Loren Data's SAM Daily™

FBO DAILY ISSUE OF JULY 23, 2011 FBO #3528
DOCUMENT

63 -- Audio and Visual WFM RFQ closes July 29th 3:00pm Site Visit Plaza 2, 102 6th Street, Topeka KS July 26th 1:00 - Attachment

Notice Date

7/21/2011
 

Notice Type

Attachment
 

NAICS

561621 — Security Systems Services (except Locksmiths)
 

Contracting Office

Department of Veterans Affairs;Health Revenue Center;3401 SW 21st Street, Building No. 9;Topeka KS 66604
 

ZIP Code

66604
 

Solicitation Number

VA70211RQ0010
 

Archive Date

8/20/2011
 

Point of Contact

Kay Brundage CO
 

Small Business Set-Aside

N/A
 

Description

Department of Veterans Affairs (VA) Chief Business Office -Workforce Management (CBO-WFM), Topeka, Kansas Audiovisual (AV) and Cable Television (TV) Systems Statement of Work STATEMENT OF WORK 1.PURPOSE. The VA Chief Business Office-Workforce Management (CBO-WFM) program office is seeking a contractor who can implement a complete audio visual (AV) and cable television (TV) system for new space acquired by and for the Veterans Administration. This will be a turnkey project, including the purchase, installation, test, and deployment of a new cost-effective, state-of-the-art, audio-visual system. 2.BACKGROUND. CBO-WFM will be relocating to 120 SE 6th Street, Topeka, KS 66603-3433 occupying space on the 1st floor of Townsite Plaza 2. This is a newly renovated space that does not currently have AV capabilities or equipment. The building does have cable television connection. The CBO-WFM is constructing office and conference rooms which will require AV and cable connectivity to serve the locations identified in the tasks and deliverables. 3.Objectives. This will be a turnkey project, including the design, purchase, installation, test, and deployment of a new cost-effective, state-of-the-art, audio-visual system. 4.Scope. The contractor shall provide all resources necessary to accomplish the deliverables described in the statement of work (SOW), except as may otherwise be specified. The purpose of this project is to install systems necessary to operate CBO-WFM's audiovisual and cable television systems. The objective is to have fully functioning and maintainable audiovisual and cable television systems. 5.Mandatory Tasks and Deliverables. The contractor shall provide the specific deliverables described below within the performance period/construction schedule. A copy of the proposed room locations is attached. If for any reason, any deliverable cannot be delivered on time according to the below schedule, the contractor shall provide a written explanation ten days prior to the due date to the Contracting Officer Technical Representative (COTR). This written transmittal shall include a firm commitment of when the work shall be completed. This transmittal to the COTR shall cite reasons for the delay, and the impact on the overall project. The COTR will review collaboratively with the program office and facts and issue a response in accordance with the contract terms and conditions. Specifically, the contractor shall: 5.1Task One. The contractor shall meet with COTR within five days after contract award to review current space layouts and review of tasks and deliverables. Space layout is attached to this SOW. Deliverable 5.1.1 Meet with COTR within 5 days after contract award. 5.2Task Two. The contractor shall design, provide and install a CRESTRON (or similar) AV system in room 1259 (Marine Corps Training Room). Exact location of equipment is to be coordinated with COTR or tenant. This system shall include the following: a.Provide and install 10' wide powered projection screen (16:9 Wide-screen type and flush ceiling mounted) in front of room. Connect to AV system. b.Provide and install one (1) 55 to 60" (approximate size) widescreen LED TVs (similar to Samsung 55" 1080p 120Hz LED HDTV or Sharp 60" AQUOS 1080p 120 Hz LED HDTV) in room 1259 with PC monitor capabilities and connect to the cable AV system. c.Provide and install one (1) ceiling mounted projector that can project the same or separate sources of video on the TV screen. Projector should have a high lumens capacity (similar to OPTOMA TWR1693 with 3600 lumens) with wide-screen projection capability (16:9). d.Provide and install audio speaker conference system (VoIP Cisco/Polycom IP2033 type) with equal microphone capabilities (dropped from ceiling) throughout the entire room. e.Provide and install microphone capabilities (3 dropped from ceiling) throughout the entire room for use with Video and conference call system f.NOTE: Connection (RJ45/CAT 6 Cable) to the switch/LAN will be provided by VA. g.Provide and install the ability to connect two (2) laptops/PCs to the projector at the "head" and "side" of the Training Room utilizing VGA type connections with sound. h.Provide and install DVD player (Similar to Sony BDP-S470) with CRESTON AV System. i.Ability to show digital video discs (DVDs) through the projectors. j.Install and connect the cable TV system to projectors through the AV system. k.Provide and install TV tuner as may be required for selection of available TV channels through the AV System. l.Connect the sound system with ceiling mounted, flush speakers with the ability to play sound from all video/audio sources. m.Provide and configure wireless touchpanel (similar in type and size to CRESTRON TPMC-8X WiFi touchpanel) control system to manage audio/video system. n.Ability to control all aspects of the AV system through the CRESTRON control touchpanel system including the ability to select the same or different sources for each projector with room 1259. o.The CRESTRON AV and all related system equipment controls to be installed in tenant provided cabinet. p.Install cable TV jacks connected to cable system access in room for connection to AV system. q.Configure AV system for the ability to show (consolidate) the same displayed program/video in/to room 1260. Show same video in room 1259 and 1260. Deliverable 5.2.1 Complete the tasks listed above within 60 days after contract award. 