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FBO DAILY - FEDBIZOPPS ISSUE OF MARCH 03, 2017 FBO #5579
DOCUMENT

R -- Actuarial and Modeling Support Services - Attachment

Notice Date: 3/1/2017
Notice Type: Attachment
NAICS: 541612 — Human Resources Consulting Services
Contracting Office: Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington DC 20006
ZIP Code: 20006
Solicitation Number: VA101V17N0115
Response Due: 3/17/2017
Archive Date: 4/16/2017
Point of Contact: Department of Veterans Affairs
Small Business Set-Aside: N/A
Description: REQUEST FOR INFORMATION (RFI) INTRODUCTION THIS IS NOT A SOLICITATION. The Department of Veterans Affairs (VA) is issuing this Request for Information (RFI). This RFI is issued solely for information and planning purposes only and does not constitute a solicitation; therefore, do not submit a quote. There is no obligation for the Government to acquire any products or services described in this RFI. No funds have been authorized, appropriated, or received for this effort. The information provided may be used by the Department of Veterans Affairs (VA), Veterans Benefits Administration (VBA) in developing its acquisition strategy and to revise the Statement of Work (SOW). Interested parties are responsible for adequately marking proprietary, restricted or competition sensitive information contained in their response. Only electronic responses to this RFI will be accepted. The Government will not pay for any time expended or information submitted in response to this RFI. Eligibility in participating in a future acquisition does not depend upon a response to this notice. BACKGROUND The VBA has a requirement for a Contractor to provide all resources necessary to deliver to the Veterans Benefits Administration (VBA) Actuarial and Modeling Support services for Estimated Liabilities of the Compensation, Pension and Burial (C&P) and Education programs. The Contractor shall be required to accomplish the deliverables described in the draft Statement of Work (SOW) listed below. NAICS: 541612 Human Resources Consulting Services, Actuarial Consulting Services (Except Insurance Actuarial Services) QUESTIONS AND CRITICAL CONSIDERATIONS FOR INTERESTED CONTRACTORS Responses are solely treated as information for the Government to consider. Direct or Indirect costs incurred in response to this RFI are at the expense of the vendor, not the Government. In accordance with the Federal Acquisition Regulations, responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Any contract that may be awarded will not be based on information received or derived from this RFI, but rather on the outcome of a subsequent competitive process. It is requested that all vendors interested in participating in this effort note their interest by responding to the areas identified in the Company Details", "Capabilities Statement, and General Questions sections below. COMPANY DETAILS The page limit for responses to this section is one page. Provide company point(s) of contact information (name, email address, address, telephone, fax numbers and DUNS number. Identify if your company are any of the following business concern statuses (include all that apply): Service-Disabled Veteran-Owned Small Business (SDVOSB); Veteran-Owned Small Business (VOSB); Small Business (SB); Certified Small Business Administration (SBA) 8(a) firm; Small Disadvantaged Business (SDB); Economically Disadvantage Women-Owned Small Business (EDWOSB); Woman-Owned Small Business (WOSB); Historically Underutilized Business Zone (HubZone) Small Business; Large Business Provide contracting vehicles your company holds, such as GSA schedules. CAPABILITIES STATEMENT The page limit for responses to this section is five pages. Provide an overview of your firm s capabilities to fulfill the requirements of the SOW, to include organizational and staff capability and experience. Provide a brief narrative summary of your technical approach to meet VA s high-level requirements in the draft SOW. Describe your experience in actuarial models for Other Post-Employment Benefits. Provide up to three (3) contracts that your company has performed for the same or similar requirement and of comparable size, complexity and scope. Describe scope and similarities and differences as pertinent. Identify tools that were part of your solution, emphasizing econometric and simulation tools. Please be specific and provide a complete reference to include: contract number, contract title, description, period of performance, and award amount; as well as identify whether you performed as a prime contractor, sub-contractor, teaming partner, or as a project manager. GENERAL QUESTIONS The page limit for responses in this section is one page. Provide feedback and recommend any changes to better support the requirements detailed in the SOW. RESPONSE SUBMISSION Please submit responses via email to ross.byrne@va.gov by 3:00 p.m. (ET), 17 March 2017. VA reserves the right to not reply to any emails, responses, and/or materials submitted. **DRAFT STATEMENT OF WORK STATEMENT OF WORK (SOW) GENERAL INFORMATION Title of Project: Actuarial and Modeling Support Services Scope of Work: The Contractor shall provide all resources necessary to deliver to the Veterans Benefits Administration (VBA) Actuarial and Modeling Support services for Estimated Liabilities of the Compensation, Pension and Burial (C&P) and Education programs. The Contractor shall be required to accomplish the deliverables described in this statement of work (SOW). On a quarterly