficient for the corrective actions to be taken. If the Contractor fails or refuses to comply promptly, the CO may issue an order stopping all or part of the work and hold the Contractor in default.
The Contract period of performance is a base year of 03/01/2019-02/28/2020 and four option years from 03/01/2020 to 2/28/2024, to be exercised at the discretion of the government.
VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FOR INCLUSION INTO CONTRACTS
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 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.
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 COTR.
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 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. 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. 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.
e. 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.
f. 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.
g. 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.
h. Bio-Medical devices and other equipment or systems containing media (hard drives,
optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end
of lease, for trade-in, or other purposes. The options are:
(1) Vendor must accept the system without the drive;
(2) VA s initial medical device purchase includes a spare drive which must be installed in
place of the original drive at time of turn-in; or
(3) VA must reimburse the company for media at a reasonable open market replacement
cost at time of purchase.
(4) Due to the highly specialized and sometimes proprietary hardware and software
associated with medical equipment/systems, if it is not possible for the VA to retain the hard
drive, then;
(a) The equipment vendor must have an existing BAA if the device being traded in has
sensitive information stored on it and hard drive(s) from the system are being returned
physically intact; and
(b) Any fixed hard drive on the device must be non-destructively sanitized to the greatest
extent possible without negatively impacting system operation. Selective clearing down to
patient data folder level is recommended using VA approved and validated overwriting
technologies/methods/tools. Applicable media sanitization specifications need to be preapproved
and described in the purchase order or contract.
(c) A statement needs to be signed by the Director (System Owner) that states that the
drive could not be removed and that (a) and (b) controls above are in place and completed.
The ISO needs to maintain the documentation.
6. 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 in 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.
c. With respect to unsecured protected health information, the business associate is
deemed to have discovered a data breach when the business associate knew or should have
known of a breach of such information. Upon discovery, the business associate must notify
the covered entity of the breach. Notifications need to be made in accordance with the
executed business associate agreement.
d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor
must concurrently report the incident to the appropriate law enforcement entity (or entities) of
jurisdiction, including the VA OIG and Security and Law Enforcement. The contractor, its
employees, and its subcontractors and their employees shall cooperate with VA and any law
enforcement authority responsible for the investigation and prosecution of any possible
criminal law violation(s) associated with any incident. The contractor/subcontractor shall
cooperate with VA in any civil litigation to recover VA information, obtain monetary or other
compensation from a third party for damages arising from any incident, or obtain injunctive
relief against any third party arising from, or related to, the incident.
7. LIQUIDATED DAMAGES FOR DATA BREACH
a. 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.
b. 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.
c. Each risk analysis shall address all relevant information concerning the data breach,
including the following:
(1) Nature of the event (loss, theft, unauthorized access);
(2) Description of the event, including:
(a) date of occurrence;
(b) 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; and
(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.
d. Based on the determinations of the independent risk analysis, the contractor shall be
responsible for paying to the VA liquidated damages in the amount of $______ per affected
individual to cover the cost of providing credit protection services to affected individuals
consisting of the following:
(1) Notification;
(2) One year of credit monitoring services consisting of automatic daily monitoring of at least
3 relevant credit bureau reports;
(3) Data breach analysis;
(4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and
credit freezes, to assist affected individuals to bring matters to resolution;
(5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and
(6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit
records, histories, or financial affairs.
8. 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.
9. 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 role-based 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 signing 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.
Places of Performance
Address:
VA Iliana Healthcare System 1900 East Main Street
Danville Illinois
Address:
Decatur CBOC
796 Sunnyside Road
Decatur Illinois
Address:
Peoria CBOC
7717 N. Orange Prairie Road,
Peoria, Illinois
Postal Code:
61832
Postal Code:
62523
Postal Code:
61615
Country:
UNITED STATES
Country:
UNITED STATES
Country:
UNITED STATES
Address:
Mattoon CBOC
501 Lake Land Blvd.
Mattoon Illinois
Address:
Springfield CBOC
5850 S 6th Street Rd.
Springfield, Illinois
Postal Code:
61938
Postal Code:
62703
Country:
UNITED STATES
Country:
UNITED STATES
Award shall be made to the quoter whose quotation offers the lowest-priced offer meeting or exceeding the acceptability standards for non-cost factors. The government will evaluate information based on the following evaluation criteria:
The following Evaluation Factors will be used as the basis for determining Technical Acceptability:
i. Contractor shall demonstrate relevant experience and qualifications regarding the
Statement of Work Requirements.
ii. Contractor shall Demonstrate capability, credentialing, and access to parts, software, system maintenance for a S2 Security System
iii. Contractor shall Demonstrate capability, credentialing, and access to parts, software, system maintenance for March Video Surveillance.
iv. Field Service Representatives shall have successfully completed a formalized training program for the equipment covered under this contract. For field experience, the Field Service Engineers shall have a minimum of one (1) year of experience providing preventative maintenance and emergency repair services on the same makes and models of equipment covered under this contract.