5.3 Task Three. The contractor shall provide and install a CRESTRON (or similar) AV system in room 1260 (Navy Training Room) that has connectivity with Room 1259. AV and all related equipment control systems to be installed into tenant provided cabinet. This system shall include the following: a.Install cable TV coaxial and jacks in room 1260 connected to the cable TV system and AV system. b.Provide and install TV tuner as may be required for selection of available TV channels through the AV System. c.Provide and install 10' wide powered projection screen (16:9 Wide-screen type and flush ceiling mounted) in front of room. Connect to AV system. d.Provide and install one (1) ceiling mounted projector that can project the same or separate sources of video on the two TV screens. Projector should have a high lumens capacity (similar to OPTOMA TWR1693 with 3600 lumens) with wide-screen projection capability (16:9). e.Provide and install two (2) 55 to 60" (approximate size) widescreen LED TV (similar to Samsung 55" 1080p 120Hz LED HDTV or Sharp 60" AQUOS 1080p 120 Hz LED HDTV) in room 1260 with PC monitor capabilities and connect to the cable AV system. f.Provide and install wireless touchpanel (similar in type and size to CRESTRON TPMC-8X WiFi touchpanel) control system to manage audio/video system. g.Provide and install DVD player (Similar to Sony BDP-S470) with CRESTON AV System. h.Ability to show digital video discs (DVDs) through the projector utilizing the AV system. i.Provide and install video conference system (Similar to Polycom HDX7000 with VoIP to VA's LAN) with microphone capabilities (3 dropped from ceiling) for the entire room. j.Provide and install audio speaker conference system (VoIP Cisco/Polycom IP2033 type) with equal microphone capabilities (dropped from ceiling) for the room. k.Provide and install microphone capabilities (3 dropped from ceiling) throughout the entire room for use with Video and conference call system. l.NOTE: Connection (RJ45/CAT 6 Cable) to the switch/LAN will be provided by VA. m.Provide and connect the sound system with ceiling mounted, flush speakers with the ability to play sound from all video/audio sources. n.Provide and install the ability to connect two (2) laptops/PCs to the projector at the "head" and "side" of the Training Room utilizing VGA type connections with sound. Exact location to be coordinated with COTR/Tenant. o.Install and connect the cable TV system to projectors through the AV system. p.Configure AV system for the ability to show (consolidate) the same displayed program/video in/to room 1260. Show same video in room 1259 and 1260. Deliverable 5.3.1 Complete the tasks listed above within 60 days after contract award. 5.4 Task Four. The contractor shall provide and install a CRESTRON (or similar) AV system in room 1107 (Armed Forces Conference Room). Exact location of equipment is to be coordinated with COTR or tenant. This system shall include the following: a.Provide and install 8' wide powered projection screen (16:9 Wide-screen type and flush ceiling mounted) in front of room. Connect to AV system. b.Provide and install one (1) ceiling mounted projector. Projector should have a high lumens capacity (similar to OPTOMA TWR1693 with 3600 lumens) with wide-screen projection capability (16:9). c.Provide and install video conference system (Similar to Polycom HDX7000 with VoIP to VA's LAN) with equal microphone capabilities (2 dropped from ceiling) in the room. d.Provide and install audio speaker conference system (VoIP Cisco/Polycom IP2033 type) with equal microphone capabilities (dropped from ceiling) throughout the room. e.Provide and install microphone capabilities (2 dropped from ceiling) throughout the entire room for use with Video and conference call system. f.NOTE: Connection (RJ45/CAT 6 Cable) to the switch/LAN will be provided by VA. g.Provide and install the ability to connect laptops/PCs to the projector through the "center" of the room (Floor feed) of the Conference Room utilizing VGA type connections with sound. h.Provide and install DVD player (Similar to Sony BDP-S470) with CRESTON AV System. i.Ability to show digital video discs (DVDs) through the projectors. j.Install and connect the cable TV system to projectors through the AV system. k.Provide and install TV tuner as may be required for selection of available TV channels through the AV System. l.Provide, install and connect the sound system with ceiling mounted, flush speakers with the ability to play sound from all video/audio sources. m.Provide and configure wireless touchpanel (similar in type and size to CRESTRON TPMC-8X WiFi touchpanel) control system to manage audio/video system. n.Ability to control all aspects of the AV system through the CRESTRON control touchpanel system including the ability to select the same or different sources for the projector. o.The CRESTRON AV and all related system equipment controls to be installed in tenant provided cabinet. p.Install cable TV jacks connected to TV cable system access in room for connection to AV system. Deliverable 5.4.1 Complete the tasks listed above within 60 days after contract award. 5.5 Task Five. The contractor shall provide and install a CRESTRON (or similar) AV system in room 1201 (Army Conference Room). Exact location of equipment is to be coordinated with COTR or tenant. This system shall include the following: a.Provide and install 8' wide powered projection screen (16:9 Wide-screen type and flush ceiling mounted) in front of room. Connect to AV system. b.Provide and install video conference system (Similar to Polycom HDX7000 with VoIP to VA's LAN) with equal microphone capabilities (2 dropped from ceiling) in the room. c.Provide and install one (1) ceiling mounted projector. Projectors should have a high lumens capacity (similar to OPTOMA TWR1693 with 3600 lumens) with wide-screen projection capability (16:9). d.Provide and install video conference system (Similar to Polycom HDX7000 with VoIP to VA's LAN) with equal microphone capabilities (3 dropped from ceiling) throughout the entire room. e.Provide and install audio speaker conference system (VoIP Cisco/Polycom IP2033 type) with equal microphone capabilities (3 dropped from ceiling) throughout the room. f.NOTE: Connection (RJ45/CAT 6 Cable) to the switch/LAN will be provided by VA. g.Provide and install microphone capabilities (2 dropped from ceiling) throughout the entire room for use with Video and conference call system. h.Provide and install the ability to connect laptops/PCs to the projector through the "center" of the room (Floor feed) of the Conference Room utilizing VGA type connections with sound. i.Provide and install DVD player (Similar to Sony BDP-S470) with CRESTON AV System. j.Ability to show digital video discs (DVDs) through the projectors. k.Install and connect the cable TV system to projectors through the AV system. l.Provide and install TV tuner as may be required for selection of available TV channels through the AV System. m.Install cable TV jacks connected to TV cable system access in room for connection to AV system. n.Provide, install and connect the sound system with ceiling mounted, flush speakers with the ability to play sound from all video/audio sources. o.Provide and configure wireless touchpanel (similar in type and size to CRESTRON TPMC-8X WiFi touchpanel) control system to manage audio/video system. p.Ability to control all aspects of the AV system through the CRESTRON control touchpanel system including the ability to select the same or different sources for the projector. q.The CRESTRON AV and all related system equipment controls to be installed in tenant provided cabinet. Deliverable 5.5.1 Complete the tasks listed above within 60 days after contract award. 