basis, the Contractor shall deliver to the VBA an updated memorandum that includes a future liabilities estimate based on the end of Fiscal Year (FY) 2016 future liabilities estimate with the applicable quarterly Treasury interest rates as of December 31, 2016, March 31, 2017, and June 30, 2017, respectively. Additionally, the Contractor shall deliver to VBA complete actuarial models and a written and signed report, as of end of FY 2017, that includes all of the appropriate assumptions used. 3. Background: The VBA has a requirement to develop an updated actuarial model to project the future liabilities of the C&P and Education Programs. The current C&P model was developed to meet the Federal Accounting Standards Advisory Board (FASAB) Statement No. 5, Accounting for Liabilities of the Federal Government and Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates Statement No. 5 establishes accounting standards for liabilities of the federal government not covered in Statement of Federal Financial Accounting Standards (SFFAS) Number 1, Accounting for Selected Assets and Liabilities, and in SFFAS Number 2, Accounting for Direct Loans and Loan Guarantees The Statement defines liability as a probable future outflow or other sacrifice of resources as a result of past transactions or events. An excerpt from Statement No. 5 is, Pensions, other retirement benefits, and postemployment benefits The liability and associated expense for pensions and other retirement benefits (including health care) should be recognized at the time the employee s services are rendered. The expense for postemployment benefits should be recognized when a future outflow or other sacrifice of resources is probable and measurable based on events occurring on or before the reporting date. Any part of that cost unpaid at the end of period is a liability. The aggregate entry age normal actuarial cost method should be used to calculate the expense and the liability for the pension and other retirement benefits for the administrative entity financial statements, as well as the expense for the employer entity financial statements. The employer entity should recognize an expense and a liability for postemployment benefits when a future outflow or other sacrifice of resources is probable and measurable on the basis of events that have occurred as of the reporting date. Each year the VBA uses available budget, demographic, and external information to populate C&P model. The models for Education will need to be developed and enhanced. 4. Performance Period: The Contractor shall complete the work required for one year from the date of award, with four option years, unless otherwise directed by the Contracting Officer (CO). If the Contractor proposes an earlier completion date, and the Government accepts the Contractor s proposal, the Contractor s proposed completion date should prevail. The work shall begin within five business days of the contract being awarded, unless otherwise specified. Work at the government site will not take place on Federal holidays or weekends unless directed by the CO. Type of Contract: Firm Fixed Price Place of Performance: Department of Veterans Affairs 1800 G. Street N.W. Washington, DC 20270 B. CONTRACT AWARD MEETING The Contractor shall not commence performance on the tasks in this SOW until the CO has conducted a post award review or has advised the Contractor that a post award meeting has been waived. C. GENERAL REQUIREMENTS For every task, the Contractor shall identify in writing all necessary subtasks associated costs by subtask together with associated sub-milestone dates. The Contractor s subtask structure shall be reflected in the technical proposal and detailed project management plan (PMP). All written deliverables will be phrased in layperson language. Statistical and other technical terminology will not be used without providing a glossary of terms. Where a written milestone deliverable is required in draft form, the VBA will complete a review of the draft deliverable within five business days from date of receipt. The Contractor shall have five business days from date of receipt of VBA s comments to deliver the final product. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The Contractor shall provide the specific deliverables described below within the performance period stated in Section A. 4 of this SOW. Task One: The Contractor shall provide a detailed PMP and briefing for the VBA project team, presenting the Contractor s plan for completing the task order. The Contractor s plan shall outline how they will manage each aspect of the project including program oversight, meeting deliverable deadlines, keeping the PMP up to date as well as their approach to resolving conflicts in accordance with Task One of the Statement of Work. Deliverable One: A detailed PMP and briefing Task Two: The Contractor shall become familiar with the current VA C&P Actuarial and Education Model(s) developed by VA s Office of the Actuary. The Contractor should use these models or one s that perform the same functions and provides comparable results. Prior to changing to any new model, approval by VBA and the VA independent financial auditors must be attained. Deliverable Two: The Contractor shall illustrate to the VBA project team that they have a good understanding and working knowlegde with the VA C&P and Education Actuarial Models and ready to assume operation of the models in order to provide deliverables three to thirteen. Task Three: The Contractor shall update the September 30, C&P