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FBO DAILY - FEDBIZOPPS ISSUE OF JULY 23, 2017 FBO #5721
DOCUMENT

65 -- 557-17-2-2443-0047 ATC FastPak Replacement Carousel (VA-17-069968) - Attachment

Notice Date

7/21/2017
 

Notice Type

Attachment
 

NAICS

333913 — Measuring and Dispensing Pump Manufacturing
 

Contracting Office

Department of Veterans Affairs;Carl Vinson VA Medical Center;1826 Veterans Blvd.;Dublin GA 31021
 

ZIP Code

31021
 

Solicitation Number

VA24717N0795
 

Response Due

7/26/2017
 

Archive Date

11/2/2017
 

Point of Contact

Sheryl Harris
 

Small Business Set-Aside

N/A
 

Description

The Department of Veterans Affairs Medical Center, NCO 7 Network Contracting Office, on behalf of Dublin VA Medical Center is conducting market research through this sources sought notice to seek sources to identify potential experienced businesses that are capable of meeting the requirements per the Statement of Work (SOW) below. The North American Industry Classification System (NAICS) Code for this acquisition is 333913. Disclaimer and Important Notes: This Sources Sought Notice is for market research purposes only and does not constitute a Request for Proposal/Quotation; and, it is not considered to be a commitment by the Government to award a contract nor will the Government pay for any information provided; no basis for claim against the Government shall arise as a result from a response to this Sources Sought Notice or Government use of any information provided. Failure to submit information in sufficient detail may result in considering a company as not a viable source and may influence competition and set-aside decisions. Regardless of the information obtained from this Sources Sought Notice, the Government reserves the right to consider any arrangement as deemed appropriated for this requirement. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. No proprietary, classified, confidential, or sensitive information should be included in your response to this Sources Sought Notice. The Government reserves the right to use any information provided by respondents for any purpose deemed necessary and legally appropriate, including using technical information provided by respondents in any resultant solicitation. At this time no solicitation exists; therefore, Do Not Request a Copy of the Solicitation. After a review of the responses received, a pre-solicitation notice and solicitation may be published on Federal Business Opportunities FedBizOpps website. It is the potential offeror's responsibility to monitor FedBizOpps for release of any future solicitation that may result from this Sources Sought Notice. However, responses to this Sources Sought Notice will not be considered adequate responses to any resultant solicitation. Pursuant to FAR Part 10 (Market Research), the purpose of this notice is to: (1) determine if sources capable of satisfying the agency's requirements exists, (2) determine if commercial items suitable to meet the agency's needs are available or could be modified to meet the agency's requirements, and (3) determine the commercial practices of company's engaged in providing the needed service or supply. Pursuant to FAR Part 6 and FAR Part 19, competition and set-aside decisions may be based on the results of this market research. This notice in no way obligates the Government to any further action. CCR: Interested parties should register in the SAM as prescribed in FAR Clause 52.232-33. The SAM can be obtained by accessing the internet at www.sam.gov. Submission of Information: Companies having capabilities necessary to meet or exceed the stated requirements are invited to provide information to contribute to this market survey/sources sought notice including commercial market information and company information. Companies may respond to this Sources Sought Notice via e-mail to sheryl.harris5@va.gov no later than July 26, 2017 at 3:00 PM, Eastern Time with the following information/documentation: 1. Name of Company, Address and DUNS Number. 2. Point of Contact and Phone Number. 3. Business Size applicable to the NAICS Code: a. HuBZone Small Business ; b. Service-Disabled Veteran Owned Small Business (SDVOSB); c. Veteran Owned Small Business (VOSB); d Small Business; e. Large Business 4. Documentation Verifying Small Business Certification: a. If claiming HuBZone status, provide a copy of your HuBZone Certificate from SBA. b. If claiming SDVOSB/VOSB status, provide documentation that shows the business is VetBiz certified. d. If claiming Small Business status, provide documentation to show the business is small under NAICS code 333913. ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 165-14 PACKAGER PHARMOPACK W/267 LOCAL STOCK NUMBER: 165-14 1.00 EA __________________ __________________ 0002 130995-02 KIT,IMPLEMENT,PHARMOPACK LOCAL STOCK NUMBER: 130995-02 1.00 EA __________________ __________________ 0003 130986-01 UNIT LOWER REPLACEMENT PHARMOP LOCAL STOCK NUMBER: 130986-01 1.00 EA __________________ __________________ 0004 133257-02 Pharmopack, Installation, CFN LOCAL STOCK NUMBER: 133257-02 1.00 EA __________________ __________________ 0005 133258-02 Pharmopack, Shipping, CFN LOCAL STOCK NUMBER: 133258-02 1.00 EA __________________ __________________ 0006 130973-02 S/W,LICENSE,PHARMOGISTICS LOCAL STOCK NUMBER: 130973-02 2.00 EA __________________ __________________ 0007 135312-02 KIT VM SERVER PHACTS WITHOUT S LOCAL STOCK NUMBER: 135312-02 1.00 EA __________________ __________________ 0008 135003-01 INTF,MED,ADDL,PHACTS INTEGRATI LOCAL STOCK NUMBER: 135003-01 1.00 EA __________________ __________________ 0009 134318-01 INTF, PHACTS, PHARMACY SYSTEM LOCAL STOCK NUMBER: 134318-01 1.00 EA __________________ __________________ 0010 134971-01 IF, PHACTS, TO WHOLESALER LOCAL STOCK NUMBER: 134971-01 1.00 EA __________________ __________________ 0011 134973-01 IF, PHACTS, TO FINANCE/GENERAL LOCAL STOCK NUMBER: 134973-01 1.00 EA __________________ __________________ 0012 355079-01 INTF,PHARMOGISTICS,SCANCODE,PY LOCAL STOCK NUMBER: 355079-01 1.00 EA __________________ __________________ 0013 165-94 CAR,VERT,97HX118.5WX68D LOCAL STOCK NUMBER: 165-94 2.00 EA __________________ __________________ 0014 130990-02 KIT-INSTALL,PHARMOGISTICS/CARO LOCAL STOCK NUMBER: 130990-02 2.00 EA __________________ __________________ 0015 136178-01 PRINTER ZT410 THRML BAR CODE LOCAL STOCK NUMBER: 136178-01 4.00 EA __________________ __________________ 0016 130978-02 SCNR,MT2070,HD,WL,2D,KEYPAD LOCAL STOCK NUMBER: 130978-02 6.00 EA __________________ __________________ 0017 133375-02 SYSTEM,TEST,PHARMOGISTICS LOCAL STOCK NUMBER: 133375-02 1.00 EA __________________ __________________ 0018 133803-01 FORKLIFT RENTAL,PHACTS LOCAL STOCK NUMBER: 133803-01 1.00 EA __________________ __________________ 0019 136357-01 Receptacle-Dumpster Fees,Car. LOCAL STOCK NUMBER: 136357-01 1.00 EA __________________ __________________ 0020 133255-02 Pharmogistics, Shipping, CFN LOCAL STOCK NUMBER: 133255-02 1.00 EA __________________ __________________ 0021 133247-02 Pharmogistics, Configuration, LOCAL STOCK NUMBER: 133247-02 1.00 EA __________________ __________________ 0022 133256-02 PHARMOGISTICS CUSTOM CONSULT/I LOCAL STOCK NUMBER: 133256-02 1.00 EA __________________ __________________ 0023 133248-01 Carousel, Installation, USA LOCAL STOCK NUMBER: 133248-01 1.00 EA __________________ __________________ 0024 133249-01 Carousel, Shipping, USA LOCAL STOCK NUMBER: 133249-01 1.00 EA __________________ __________________ GRAND TOTAL __________________ DESCRIPTION/SPECIFICATIONS FOR: MEDICAL EQUIPMENT REPLACE FASTPAK UNIT DOSE AND DISPENSING EQUIPMENT & ADDITION OF INVENTORY MANAGEMENT CAROUSELS SCOPE OF WORK: The Carl Vinson VA Medical Center (CVVAMC) is seeking to replace its current FastPak Unit Dose and Dispensing machine from ARxIUM. Pharmacy administration is also seeking to add inventory management carousels and software integration system to replace current inventory control system in the inpatient pharmacy area. BACKGROUND: CVVAMC currently uses the FastPak EXP Unit Dose and Dispensing machine to process routine medication dispensing services to patients in a timely and efficient manner as part of its inpatient pharmaceutical services. This equipment provides a streamlined method of dispensing and packaging medications for an otherwise labor intensive process. The FastPak also provided a substantial increase in the level of patient safety by reducing medication errors. The FastPak Unit Dose and Dispensing machine packages 100% of in-house unit dose medication services for inpatient delivery. This equipment also has advantageous features including drug name, NDC, lot number, expiration date, and BCMA barcode, all of which are compliance measures for the Joint Commission. Current EXP model is greater than 10 years old and has more than lasted beyond its product lifecycle. Also, CVVAMC utilizes a labor intensive inventory management system within the the inpatient pharmacy. By implementing inventory management carousels, pharmacy staff will be able to manage drug inventory in real time, improve inventory turn rates, and better manage a $7.7 million dollar drug budget. Description of Supplies or Service Objectives: Furnish all supervision, labor, and hardware/software equipment to replace the current FastPak Unit Dose and Dispensing machine