5.6 Task Six. The contractor shall provide and install equipment as listed in this task in room 1257 (Air Force Conference Room). Exact location of equipment is to be coordinated with COTR or tenant. This task shall include the following: a.Provide and install 8' wide powered projection screen (16:9 Wide-screen type and flush ceiling mounted) in front of room. Connect to AV system. b.Provide and install one (1) ceiling mounted projector. Projector should have a high lumens capacity (similar to OPTOMA TWR1693 with 3600 lumens) with wide-screen projection capability (16:9). c.Provide and install audio speaker conference system (VoIP Cisco/Polycom IP2033 type) with table microphone capabilities. d.NOTE: Connection (RJ45/CAT 6 Cable) to the switch/LAN will be provided by VA. e.Provide and install the ability to connect laptops/PCs to the projector through the "center" of the room (floor feed) of the Conference Room utilizing VGA type connections with sound. Deliverable 5.6.1 Complete the tasks listed above within 60 days after contract award. 5.7 Task Seven. Exact location of equipment is to be coordinated with COTR or tenant. This task shall include the following for Room 1258 (Wizard of Oz Break Room): a.Install cable TV coaxial and jacks in room 1258 connected to the cable TV system. b.Provide and install 42" widescreen LCD HDTV in room 1258 and connect to the cable TV system. Deliverable 5.7.1 Complete the tasks listed above within 60 days after contract award. 5.8 Task Eight. Exact location of equipment is to be coordinated with COTR or tenant. This task shall include the following for Room 1100 (Reception Area): a.Install cable TV coaxial and jacks in room 1100 connected to the cable TV system. b.Provide and install 42" widescreen LCD HDTV in room 1100 and connect to the cable TV system. c.Provide ability to connect PC type presentation to TV from a PC located in the Reception Desk area (room 1100) utilizing VGA type connections with sound capability. 5.9 Task nine. All wiring is to be installed inside walls and above ceiling. No surface-mounted conduit wiring is allowed. Deliverable 5.9.1 Complete the tasks listed above within 60 days after contract award. 5.10 Task Ten. The contractor shall document the final AV system configuration to include all cabling, software (to include source code of reprogrammed control system), and equipment. Upon completion, contractor must provide the following additional submittals: a.System Operation 1)Introduction / overview to system components and their functions and locations; brief listing of basic system functions. 2)Complete, but clear, simple and written for non-technical personnel, system operating instructions to accomplish basic system functions. 3)Provide training session on the systems usage and configuration to CBO-WFM key staff. b.System Documentation 1)Complete inventory of system components, including serial numbers and identification of location (e.g., equipment rack, dais, stored in sound room, etc.) of each 2)Cable and terminal strip documentation, including cable numbers, functions, originating and terminating locations, and signal levels 3)All shop drawings corrected to reflect as-built conditions 4)Initial tests and adjustments data 5)Final tests and adjustments data 6)CD-ROM discs that include all utilized manufacturer's software and saved copies of software configurations; this includes, but is not limited to, final Crestron, and other source code c.Manufacturer's Documentation 1)Manufacturer's product data 2)Operating instructions 3)Installation instructions 4)Service requirements and information 5)Schematic diagrams 6)Replacement parts list d.Maintenance Information 1)Preventive maintenance schedule letter clearly stating target dates of six months and end-of-warranty preventive maintenance inspections 2)Trouble-shooting information, complete with instructions for procedures for when equipment fails e.Warranty Information 1)System warranty letters 2)Manufacturers' warranties 3)A warranty period of no less than one year for all components and software covered under this RFP is required. The supplying Contractor must be the single point of contact for all warranty service. 4)Manufacturer's statement that shows the maintenance support of the proposed equipment for the period of time after the equipment is installed. 5)Any proprietary equipment, technology, or software proposed must be clearly identified and the source code of all non-proprietary software developed for this project must be owned solely by VA-WFM. 6)All components in the proposal must be currently available to the general public in full production version (no alpha, beta or test versions) and installed and fully functional in client sites. 7)All systems delivered must include all tools for upgrading and monitoring the system. All systems provided and installed must be turnkey solutions. 8)Contractor will not be allowed to substitute system components after award of contract without CO/COTR's written approval. f.Other Information. 1)During performance and upon completion of work on this project, contractor must remove and legally dispose of all unused equipment and instruments of service, all excess or unsuitable material, and trash and debris unless otherwise directed by these specifications. Contractor shall leave entire area in a neat, clean, and acceptable condition as approved by CO/COTR. 2)Contractor shall be held responsible for any breakage or loss of CBO-WFM equipment or supplies due to contractor's negligence or negligence of contractor's employees or subcontractors while working on this project. Contractor shall be responsible for restoring or replacing any damaged equipment or damage to facility resulting from work performed under this contract. Failure or refusal to restore or replace such damaged property will be considered a breach of the contract. 3)A complete inventory of all installed hardware and software to include name, function, model/version numbers, and serial numbers. 