Actuarial Model using the appropriate quarter end data, interest rates and assumptions to estimate the quarterly future liabilities of the C&P Program as of December, March and June each fiscal year. Estimates should be based on prior quarter ending data amounts and the model provided to VBA Program Office no later than 5 workdays prior to the end of the quarter. Deliverable Three: a. Quarterly Updated Actuarial Model b. Quarterly Future Liabilities Memorandum. Task Four: The Contractor shall calculate the preliminary future liabilities of the C&P Program as of September 30, each fiscal year using the approved Actuarial Model. The estimates developed by the model shall meet the all actuarial standards of practice (ASOPs) and the requirements of Statement No. 5, Accounting for Liabilities, Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates. and recommendations in the Government Accountability Office (GAO) Report - GAO/AIMD-99-46. The Contractor shall develop assumptions to be used in the model using veteran data from the earliest time available to June 30 each fiscal year, (i.e., conducts an experience study). The Contractor shall build various factors into the projections based on current and historical data to estimate the experience for the C&P Program during the prior quarter (i.e., July 1 to September 30). The Contractor shall develop beneficiary population detail needed to run the model, based on June 30 data, with beneficiary status projected to September 30. This information shall include documentation of the experience study and the methods and assumptions used in the preparation of the model. The Contractor shall enhance the future C&P liability projection by conducting research and implementing, if deemed appropriate, practical standards that are in conformance with SFFAS # 5 and SFFAS #33. Following are aspects of the obligation associated with C&P benefits: the degree of disability for compensation, retroactive claims, and the relationship between Department of Defense (DOD) discharges with new awards data. The source of the current Cost-of-Living Allowance (COLA) rate should be determined. Review the estimation of the current COLA and projection of future COLAs to ensure that the COLA captures the portion of the discount rates that represent inflation. Review of current pending workload (backlog) should be reviewed to insure that the backlogs are accurately captured by the methodology used to estimate lump sum payments. Review the structure of the current future liabilities model and make appropriate changes. Provide assistance in documenting the future liabilities, as required by Office of Management and Budget (OMB) Circular A-123, Management s Responsibility for Internal Control. Deliverable Four: a. Actuarial Model b. Methods & Assumptions Report Task Five: The Contractor shall calculate the final future liabilities of the C&P Program as of September 30, each fiscal year using the Actuarial Model. The estimates developed by the model shall meet the requirements of Statement No. 5, Accounting for Liabilities, Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates and recommendations in the GAO Report - GAO/AIMD-99-46. Changes to the preliminary amounts will be based on major program changes from the end of third quarter to the end of fourth quarter, input from VA management, input and comments from VA s Office of Inspector General and the Independent Financial Statement Auditors. Deliverable Five: a. Actuarial model for the 4th qtr. b. Future Liabilities Memorandum 4th qtr. Task Six: The Contractor shall produce a final report summarizing the development of the future liabilities of the C&P Program as of September 30, 2017. Deliverable Six: Final report on C&P future liabilities Task Seven: Develop and perform experience studies (up to 8 per year) to update pertinent C&P assumptions based on a time table agreed to by VBA. Deliverable Seven: Detailed reports on results of experience studies performed. Task Eight: The Contractor shall develop and/or enhance a model to calculate the future liability of the Rehabilitation Benefit Programs (including Chapter 35 Post 9/11 GI Bill Education program, Chapter 30 Montgomery GI Bill, Chapter 31 Vocational Rehabilitation, and Chapter 35 Veteran Dependent Education), which are considered to be postemployment benefits. The estimates developed by the model shall meet the all actuarial standards and the requirements of Statement No. 5, Accounting for Liabilities, Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates. The Contractor will use VA and non-VA data for these models and estimates and will be responsible for developing the assumptions used in the model. The Contractor will develop and perform all experience studies needed to support the estimates including those recommended by the Independent Financial Statement auditors. Deliverable Eight: Stand Alone model to estimate the Rehabilitation Benefit Programs future liability estimate. Detailed explanation of the model and functions, including assumptions. Detailed report(s) on the results of the experience studies and assumptions to support the estimate. All reports should meet actuarial standards for such studies and be auditable. Task Nine: Develop and perform experience studies (up to 4 per year) to update pertinent Rehabilitation Benefit Programs assumptions based on a time table agreed to by VBA. Deliverable Nine: Detailed reports on results of experience studies performed Task Ten: The Contractor shall update the September 30, Rehabilitation Benefit