and add the appropriate number of inventory carousels based on current workload and space requirements. It will provide inventory and control usage, user authorizations, and improve the timeliness of delivering packaged medications while substantially reducing medication errors. Our current machine, being greater than 10 years old, is producing a significant number of errors (20-30) every month. This error rate is increasing noticeably each year. It is impractical that our inpatient staff will catch every one of these errors. Hence, this replacement is a directly-correlated patient safety issue. Also in regard to patient safety and reduction of errors is the Unit Dose machine s ability to automate in-line pill cutting. Manually executed half tablet doses result in a number of errors every year at CVVAMC. Automating this feature will result in less stock confusion, decreased look alike sound alike dispensing errors, increased accuracy of half tablet dosing, and faster delivery to the floor for improved patient care during narrow pass times. Ubiquitous smart canisters that provide easier inventory management and unlimited swapping ability should also reduce patient wait times for medication delivery. Smart canisters can be placed on any port in the machine and operate without delay, whereas non-smart canisters require stationary placement with antiquated adjustment requirements. Increasing the number of smart canisters thus enables more efficient outcomes from our pharmacy technicians, curtailed use of manual trays to minimize risk, and faster service for our patients. Our current system is capped at approximately 20% smart canisters. A Unit Dose Dispensing machine that was comprised of 100% smart canisters would maximize the productivity of our limited inpatient staff allocation. From an economic planning perspective, our new Unit Dose Dispensing machine should offer dynamic bag sizing to reduce paper consumption and allow modular configuration to allow expansion if needed for increased volume. Improved queue functionality would also aid batch transitions with less required staff monitoring, thereby freeing up pharmacy technicians to perform other tasks. Minimized staff multitasking should also decrease error rates. The replacement system should provide standard and customized medication monitoring and surveillance reporting capabilities, including medication dispensing records, medication dispensing discrepancies, procurement, and inventory management. These elements enhance the safety component of the Joint Commission Standards regarding inpatient medication services. The replacement should also be able to communicate with VISTA, McKesson (prime vendor), and Pyxis ES in real time regarding dispensing, inventory, and reporting functions. It is preferred by pharmacy administration and OI&T that these functions be web-based and be conducted through a single server through one Vendor rather than multiple vendors and servers. This will for faster and simplified service issues. This system shall provide a full-system interface capability with all relevant VA information technology systems, provide for full system Security and Patient Confidentiality functions, provide up-to-date software upgrades included with maintenance support, and provide 24/7 software and hardware technical support. CVVAMC has determined that a 2-hour response time to support is reasonable. I. EQUIPMENT IDENTIFICATION Equipment installed needs to replace and demonstrate more reliability and functionality than the current FastPak model due to the patient safety, economic, and staff efficiency features noted. An alternate with identical abilities would be acceptable. II. DEFINITIONS/ACRONYMS: CO - Contracting Officer COTR - Contracting Officer's Technical Representative PM or PMI- Preventive Maintenance/Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on CVVAMC premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the PM has been concluded or is still pending completion, or that the Emergency Repair has been accomplished or is still in a pending status. Authorization Signature COTR s signature; indicates COTR accepts work status as stated in ESR. NFPA - National Fire Protection Association. OSHA Occupational Safety and Health Administration VAMC - Department of Veterans Affairs Medical Center CVVAMC Carl Vinson Veterans Affairs Medical Center UL-Underwriters Laboratories CDRH-Center for Devices and Radiological Health WHEN-Weekends, Holidays, Evenings, Nights OEM-Original Equipment Manufacturer III. CONFORMANCE STANDARDS: Contract service shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, VA, CDRH, etc. and the Manufacturer's Performance