4)As part of this contract, contractor to provide the warranty period information for the entire AV installed system, to include TVs, projectors, screens, etc. Deliverable 5.10.1 Complete the tasks listed above within 7 days after tasks 5.2 through 5.9 have been completed. 6.Period of Performance. The period of performance is estimated to be for a period of 74 days from the date of award. Work is to be performed in conjunction with the current construction and may require coordination with the General Contractor and COTR. Work at the government site normally does not take place on Federal holidays or weekends; however, this contract may require some evening coordination/facilitation when equipment is installed and as coordinated/directed by the Contracting Officer Technical Representative (COTR) or Contracting Officer (CO). There are ten (10) Federal holidays set by law (U.S.C. Title 5 Section 6103): Under current definitions, four are set by date: New Year's DayJanuary 1 Independence DayJuly 4 Veteran's DayNovember 11 Christmas DayDecember 25 If any of the above falls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. The other six are set by a day of the week and month: Martin Luther King DayThird Monday in January Washington's BirthdayThird Monday in February Memorial DayLast Monday in May Labor DayFirst Monday in September Columbus DaySecond Monday in October ThanksgivingFourth Thursday in November 7.Place of Performance. The work will take place at the new CBO-WFM's facility located at 120 SE 6th Street, Topeka, KS 66603-3433. 8.Key Personnel. Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defines as "Key personnel" and are those persons whose resumes were submitted and marked by the vendor as "Key Personnel". The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order by the Contractor that are deemed to have a conflict of interest with the government or if the performance is deemed to be unsatisfactory. The reason for removal will be documented and replacement personnel shall be identified within three business days of the notification. Employment and staffing difficulties shall not be justification for failure to meet established schedules. 8.1 Substitution of Key Personnel. All Contractor requests for approval of substitutions hereunder shall be submitted in writing to the COTR and the Contracting Officer at least thirty (30) calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the Contracting Officer necessary to approve or disapprove the proposed substitution. New personnel shall not commence work until all necessary security requirements, as defined in Section J, have been fulfilled and resumes provided and accepted. The COTR and the Contracting Officer will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing. 8.2The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. The Contractor's management responsibilities shall include all activities necessary to ensure the Accomplishment of timely and effective support, performed in accordance with the Requirements contained in the statement of work. 8.3Domain Knowledge. Contractors will be expected to present domain knowledge of Audio Visual System Design Services. 8.4Staff Qualifications. 8.4.1AV Engineering certification or study. 9.Travel. CBO-WFM anticipates no travel outside of the CBO-WFM Topeka, KS Area. All travel outside the Topeka area is subject to COTR written approval in advance. Travel and per diem shall be reimbursed in accordance with VA and Federal Travel Regulations. Travel expenses shall be invoiced in the subsequent month following the completion of travel in order to be reimbursed. http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentID=17943 10.Type of Contract. Firm- Fixed Price Contract. 11.Changes to the SOW. Any changes to this SOW shall be authorized and approved only through written correspondence from the Contracting Officer. Costs incurred by the contractor through the actions of parties other than the Contracting Officer shall be borne by the contractor. 12.Government and Contractor Responsibilities. a.CBO-WFM shall provide the contractor with copies of documents that the VA is required to provide. b.The contractor shall request other VA documentation deemed pertinent to the work accomplishment directly from the COTR. The contractor is expected to use common knowledge and resourcefulness in securing all other reference materials, standard industry publications, and related materials that are pertinent to the work. c.The contractor shall maintain frequent communications with the Program Office and the COTR to conduct work in progress reviews. Progress reports shall be delivered electronically to the COTR. 13.Formal Acceptance or Rejection of Deliverables. The VA shall have 5 business days to review each document and provide feedback and comments. The contractor shall have five business days to incorporate comments. A final review shall be conducted with the COTR and CBO-WFM. Delivery of the post-final review document with incorporated comments from the final review meeting shall constitute acceptance by the VA with COTR's written approval. 14. Quality Standards for Deliverables - Performance Measures: Standards: 14.1 Review of relevant materials. Deliverables shall be timely, comprehensive, thoughtful, relevant presentation of alternatives, pros and cons, and feasible recommendations. 14.2 Contractor Presentations. Presentations shall be clear, concise, executive-focused, and written in such a way as to be understood by lay persons. 14.3 Project Plan. Project Plan shall be timely and comprehensive; recognize and address authority, perceptions, and concerns of stakeholders; incorporate scope of requisite contract requirements across the CBO-WFM. 14.4 Reports. Reports are submitted on time and include those topics described in the SOW, agreed to in the master plan and as requested for special reports; necessary clearances are obtained as needed in a timely manner. 14.5 Publications and other documents. Deliverables are timely submission in formats appropriate to target audiences; consideration of best dissemination mechanisms; user friendly, clear, thorough and comprehensive documentation and publications. 14.6 Meeting support. Timely and thoughtful pre-meeting preparations and logistics; smooth meeting operations; timely and comprehensive post-meeting summaries. 14.7 Coordination. Contractor collaboration with CBO-WFM is timely, appropriate and demonstrates cooperative support to staff. 14.8 Analyses and Assessments. Analyses and assessments are performed with accuracy, comprehensiveness and adherence to industry best practices. 