Programs Actuarial Model using the appropriate quarter end data, interest rates and assumptions to estimate the future liabilities at the end of each of the first three quarters of the fiscal year. Estimates should be based on prior quarter ending data with amounts and model provided to VBA no later than 5 workdays prior to the end of the quarter. Deliverable Ten: a. Quarterly Updated Actuarial Model b. Quarterly Future Liabilities Memorandum. Task Eleven: The Contractor shall calculate the preliminary future liabilities of the Rehabilitation Benefit Programs (RB) as of September 30 using the approved Actuarial Model. The estimates developed by the model shall meet the all actuarial standards and the requirements of Statement No. 5, Accounting for Liabilities, Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates The Contractor shall develop assumptions to be used in the model using veteran data from the earliest time available to June 30, (i.e., does an experience study). The Contractor shall build various factors into the projections based on current and historical data to estimate the experience for the Rehabilitation Benefit Programs during the prior quarter (i.e., July 1 to September 30). The Contractor shall develop beneficiary population detail needed to run the model, based on June 30 with beneficiary status projected to September 30. This information shall include documentation of the experience study and the methods and assumptions used in the preparation. The Contractor shall enhance the future Rehabilitation Benefit Programs liability projection by conducting research and implementing, if deemed appropriate, practical standards that are in conformance with SFFAS Number 5 and SFFAS #33. The source of the current Cost-of-Living Allowance (COLA) rate should be determined. The estimation of the current COLA and projection of future COLAs should be reviewed so that the COLAs capture the portion of the discount rates that represent inflation. A review of current pending workload (backlog) should be conducted to insure that the backlogs are accurately captured by the methodology used to estimate lump sum payments. Review the structure of future liabilities model and make appropriate changes. Provide assistance documenting the RB future liabilities, as required by Office of Management and Budget (OMB) Circular A-123, Management s Responsibility for Internal Control. Deliverable Eleven: a. Actuarial Model b. Methods & Assumptions Report Task Twelve: The Contractor shall calculate the final future liabilities of the Rehabilitation Benefit Programs as of September 30. Changes to the preliminary amounts will be based on major program changes from the end of third quarter to the end of fourth quarter, input from VA management, input and comments from VA s Office of Inspector General and the Independent Financial Statement Auditors. The estimates developed by the model shall meet all actuarial standards and the requirements of Statement No. 5, Accounting for Liabilities, Statement #33 Pensions, Other Retirement Benefits, and Other Postemployment Benefits; Reporting the Gains and Losses from Changes in Assumptions and Selecting Discount Rates and Valuation Dates Deliverable Twelve: a. Final RB Actuarial model for the 4th qtr. b. Final RB Future Liabilities Memorandum 4th qtr. Task Thirteen: The Contractor shall produce a final report summarizing the development of the future liabilities of Rehabilitation Benefit Programs as of September 30. Deliverable Thirteen: Final report on Rehabilitation Benefit Programs. Task Fourteen: The Contractor will provide audit support to VBA. This support will include, but not be limited to, a walkthrough of the model with the Office of Inspector General, Independent Auditors and their actuaries, and answering any questions about the model and defending the assumptions made. Deliverable Fourteen: Audit support Task Fifteen: The Contractor shall work with VA employees or their designees to write and update standard operating procedures (SOP S) and any process narratives required for internal control purposes and for VA s independent auditors. The SOP s and narratives should be of sufficient detail to allow for a full understanding on all inputs and outputs of the model and identify key internal controls to ensure accuracy of the outputs. Deliverable Fifteen: a. Standard Operating Procedures b. Updated process narratives Task Sixteen: The Contractor shall provide monthly written progress reports within two working days following the end of the calendar month. Deliverable Sixteen: Monthly progress reports Task Seventeen: The Contractor will provide VA with a Service Organization Control (SOC) 1, Type 2 Report, prepared in accordance with Statement on Standards for Attestation Engagements (SSAE) No. 18, Attestation Standards, Clarification and Recodification in April 2016. �The SOC 1 Type 2 report is specifically intended to meet the needs of VA management and VA s financial statement auditors, as they evaluate the effect of the controls at the service organization on VA s financial statement assertions. � � The report provides an opinion on the fairness of the presentation of management s description of the Contractor s internal control system and the suitability of the design and operating effectiveness of the internal controls to achieve the related control objectives included in the description throughout a specified period. The reports must cover the dates, October 1st through the end June 30th, and be provided annually by August 