standards/specifications as used when the equipment was originally procured and that any upgrades/updates will meet the stated standards/specifications. IV. HOURS OF COVERAGE: The FastPak Unit Dose and Dispensing machine shall be able to perform its designed task 24 hours a day, 365 days a year. Repairs shall be made during normal business hours as stated below in section B. Normal business hours are Monday through Friday from 7:00 a.m. to 9:00 p.m. Eastern Standard Time. All service/repairs will be performed during normal hours of coverage unless requested or approved by the COTR or his/her designee. Preventive maintenance will be performed as recommended by the manufacturer to ensure maximum operating efficiency and/or scheduled by the COTR or their designee. Preventive maintenance will be performed during normal hours of coverage. Work performed outside the normal hours of coverage must be approved by the COTR or his/her designee. Funding for services that are outside the normal coverage hours or on holidays must have approved funding prior to any services being performed. NOTE: Hardware/software update/upgrade installations will be scheduled and performed during normal hours of coverage at no additional charge to the government. E. Federal Holidays observed by CVVAMC are: New Year s Day Labor Day Martin Luther King, Jr. Birthday Columbus Day Washington s Birthday Veterans Day Memorial Day Thanksgiving Day Independence Day Christmas Day V. INSTALLATION AND REPLACEMENT OF CURRENT EQUIPMENT The awarded vendor shall install the equipment in accordance with Section III and as per the VA Federal Supply Schedule contract terms. Any installation fees are included in the equipment quotes. The awarded vendor shall install the equipment as per the guidelines described in their FastPak Installation Manual. The awarded vendor shall credit and remove any old equipment as agreed to in the local VA contract. The awarded vendor contractors for installation and maintenance shall submit to any VA security requirements including any necessary background checks as described in Appendix C of the VHA Handbook 6500.6 (attached). VI. UNSCHEDULED MAINTENANCE (Emergency Repair Service) The awarded vendor shall maintain the equipment in accordance with Section III. Conformance Standards. Contractor will provide unlimited telephone and remote technical support, and all required OEM parts or ones certified as compatible by The awarded vendor. The CO, COTR, or designated alternate has the authority to approve/request a service call from the Contractor. C. Response Time Contractor s FSE or Technical Support must respond with a phone call to the COTR or his/her designee within two (2) hours after receipt of telephoned notification. VII. SCHEDULED MAINTENANCE: The Contractor shall perform PM services to ensure that equipment listed in the Equipment Identification section performs in accordance with Section III, Conformance Standards. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). This documentation shall be provided to the COTR at the completion of the PM. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of all of the procedures performed. PM services shall be performed semi annually. All exceptions to the PM schedule shall be arranged and approved in advance with the COTR. Any charges for parts, services, manuals, tools, or software required to successfully complete scheduled PM are included within this contract, and it s agreed upon price, unless specifically stated in writing otherwise. Remote/local VPN access as per the VHA Handbook 6500.6 Appendix C (attached) will be allowed and coordinated with the Facility ISO. The awarded vendor shall alert the facility of any end of life options in a timely manner. This will include options for upgrades and removal of old equipment. VIII. PARTS The Contractor has ready access to all parts, including unique and/or high mortality replacement parts. All parts supplied shall be compatible with existing equipment. The contract shall include all parts except, if applicable, those parts specifically listed as being EXCLUDED. The contractor shall use new or rebuilt parts that meet or exceed original design specifications and shall be of current manufacture and have complete versatility with the presently installed equipment. All parts shall perform identically to the original equipment specifications. (The Contractor shall also list any excluded parts in their proposal under the service contract). Contractor understands that any parts that process or store sensitive data must not leave the VA premises. They must be dealt with as per VHA Handbook 6500.6 Appendix C (attached) IX. SERVICE MANUALS/TOOLS/EQUIPMENT: CVVAMC shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. The location and listing of the service manuals, by name and/or the manuals themselves shall be provided to the CO upon request. Contractor shall provide the COTR or Biomedical Engineering two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. Contractor shall provide to the COTR or Biomedical Engineering OEM Service Bulletins for the equipment covered under this contract. All documentation and service bulletins, etc. listed in this paragraph B shall be provided within 30 days of award in either hard or electronic format. Any future service bulletins generated during the contract period shall be provided to the COTR within 30 days of receipt; hard copy or electronic format is acceptable. X. DOCUMENTATION/REPORTS: The documentation (ESR) shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., Emergency repairs) procedures performed, including replaced parts, and prices (for outside normal working hour services) required to maintain the equipment in accordance with Section III, Conformance Standards, and the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in the Conformance Standards section. The ESR will consist of a separate PM report for the item(s) covered under the "specific" contract. Grouping different equipment from different contracts on "one" ESR is prohibited. In addition, each ESR must, at a minimum, document the following data legibly and in complete detail: Name of contractor and contract number. Name of FSE who performed services. Contractor service ESR number/log number. Date, time (starting and ending), equipment downtime, and hours on-site for service call. VA purchase order number(s) covering the call if outside normal working hours. Description of problem reported by COTR/user (if applicable). G. Identification of equipment to be serviced: Inv. ID number, manufacturer's name, device name, model number, serial number, and any other manufacturer's identification numbers. Itemized Description of Service Performed (including, if applicable, Costs associated with after normal working hour services) including: Labor and Travel, Parts (with part numbers) and Materials and Circuit Location of problem/corrective action. Total Cost to be billed (if applicable - i.e., part(s) not covered or service rendered after normal hours of coverage). Signatures: FSE performing services described. 2. Authorized VA Employee who witnessed service described. NOTE: Any additional charges claimed must be approved by the COTR or their designee before service is completed. XI. REPORTING REQUIREMENTS: The Contractor shall be required to report to Police Station, Bldg 5A to check in. This check in is mandatory. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall be required to check out with the Police Station and submit the ESR(s) to the COTR or designee. All ESRs shall be submitted to the equipment user for an "acceptance signature" and to Biomedical Engineering and the COTR or designee for an "authorization signature". If the COTR is unavailable, a signed, authorized copy of the ESR will be sent to the Contractor after the work can be reviewed (if requested or noted on the ESR). XII. PAYMENT: The invoice for the replacement of the FastPak and addition of inventory carousels will be paid when the complete installation has been performed and passes a satisfactory inspection by the COTR, Biomedical Engineering Service, and signed off by the IT department. Service or PM invoices will be paid upon completion of work and certified as complete by the COTR. Invoices MUST INCLUDE, at a minimum, the following information: Contract No., Purchase Order No., Item(s) covered (to include serial #s). XIII. ADDITIONAL CHARGES: There will be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XIV. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COTR (in writing) of the existence, or the development of, any defects in, or repairs required to the scheduled equipment that the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COTR with a written estimate of the cost to make necessary repairs. XV. CONDITION OF EQUIPMENT: The awarded vendor will supply the Unit Dose Dispensing machine and inventory carousels (where applicable) to coincide with the prices reflected on a current accepted quote. Biomedical Engineering and the COTR will examine the equipment and ensure it is operating as designed/intended prior to any invoices being paid as submitted by the company. The Contractor accepts responsibility for the equipment described in paragraph I., in "NEW" condition. Failure to inspect the equipment prior to contract award will not relieve the Contractor from performance of the requirements of this contract. XVI. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: Each respondent must have an established business, with an office and full time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who will serve as the backup. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed a formalized training program, for the equipment identified in the Section B schedule. For field experience, the FSE(s) has a minimum of two years of experience (except for equipment newly on the market) with respect to scheduled and unscheduled preventive and remedial maintenance, on the equipment identified in the Section B schedule. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The Contractor shall provide written assurance of the competency of their personnel and a list of credentials of approved FSEs for each make and model the Contractor services at CVVAMC. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing or installing any CVVAMC equipment. The Biomedical Engineering, CO and/or COTR specifically reserve the right to reject any of the Contractor's personnel and refuse them permission to work on CVVAMC equipment. If subcontractor(s) are used, they must be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XVII. TEST EQUIPMENT: The Contractor shall provide upon request by COTR or designee, NAVAHCS with a copy of the current calibration certification of all test equipment which is to be used by the Contractor on CVVAMC equipment. Test equipment calibration shall be traceable to a national standard. XVIII. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall wear visible identification issued by CVVAMC Police Section at all times while on the premises of CVVAMC. It is the responsibility of the Contractor to park in the appropriate designated parking areas. Information on parking is available from the VA Police Section. CVVAMC will not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at CVVAMC. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XIX. CONTRACT TIME PERIOD: Contract enactment will be from September 1, 2017 August 31, 2018. XX. DELIVERY LOCATION: Carl Vinson VA Medical Center 1826 Veterans Blvd Dublin, GA 31201 Point of Contact Dr. Michael Riner, Associate Chief, Pharmacy (478)272-1210 x3663 XXI. DELIVERY CHARGES: All delivery/travel charges must be included in the price of the items. MARCH 12, 2010 VA HANDBOOK 6500.6 APPENDIX C VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY LANGUAGE FORINCLUSION INTO CONTRACTS, AS APPROPRIATE 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulations, standards, and VA Directives and Handbooks as VA and VA personnel regarding information and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. All contractors, subcontractors, and third-party servicers and associates working with VA information are subject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensure that cleared U.S. defense industry contract personnel safeguard the classified information in their possession while performing work on contracts, programs, bids, or research and development efforts. The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor s employ. The Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data- General, FAR 52.227-14(d) (1). VA information should not be co-mingled, if possible, with any other data on the contractors/subcontractor s information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that VA s information is returned to the VA or destroyed in accordance with VA s sanitization requirements. VA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from VA, or gathered/created by the contractor in the course of performing this contract without prior written approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. The contractor/subcontractor s firewall and Web services security controls, if applicable, shall meet or exceed VA s minimum requirements. VA Configuration Guidelines are available upon request. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR The C&A requirements do not apply, and that a Security Accreditation Package is not required
 

Web Link

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Document(s)

Attachment
 

File Name: VA247-17-N-0795 VA247-17-N-0795.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3679666&FileName=VA247-17-N-0795-000.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=3679666&FileName=VA247-17-N-0795-000.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: Carl Vinson VA Medical Center;1826 Blvd;Dublin

Zip Code: 31021
 

Record

SN04589440-W 20170723/170721234320-b198ec44fbbb3d2f6dd453d0ca45f635 (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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