14.9 Modifications. Timely, comprehensive, high quality covering all functional, performance, and physical areas as delineated in the SOW; final plan incorporates VA feedback in a timely manner. 15. SECURITY - PRIVACY REQUIREMENTS General - All contractors and contractor personnel shall be subject to the same Federal laws, regulations, standards and VA policies as VA, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program and its handbooks to ensure appropriate security controls are in place. 15.1 Access to VA Information and VA Information Systems 15.1.1 A contractor shall request logical (technical) and/or physical access to VA information and VA information systems for employees, subcontractors, and affiliates only to the extent necessary: (1) to perform the services specified in the contract, (2) to perform necessary maintenance functions for electronic storage or transmission media necessary for performance of the contract, and (3) for individuals who first satisfy the same conditions, requirements and restrictions that comparable VA employees must meet in order to have access to the same type of VA information. 15.1.2 All contractors and subcontractors working with VA Sensitive Information are subject to the same investigative requirements as those of regular VA appointees or employees who have access to the same types of information. The level of background security investigation will be in accordance with VA Directive 0710, Handbook 0710, which are available at: http://www1.va.gov/vapubs/ and VHA Directive 0710 and implementing Handbook 0710.01 which are available at.: http://www1.va.gov/vhapublications/index.cfm Contractors are responsible for screening their employees. The following are VA's approved policy exceptions for meeting VA's background screenings/investigative requirements for certain types of contractors: 15.1.3 Contract personnel not accessing VA information resources such as personnel hired to maintain the medical facility grounds, construction contracts, utility system contractors, etc., 15.1.4 Contract personnel with limited and intermittent access to equipment connected to facility networks on which no VA sensitive information is available, including contractors who install, maintain, and repair networked building equipment such as fire alarm; heating, ventilation, and air conditioning equipment; elevator control systems, etc. If equipment to be repaired is located within sensitive areas (e.g. computer room/communications closets) VA IT staff must escort contractors while on site. 15.1.5 Contract personnel with limited and intermittent access to equipment connected to facility networks on which limited VA sensitive information may reside, including medical equipment contractors who install, maintain, and repair networked medical equipment such as CT scanners, EKG systems, ICU monitoring, etc. In this case, Veterans Health Administration facilities must have a duly executed VA business associate agreement (BAA) in place with the vendor in accordance with VHA Handbook 1600.01, Business Associates, to assure compliance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) in addition to the contract. Contract personnel, if on site, should be escorted by VA IT staff. 15.1.6 Contract personnel who require access to national securityprograms 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 safeguards the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. Defense Security Service (DSS) administers the NISP on behalf of the Department of Defense and 23 other federal agencies within the Executive Branch. VA will verify clearance through DSS. 15.2 VA Information Custodial Requirements 15.2.1 Information made available to the contractor by VA for the performance or administration of this contract or information developed by the contractor 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 contracting officer. This clause expressly limits the contractor's rights to use data as described in Rights in Data - General, FAR 52.227-14(d) (1). 15.2.2 Information generated by a Contractor as a part of the contractor's normal business operations, such as medical records created in the course of providing treatment, is subject to a review by the Office of General Counsel (OGC) to determine if the information is the property of VA and subject to VA policy. If the information is determined by OGC to not be the property of VA, the restrictions required for VA information will not apply. 15.2.3 VA information will not be co-mingled with any other data on the contractors and, or subcontractors information systems/media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. VA also reserves the right to conduct IT resource inspections to ensure data separation and on-site inspection of information destruction/media sanitization procedures to ensure they are in compliance with VA policy requirements. 15.2.4 Prior to termination or completion of this contract, contractor will not destroy information received from VA or gathered or created by the contractor in the course of performing this contract without prior written approval by the VA contracting officer. Any data destruction done on behalf of VA by a contractor 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, and applicable VA Records Control Schedules. 15.2.5 The contractor will 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. Applicable Federal information security regulations include all Federal Information Processing Standards (FIPS) and Special Publications (SP) issued by the National Institute of Standards and Technology (NIST). 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 after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies, including FIPS or SP, in this contract. 15.2.6 Contractors collecting, storing, or disseminating personal identifiable information (PII) or protected health information (PHI) data must conform to all pertinent regulations, laws, and VA directives related to privacy. Contractors must provide access for VA privacy reviews and assessments and provide appropriate documentation as directed. 15.2.7 The contractor shall not make copies of VA information except as necessary to perform the terms of the agreement or to preserve electronic information stored on contractor electronic storage media for restoration in case any electronic equipment or data used by the contractor needs to be restored to an operating state. 15.2.8 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 terminate the contract for default or terminate for cause under Federal Acquisition Regulation ("FAR") part 12. 15.2.9 If a VHA contract is terminated for cause, the associated business associate agreement (BAA) will also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01 Business Associates. 