15th, with a bridge letter covering July 1st through September 30th due by October 5th. � Deliverable Seventeen: SOC 1 Type 2 report SOC 1, Type 2 bridge letter TRAVEL Travel and per diem shall be reimbursed in accordance with the Federal Acquisition Regulation (FAR). Travel must be pre-approved by the COR. Travel shall be priced separately in the price schedule. GOVERNMENT RESPONSIBILITIES The Government will provide access to the models, program documentation, and office space for 4-6 Contractor employees including a telephone and government issued computer. CONTRACTOR EXPERIENCE REQUIREMENTS Work Experience Minimum Experience required: 8 years actuarial experience Technical Requirement Experienced in disability insurance and other postemployment benefits, both in the public and private sectors, as well as in various social insurance programs. Experience relating to the actuarial estimation of future obligations similar to those of the C&P and VA Rehabilitation Benefit Programs. Contractors must be Members of the American Academy of Actuaries and Associate or Fellow of the Society of Actuaries. Knowledgeable of the actuarial and accounting issues associated with disability, pension, social insurance and other postemployment benefit programs such as C&P and VA Rehabilitation Benefit Programs. Skill in developing of a current actuarial model used to estimate the C&P and Education liabilities for fiscal years and review of prior models to determine if enhancements are needed. Skill in determining the reliability of the experience data used as a basis of the development of assumptions underlying the estimates included in the model. Skill in developing and reviewing of actuarial liability models using various spreadsheet languages. Skill in conducting various independent tests and sensitivity analyses for the estimation of the liability of the C&P and Rehabilitation Benefit Programs. Skill in preparation of quarterly estimates of the liability associated with the C&P and Rehabilitation Benefit Programs of the VBA. Skill in developing of appropriate methodologies and experience assumptions to be used by this model based on future experience of the programs to be processed in the model. Provide auditable information on a timely basis to the auditor as required. Skill modeling and analyzing of (1) benefit trends other than COLAs, (2) new awards for the C&P and Rehabilitation Benefit Programs, (3) Compensation disability rating transition rates, and (4) retroactive awards for the C&P Programs. Knowledgeable of applicable FASAB pronouncements and interpretations affecting the methodology of the recording of the liability associated with these programs will be reviewed to determine whether the methodology used is consistent with the underlying accounting framework involved. Communication Skill in providing written and oral responses to senior level management, Office of the Inspector General (OIG), Office of the Actuary (OACT), FASAB and internal and external customers relating to methodologies, assumptions, discount rates, and valuation dates. Key Personnel Skilled experienced professional and/or technical personnel are essential for successful Contractor completion of the services to be performed on this contract and subsequent task orders and options. These are defined as key personnel and are those persons whose résumés were submitted. The Contractor agrees that such personnel shall not be removed, diverted or replaced from work without approval of the CO and COR. Any personnel the Contractor offers as substitutes shall have the ability and qualifications equal to or better than the key personnel are being replaced. Requests to substitute personnel shall be approved by the COR, Chief Actuary, and the CO at least 30 calendar days prior to making any change in key personnel. The request shall be written and provide a detailed explanation of the change circumstances necessitating the proposed substitution. The Contractor shall submit a complete résumé for the proposed substitute, and any other information requested by the COR needed to approve or disapprove the proposed substitution. The COR will evaluate such requests and promptly notify the Contractor of approval or disapproval thereof in writing. Attachment A Schedule of Deliverables Deliverable No. Item Quantity Delivery Date One A detailed PMP and briefing 5 (Original plus 4) Within 10 business days after award Two Written certification that the Contractor is fully trained on the VA C&P actuarial model and ready to assume all the operation of the model in order to provide deliverables three to six. 5 (Original plus 4) Within 45 business days after PMP and briefing Three Quarterly updated C&P Actuarial Model based on quarter end data and Memorandum on Future Liabilities. 5 (Original plus 4) 7 days prior to the end of each quarter Four Actuarial Model and Methods & Assumptions Report based on the preliminary future liabilities of the C&P Program as of September 30th. 5 (Original plus 4) July 31, 2017 and 31 July on all exercised option years Five Final Actuarial Model and Methods & Assumptions Report based on the final future liabilities of the C&P Program. 5 (Original plus 4) September 1, 2017 and Sept 1 on all exercised option years Six Final report on C&P future liabilities. 5 (Original plus 4) October 1, 2017 and Oct 1 on all exercised option years Seven Detailed reports on the results of experience studies performed on C&P future liabilities model. 