When evaluating past performance, the government may consider the currency and relevancy of the information, the source of the information, the context of the data provided, and the general trends in the contractor's performance. The government may take into account past performance information regarding predecessor companies and key personnel who have relevant experience that shall perform major or critical aspects of the requirement. Offerors shall provide Information on contracts executed within the past three (3) years with Federal, State, or local Government agencies, along with private sector customers which are relevant to the efforts required by this solicitation. Areas of relevance include experience with Satellite Television services in a healthcare setting. A minimum of three (3) references shall be submitted with your offer however, in the case of an Offeror without a record of relevant past performance or for whom information on past performance is not available, the Offeror may not be evaluated favorably or unfavorably.
Price- The Price shall include all labor, materials, project management, supplies and supervision. Price will be evaluated by the Contracting Officer to determine reasonableness and may be evaluated to determine whether the price realistically supports the requirements of the solicitation. If more than one offer is received, the prices from the offers will be entered into an abstract or documented in the Contracting Officer s Award Decision.
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items [OCT 2018]
FAR 52.212-3, Offerors Representations and Certifications Commercial Items [OCT2018]
52.204-7 System for Award Management (OCT 2018)
52.204-16 Commercial and Government Entity Code Reporting (JUL 2016)
52.233-2 Service of Protest (SEPT 2006)
852.209-70 Organizational Conflicts of Interest (JAN 2008)
852.215-70 Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors (JUL 2016) (DEVIATION)
852.233-70 Protest Content/Alternative Dispute Resolution (OCT 2018)
852.233-71 Alternate Protest Procedure (OCT 2018)
852.270-1 Representatives of Contracting Officers (JAN 2008)
52.212-3 Offeror Representations and Certifications-Commercial Items (OCT 2018)
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items [OCT 2018]
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders [OCT 2018]
The following subparagraphs of FAR 52.212-5 are applicable:
Subparagraphs (b) (1) (4), (6), (8), (14), (16), (19), (22), (25), (27), (28), (29), (30), (31), (32), (33) (i), (34), (45) (i), (42), (49), (55)
Subparagraph (c) (2), (3), (4), (8), (9)
Other applicable clauses:
52.204-13 System for Award Management Maintenance (OCT 2018)
52.203-17 Contractor Employee Whistleblower Rights and Requirement to Inform Employees of Whistleblower Rights (APR 2014)
52.204-4 Printed or Copied Double-Sided on Postconsumer Fiber Content Paper (MAY 2011)
52.204-13 System for Award Management Maintenance (OCT 2018)
52.204-18 Commercial and Government Entity Code Maintenance (JUL 2016)
52.217-8 Option to Extend Services (NOV 1999)
52.217-9 Option to Extend the Term of the Contract (MAR 2000)
52.228-5 Insurance-Work on a Government Installation (JAN 1997)
CL-120 Supplemental Insurance Requirements
52.232-19 Availability of Funds for the Next Fiscal Year (APR 1984)
52.232-40 Providing Accelerated Payments to Small Business Subcontractors (DEC 2013)
852.203-70 Commercial Advertising (MAY 2008)
852.219-75 Subcontracting Commitments Monitoring and Compliance (JUL 2018)
852.232-72 Electronic Submission of Payment Requests (NOV 2018)
Wage Determination 2015-5021 shall apply for the VA Iliana location.
Wage Determination 2015-5023 shall apply for the Decatur CBOC Location.
Wage Determination 2015-5027 shall apply for the Peoria CBOC Location
Wage Determination 2015-5057 shall apply for the Mattoon CBOC Location
Wage Determination 2015-5031 shall apply for the Springfield CBOC Location
All quoters shall submit the following: one (1) copy of the quote. The quote shall be submitted in two sections, the pricing quote and the technical and past performance Quote.
All quotations shall be sent to the Contracting Officer via email to Kevin Adkins, Contracting Officer, at kevin.adkins@va.gov.
This is an open-market combined synopsis/solicitation for S2 Security System Maintenance as defined herein.  The government intends to award a contract as a result of this combined synopsis/solicitation that will include the terms and conditions set forth herein. To facilitate the award process, all quotes must include a statement regarding the terms and conditions herein as follows:
"The terms and conditions in the solicitation are acceptable to be included in the award document without modification, deletion, or addition."
OR
"The terms and conditions in the solicitation are acceptable to be included in the award document with the exception, deletion, or addition of the following:"
Quoter shall list exception(s) and rationale for the exception(s).
Submission shall be received not later than 4PM Friday February 22,2019 by the methods stated above. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f).
Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Contracting Officer Kevin Adkins at kevin.adkins@va.gov.
Point of Contact
Kevin Adkins Contracting Officer
217-554-4544 Office
217-554-3206 Fax
kevin.adkins@va.gov.