15.2.10 Contractor will store, transport or transmit VA sensitive information in an encrypted form, using a VA-approved encryption application that meets the requirements of NIST's FIPS 140-2 standard. 15.2.11 The contractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA directives are available on the VA directives Web site at http://www1.va.gov/vapubs/. 15.2.12 Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor 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 will refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. 15.2.13 Notwithstanding the provision above, the contractor shall not release medical quality assurance records protected by 38 U.S.C. 5705 or records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus protected under 38 U.S.C. 7332 under any circumstances, including in response to a court order, and shall immediately refer such court orders or other inquiries to the VA contracting officer for response. 15.2.14 The contractor will not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth enabled devices). 15.3 Information System Design and Development 15.3.1 Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA policies developed in accordance with Federal Information Security Management Act (FISMA), Health Insurance Portability and Accountability Act (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 will be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with VA Privacy Impact Assessment Handbook 6500.3. 15.3.2 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 and VA Handbook 6500. 15.3.3 The contractor will be required to design, develop, or operate a System of Records on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended), Public Law 93-579, December 31, 1974 (5 U.S.C.552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties. 15.3.4 The contractor agrees to - 15.3.4.1 Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies -- "The systems of records; and "The design, development, or operation work that the contractor is to perform; 15.3.4.2 Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract requires the redesign, development, or operation of a system of records on individuals that is subject to the Act; and, 15.3.5 Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a system of records. 15.3.6 In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a system of records on individuals to accomplish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a system of records on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of a system of records on individuals to accomplish an agency function, the contractor is considered to be an employee of the agency. 15.3.7 Operation of a system of records" means performance of any of the activities associated with maintaining the system of records, including the collection, use, and dissemination of records. 15.3.8 "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. 15.3.9 "System of records on individuals" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. 15.4 Information System Hosting, Operation, Maintenance or Use 15.4.1 For information systems that are hosted, operated, maintained, or used on behalf of VA at non-VA facilities, contractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. The contractor security control procedures must be identical, not 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 involving VA information must be reviewed and approved by VA prior to implementation. 15.4.2. Adequate security controls for collecting, processing, transmitting, and storing of personally identifiable information, 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 need to be stated within the PIA and supported by a risk assessment. 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. 15.4.3 Outsourcing (contractor facility/contractor equipment/contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (C&A) of the contractor's systems in accordance with NIST Special Publication 800-37 and VA Handbook 6500 and a privacy impact assessment of the contractor's systems prior to operation of the systems. Government-owned (government facility/government equipment) contractor-operated systems, third party or business partner networks require a system interconnection agreement and a memorandum of understanding (MOU) which detail what data types will be shared, who will have access, and the appropriate level of security controls for all systems connected to VA networks. 15.4.4 The contractor 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 information security officer (ISO) for entry into VA's Plan of Action and Milestone (POA&M) management process. The contractor will 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 procedures will be subject to periodic, unannounced assessments by VA officials. The physical security aspects associated with contractor activities will also be subject to such assessments. As updates to the system occur, an updated PIA must be submitted to the VA Privacy Service through the COTR for approval. 15.4.5 All electronic storage media used on non-VA leased or owned IT equipment that is used to store, process, or access VA sensitive information must have all VA sensitive information removed, cleared, sanitized, or destroyed in accordance with VA policies and procedures upon: (1) completion or termination of the contract or (2) disposal or return of the IT equipment by the contractor or any person acting on behalf of the contractor, whichever is earlier. 15.5 Security Incident Investigation 15.5.1 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 shall immediately notify the Contracting Officer Technical Representative (COTR) and simultaneously, the designated ISO/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 has access. 15.5.2 To the extent known by the contractor, the contractor's notice to VA will identify the information involved, the circumstances surrounding the incident (including to whom, how, when, and where the VA information/assets were placed at risk or compromised), and any other information that the contractor considers relevant. 15.5.3 The contractor will simultaneously report the incident to the appropriate law enforcement entity(ies) of jurisdiction, including the VA Offices of the Inspector General and Security and Law Enforcement, in instances of theft or break-in or other criminal activity. The contractor, its employees, and its subcontractors and their employees will 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 will 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. 