5 (Original plus 4) TBD or as determined by the auditors Eight Fully functional model to estimate the Rehabilitation Benefit Programs future estimate liability estimate with a detailed explanation of the model and it functions, to include any assumptions. Also, a detailed report(s) on the results of the experience studies and assumptions to support the estimate. 5 (Original plus 4) Within 45 business days after PMP and briefing Nine Detailed reports on the results of experience studies performed on Rehabilitation Benefit Programs future liabilities model. 5 (Original plus 4) TBD or as determined by the auditors Ten Quarterly Updated Actuarial Model for the Rehabilitation Benefit Programs. 5 (Original plus 4) 7 workdays before the end of the quarter Eleven Actuarial Model and Methods & Assumptions Report based on the preliminary future liabilities of the Rehabilitation Benefit Program as of September 30. 5 (Original plus 4) July 31, 2017 and July 31 on all exercised option years Twelve Final Actuarial Model and Methods & Assumptions Report based on the final future liabilities of the Rehabilitation Benefit Program. 5 (Original plus 4) September 1, 2017 and Sept 1 on all exercised option years Thirteen Final report on Rehabilitation Benefit future liabilities. 5 (Original plus 4) October 1st, 2017 And Oct 1 on all exercised option years Fourteen Audit support 5 (Original plus 4) TBD or as needed Fifteen Standard Operating procedures Updated process narratives 5 (Original plus 4) TBD or as needed Sixteen Monthly progress reports required for internal control requirements. 5 (Original plus 4) 2 business days following the end of the month Seventeen Service Organization Control (SOC) 1 report and the SOC 1 bridge letter. 5 (Original plus 4) August 15, 2017 and bridge letter October 5, 2017 and Aug 15 and Oct 5on all exercised option years Attachment B VA Information and Information System Security/Privacy Requirements General All Contractors and Contractor personnel shall be subject to the same Federal security and privacy laws, regulations, standards and VA policies as VA, including the Privacy Act, 5 U.S.C. � 552a, and VA personnel, regarding information and information system security. Contractors must follow policies and procedures outlined in VA Directive 6500, Information Security Program; and VA Handbook 6500.6, Contract Security which are available at: http://www1.va.gov/vapubs and its handbooks to ensure appropriate security controls are in place. Access to VA Information and VA Information Systems VA will supply the Contractor with the minimum logical (technical) and/or physical access to VA information and VA information systems for employees, sub-Contractors: (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 to have access to the same type of VA information. All Contractors and sub-Contractors 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 Implementation 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 background screenings/investigative requirements for certain types of Contractor personnel: Contractor personnel not accessing VA information resources, such as personnel hired to maintain the medical facility grounds, construction contracts, utility system Contractors, etc. Contractor personnel with limited and intermittent access to equipment connected to networks on which no VA sensitive information resides Contractor personnel with limited and intermittent access to equipment connected to networks on which limited VA sensitive information resides and with limited and intermittent access to facilities at which they are escorted VA Information Custodial Requirements VA information provided to the Contractor for either the performance or administration of this contract shall only be used for those purposes. No other use is permitted without the CO s express written authorization. This clause expressly limits the Contractor s rights to use data as described in Rights in Data - General, FAR 52.227-14(d)(1). The Government shall retain the rights to all data and records produced in the execution or administration of this contract. 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 CO. A Contractor destroying data on VA s behalf must do so 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. All data and reports shall be transferred to VBA upon contract completion. The Contractor shall not make copies of VA information, electronic or otherwise, 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. The Contractor shall not use technologies banned in VA in meeting the requirements of the contract (e.g., Bluetooth-enabled devices). Physical Security If �the contract requires taking VA �data to a Contractor site and the data �contains Personally Identifiable Information, �the Contractor �will provide an independent physical security assessment �of �their facility �to the COR prior to commencing work. � General guidelines for physical security �can be found in �VA Directive 0730, Section 6 (Physical Security) and VA Memorandum (subj: � IT Oversight & Compliance Information Physical Security Assessments) dated October 24, 2007. � Training All Contractor and sub-Contractor personnel requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and networks: Sign and acknowledge understanding of and responsibilities for compliance with the National Rules of Behavior related to access to VA information and information systems. Successfully complete VA Information Security Awareness training and annual refresher training as required. Successfully complete VA Privacy Awareness training and annual refresher training as required. Successfully complete any additional Information Security or Privacy training as required for VA personnel with equivalent information system access. The Contractor shall provide to the COR a copy of the training certificates for each applicable employee within one week of the initiation of the contract and annually thereafter, as required. These online courses are located at www.tms.va.gov. To self-enroll, click the Create New User button on the red bar and complete the assigned training. � The COR will provide the Contractor with the appropriate information to complete self-enrollment. Technical issues with TMS should be directed to the TMS help desk at vatmshelp@va.gov or 1.866.496.0463. 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. Contractor Personnel Security All contract employees who require access to the VA site(s) and/or access to VA local area network (LAN) systems shall be the subject of a background investigation and must receive a favorable adjudication from the VA Security and Investigations Center (SIC). These requirements are applicable to all sub-Contractor personnel requiring the same level of Background Investigation. The level of background security investigation will be in accordance with VA Directive 0710 dated September 10, 2004, and is available at http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=487&FType=2 Background Investigation The contract employee level of background investigation required for this effort is NACI. Contractor Responsibilities 1. The Contractor shall bear the expense of obtaining background investigations or reciprocals of previous investigations held that meet or exceed the required investigation level. The cost of background investigations is based on the current Office of Personnel Management (OPM) rate at the time the application is processed at OPM. Fiscal Year 2014 rates are as follows: Low Risk (NACI) $381, or Reciprocals are $75. VA will pay for investigations or reciprocals processed through the VA SIC and conducted by OPM in advance; however, the Contractor shall reimburse the full cost of background investigations/reciprocals to VA within 30 days of Bill of Collections received from VA. VA shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by VA to recoup background investigation/reciprocal costs. 2. Immediately after contract or task order award, the COR will provide the Contractor with the following background investigation documents to be completed by the Contractor and returned to the COR to begin the background investigation process for all contract employees working on the contract who will have access to VA facilities, VA systems, or privacy data: Background Investigation Request Worksheet Optional Form 306 Declaration of Federal Employment Fingerprint Request Form 3. Upon receipt of the above-stated documents from the COR, the VBA Acquisition Staff will submit the background investigation package to the VSC Security Specialist for processing through the SIC. Upon notification of favorable fingerprint results, the Contractor may begin work while the background investigation is ongoing. Thereafter, the Contractor will receive an email notification from the SIC identifying the website link that includes detailed instructions regarding completion of the background clearance application process in the Electronic Questionnaires for Investigations Processing (e-QIP) system. E-QIP is an online, Internet accessible system where the Contractor employee shall complete the security questionnaire required for OPM to process the background investigation. 4. Contractors who have a current favorable background investigation previously conducted by OPM or Defense Security Service (DSS) may be accepted through reciprocation. When a previous clearance is currently held, it does not preclude the vendor from submitting a complete Background Investigation Package as stated above to the COR immediately after contract or task order award for all contract employees who will be working on the contract. 5. The Contractor shall prescreen all personnel who require access to VA site(s) and/or access to VA LAN systems to ensure they maintain a U.S. citizenship or Alien Registration that authorizes them to work in the U.S. and are able to read, write, speak and understand the English language. 6. Contract performance shall not commence before: The VSC has confirmed favorable fingerprint results, or SIC confirms that it has received the Contractor s investigative documents, the documents are complete, and that the investigation information has been released to OPM for scheduling of the background investigation, or VSC or the SIC has confirmed that the verified investigation will be reciprocated. 7. The COR will notify and forward the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably completed or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The Contractor, if notified of an unfavorable adjudication by the Government, shall withdraw the employee from consideration from working under the contract. Failure to comply with the Contractor personnel security requirements may result in termination of the contract for default. 8. The Contractor shall be responsible for the actions of those contract and subcontract employees they provide to perform work for VA. In the event damage arises from work performed by Contractor personnel, under the auspices of the contract, the Contractor shall be responsible for resources necessary to remedy the incident. 