15.5.4 To the extent practicable, the contractor shall mitigate any harmful effects on individuals whose VA information was accessed or disclosed in a security incident. In the event of a data breach with respect to any VA Sensitive Information processed or maintained by the contractor or subcontractor under the contract, the contractor is responsible for liquidated damages to be paid to VA. 15.6 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-day's notice, at the request of the Government, the contractor will 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) determined by VA in the event of a security incident or at any other time. 15.7 Security Training 15.7.1 All Contractor employees and Sub-Contractor employees requiring access to VA sensitive information and/or VA information systems shall complete the following before being granted access to VA networks or sensitive information: "Sign and acknowledge understanding of and responsibilities for compliance with the attached National Rules of Behavior relating to access to VA information and information systems; "Successfully complete VA Cyber Security Awareness training and annual refresher training as required; "Successfully complete VA General Privacy training and annual refresher training as required; and "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.] 15.7.2 The Contractor shall provide to the contracting officer a copy of the training certificates for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required. These online courses are located at the following web site: https://www.ees-learning.net/. 15.7.3 Failure to complete this mandatory training within the timeframe required will be grounds for suspension or termination of all physical and/or electronic access privileges and removal from work on the contract until such time as the training is completed. 15.8 Contractor Personnel Security 15.8.1 All Contractor employees who require access to the Department of Veterans Affairs' computer systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (07C). The level of background security investigation shall be in accordance with VA Directive 0710 dated September 10, 2004 and is available at: http://www.va.gov/pubs/asp/edsdirec.asp (VA Handbook 0710, Appendix A, and Tables 1 - 3). Appropriate Background Investigation (BI) forms shall be provided upon contract (or task order) award (Attachment 3 of SOW), and are to be completed and returned to the VA Security and Investigations Center (07C) within 3 days for processing. Contractors shall be notified by 07C when the BI has been completed and adjudicated. These requirements are applicable to all Sub-Contractor personnel requiring the same access. If the security clearance investigation is not completed prior to the start date of the contract, the employee shall not work on the contract while the security clearance is being processed. Work will commence as soon as the Contractor and Contractor employee receives and email message that states the following: We show that background investigation request on the individual listed below has been completed and the case has been initiated by the Security Investigations Center. When the case is completed, all adjudicative paperwork will be returned to the requesting office. You can provide this email to the Station ISO as proof the investigation has been initiated and access can be granted. This notice does not ensure completion of VetPro or other required security training. Those individuals that require VetPro Credentialing or additional security training must receive those completion notifications from the proper authority prior to start date. 15.8.2 The investigative history for Contractor personnel working under this contract must be maintained in the databases of either the Office of Personnel Management (OPM) or the Defense Industrial Security Clearance Organization (DISCO). Should the Contractor use a vendor other than OPM or Defense Security Service (DSS) to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. 15.9 Background Investigation The position sensitivity impact for this effort has been designated as Low Risk and the level of background investigation is NACI. 15.9.1 Contractor Responsibilities 15.9.1.1 The Contractor shall bear the expense ($230.00 per individual) of obtaining background investigations. If the investigation is conducted by the Office of Personnel Management (OPM) through the VA, the Contractor shall reimburse the VA within 30 days. 15.9.1.2 Background investigations from investigating agencies other than OPM are permitted if the agencies possess an OPM and Defense Security Service certification. The Vendor Cage Code number must be provided to the Security and Investigations Center (07C), which shall verify the information and advise the contracting officer whether access to the computer systems can be authorized. 15.9.1.3 The Contractor shall prescreen all personnel requiring access to the computer systems to ensure they maintain a U.S. citizenship and are able to read, write, speak and understand the English language. 15.9.1.4 After contract award and prior to contract performance, the Contractor shall provide the following information, using Attachment B, to the CO or designated COTR: "List of names of Contractor personnel. "Social Security Number of Contractor personnel. "Home address of Contractor personnel or the Contractor's address. 15.9.1.5 The Contractor, when notified of an unfavorable determination by the Government, shall withdraw the employee from consideration from working under the contract. 15.9.1.6 Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. 15.9.1.7 Further, the Contractor shall be responsible for the actions of all individuals provided to work for the VA under this contract. In the event that damages arise from work performed by Contractor provided personnel, under the auspices of this contract, the Contractor shall be responsible for all resources necessary to remedy the incident." 15.10 Government Responsibilities 15.10.1 The VA Security and Investigations Center (07C) shall provide the necessary forms to the Contractor or to the Contractor's employees after receiving a list of names and addresses. 15.10.2 Upon receipt, the VA Security and Investigations Center (07C) shall review the completed forms for accuracy and forward the forms to OPM to conduct the background investigation. The VA facility shall pay for investigations conducted by the OPM in advance. In these instances, the Contractor shall reimburse the VA facility within 30 days. 15.10.3 The VA Security and Investigations Center (07C) shall notify the contracting officer and Contractor after adjudicating the results of the background investigations received from OPM. 15.10.4 The COTR will ensure that the Contractor provides evidence that investigations have been completed or are in the process of being requested. 