9. Shall the Contractor use a vendor other than OPM or DSS to conduct investigations, the investigative company must be certified by OPM/DSS to conduct Contractor investigations. The Vendor Cage Code number must be provided to the VA SIC, which will verify the information and conclude whether access to the Government s site(s) and/or VA LAN systems can be granted. 10. The investigative history for Contractor personnel working under this contract must be maintained in the databases of either OPM or the Defense Industrial Security Clearance Organization (DISCO). Government Responsibilities 1. After the SIC has adjudicated the background investigation package from the Contractor, the SIC will send an e-mail notification to the Contractor and their POC identifying the e-QIP website link that includes detailed instructions regarding completion of the background clearance application process and the level of background that was requested. 2. Upon receipt of required investigative documents, SIC will review the investigative documents for completion and initiate the background investigation by forwarding the investigative documents to OPM to conduct the background investigation. If the investigative documents are not complete, the SIC will notify the vendor of deficiencies and include corrective instructions. 3. VA will pay for investigations and reciprocals processed through the VA SIC and conducted by OPM in advance, however, the Contractor shall reimburse the full cost of background investigations/reciprocals to VA within 30 days of Bill of Collections from VA. VA shall send up to three plus one final delinquent notice to the Contractor. If the Contractor does not adhere to the Bill of Collections, future invoices may be subject to be offset by VA to recoup background investigation costs and may be considered grounds for default. 4. The COR will notify the Contractor and forward to the Contractor a copy of the Certificate of Investigation when the background investigation has been favorably adjudicated or a Certificate of Eligibility (Form 4236) if the investigation has been reciprocated. The COR will also notify the Contractor of an unfavorable adjudication by the Government. Security Incident Investigation 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 the breaches VA security procedures. � The Contractor/subContractor shall immediately notify the COR 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. Liquidated Damages This SOW is further subject to the statutory requirement to assess liquidated damages against Contractors and/or subContractors under 38 U.S.C. � �5725 in the event of a breach of Sensitive Personal Information (SPI)/Personally Identifiable Information (PII). � Said liquidated damages shall be assessed at $37.50 per affected Veteran or beneficiary. � A breach in this context includes the unauthorized acquisition, access, use, or disclosure of VA SPI which compromises not only the information s security or privacy but that of the Veteran or beneficiary as well as the potential exposure or wrongful disclosure of such information as a result of a failure to follow proper data security controls and protocols. Confidentiality and Nondisclosure It is agreed that: 1. The preliminary and final deliverables and all associated working papers, application source code, and other material deemed relevant by the VA, which have been generated by the Contractor in the performance of this task order, are the exclusive property of the U.S. Government and shall be submitted to the CO at the conclusion of the task order. 2. The CO will be the sole authorized official to release verbally or in writing, any data, the draft deliverables, the final deliverables, or any other written or printed materials pertaining to this task order. No information shall be released by the Contractor. Any request for information relating to this task order presented to the Contractor shall be submitted to the CO for response. 3. Press releases, marketing material or any other printed or electronic documentation related to this project, shall not be publicized without the written approval of the CO. Attachment C 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 NACI clearance. The completed form must be sent directly to the Contracting Officer within ten days of award. Vendor Name: ______________________ Cage Code No.______________ Address: _______________________________ City, State, and Zip Code: ______________________________ 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 Information From Employee Requiring a Clearance _________________________ ______________________ Name Social Security No. ___________________________________ City and State of Birth ____________________________________________ Address ____________________________________________ City State Zip Code
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/VA/WDCVARO372/WDCVARO372/VA101V17N0115/listing.html)
Document(s): Attachment; File Name: VA101V-17-N-0115 VA101V-17-N-0115.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3307060&FileName=VA101V-17-N-0115-000.docx); Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3307060&FileName=VA101V-17-N-0115-000.docx; Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
Place of Performance: Address: Department of Veterans Affairs;Veterans Benefits Administration;Office of Acquisition;1800 G. Street N.W.;Washington, DC; Zip Code: 20006
Record: SN04419315-W 20170303/170301235058-6bc6ca6ea73c4a3d140050781d74f7bc (fbodaily.com)
Source: FedBizOpps Link to This Notice
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