16ELECTRONIC AND INFORMATION TECHNOLOGY STANDARDS Intranet/Internet 16.1 The Contractor shall comply with Department of Veterans Affairs (VA) Directive 6102 and VA Handbook 6102 (Internet/Intranet Services). 16.2 VA Directive 6102 sets forth policies and responsibilities for the planning, design, maintenance support, and any other functions related to the administration of a VA Internet/Intranet Service Site or related service (hereinafter referred to as Internet). This directive applies to all organizational elements in the Department. This policy applies to all individuals designing and/or maintaining VA Internet Service Sites; including but not limited to full time and part time employees, Contractors, interns, and volunteers. This policy applies to all VA Internet/Intranet domains and servers that utilize VA resources. This includes but is not limited to va.gov and other extensions such as, ".com,.eddo,.mil,.net,.org," and personal Internet service pages managed from individual workstations. 16.3 VA Handbook 6102 establishes Department-wide procedures for managing, maintaining, establishing, and presenting VA Internet/Intranet Service Sites or related services (hereafter referred to as "Internet"). The handbook implements the policies contained in VA Directive 6102, Internet/Intranet Services. This includes, but is not limited to, File Transfer Protocol (FTP), Hypertext Markup Language (HTML), Simple Mail Transfer Protocol (SMTP), Web pages, Active Server Pages (ASP), e-mail forums, and list servers. 16.4 VA Directive 6102 and VA Handbook 6102 are available at: Internet/Intranet Services Directive 6102 http://www.va.gov/pubs/directives/Information-Resources-Management-(IRM)/6102d.doc Internet/Intranet Services Handbook 6102 http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/6102h.doc 16.5 Internet/Intranet Services Handbook 6102 Change 1 - updates VA's cookie use policy, Section 508 guidelines, guidance on posting of Hot Topics, approved warning notices, and minor editorial errors. http://www.va.gov/pubs/handbooks/Information-Resources-Management-(IRM)/61021h.doc 16.6 In addition, any technologies that enable a Network Delivered Application (NDA) to access or modify resources of the local machine that are outside of the browser's "sand box" are strictly prohibited. Specifically, this prohibition includes signed-applets or any ActiveX controls delivered through a browser's session. ActiveX is expressly forbidden within the VA while.NET is allowed only when granted a waiver by the VA CIO *PRIOR* to use. 16.7 JavaScript is the preferred language standard for developing relatively simple interactions (i.e., forms validation, interactive menus, etc.) and Applets (J2SE APIs and Java Language) for complex network delivered applications. 17 SECTION 508 COMPLIANCE 17.1 The Contractor shall comply with Section 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998. 17.2 In December 2000, the Architectural and Transportation Barriers Compliance Board (Access Board), pursuant to Section 508(2) (A) of the Rehabilitation Act Amendments of 1998, established Information Technology accessibility standards for the Federal Government. Section 508(a)(1) requires that when Federal departments or agencies develop, procure, maintain, or use Electronic and Information Technology (EIT), they shall ensure that the EIT allows Federal employees with disabilities to have access to and use of information and data that is comparable to the access to and use of information and data by other Federal employees. The Section 508 requirement also applies to members of the public seeking information or services from a Federal department or agency. 17.3 Section 508 text is available at: http://www.opm.gov/HTML/508-textOfLaw.htm http://www.section508.gov/index.cfm?FuseAction=Content&ID=14 Attachment A Security Background Investigation Information (Submit after award and prior to contract performance) Complete this form after contract award if Contractor employee does not possess a VA - NACI clearance. The completed form must be sent directly to the Contracting Officer or designated COTR within three days of award. Vendor Business Information Vendor Name: ______________________ DUNNS Number: ________________________ Cage Code Number: _______________________ Complete Address: __________________________ City, State, and Zip Code: ______________________________ Vendor POC Name: ____________________ POC Phone: ______________________ POC email: _________________________ Employee Information Applicant Name: _______________________________________________ Last First Middle Applicant SSN: _______________________ Applicant DOB: ______________________ Place of Birth: ________________ Applicant Email: _______________________ Applicant Occupation: _______________________ 1. Was the employee prescreened? _____ yes or _____ no 2. Is the employee a U.S. Citizen? _____ yes or _____ no 3. Can the employee read, write, speak and understand English language? _____ yes or ______ no Attachment B Progress Report Format Cover Sheet: (Project title; Contractor name and address; Contract Number/Purchase Order number; Agency Name) Progress Report Project Name: Purchase Order Number: Reporting Period:(January 2, 2009, - December 31, 2009) Prepared By:(insert name and title of person preparing report) Executive Summary: (Abstract of progress for each deliverable of contractor activity) 1. The Contractor shall provide a status report each month during the contract period: a.Identifying progress on tasks b.Relevant issues regarding the performance of the other tasks c.Expected due dates of deliverables d.Accomplishment of performance metrics e.Performance issues and or concerns 2.Report shall include but not limited to the items listed above, but should encompass any aspects of the work effort. 3.Meetings and Conferences - list the meetings and conferences attended during the report period and provide a brief explanation (i.e., meeting name, date, location, purpose, and who attended) for each. Attach all meeting minutes to the respective report. 4.List major activities planned for the next month. 5.Other Information - additional discussion and conclusion(s) as needed. The contractor shall send the report via e-mail to the COTR on the 5th day of each month
 

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